Team-only permissions let recruiters collaborate on shared work without giving everyone access to the whole account. They combine a user’s role with their current team memberships.
Teams and Roles and Permissions are not available on Pro accounts.
Choose the Right Access Level
Open Admin Settings > Roles and Permissions, review the relevant role, and choose the access level for each supported action.
| Access level | Meaning |
|---|---|
| Everything | The permitted action can cover eligible records across the current account. |
| Team | The permitted action is limited to eligible records accessible through shared active teams. |
| Owned | The permitted action is limited to records covered by that user’s ownership or assignment rule. |
| None | The action is not permitted. |
The owning or assigned user depends on the record type. Do not assume that whoever originally created a record is always its current owner.
Keep Actions Separate
Suppose a recruiter’s role allows Team for candidate viewing, Owned for editing, and None for deleting.
They can view eligible candidates belonging to their teammates, edit only candidates within their own permitted ownership scope, and cannot delete candidates.
Joining a team does not turn a disabled action on. Export and bulk actions also require their own permissions.
Understand Multiple Teams
If Priya belongs to Technology and Finance, her Team-scoped access can include eligible records owned by members of either team.
It does not include every record in the account. It also does not give a Technology-only colleague access to all Finance records simply because Priya belongs to both teams. Access follows the teams shared by the viewing user and the relevant record owner.
Review Linked Records and Activities
An activity can be linked to a candidate, job, Organization, contact, or deal. Seeing an activity entry does not grant unrestricted access to its linked record.
Record details, searches, exports, and activity-linked access still respect the applicable permissions. Selecting a team in a report filter cannot expand your underlying access.
Handle Membership Changes
Adding or removing members changes live Team-only access immediately. Archived teams and inactive memberships do not provide ongoing shared access.
A user with no eligible active team cannot use Team scope as a shortcut to unrestricted access.
Historical team reports retain the membership context for earlier activity, but current authorization still controls who can open those reports.
Check Access Safely
When troubleshooting, ask an administrator to check:
- The user’s assigned role.
- The specific action: view, edit, delete, export, or another operation.
- Current active team memberships.
- The record’s applicable owner or assignee.
- Whether a linked record has a separate access requirement.
If a report or action does not support the selected scope, contact support. Do not change it to Everything merely to bypass an unavailable view.
FAQs
What happens when a user belongs to two teams?
For a Team-scoped action, their eligible access includes records through either shared team. It does not become access to the whole account.
Does Team view access allow editing or deletion?
No. Edit and delete permissions are checked separately. A role can allow Team viewing while limiting editing to Owned or disabling deletion.
Does leaving a team preserve access to its records?
No. Live access follows current active membership. Historical reporting records do not grant permanent access to a former team’s records.