Every team member in Workstream is assigned a role, and that role determines what they can see and do — from managing job postings to processing payroll. This article breaks down exactly which permissions each default role includes, organized by feature area, so you can quickly check who has access to what.
📌 Access needed: To view or change role permissions, you need the Create and manage users permission. If you don't have access, contact your Super Admin.
💡 Looking to add a custom role or edit an existing one? See Add and edit roles and permissions. This article is a reference for what's included by default — not a how-to for making changes.
Account management
Permission | What it does | Included by default |
Create and manage users | Add, edit, disable, and reactivate user accounts | Super Admin, District Manager |
View sensitive applicant information (partial — last 4 of SSN) | See the last 4 digits of an applicant's SSN | Super Admin, District Manager, General Manager |
View sensitive applicant information (full — background check, full SSN) | See an applicant's full SSN and background check details | Super Admin only |
View, create, and edit all HR calendars | Manage interview and availability calendars company-wide | Super Admin, District Manager |
Edit company info | Update career page branding, intro, industry, and FAQ; toggle Spanish hiring | Super Admin only |
Edit evaluation plan | Turn the Evaluation Plan on or off and edit its criteria | Super Admin, District Manager |
Create and edit integrations | Connect and configure third-party integrations | Super Admin only |
Manage API | Create and manage API access tokens | Super Admin only |
Manage locations | Add and edit locations and their tax entities | Super Admin only |
Manage departments | Add and edit departments | Super Admin only |
Customize notifications | Set up notifications for specific job postings | Super Admin, District Manager |
Create and edit custom reports | Build and manage custom reports | Super Admin only |
Create and edit custom fields | Add and delete custom fields | Super Admin only |
Job posting management
Permission | What it does | Included by default |
Create and edit job postings | Add or edit job posting details | Super Admin only |
Delete job postings | Remove a job posting entirely | Super Admin only |
Publish and unpublish job postings | Control whether a posting is live | Super Admin only |
Access sponsored job boards | Sponsor a job posting on paid boards | Super Admin, District Manager, General Manager |
Create and edit templates | Build reusable position and hiring-process templates | Super Admin only |
⚠️ Sponsored job boards require the Publish and unpublish job postings permission as well — a role can't sponsor a posting it can't publish.
Applicant management
Permission | What it does | Included by default |
Create and edit applicant feedback | Add and edit applicant scores | All users |
Create and edit applicant notes | Add internal notes on an applicant's profile | All users |
Send texts and emails to applicants | Message applicants directly | All users |
Team management
Permission | What it does | Included by default |
Onboard new hires / edit onboarding processes and documents / manually mark modules complete | Start onboarding for new hires, edit onboarding processes and documents, and mark modules complete manually | Super Admin, District Manager, General Manager |
View sensitive worker information (partial — last 4 of SSN, direct deposit) | See a team member's last 4 of SSN and direct deposit info | Super Admin, District Manager, General Manager |
View sensitive worker information (full — SSN, DOB, direct deposit) | See a team member's full SSN, date of birth, and direct deposit info | Super Admin, District Manager, General Manager |
Import and delete workers | Bulk import team members or delete a team member record | Super Admin, District Manager, General Manager |
Edit worker records | Edit a team member's profile information | Super Admin, District Manager, General Manager |
Add and configure company documents | Upload and set up document templates | Super Admin, District Manager, General Manager |
Assign company documents to active team members | Assign uploaded documents to active team members for completion | Super Admin only |
📌 Location and department visibility: Super Admins always see every team member. Every other role defaults to Limited Visibility — team members outside their own location and department are hidden from the Team tab. Turning on Full Visibility for a role lets that role see everyone, though for unassigned locations/departments they'll only see basic details (name, date of birth, contact info).
Payroll management
Permission | What it does | Included by default |
Configure Payroll | Set up tax entities and enroll the company for payroll | Super Admin only |
Manage Payroll Operations | Access the payroll portal — run payroll, view payroll documents, download reports | Super Admin only |
Access to Payroll entities | Assign specific users to specific payroll entities, so different people can manage payroll for different entities | Super Admin only |
💡 For the full walkthrough on assigning these, see Assign Payroll setup and management permissions. For giving a manager scoped access to just their direct reports' pay, see Assign managerial permissions to users.
Surveys
Permission | What it does | Included by default |
Create and send surveys | Build and assign surveys to the team | Super Admin only |
View and download survey results | Access and export survey results | Super Admin, District Manager, General Manager |
Data export
Permission | What it does | Included by default |
Manage data export templates | Create export templates | Super Admin only |
Manage data export files | Access exported data files | Super Admin only |
FAQ
Can I change what a role has access to?
Yes. These are the defaults for Workstream's built-in roles. A Super Admin can edit any role's permissions, or create a fully custom role. See Add and edit roles and permissions for steps.
Why can't I see the "Assign company documents" option even though I'm a General Manager?
That permission isn't included in the General Manager default — only Super Admin has it out of the box. A Super Admin can add it to your role if needed.
Does the Assistant Manager role have any Team management or Payroll access?
Not by default. Assistant Manager is scoped to applicant management only (feedback, notes, and messaging applicants).