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
Step 1 Go to Settings → Team
Step 2 Enter the email address of the person you want to invite
Step 3 Select a role for them (Admin, Recruiter, Viewer, or a custom role)
Step 4 Click Invite
The invited user will receive an email to join your workspace. Until they accept, they'll appear as "Pending Invite."
Roles & Permissions
HeyMilo offers three system roles, plus the ability to create custom roles.
System Roles
Admin
✅
✅
✅
Recruiter
✅
✅
❌
Viewer
✅
❌
❌
Admin
Full access to the workspace. Can create, edit, and delete interviews, templates, candidates, and settings.
Recruiter
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.
Viewer
Read-only access. Can view interviews, candidates, and templates but cannot make any changes. Perfect for stakeholders who need visibility without edit access.
Custom Roles
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.
How to Set Up Custom Roles
Step 1 Go to Settings → Roles
Step 2 Click Create Role
Step 3 Name your role and configure permissions
Step 4 Save
You can then assign this custom role to any teammate from the Team page.
Managing Teammates
Change a Teammate's Role
Go to Settings → Team
Find the teammate
Click the role dropdown next to their name
Select the new role
Remove a Teammate
Go to Settings → Team
Click the ⋮ menu next to the teammate
Select Remove from Workspace
Resend an Invite
If someone hasn't accepted their invite:
Go to Settings → Team
Find the pending invite
Click the ⋮ menu
Select Resend Invite
Enabling PBAC for Your Workspace
Permissions-Based Access Control (PBAC) must be enabled for your workspace by HeyMilo. Contact your CSM or support to turn on this feature.
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.
Step 1 Go to Settings → Team → Teams Tab and Create Team or manage teams.
Step 2 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
Step 3 The new team appears in your workspace and can be used when creating or organizing agents
How permissions work with teams
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.
Agents and team space
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.
Transferring an agent to another team
You can move an existing interview agent from one team to another without recreating it: open the agent, use Actions, and Assign to team.
Select the destination team and confirm. The agent will appear in the new team’s space; candidates and data stay with the agent.
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