Guide uses role-based permissions to help you control what each user can see and do. Assigning the right roles ensures that each person has access to the tools they need.
🎭 Role Types in Guide
Here’s a breakdown of each user role and what it unlocks:
Admin
Full access to all settings, templates, reports, and configuration tools
Can add/remove users, assign roles, and control organization-wide settings
In addition, Can access everything that Scheduler & Content Manager permission can access
This permission can do everything a Content Manager can do, and they also manage integrations, your logo and default interviewer photo, automation settings, API keys and integrations and view the Adoption report. They assign any role, including Admin, and they transfer ownership when someone leaves.
Content Manager
Can edit candidate portal templates, interviewer profiles, and email templates
Helpful for employer brand, recruiting ops, or comms partners
In addition, can access everything that Scheduler permission can access
For employer brand, recruiting ops, or comms partners who own candidate-facing content. They can edit candidate portal templates, the content library, and organization-wide candidate portal settings, and they can do everything a Scheduler can do. They can also change someone’s role to Content Manager, Scheduler, or Interviewer.
Scheduler
Can manage scheduling tasks, send candidate emails, and edit interview panels
Can manage email and message templates, as well as interviewer profiles
Access to the coordinator dashboard and task queue
Can update another interviewer's self schedule setting
Cannot modify organization-wide candidate portal settings, candidate portal templates or branding
Typically best for coordinators and anyone doing day-to-day scheduling. They can run scheduling tasks, send candidate emails, edit interview panels, manage booking links, and work in a candidate’s portal. They can edit message templates and other people’s interviewer profiles and scheduling preferences. They can open Settings > Users and invite a teammate as a Scheduler. They can’t change roles, transfer ownership, edit candidate portal templates, or change organization-wide portal settings or branding.
Interviewer
Can view candidate links they are assigned to
Can update their Guide profile (bio, photo, LinkedIn)
No access to dashboards, templates, or scheduling tasks
Typically best for employees who take interviews and keep their own candidate-facing profile up to date. They can update their bio, photo, and LinkedIn, and they can manage their own scheduling preferences. They can optionally use the Chrome extension to see their profile and upcoming interviews. They don’t get scheduling tasks, templates, reports, or user management.
What each role can do
Every role has the following abilities within their own account
What they can do | Interviewer | Scheduler | Content Manager | Admin |
Update their Guide profile (bio, photo, LinkedIn) | Yes | Yes | Yes | OwnYes |
Update their own scheduling preferences (availability, interview limits, time off) | Yes | Yes | Yes | Yes |
Update their own self-schedule defaults | Yes | Yes | Yes | Yes |
See their profile and upcoming interviews in the Chrome extension | Yes | Yes | Yes | Yes |
An Interviewer’s organization (Admins) can choose to stop them from lowering their own interview limits, or from editing their own blocked dates. A Scheduler, Content Manager, or Admin can still update those for them.
Scheduling and candidate management
What they can do | Interviewer | Scheduler | Content Manager | Admin |
Scheduling tasks and task queues | No | Yes | Yes | Yes |
Upcoming interviews | No | Yes | Yes | Yes |
Send candidate emails and work in a candidate’s portal | No | Yes | Yes | Yes |
Edit interview panels | No | Yes | Yes | Yes |
Booking links | No | Yes | Yes | Yes |
Jobs | No | Yes | Yes | Yes |
Interviewer tags and pools | No | Yes | Yes | Yes |
Scheduling tools in the Chrome extension (tasks and the candidate you’re viewing in your ATS) | No | Yes | Yes | Yes |
Candidate-facing content
What they can do | Interviewer | Scheduler | Content Manager | Admin |
Message and email templates | No | Yes | Yes | Yes |
Content library | No | No | Yes | Yes |
Candidate portal templates | No | No | Yes | Yes |
Organization-wide candidate portal settings | No | No | Yes | Yes |
Logo and default interviewer photo | No | No | No | Yes |
A Scheduler can update the portal for a specific candidate. Organization-wide portal settings, portal templates, and branding stay with Content Managers and Admins.
User management
What they can do | Interviewer | Scheduler | Content Manager | Admin |
Open Settings > Users | No | Yes | Yes | Yes |
Edit a teammate’s profile | No | Yes | Yes | Yes |
Edit a teammate’s scheduling preferences | No | Yes | Yes | Yes |
Edit a teammate’s self-schedule defaults | No | Yes | Yes | Yes |
Invite a teammate who is already on the user list | No | Scheduler only | Content Manager or Scheduler | Admin, Content Manager, or Scheduler |
Change another person’s role | No | No | Yes, except Admin | Yes |
Transfer ownership when someone leaves | No | No | No | Yes |
Organization setup
What they can do | Interviewer | Scheduler | Content Manager | Admin |
Company settings | No | No | Yes | Yes |
Interview defaults, scheduling defaults, and queue setup | No | No | Yes | Yes |
Training path setup | No | No | Yes | Yes |
Organization notifications, email settings, and bulk import | No | No | Yes | Yes |
Integrations | No | No | No | Yes |
Automations, and Aria settings when Aria is on | No | No | No | Yes |
API keys | No | No | No | Yes |
Schedulers can use interviewer pools and tags in their scheduling work. Setting up training paths, queues, and company defaults is for Content Managers and Admins.
Reports
What they can do | Interviewer | Scheduler | Content Manager | Admin |
Scheduling, interviewers, training, booking links, and surveys | No | Yes | Yes | Yes |
Aria report, when Aria reporting is on | No | Yes | Yes | Yes |
Adoption report | No | No | No | Yes |
🧭 Where to Manage Roles
Admins can manage roles at any time by visiting:
⚙️ Settings > Users > Click the 3 dots > Change Role
🔒 Best Practices for Assigning Roles
Keep Admins Limited – Only give Admin access to team members managing Guide’s rollout or long-term setup.
Use Scheduler for Coordination Teams – Most day-to-day scheduling work happens here.
Loop in Content Managers Early – If your employer branding or comms team wants to shape candidate-facing content.
Encourage Interviewers to Update Profiles – A polished bio and photo makes a big impact on candidate experience.