Zoho Recruit | Default Roles and Profiles

Default Roles & Profiles

Generic solutions won't work for unique problems, right? Wrong.

Using Zoho Recruit's roles and profiles, you can maintain data security while accommodating unique job roles and their access permissions. A user's permissions and access privileges dictate what they can view, operate and share. This in turn lets you build custom security profiles that fit your company's hiring process like a glove.

What are Roles and Profiles? 


Roles control which records/objects a user can share based on their role in the hierarchy.


Profiles determine what users can see (control the visibility of objects, tabs, fields) and do. Profiles are typically defined by a job function.

Access Levels

To help you understand how the various default roles and profiles Zoho Recruit has to offer, we've split them into three access categories, namely Universal access, Intermediate access and View-only access.

Access levels are classified based on how they let users interact with data/features in Zoho Recruit. They are a combination of both roles and profiles. Note that access levels aren't a part of Zoho Recruit, we've used them as a tool to help describe the various access levels you can build and implement using roles and profiles.

Listed below are the three different access types used in this article;
  1. Universal Access: Reserved for Primary Admins & Admins.  These users access and share everything in your Zoho Recruit account.
  2. Intermediate access: Reserved for Recruiters, Hiring Managers & HR personnel, i.e, users involved in the hiring process. Some users may be involved from end-to-end and some may be evaluating candidates and leaving notes. Standard access provides the most flexibility.
  3. View-only access: Reserved for guest users & employees, i.e, users who will only ever view records, leave comments, and make referrals. 
Additionally, there are separate roles provided for Administrators (Client Administrator) and Interviewers (Client Interviewer) from the client side for the Client Portal feature.

Default Roles & Profiles 

Listed below are the default roles and profiles provided by Zoho Recruit, as well as some additional information on how they work.

Administrator (Universal Access)

Primary admins and admins have complete ownership over data and can also manage permissions of other users for data viewing and sharing. They can access details of all the modules, including job openings, candidates, interviews and set up the account. They can access all job openings, candidates, interviews and account settings.

Who should be an Admin?
  1. Anyone who should have full visibility for everything on the account.
  2. Head of Recruiting
  3. CEO

Standard (Intermediate Access)

Standard users can manage end-to-end hiring processes in the organization but, they can view data that belongs to them and not other users (If modules are set to private). They can see all candidates, perform all candidate actions, publish jobs and promote job posts. However, they cannot modify account settings.

Who should be a Standard user?
  1. Users who should publish jobs, post/promote job ads and be involved in all aspects of recruiting for a job.
  2. Recruiters
  3. Department heads who are involved in hiring
  4. Talent Acquisition executives  

Hiring Manager (Intermediate Access)

Hiring Managers can view candidate and job opening data, access referrals, and submit interview feedback (if they are an interviewer). They can create job openings, review submitted candidates, and add notes.

Who should be a Hiring Manager?
  1. Anyone who is fully involved in the hiring process, i.e. people who will have access to more private information like salary and job offer details.
  2. Department heads
  3. Executives
  4. Decision makers

Interviewer (Intermediate Access)

Interviewers can access interview records, provide interview feedback and add notes. If the user is the assigned interviewer, then they can view the candidate and job opening  records associated with the interview.

Who should be an Interviewer?
  1. Anyone who specifically handles interviews, i.e, people who evaluate candidates and provide interview feedback. 

Guest (View-only Access)

Guests can view all organizational data, similar to admins, but cannot modify or share it. They can add notes to records.

Who should be a Guest user?
  1. People who aren't involved in the hiring process but need to view data and add notes.

Employee  (View-only Access)

Employees can view and create referral records and add notes to records if they are given access to the related module.

Who should be an Employee?
  1. Anyone who is part of your workforce and can influence hiring via referrals.

Related Articles

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                                      You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.

                                          Manage your brands on social media

                                            Zoho Desk Resources

                                            • Desk Community Learning Series

                                            • Digest

                                            • Functions

                                            • Meetups

                                            • Kbase

                                            • Resources

                                            • Glossary

                                            • Desk Marketplace

                                            • MVP Corner

                                            • Word of the Day

                                              Zoho Marketing Automation

                                                Zoho Sheet Resources


                                                    Zoho Forms Resources

                                                      Secure your business
                                                      communication with Zoho Mail

                                                      Mail on the move with
                                                      Zoho Mail mobile application

                                                        Stay on top of your schedule
                                                        at all times

                                                        Carry your calendar with you
                                                        Anytime, anywhere

                                                              Zoho Sign Resources

                                                                Sign, Paperless!

                                                                Sign and send business documents on the go!

                                                                Get Started Now

                                                                        Zoho TeamInbox Resources

                                                                                Zoho DataPrep Resources

                                                                                  Zoho DataPrep Demo

                                                                                  Get a personalized demo or POC

                                                                                  REGISTER NOW

                                                                                    Design. Discuss. Deliver.

                                                                                    Create visually engaging stories with Zoho Show.

                                                                                    Get Started Now

                                                                                                        • Related Articles

                                                                                                        • Create Roles

                                                                                                          By default, the CEO and Manager roles are enabled for your Zoho Recruit paid account. In addition, you can create different types of roles for users based on their position in your organization hierarchy and the type of your Zoho Recruit Edition. ...
                                                                                                        • Manage Profiles

                                                                                                          In Zoho Recruit, the profile function controls the permission to Recruit modules, records, fields in a record, and various utilities, such as import, export, send email, mass update, etc. Users associated with the profile can access the functions ...
                                                                                                        • Manage Roles

                                                                                                          In Zoho Recruit, you can set up the organization-wide hierarchy using Roles. Users at a higher hierarchy can always access all the records of at a lower hierarchy. For example, a Senior Recruiter can access all the Recruiters' records whereas ...
                                                                                                        • Decision Guide for Territory Management

                                                                                                          Assumptions This document assumes that you are already aware of the basic concepts of territory management. For an understanding of the feature in Zoho Recruit, take a look at the help document - Territory Management Overview. Introduction Territory ...
                                                                                                        • Territory Management

                                                                                                          What is a 'Territory'? A territory is the demarcation of the recruitment force structure by which clients are grouped and shared with the recruiters of an organization. Territories can be based on various factors such as geography, industry,  ...
                                                                                                          Wherever you are is as good as
                                                                                                          your workplace



                                                                                                            Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                                            Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                                            Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                                            CRM Tips

                                                                                                            Make the most of Zoho CRM with these useful tips.

                                                                                                              Zoho Show Resources