Roles & permissions
Roles and permissions determine what each user can see (which menus and modules) and do (which actions they can take). Getting this right keeps the platform secure and uncluttered for each user.
Roles
Every user is assigned a role. Common roles include:
| Role | Typical access |
|---|---|
| Administrator | Full access, including the Admin area |
| Recruiter | Day-to-day hiring across vacancies, sourcing, pipeline, interviews, offers |
| Team Leader / Manager | Recruiter access plus team oversight |
| Reviewer / Vendor | Limited access to review assigned candidates |
| Hiring Manager / Client | External, restricted view of their roles |
Your organisation may have additional or renamed roles.
🖼️ Screenshot: The roles & permissions screen listing roles and the permissions enabled for each.
Access settings
Beyond the broad role, X0PA AI uses fine-grained access settings that switch individual menus and capabilities on or off — for example whether a user can see the Leads menu, add vacancies, import jobs, or view analytics. This is why two users with the "same" role can see slightly different menus.
Configuring permissions
- Open the roles & permissions area in Admin.
- Select a role to edit.
- Toggle the permissions / access settings for that role (menu visibility and allowed actions).
- Save. Changes take effect for those users on their next sign-in.
:::caution Least privilege Grant each role only what it needs. Over-broad permissions expose sensitive candidate data and admin functions. Review permissions when your process or team structure changes. :::
Why a user can't see something
If a recruiter reports a "missing" menu, check:
- Their role and its access settings here.
- Whether the module is enabled for the organisation (Feature availability).