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Team Members & Permissions

Collaborate effectively by inviting team members and assigning appropriate roles and permissions. This guide covers team management and access control.

Team Roles​

Flowxtra offers five role levels:

Owner​

Full administrative access:

  • All permissions
  • Manage billing and subscription
  • Delete account
  • Transfer ownership
  • Cannot be removed (only transferred)

Limit: 1 per account

Admin​

Administrative access:

  • Manage all jobs and applications
  • Invite and remove team members
  • Configure company settings
  • View analytics and reports
  • Cannot manage billing or delete account

Limit: Unlimited

Recruiter​

Hiring management access:

  • Create and manage jobs
  • Review and manage applications
  • Communicate with candidates
  • View hiring analytics
  • Cannot manage team or settings

Limit: Unlimited

Hiring Manager​

Department-specific access:

  • View assigned jobs
  • Review applications for assigned jobs
  • Comment and rate candidates
  • Cannot create jobs or manage settings

Limit: Unlimited

Viewer​

Read-only access:

  • View jobs and applications
  • View analytics
  • Cannot make any changes

Limit: Unlimited

Inviting Team Members​

Send Invitation​

  1. Navigate to Settings > Team Members
  2. Click Invite Member
  3. Enter email address
  4. Select role
  5. Choose departments (for Hiring Managers)
  6. Add personal message (optional)
  7. Click Send Invitation

Invitations expire after 7 days. Resend if needed.

Bulk Invitations​

Invite multiple members at once:

  1. Click Bulk Invite
  2. Enter email addresses (one per line)
  3. Select default role
  4. Click Send Invitations

Invitation Status​

Track invitation status:

  • Pending: Invitation sent, not yet accepted
  • Accepted: User joined the team
  • Expired: Invitation expired (7 days)
  • Revoked: Invitation cancelled

Managing Team Members​

View Team Members​

See all team members in Settings > Team Members:

  • Name and email
  • Role
  • Department assignments
  • Last active
  • Status

Edit Member​

Change member details:

  1. Click member name
  2. Update role or departments
  3. Click Save Changes

Changing roles takes effect immediately and may affect ongoing work.

Remove Member​

Remove a team member:

  1. Click Remove next to member name
  2. Choose what to do with their data:
    • Reassign to another member
    • Keep unassigned
  3. Confirm removal

What happens:

  • Access revoked immediately
  • Assigned jobs remain
  • Comments and notes preserved
  • Can be re-invited later

Transfer Ownership​

Transfer account ownership:

  1. Go to Settings > Account
  2. Click Transfer Ownership
  3. Select new owner (must be Admin)
  4. Enter your password
  5. Confirm transfer

You will become an Admin after transfer. This action cannot be undone.

Permission Details​

Job Permissions​

ActionOwnerAdminRecruiterHiring ManagerViewer
Create job✓✓✓--
Edit job✓✓✓--
Delete job✓✓✓--
Publish job✓✓✓--
View all jobs✓✓✓Assigned only✓

Application Permissions​

ActionOwnerAdminRecruiterHiring ManagerViewer
View applications✓✓✓Assigned only✓
Update status✓✓✓Assigned only-
Add comments✓✓✓✓-
Rate candidates✓✓✓✓-
Contact candidates✓✓✓Assigned only-
Export data✓✓✓--

Team Permissions​

ActionOwnerAdminRecruiterHiring ManagerViewer
Invite members✓✓---
Remove members✓✓---
Change roles✓✓---
View team✓✓✓✓✓

Settings Permissions​

ActionOwnerAdminRecruiterHiring ManagerViewer
Company profile✓✓---
Billing✓----
API keys✓✓---
Webhooks✓✓---
Integrations✓✓---

Department Assignments​

Create Departments​

  1. Go to Settings > Departments
  2. Click Add Department
  3. Enter department name
  4. Add description
  5. Assign department head
  6. Click Create

Assign Members to Departments​

  1. Edit team member
  2. Select departments
  3. Set as department head (optional)
  4. Save changes

Department-Based Access​

Hiring Managers only see:

  • Jobs in their departments
  • Applications for their jobs
  • Analytics for their departments

Collaboration Features​

Internal Notes​

Add private notes on applications:

  • Visible to team members only
  • Not visible to candidates
  • Timestamped and attributed
  • Supports mentions (@username)

Candidate Ratings​

Rate candidates (1-5 stars):

  • Individual ratings per team member
  • Average rating displayed
  • Filter by rating
  • Export ratings

Activity Feed​

Track team activity:

  • Job created/updated
  • Application status changed
  • Comments added
  • Ratings given
  • Team member actions

Mentions​

Notify team members:

  • Use @username in comments
  • Mentioned user receives notification
  • Creates activity feed entry

Best Practices​

Role Assignment​

  • Start restrictive: Assign minimum necessary role
  • Review regularly: Audit roles quarterly
  • Use Hiring Managers: For department heads
  • Limit Admins: Only trusted team members
  • Owner security: Enable 2FA for owner account

Team Organization​

  • Clear departments: Organize by function
  • Assign ownership: Each job has an owner
  • Regular communication: Weekly team syncs
  • Document processes: Standard hiring workflows
  • Training: Onboard new team members properly

Security​

  • Remove promptly: Revoke access when members leave
  • Review access: Audit team members monthly
  • Strong passwords: Enforce password policies
  • 2FA: Encourage two-factor authentication
  • Activity monitoring: Review activity logs

Troubleshooting​

Invitation Not Received​

If team member didn't receive invitation:

  1. Check spam/junk folder
  2. Verify email address
  3. Resend invitation
  4. Check invitation status
  5. Contact support

Cannot Remove Member​

If unable to remove member:

  • Must be Owner or Admin
  • Cannot remove yourself
  • Cannot remove Owner
  • Check for active assignments

Permission Issues​

If team member can't access features:

  1. Verify their role
  2. Check department assignments
  3. Confirm account is active
  4. Review permission table
  5. Contact support

Next Steps​