User Roles & Permissions
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—nothing more, nothing less.
🎭 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
Content Manager
Can edit candidate portal templates, interviewer bios, and email templates
Helpful for employer brand, recruiting ops, or comms partners
In addition, can access everything that Scheduler permission can access
Scheduler
Can manage scheduling tasks, send candidate emails, and edit interview panels
Access to the coordinator dashboard and task queue
Can update another interviewer's self schedule setting
Cannot modify organization-wide settings or templates
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
🔒 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.
🧭 Where to Manage Roles
Admins can manage roles at any time by visiting:
⚙️ Settings > Users > Click the 3 dots > Change Role
From there, you can:
Invite new users
Update roles for existing users
Remove users no longer on your team
❓ Frequently asked questions
Is there any way for a hiring manager to see their team's interviewer scheduling preferences, or does recruiting have to pull and share that manually?
“Hiring manager” on a job comes from your ATS—it is not its own Guide permission. What someone can see depends on their Guide role:
Scheduler, Content Manager, or Admin can go to Settings > Users, open the 3 dots menu for a teammate, and choose Edit scheduling preferences (or Edit settings if your org uses the unified user settings dialog) to view and update that person’s interviewer defaults, availability, and related scheduling preferences.
Interviewer can only view and edit their own scheduling preferences in account settings. There is no hiring-manager-only view of the whole team’s preferences.
If a hiring manager only has the Interviewer role in Guide, recruiting needs to share preferences manually—or an Admin can change their role (usually to Scheduler) so they can use Settings > Users.
How do I deactivate a former employee's account?
If Guide syncs users from your ATS
Deactivate or disable the user in Greenhouse or Ashby (per your offboarding process). Guide sync marks their membership inactive and they lose access.
Before they leave
An Admin (or anyone with transfer permission) should use Settings > Users > 3 dots > Transfer ownership to reassign open scheduling tasks, interviews, candidate messages, and booking links to an active teammate.
If the person was invited directly to Guide (not deactivated via ATS)
Contact Guide support to deactivate the account. Still run Transfer ownership first so candidates are not left without an owner.
Reactivating someone later usually follows the same path (for example, re-enabling them in the ATS when sync is on).
Why do I only see part of Guide after installing the extension (or updating my profile)?
Guide shows features based on your user role, not the Chrome extension or profile settings. The extension only helps you use Guide in your ATS (e.g. Greenhouse); it doesn’t grant scheduling, dashboards, or admin access.
If you expected scheduling access but still see a limited view, your Guide role may still be Interviewer even after install/setup.
Fix: a Guide Admins can go to Settings → Users, checks your role, and uses ⋮ → Change role (and selects the correct level of access). With SSO, new users are often given Interviewer permissions until an Admin updates them.