Team Members & Roles | CONFIRM Docs

The Team Members page (Settings → Team Members) lists everyone with access to your organization. Admins use it to invite people, change roles, limit access to specific jobs, and remove members. Recruiters can view the list but can’t change it. Hiring Managers and Viewers don’t see this page.

The member list

The Active Members card shows each member’s name and email, their role, an access chip, and the date they last signed in (or Never signed in). Your own row is marked (you).

The access chip summarizes what each person can see:

Chip	Meaning
Org-wide	Sees the entire organization.
A count, such as 2 jobs	Limited to specific jobs or groups of your organization. Hover the chip to see which ones.
No access	Nothing is assigned, so this person sees nothing.

Calendar-only members don’t get an access chip, because they never sign in to the portal.

Inviting a team member

Open the invite dialog

Go to Settings → Team Members and click Invite Team Member.

Enter their details

Fill in Email and First Name (both required), and optionally Last Name.

Choose a role

Pick Admin, Recruiter, Hiring Manager, Viewer, or Calendar only. New invitations default to Recruiter, and a one-line description of the selected role appears under the picker. See What each role can do.

Optionally limit their access

For Recruiters, Hiring Managers, and Viewers, expand the Limit access to specific … or jobs section and tick the groups or jobs this person should see. The section uses your organization’s own name for its groups (for example, locations). The default is organization-wide: the person sees everything. Admins always have organization-wide access, and Calendar-only members never sign in, so neither offers this option.

Send

Click Send Invitation. The person receives an email with a link to create their account and join your organization.

Inviting someone as Calendar only sends a calendar request instead of a portal invitation. They connect their calendar from the link so interviews assigned to them land on it. No account or password is created.

Pending invitations

Invitations that haven’t been accepted appear in a Pending Invitations card with the invitee’s name, email, role, and the date the invitation was sent. Expired invitations are marked Expired. An invitation that limits access shows a Scoped chip; the limits apply when the person accepts.

From the menu on each pending invitation, admins can:

Resend Invitation: sends a fresh invitation email. Use this when the original expired or got lost.
Revoke Invitation: cancels the invitation so the link can no longer be used.

Changing a member’s role

Admins see a role dropdown next to each member. Pick a new role and the change applies immediately. You can’t change your own role; ask another admin.

If you promote a Calendar-only member to a portal role, they have never set a password. Ask them to use Forgot password? on the sign-in page to sign in for the first time.

Managing access

To limit or widen what an existing member can see, open the member’s row menu and choose Manage Access (or click their access chip). The dialog shows their current access and lets you:

Scope them to specific groups or jobs, choosing the role they hold within that scope.
Add another scope, or remove one.
Make organization-wide to remove every scope so they see everything again.

Editing names and removing members

From a member’s row menu, admins can choose Edit Name or Remove Member. Removing a member deactivates their account in your organization after you confirm. You can’t remove yourself.

What each role can do

Capability	Admin	Recruiter	Hiring Manager	Viewer	Calendar only
View the dashboard, candidates, jobs, conversations, interviews, and notes	Yes	Yes	Yes	Yes	No
Advance, reject, and edit candidates; write notes	Yes	Yes	Yes	No	No
Message candidates and schedule interviews	Yes	Yes	Yes	No	No
Create and edit jobs	Yes	Yes	No	No	No
View Metrics and Reports	Yes	Yes	Yes	No	No
Download reports and exports	Yes	Yes	Yes	No	No
View background checks	Yes	Yes	Yes	No	No
Order and cancel background checks	Yes	Yes	Yes	No	No
Connect your own email and calendar in Settings	Yes	Yes	No	No	No
Open the Communications and Knowledge Base settings	Yes	Yes	No	Yes	No
Edit communication rules, templates, and the Knowledge Base	Yes	Yes	No	No	No
View the Team Members list	Yes	Yes	No	No	No
Invite, remove, and change roles or access for members	Yes	No	No	No	No
Buy job board ads, charged to the company card or your invoice	Yes	Yes	Yes	No	No
Blocklist, Scheduling, Job Boards, Referrals, and Spend	Yes	No	No	No	No
Billing & payments: company card, monthly budgets, and payment activity	Yes	No	No	No	No
Go over a monthly budget	Yes	No	No	No	No
Background check setup: account, terms, packages, payment card, and payment model	Yes	No	No	No	No
Connect a calendar so assigned interviews land on it	Yes	Yes	No	No	Yes
Sign in to the portal	Yes	Yes	Yes	Yes	No

Viewers see candidate profiles marked View only: there’s no action bar, and they can’t add notes, send messages, delete candidates, or use bulk actions.

Limiting access changes what a person sees, not what their role lets them do: a scoped Recruiter still has Recruiter capabilities, but only for the groups or jobs you selected. One exception: organization-wide exports on the Reports page need organization-wide access, so someone limited to specific jobs can’t run them. They can still export their own jobs where an export is per job, such as the Paycom HRIS upload. Calendar-only members can’t see candidates, jobs, or any other organization data.