Automate Permissions with Hiring Team Roles

Ashby now automates permission management based on Hiring Team roles, helping teams move faster during job setup and maintain tighter control of seat usage.

Previously, Hiring Teams relied on Admins to manually assign permissions to each team member. That process was time-consuming and slowed down hiring. With this update, when someone is added to a Hiring Team, Ashby automatically grants the appropriate Job Access Role. When they’re removed, their access is revoked

Define Access Roles

Admins will first define appropriate access roles in the Organizational Setup tab of their Admin panel. Once defined, automation controls can be found under the “Permissions Automation” tab.

Map Roles

The first step is mapping Hiring Team roles to the access roles created earlier. Each Hiring Team role, such as Interviewer or Hiring Manager, can be linked to a specific set of permissions. Clicking on a role shows a summary of its access privileges, making it easy to review or update role definitions.

By clicking on each role, you can view a summary of the access privileges assigned to each role from the “Access Roles” section.

Once configured, Ashby assigns permissions globally based on these mappings. This allows large teams to scale access without spreadsheets or manual follow-up. As hiring needs shift, Ashby will automatically upgrade or downgrade access based on the role someone holds.

Conflict Mapping

When automating access, Ashby checks whether the user already has a Job Access Role. This happens either through a team-level or location-based permission. If so, it won’t override that access unless the new role is explicitly prioritized in the Handle Conflicts stage of the Configuration wizard.

Admins can easily adjust role hierarchy by dragging and dropping the roles.

For example, if a recruiter has “Admin - Private” access through a team rule and is then added to a Hiring Team that grants a less permissive “Admin” access, Ashby compares the two. If “Admin - Private” is higher in the hierarchy, the access will remain unchanged. This ensures automation never unintentionally reduces someone’s access.This lets teams scale automation without losing control over exceptions or edge cases.

Apply globally

Admins can preview changes before applying the automation globally.

Seat usage controls

When someone is added to a Hiring Team (e.g., as a Hiring Manager or Interviewer), Ashby will automatically grant them the appropriate access to the job. When they’re removed, access is revoked. This way, large companies can more efficiently control the number of elevated roles in use. Users will be automatically upgraded to Elevated Access if they join an active Hiring Team, and downgraded to Limited Access if they no longer need it. This helps customers control seat usage without daily oversight.

You can learn more about this feature here