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  1. Company & Team

Team Members & Roles

Hiring is a team sport, and Hivemind lets everyone in, with exactly the access they need. Teammates live in Settings → Team Members, and what each person can do is governed by their role in Settings → Roles. This guide covers inviting people, managing them, and building roles of your own.

1. Invite a teammate

  1. Open Settings → Team Members and click Invite.
  2. Enter their Email and pick a Role. The dropdown lists System Roles and any Custom Roles, with Recruiter pre-selected as a sensible default. You can even pick Create new role… to build one on the spot.
  3. Click Invite.

Your teammate receives an invitation email. The link takes them to a Verify Invite page where they enter their Full Name and set a password (8+ characters with at least one uppercase and one lowercase letter), then they're signed straight into your workspace. Until they accept, their card shows a pending status.

2. Manage members

The Team Members tab groups everyone by role, with the workspace Owner shown separately at the top. On each member's card you can:

  • Change their role: pick a new system or custom role from the dropdown.
  • Manage pipeline access: for roles that work inside pipelines, assign specific pipelines so each person only sees the searches they're part of. The Owner always has Full Access.
  • Delete the member: removes them from the workspace (this can't be undone).
💡

There is exactly one Owner per workspace. The Owner role can't be reassigned, and the Owner can't be deleted or moved to another role.

3. System roles vs custom roles

Open Settings → Roles. Hivemind ships with seven ready-made System Roles: Admin, Recruiter, Hiring Manager, Interviewer, Sourcer, Developer, and Viewer. Each has a curated permission set and a member count so you can see who's on what. System roles can't be edited; they're a stable foundation.

When the presets don't fit (say you want a reviewer who can score assessments but never touch billing), create a Custom Role.

4. Build a custom role

  1. In the Roles tab, click New Role.
  2. Give it a Name (e.g. Pipeline Reviewer) and an optional Description.
  3. Optionally use Clone from to start with a system role's permissions instead of a blank slate. (Owner can't be cloned; it's reserved.)
  4. Tick permissions in the Permissions list. Each group has a select-everything option if you want to grant a whole area at once. A role needs at least one permission.
  5. Click Create role.

Custom roles appear alongside system roles everywhere a role can be assigned. Edit or delete them anytime from the Roles tab.

Permission areas

Permissions are grouped into these areas, each with its own set of actions (typically list, view, create, update, and delete):

AreaWhat it covers
PipelinesSeeing and opening pipelines, creating, editing, activating, and deleting them, and operator actions like starting interview calls or moving a candidate back or forward. View all lets someone see every pipeline instead of only the ones assigned to them.
CandidatesSeeing candidates and their profiles, adding them, editing notes, tags, stage, and score, and deleting them.
Manual ReviewsSeeing review tasks in the Inbox, and approving or rejecting candidates at manual review and manual interview stages.
OutreachSeeing, building, editing, launching, and deleting outreach campaigns.
EmailUsing the email inbox, reading threads, and sending or replying to candidates.
ContactsSeeing, adding, editing, and removing outreach contacts.
AssessmentsSeeing, building, editing, and deleting assessments.
Team MembersSeeing the team list, inviting teammates, changing their role or pipelines, and removing them.
RolesSeeing the role catalog and creating, editing, or deleting custom roles.
Company SettingsViewing and editing workspace settings, such as the company name, slug, branding, and career page.
BillingSeeing the credit balance and subscription, and buying credits.
IntegrationsConnecting your own personal integrations (like your Google or Zoom account), and separately, managing company-wide ones (like Ashby, Slack, or shared mailboxes).
Data Import / ExportViewing dashboards and reports, importing data, and exporting candidate, contact, and pipeline data.
Audit LogSeeing the company-wide log of permission-relevant actions.

Hover over a permission in the role builder to see exactly what it allows.

⚠️

A role can only be deleted while no one is assigned to it. If members still hold the role, you'll get a "Role is in use" message. Move them to another role first, then delete.

5. What roles control

Permissions shape the whole app, not just Settings: tabs like Workspace Settings, Roles, and Credits only appear for roles allowed to manage them, and pages a role can't access simply don't show. If a teammate says something is "missing," check their role first. See Settings Overview.

Roles also apply to AI. Hive in the app and any AI assistant a teammate connects to Hivemind (see Hivemind MCP Server) only offer the actions that person's role allows, using the same rules as the app. Ask for something outside your role and the assistant says it isn't available to you. Changing someone's role, or removing them, reaches their connected assistant within a minute.

What's next

Updated 29 days ago

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