Overview
Auto Role Assignments takes the manual work out of managing user access.
Instead of updating roles one by one, you can define simple rules based on HRIS or ATS data—and the system does the rest.
Key benefits and use cases
Save time by eliminating manual role updates
Stay accurate with roles synced to real HRIS and ATS data
Scale easily as your team grows or changes
Reduce errors from inconsistent access management
Setting Up Auto Role Assignments
Go to Settings → Manage roles and permissions → Access Automation
For each trigger type:
Click Select role
Choose the role you want assigned (System Role or Custom role)
Save your changes
Once saved, the system will automatically update users who match the criteria.
Understand trigger types
Auto Role Assignments works based on three trigger types:
Team Manager – Assigned from HRIS integrations or file imports
Hiring Manager – Assigned from ATS job requisitions
Recruiter – Assigned from ATS integrations
When a user matches one of these conditions, they’re assigned the corresponding role.
Note: A role for Team Managers can only be assigned if hierarchy access control has been enforced.
How role priority works
If a user qualifies for multiple roles, the system assigns the highest-priority role based on the following order:
Recruiter → Hiring Manager → Team Manager
Example:
If a user is both a Hiring Manager and a Recruiter according to ATS data, they will be assigned the Recruiter role.
Important Behaviors
Automatic upgrades only
Users can only be moved to a higher-priority role automatically. They will not be downgraded.Manual roles take precedence
If admin role is assigned manually, it will not be overridden by auto assignment.Existing users are updated
When you configure a rule, current users who match the criteria will be updated automatically.
FAQs
What happens if a user qualifies for multiple roles?
They are assigned the highest-priority role based on this order: Recruiter → Hiring Manager → Team Manager.
Will Auto Role Assignments override manually assigned roles?
No. Manually assigned roles always take precedence.
Can roles be downgraded automatically?
No. Auto Role Assignments only upgrades roles—it never removes or downgrades access.
Do existing users get updated when I create a rule?
Yes. Once a rule is saved, all matching users—past and present—are automatically updated.