# Roles and permissions

> The four Truffle organization roles, Owner, Admin, Member and Viewer, and what each one can see and change, from billing history to inviting teammates.

Source: https://www.hiretruffle.com/how-it-works/roles-and-permissions  
Last checked against the live product: 2026-10-05

Truffle has four organization roles. This page lists what each one can see and do, and the settings every person controls for themselves.

Every person in a Truffle account has one organization role. The role sets what they can see and change across the whole account. Every plan includes unlimited team members, with no per-seat fees.

## The four roles

- Owner: everything, including inviting other Owners and Admins.
- Admin: runs the account day to day: settings, team, billing, integrations and API keys. An Admin invites Members and Viewers.
- Member: creates positions, reviews candidates, changes their status, shares and exports. No account settings.
- Viewer: can look at positions and candidates and share them, but cannot create positions, review or change a candidate's status.

By default a position is open to everyone in the account, so Members and Viewers see the same positions an Owner does. What they can do on them is set by their role.

You set a person's role in Settings, under Team, with the role menu next to their name. Step by step: [Invite your team and set roles](https://www.hiretruffle.com/how-it-works/guides/invite-your-team-and-set-roles).

## What each role can do

| Action | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| Manage company settings, team, billing and security | Yes | Yes | No | No |
| See positions shared with the account | Yes | Yes | Yes | Yes, view only |
| Create positions | Yes | Yes | Yes | No |
| Review candidates (rating and recommendation) | Yes | Yes | Yes | No |
| See the team's reviews before submitting your own | Yes | Yes | No | No |
| Change a candidate's status, export | Yes | Yes | Yes | No |
| Share a candidate | Yes | Yes | Yes | Yes |
| Delete candidates | Yes | Yes | Not on positions they don't own | No |
| Invite teammates | Any role | Members and Viewers | No | No |
| Change or cancel the plan | Yes | Yes | No | No |
| Change a teammate's role or remove them | Yes | Yes | No | No |
| See billing history and invoices | Yes | Yes | No | No |
| Connect integrations and manage API keys and webhooks | Yes | Yes | No | No |
| Choose where candidate replies go | Yes | Yes | No | No |
| See the accommodation setup card on Home | Yes | Yes | No | No |
| Find archived positions with the `Archived` filter | Yes | Yes | No | No |
| Archive, unarchive or delete a closed position | Yes | Yes | Their own | No |
| Edit another person's notes | Yes | Yes | No | No |

### Notes on the table

Billing history is the card on the `Billing & plan` page that lists each billing period with its plan, credits used and invoice. Only owners and admins see it. See [Change or cancel your plan](https://www.hiretruffle.com/how-it-works/guides/change-or-cancel-your-plan).

A position can only be deleted once it is closed or archived. The person who owns the position can archive, unarchive or delete it, as can account owners and admins. An archived position must be unarchived before it can be reopened, and it cannot be duplicated while archived.

When a subscription is cancelled, the person who cancelled and the account owner both get the cancellation emails. Custom plans cancel by talking to Truffle.

Email from a sender that email import does not recognize waits for a manager or owner to choose `Import once`, `Always allow` or `Ignore`. Unreviewed emails expire after 14 days.

## Inviting and managing teammates

Owners and Admins invite people from Settings, under Team. Enter the person's email, pick their role and send the invitation. The invitation link lasts 7 days. The invitee gets an email to accept and create their account, and their time zone is set from their browser when they do. You can also start an invitation from the account menu behind your name in the sidebar. See [Invite your team and set roles](https://www.hiretruffle.com/how-it-works/guides/invite-your-team-and-set-roles).

The same screen lists your team. From there, an Owner or Admin can change a person's role or remove them.

## What every person controls

Some settings belong to each person, whatever their role:

- Their own name, job title, phone number and time zone. Their email address is shown but cannot be edited. Support changes it.
- Their own password, in `Security`.
- Their own email notifications for completed interviews: all of them, `Only strong matches`, or never.
- Their own star rating and recommendation on each candidate, for every role that can review. No one else can change them.

For a Member, the Team section of a candidate's evaluation panel stays locked until they submit their own review, so their view is their own. Owners and Admins can see the team's reviews first, under a banner that says `You're viewing as an admin.` Viewers cannot review. See [Use scorecards and structured reviews](https://www.hiretruffle.com/how-it-works/guides/use-scorecards-and-structured-reviews).

*Figure: One customer support candidate under team review: each reviewer's own rating and note, one review still pending, and the Advance, Hold and Reject keys.*

The What's new panel only shows a person the changes that apply to their role and plan.

## Integrations and API keys

Connecting any integration needs a paid plan. On a free account the Integrations page shows an upgrade banner.

API keys live under Integrations & API in Settings. The API keys and Webhooks tabs open once Truffle approves your request for API access. Each key has its own permission level, set when you create it:

| Key level | What the key allows |
|---|---|
| Read | View candidates, jobs, and screening results |
| Write | Create candidates, send invites, update records |
| Admin | Full access, including webhooks and settings |

A key's level belongs to the key, not to the person who made it. An Admin key and the Admin role are separate things.

Some integrations also need access on the other side. Ashby, for example, needs Ashby admin access to create the API key Truffle uses. See [Integrations and API](https://www.hiretruffle.com/how-it-works/integrations).

## What it does not do

- Members and Viewers cannot invite teammates. Admins can invite Members and Viewers, but not Owners or Admins.
- Members and Viewers cannot open Billing & plan, Integrations & API or Team settings.
- Viewers cannot create positions, review candidates or change a candidate's status.
- A Member cannot see the team's reviews on a candidate before submitting their own, and no one can change another reviewer's star rating.
- No one can change their own email address in the app.
- A position cannot be deleted while it is open.

## Related

- [Working as a team](https://www.hiretruffle.com/how-it-works/teams)
- [Invite your team and set roles](https://www.hiretruffle.com/how-it-works/guides/invite-your-team-and-set-roles)
- [Use scorecards and structured reviews](https://www.hiretruffle.com/how-it-works/guides/use-scorecards-and-structured-reviews)
- [Account and security](https://www.hiretruffle.com/how-it-works/account)
- [Plans and credits](https://www.hiretruffle.com/how-it-works/credits)
- [Integrations and API](https://www.hiretruffle.com/how-it-works/integrations)
- [Candidate statuses and emails](https://www.hiretruffle.com/how-it-works/statuses-and-emails)

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Truffle is an AI screening platform for small teams doing high-volume hiring: resume screening, one-way video interviews and talent assessments. AI surfaces the evidence and you make every decision. Scores never reject a candidate; the only automatic rejection is a qualification rule the employer writes. https://www.hiretruffle.com