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Mastering Roles & Profiles in Zoho Recruit
Keep your hiring data secure while giving your team the right access to get the job done.

Security and access control are critical in any recruitment system. Just like in Zoho CRM, Zoho Recruit offers roles and profiles to ensure users only see what they need to see—and only do what they’re authorized to do. By setting this up correctly, you can protect sensitive data, streamline collaboration, and keep your system running smoothly.

Why Roles and Profiles Matter  

 

Roles and profiles form the backbone of Zoho Recruit’s security system:

  • Roles define what users can see (the visibility of records).

  • Profiles define what users can do (permissions like view, create, edit, or delete).

This ensures recruiters, hiring managers, and employees work within proper boundaries, preventing data mishandling while still giving them access to what’s necessary for their job.

Setting Up Roles in Zoho Recruit

  

Roles determine visibility across the platform:

  • A Recruiter Admin can see everything they create, plus everything created by users reporting under them.

  • A Hiring Manager may only see their own records and those of employees reporting to them—not the recruiter’s records.

  • Depending on how your organization operates, recruiters may or may not be able to see each other’s data.

You can customize roles by:

  1. Going to Settings → Security Control → Roles

  2. Creating a new role and assigning a reporting structure (e.g., reporting to a recruiter or hiring manager).

  3. Adjusting visibility rules to match your organizational workflow.

Defining Profiles for User Actions
  

Profiles control actions inside the system. For each module, you can decide whether a user can:

  • View

  • Create

  • Edit

  • Delete

For maximum security, it’s often best to disable delete permissions across profiles, ensuring no valuable records are lost. Review each profile carefully and align permissions with business needs.

Using Data Sharing Settings

 

While roles control visibility, Data Sharing Settings can override them. For example:

  • Setting Departments to Public Read Only allows all users to see department data, even if their role normally restricts it.

  • Job Openings marked as Public Read Only will be visible across the company, though not necessarily editable.

This is a powerful way to make specific modules available to everyone without compromising security elsewhere.

Final Thoughts

  

Setting up roles, profiles, and data sharing in Zoho Recruit isn’t just about limiting access—it’s about creating a secure, efficient workflow that fits your organization. With the right setup, your recruiters and managers can collaborate seamlessly while keeping sensitive information protected.

If you need help tailoring Zoho Recruit to your business needs, the team at Amazing Business Results is always ready to guide you.