Managing users and permissions

How to invite your team to Guide, manage users, and more!

Updated over a week ago

User Roles and Permissions

Guide has four preconfigured roles that can be assigned to users: Admin, Manager, Member, and Interviewer.

🦸🏽‍♀️ Admin

Admins have full access in Guide. Most importantly, they can set up and manage integrations to the Guide account.

👩🏻‍💻 Manager

The Manager role is very similar to Admin with one key distinction - they cannot set up or manage integrations. This role is typically assigned to recruiting operations team members who will set up and manage Guide for the recruiting team.

  • Manage Guide account configuration

  • Update company branding in Guide

  • Invite, remove, and manage users

  • Update any interviewer bio

  • View and edit jobs

  • View and edit guides

  • Create and manage guide templates

  • Create and edit message templates

  • Create and edit interview templates

  • Send, reply to, edit and delete messages

  • View all conversations

  • View survey data and analytics

👨🏽‍🦰 Member

The Member Role is typically assigned to recruiters and coordinators. These users spend most of their time communicating with candidates. They are daily users of Guide and access it directly in Greenhouse via the Guide Extension.

  • Update any interviewer bio

  • View and edit jobs

  • View and edit guides

  • View all guide templates

  • View all message templates; create and edit their message templates

  • View all interview templates

  • Send, reply to, edit and delete messages in their candidate’s guides

  • View all their conversations

👩🏿‍⚕️ Interviewer

The Interviewer Role is typically assigned to interviewers. Once invited, these users will set up an interviewer bio that will automatically appear in the candidate’s guide, helping the candidate get to know the interviewers better. They can also view their candidate's guides and reply to candidate messages.

  • Update their interviewer bio

  • View their candidate’s guides

  • Send, reply to, edit and delete messages in their candidate’s guides

  • View all their conversations

Inviting and Managing Users

Admins and Managers are able to invite, remove, and manage users. To view and manage users, navigate to the user menu here or click on your profile image in the upper right of app.guide.co and select Organization Settings > Users.

Below we've outlined the steps to do several common actions when managing users in Guide.

Invite a new user:

  1. Click on the "Invite User" button in the user menu.

  2. Enter one or more email addresses of the people you want to invite. If adding multiple people, separate emails with a comma.

  3. Select the appropriate Role. If adding multiple people, you can only select one Role.

  4. Click the "Submit" button.

  5. The invited users will receive an email from Guide inviting them to sign up.

Update an existing user:

  1. Find the user you'd like to update in the user menu. You can search by name or email, or scroll the page.

  2. In the Role column, select the current Role to open the dropdown.

  3. Select the Role you'd like to set for this user.

  4. The user's Role is now updated!

Remove a user:

  1. Find the user you'd like to remove in the user menu. You can search by name or email, or simply scroll the page.

  2. Select the "..." button to the right of the user you'd like to remove.

  3. Select Remove from the dropdown menu.

  4. The user is now removed from Guide.

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Restore a previously removed user:

  1. Navigate to the ‘Removed’ users list in the user menu.

  2. Select one or more users you’d like to invite.

  3. Click ‘Invite users’ on the banner at the bottom of the page.

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Bulk invite users

All Greenhouse users have already been recognized by Guide, making it easy to bulk invite anyone that has not yet signed up for Guide.

  1. Navigate to the ‘Uninvited’ users list in the user menu.

  2. Select one or more users you’d like to invite. Select the box at the top to select all.

  3. Click ‘Invite users’ on the banner at the bottom of the page.

  4. All invited users will receive an invite via the email provided.

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Allow users to sign up without an invitation

If you’d like, you can allow your team members to sign-up without an invite, making it easy for them to access and get started with Guide. Admins and Managers can update these organization configurations. This can be helpful if you want all of your interviewers to sign in and update their profiles at any time without needing to invite them.

Follow these steps to allow access to Guide without an invitation.

  1. Navigate to the Configuration Menu.

  2. In the ‘Associated Email Domains’ section, set which email domain(s) you’ll allow.

  3. Check the box next to allow anyone with these email domain(s) to access your Guide instance.

  4. Set the User Role you’d like new users to be assigned when they sign up.

To turn this off, uncheck the box.

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