Roles and permissions
Understand Viewer, Member, Admin, ownership, and workspace-level access.
Permissions are evaluated inside the currently selected organisation. A person's role and report ownership both affect what they can do.
Permission matrix
| Action | Viewer | Member | Admin |
|---|---|---|---|
| View organisation reports, candidates, roles, and comparisons | Yes | Yes | Yes |
| Run resume analyses | No | Yes | Yes |
| Create or edit candidates and job descriptions | No | Yes | Yes |
| Run matching searches | No | Yes | Yes |
| Use AI JD coach reviews, drafts, and restructures | No | Yes | Yes |
| Generate a candidate-comparison summary | No | Yes | Yes |
| Create an interview invitation, including bulk invitations | No | Yes | Yes |
| Export a report PDF or available original resume | Yes | Yes | Yes |
| Export report, candidate, or job-description lists to CSV | Yes | Yes | Yes |
| Select several records for bulk actions | No | Yes | Yes |
| Share or delete a report they created | No | Yes | Yes |
| Share or delete another user's report | No | No | Yes |
| Update organisation profile and consent setting | No | No | Yes |
| View assigned interview version | No | No | Yes |
| Change the assigned interview version | No | No | No |
| Manage API keys and webhook endpoints (when enabled) | No | No | Yes |
| View organisation usage and activity | No | No | Yes |
| Invite, remove, or change teammate roles | No | No | Yes |
Some read access can depend on the record state and product policy. Plan and workspace limits can prevent an otherwise permitted action.
Viewer
Viewer is a read-only role. Viewers can inspect organisation content made available by the product, including reports and existing comparison or rediscovery results, but Viewers cannot change records or generate new analyses, interviews, or comparison summaries. The same applies to an AI assistant a Viewer connects: it can read, but not record decisions or start work.
Member
Members can perform day-to-day recruiting workflows. Report ownership still matters: a Member can manage public sharing or deletion for a report they created, but not for another user's report.
Admin
Admins have Member capabilities plus organisation profile, usage, assigned-version visibility, team, invitation, role, and activity access. Admins can also manage sharing or deletion across report owners within the active organisation.
Ownership and assigned configuration
Report sharing and deletion depend on both role and creator. A Member cannot manage another person's report merely because they can read it. Admins can manage those actions within the same workspace. Deleting a candidate or job together with linked reports checks the same report permissions. Bulk deletion applies the same rules to every selected record: if any one of them cannot be deleted, nothing is deleted.
Viewer means read-only, not download-proof: available PDFs, original resumes, and CSV list exports can be downloaded. Protect workspace membership accordingly. Public-link recipients are separate from workspace roles and see only the fields enabled on that link.
Interview versions are assigned by ProBB AI. Admins can view the assigned version and configure supported consent settings; they cannot choose another version. Admins also choose the workspace colour scheme under Settings, Appearance. API keys have their own scopes and require their creating Admin to retain access. See authentication.
Team safeguards
- Pending invitations count against applicable seat limits.
- Organisation invitations normally expire after seven days.
- Admins can resend or revoke pending invitations.
- Last-admin safeguards prevent an organisation from being left without an Admin.
- Removing a member does not automatically mean every record they created is deleted.
If an action is missing
Confirm the active workspace, your organisation role, report ownership, record state, and remaining workspace allowance. See Troubleshooting when the reason is still unclear.