Create and manage custom roles

Use custom roles to give teammates the permissions they need.

Before you start

You need an active administrator account and access to Settings → Team & Access → User Roles. Ask your administrator if you cannot create or edit roles.

Choose permissions for the jobs, candidate information, communications, exports and settings the role needs.

Create a role

1. Open Settings → Team & Access → User Roles and select New Role.

2. Enter a unique Role Title of up to 50 characters. Add a description explaining who should use the role.

3. Review the permission categories. Use Search permissions to find a particular action and select the permission cards you need. At least one permission is required.

4. Review the selected permissions before using category-wide selection. A whole category can include sensitive or destructive actions.

5. Select Create Role. Confirm the role appears in the list, then assign it from a user's User Role field.

Categories include Job Management, Candidate Management, Reports & Analytics and Administration. Company Management appears for applicable agency workspaces. Available permissions can vary with workspace features.

Change an existing role

1. Search for the role and select its name or Edit role.

2. Review its assigned-user count and current permissions.

3. Change the title, description or permissions and review the added/removed permission summary.

4. Select Update Role. Have an affected user refresh their session and check the intended action.

Changes apply to everyone assigned to the role. Create a separate role for a smaller group, or use Duplicate role as a starting point and review its permissions.

Remove a custom role

Select Delete role from the role’s menu. Reassign any users first. Deleting a role removes its permission configuration without deactivating users.

Roles marked System role, including the protected administrator role, cannot be edited or deleted through the custom-role actions.

If a change is blocked

• Duplicate title: choose a different role name.

• Role is in use: review assigned users and give them another suitable role before deleting.

• Missing action: check administrator access, workspace scope and available features.

• User still cannot complete a task: check both the action permission and access to the relevant job or candidate. Refresh the session after a role change.

Next steps

Invite your team and choose appropriate access. Troubleshoot a missing menu or action. Contact CVViZ support.