In most organizations, team members have distinct roles in the hiring and interview process, which means their access to information and ability to perform tasks can vary significantly. The AI Interview Companion has established a structured access hierarchy based on Permission Levels (3) and User Roles (3) to address these differences.
Permission Levels
The AI Interview Companion provides three levels of permissions to accommodate different needs:
Owner
Owners have full access to all features and data in the AI Interview Companion. This includes managing candidates, roles, interviews, interview guides, and scorecards. They can also add or remove users and configure integrations if they are also an admin for the integrating tool. Typically, this level is assigned to members of the Technology team, senior members of the Talent Acquisition team, or others who require a global view of the AI Interview Companion instance.
Administrator
Administrators can access and manage most features in the AI Interview Companion, including candidates, roles, interviews, interview guides, and scorecards. They can also add or remove users. However, they cannot modify integrations or change organizational settings.
User
Users have restricted access and are limited to activities related to their assigned User Role (see below). For example, a User with the Interviewer role can only view and manage interviews they are assigned to or those explicitly shared with them.
User Roles
The AI Interview Companion includes three User Roles for individuals with the User permission level. These roles define what information users can access and what actions they can perform. Owners and Administrators are not subject to these role-based limitations.
Role Admin
Role Admins are responsible for managing specific roles to which they are assigned. They can administer tasks such as configuring role settings or assigning responsibilities, but are not global administrators and cannot modify the AI Interview Companion organizational settings.
Hiring Manager
Hiring Managers require broad visibility into one or more specific roles. They can view all associated information for their roles, including recorded interviews, video highlights and snippets, transcripts, and candidate details. They can also schedule interviews. However, their access is limited to the job roles explicitly assigned to them in the AI Interview Companion.
Interviewer
Interviewers have access only to the interviews they conduct or those explicitly shared with them. They can view related details such as recorded interviews, video highlights/snippets, transcripts, and candidate information, but only within the scope of their assigned interviews.
Here is a matrix to help visualize how User Roles & Permissions apply to a non-exhaustive set of potential activities:
| Activity | Interviewer | Hiring Manager | Role Admin | Admin | Owner |
| Conducting an interview in the AI Interview Companion | Yes | Yes | Yes | Yes | Yes |
| Viewing recorded interviews and transcripts |
If they conduct the interview If the interview was shared with them. |
All interviews for job roles they own. If they conduct the interview. If the interview is shared with them. |
All interviews for job roles they own. If they conduct the interview. If the interview is shared with them. |
All | All |
| Viewing custom highlights |
If they conduct the interview. If the interview was shared with them. |
All custom highlights for job roles they own. If they conduct the interview. If the interview is shared with them. |
All custom highlights for job roles they own. If they conduct the interview. If the interview is shared with them. |
All | All |
| Viewing the AI Interview Companion-generated highlights | If they conduct the interview. |
All highlights for job roles they own. If they conduct the interview. If the interview is shared with them. |
All highlights for job roles they own. If they conduct the interview. If the interview is shared with them. |
All | All |
| Viewing Candidates | If they're conducting/conducted the interview. |
All candidates for job roles they own. If they conduct the interview. If the interview is shared with them. |
All candidates for job roles they own. If they conduct the interview. If the interview is shared with them. |
All | All |
| Create Interview Guides/Scorecards | No | No | Yes, for their roles | Yes | Yes |
| Manage Roles | No | No | Yes, for their roles | Yes | Yes |
| Manage Candidates | No | No | Yes | Yes | Yes |
| Manage Users | No | No | No | Yes | Yes |
| Manage Integrations, Assign Owners, Adjust global account settings | No | No | No | No | Yes |
Managing Permissions in the AI Interview Companion
If you are already an Owner or Administrator and want to manage team permissions, click your icon/initials on any page in the AI Interview Companion and then click Settings.
This should direct you to your Team page, which lists all the users in your company. From here, you can edit, add, or deactivate a user. You can assign or update permission settings via either Edit next to an existing user or by clicking Add to add a new user.
Both Add and Edit will resolve to a similar page. You fill in or edit as needed, and then click Save.
