How to Manage Users and Access Levels

The Manage Users page (also called Access Levels) allows Owners and Admins to add team members, assign roles, and control who can access different features within your SmoothHiring account. Effective user management ensures your hiring team has the right level of access to collaborate efficiently.

Navigating to Manage Users

• Direct URL: /employer/settings/account/access-levels
• Navigation: Click Settings in the left sidebar > Manage Users tab.

Note: Only users with the Owner or Admin role can access this page. Other roles will be redirected to the Dashboard.

User Roles and Permissions

SmoothHiring uses a role-based access control system with four assignable roles (plus the Owner role):

Detailed Permission Breakdown

Viewing Your Team

The Manage Users page displays a paginated table (or list on mobile) of all users on your account:

• Pagination: If you have more than 10 team members, pagination controls appear at the bottom.
• Mobile View: On smaller screens, the table switches to a card-based list layout.

Adding a New User

Step-by-Step

1. Click the Add Users button (top-right corner, shown only to Owners and Admins).
2. In the Add New User dialog, fill in:
   • First Name — The user's first name (required)
   • Last Name — The user's last name (required)
   • Email Address — A valid email address (required, validated format)
   • Select Role — Choose from Admin, Recruiter, Hiring Manager, or Observer
3. Click + Add and Invite User.
4. A success message confirms the user was added.
5. Click Close to dismiss the dialog.

What Happens When You Add a User

• An invitation email is sent to the provided email address.
• The user will receive a link to set up their password and access the account.
• They immediately appear in the team list with their assigned role.
• If the email already has an account, they'll be linked to your organization.

Subscription Limits

Your subscription plan may limit the number of users you can add. If you attempt to add a user beyond your plan's limit:

1. A Subscription Upgrade dialog appears.
2. You'll see a message explaining you've reached the user limit.
3. You can upgrade your plan directly from the dialog.
4. After upgrading, the Add User dialog opens automatically.

Editing a User's Role

1. Find the user in the team list.
2. Click the Edit button on their row.
3. The Edit User dialog opens with their information pre-filled.
4. Change the Select Role dropdown to the new role.
5. Click Save.

Note: When editing an existing user, the First Name, Last Name, and Email fields are disabled (read-only). Only the role can be changed.

Important: The Owner role cannot be assigned through this dialog. There can only be one Owner per account.

Removing a User

1. Find the user in the team list.
2. Click the Remove or Delete action.
3. Confirm the removal when prompted.
4. A success message confirms the user has been removed.

Removed users will no longer be able to access your SmoothHiring account. Their historical data (scorecards, comments, activity) remains intact.

Role Assignment Best Practices

Tip: Use the Admin role sparingly. Only assign it to people who need to manage billing, users, and company-wide settings.

Tip: Assign the Recruiter role to team members who own the full lifecycle of their job postings — from creation through to hiring.

Tip: Use Hiring Manager for department heads or team leads who need to review candidates for specific roles but don't need to create job postings.

Tip: The Observer role is ideal for executives or stakeholders who want visibility into hiring progress without the ability to make changes.

Access Level Quick Reference

The information tooltip (ℹ️ icon) next to the page subtitle shows a summary:

• Administrators can create, assign, view and comment on all jobs company-wide.
• Recruiters can create and assign jobs, plus view and comment on jobs they have created.
• Hiring Managers can't create jobs, but they can view and comment on jobs assigned to them.
• Observers can't create jobs, but can view and comment on all jobs company-wide.

Troubleshooting

Related Pages

• Account Information — Manage your own profile
• Company Details — Update organization info (Admin/Owner only)
• Password & Security — Each user manages their own security
• Dashboard — Quick link tile to Add Users