Team & Roles

Add team members to your HeyMilo account and control what each person can access and do.

How to Add a Teammate

1. Go to Settings → Team

   
2. Enter the email address of the person you want to invite
3. Select a role for them (Admin, Recruiter, Viewer, or a custom role)
4. Click Invite

   • The invited user will receive an email to join your workspace. Until they accept, they’ll appear as “Pending Invite.”

Teams

Once your workspace has a few members, you can group them into Teams so the right people see the right postings. Useful for orgs split by region, division, or function.

Where to find it: Go to Settings → Team → Teams tab.

What you can do here:

• Create a Team: click + Create Team and name it (e.g. Americas TA, EMEA Recruiting, Tech Hiring).
• Assign members: add Admins, Recruiters, and Viewers to the team. Each member’s role still controls what they can do; the team controls what they can see.
• Show unassigned postings: toggle this on if you want postings that aren’t tied to any team to stay visible to all members. Toggle off to keep unassigned postings hidden from team members.
• Edit or remove a Team: use the pencil icon to rename or update members, or the trash icon to delete.

Heads-up: A user can belong to more than one Team, and they’ll see all postings assigned to any team they’re part of.

Roles & Permissions

HeyMilo offers three system roles, plus the ability to create custom roles.

System Roles

Role	Read	Write/Edit	Delete
Admin	✅	✅	✅
Recruiter	✅	✅	❌
Viewer	✅	❌	❌

How to Set Up Custom Roles

1. Step 1

   Go to Settings → Roles

2. Step 2 — Click Create Role

   
3. Step 3

   Name your role and configure permissions

4. Step 4 — Save

   • You can then assign this custom role to any teammate from the Team page.

Managing Teammates

Enabling PBAC for Your Workspace

Permissions-Based Access Control (PBAC) must be enabled for your workspace by HeyMilo. Contact your CSM or support to turn on this feature.

Once enabled, refresh your browser to see the new role options.

Teams in Your Workspace

You can create teams within your workspace to organize postings by department, location, or brand.

1. Go to Settings → Team → Teams Tab and Create Team or manage teams.

   
2. Name each team (e.g. “Sales Recruiting,” “West Region”) and add members as needed.

   • Optionally add a quick description so members know what the team is for
3. The new team appears in your workspace and can be used when creating or organizing agents

Agents and team space

Switch between teams at the top of your workspace.

• When you create an agent, it is created in the team space you’re currently in (or the team you have selected). That agent then “lives” in that team and is visible to others based on team membership and permissions.
• Agents are scoped to one team at a time.