# Adding Users & Teammates

> Manage your team members and control what they can do in your workspace with role-based permissions.

## How to Add a Teammate

{% stepper %}
{% step %} <mark style="color:$primary;">**Step 1**</mark> Go to **Settings → Team**
{% endstep %}

{% step %} <mark style="color:$primary;">**Step 2**</mark> Enter the email address of the person you want to invite

<figure><img src="/files/8FWCXs37hsFZDSnEGoV1" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %} <mark style="color:$primary;">**Step 3**</mark> Select a role for them (Admin, Recruiter, Viewer, or a custom role)
{% endstep %}

{% step %} <mark style="color:$primary;">**Step 4**</mark> Click **Invite**

* The invited user will receive an email to join your workspace. Until they accept, they'll appear as "Pending Invite."
  {% endstep %}
  {% endstepper %}

## Roles & Permissions

HeyMilo offers three system roles, plus the ability to create custom roles.

**System Roles**

| Role          | Read | Write/Edit | Delete |
| ------------- | ---- | ---------- | ------ |
| **Admin**     | ✅    | ✅          | ✅      |
| **Recruiter** | ✅    | ✅          | ❌      |
| **Viewer**    | ✅    | ❌          | ❌      |

<details>

<summary><strong>Admin</strong></summary>

Full access to the workspace. Can create, edit, and delete interviews, templates, candidates, and settings.

</details>

<details>

<summary><strong>Recruiter</strong></summary>

Can view and edit everything, but cannot delete. Great for team members who need to work with candidates and interviews without the risk of accidental deletions.

</details>

<details>

<summary><strong>Viewer</strong></summary>

Read-only access. Can view interviews, candidates, and templates but cannot make any changes. Perfect for stakeholders who need visibility without edit access.

</details>

<details>

<summary><strong>Custom Roles</strong></summary>

Need more flexibility? Create your own custom roles with granular permissions. When building a custom role, you can control access across these categories:

* **Postings:** Read (view agents) and Write (create, edit, archive agents)
* **Candidates:** Read (view profiles), Write (nudge, shortlist, dismiss), and Delete (remove candidates)
* **Integrations:** Read (view ATS and API configurations)
* **Team:** Read (view teammates and roles)
* **Billing:** Read (view plans, invoices, and usage)

Mix and match permissions to create roles that fit your team's structure, like a "Hiring Manager" who can view candidates and scorecards but can't change agent settings.

</details>

## How to Set Up Custom Roles

{% stepper %}
{% step %} <mark style="color:$primary;">**Step 1**</mark> Go to **Settings → Roles**
{% endstep %}

{% step %} <mark style="color:$primary;">**Step 2**</mark> Click **Create Role**

<figure><img src="/files/hVcXM4fPeSAunoVAQGXf" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %} <mark style="color:$primary;">**Step 3**</mark> Name your role and configure permissions
{% endstep %}

{% step %} <mark style="color:$primary;">**Step 4**</mark> Save

* You can then assign this custom role to any teammate from the Team page.
  {% endstep %}
  {% endstepper %}

## Managing Teammates

<details>

<summary><strong>Change a Teammate's Role</strong></summary>

* Go to **Settings → Team**
* Find the teammate
* Click the role dropdown next to their name
* Select the new role

</details>

<details>

<summary><strong>Remove a Teammate</strong></summary>

* Go to **Settings → Team**
* Click the **⋮** menu next to the teammate
* Select **Remove from Workspace**

</details>

<details>

<summary><strong>Resend an Invite</strong></summary>

If someone hasn't accepted their invite:

1. Go to **Settings → Team**
2. Find the pending invite
3. Click the **⋮** menu
4. Select **Resend Invite**

</details>

## Enabling PBAC for Your Workspace

{% hint style="info" %}
Permissions-Based Access Control (PBAC) must be enabled for your workspace by HeyMilo. Contact your CSM or support to turn on this feature.
{% endhint %}

Once enabled, refresh your browser to see the new role options.

## Teams in Your Workspace

You can create teams within your workspace to organize postings by department, location, or brand.

<figure><img src="/files/hLDp9juUDTrXfmml6qRr" alt=""><figcaption></figcaption></figure>

{% stepper %}
{% step %} <mark style="color:$primary;">**Step 1**</mark> Go to **Settings → Team → Teams Tab** and **Create Team** or manage teams.

<figure><img src="/files/bGGfB5BCjegoigqQkalF" alt="" width="563"><figcaption></figcaption></figure>
{% endstep %}

{% step %} <mark style="color:$primary;">**Step 2**</mark> Name each team (e.g. “Sales Recruiting,” “West Region”) and add members as needed.

* Optionally add a quick description so members know what the team is for
  {% endstep %}

{% step %} <mark style="color:$primary;">**Step 3**</mark> The new team appears in your workspace and can be used when creating or organizing agents
{% endstep %}
{% endstepper %}

#### Agents and team space

Switch between teams at the top of your workspace.

<figure><img src="/files/TopHfc1NCki1HVOjZw6P" alt=""><figcaption></figcaption></figure>

* When you create an agent, it is created in the team space you’re currently in (or the team you have selected). That agent then “lives” in that team and is visible to others based on team membership and permissions.
* Agents are scoped to one team at a time.

<details>

<summary><strong>How permissions work with teams</strong></summary>

* Role-based permissions (Admin, Recruiter, Viewer, or custom roles) apply in the context of teams. When you update a user’s role or permissions at the workspace level, those changes are reflected for that user across the teams they belong to.
* Teammates see and can act on agents according to their role and which team(s) they’re in.

</details>

<details>

<summary><strong>Transferring an agent to another team</strong></summary>

You can move an existing interview agent from one team to another without recreating it: open the agent, use **Actions**, and **Assign to team**.

<figure><img src="/files/yPmlI7potBCQg0egWqZE" alt=""><figcaption></figcaption></figure>

* Select the destination team and confirm. The agent will appear in the new team’s space; candidates and data stay with the agent.

</details>


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.admin.heymilo.ai/LSZxi3j1ogncQTSSNI3K/settings/adding-users-and-teammates.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.