What this is
ATS user roles and permissions by location control what each person and each office can see and do in ATS Mako. You combine three things: a built-in role (recruiter, admin or super-admin), per-user permissions on top of that role, and per-office access control. Together they keep each location's pipeline private where it should be and visible where leadership needs it.
If you hire across several sites, set this up before you invite your wider team. Your access structure then holds as you add offices and recruiters. For a full overview of the feature, see how roles and permissions work in ATS Mako.
Signs your access setup needs attention
Most access problems show up as one of these symptoms:
- A recruiter can see candidates from an office they don't work for.
- A branch manager can't see their own location's pipeline.
- A regional lead has to ask someone else to pull candidates from offices they oversee.
- A person who left or changed jobs can still open candidate records.
Likely causes
- The user was given a broader role than their job needs.
- Per-office access was never set for that user, so access is wider or narrower than intended.
- Per-user permissions were not adjusted after a promotion, transfer or departure.
- Too many people hold super-admin, so the full view is spread across the team.
Role types and what each is for
ATS Mako ships with three built-in roles. Each comes with a sensible level of access, and you can fine-tune permissions per user on top of the role. The "typical fit" column is planning guidance, not a fixed rule.
| Role | What it does | Typical fit |
|---|---|---|
| Recruiter | Comes with a sensible level of access for day-to-day recruiting. Fine-tune per user. | Recruiters and branch managers working one office |
| Admin | Comes with a broader level of access than recruiter. Fine-tune per user. | Office managers or regional leads who manage people and pipelines |
| Super-admin | Sets the rules, manages roles and keeps the full view across every user and every office. | A small number of HR or operations leaders |
How to set up access by location
- 1 Map your offices and people List every location you hire for. Next to each, list who works there and who oversees it. This becomes your access plan.
- 2 Add your offices Add each location to your account so it can be used for per-office access control. Your structure holds as you add more offices later.
- 3 Assign a built-in role to each user Give each person the role that matches their responsibility: recruiter, admin or super-admin. The right base access comes with the role.
- 4 Restrict recruiter access by office Use per-office access control so each recruiter and branch manager works inside their own location. Their pipeline stays visible to them, and other offices' candidates stay out of view.
- 5 Set up regional managers For someone who oversees several sites, assign the role that fits their responsibility, then fine-tune their per-user permissions so their access lines up with the offices they're responsible for.
- 6 Limit access to candidate data Review what each user can see, edit and manage. Narrow permissions where someone only needs to view, and remove access they don't need.
How to confirm it worked
- Ask a recruiter from one office to check their pipeline. They should see their own location's candidates and nothing from other offices.
- Ask a regional manager to confirm they can see each office they oversee.
- Confirm a super-admin still has the full view across every office.
- Check that anyone who has left no longer has access to candidate records or office pipelines.
If you share applicants between sites, also read how multi-location candidate routing works so routing and access line up.
Review permissions regularly
Access drifts as people move. When someone changes roles, reassign their role or adjust their permissions and the new boundaries take effect right away. When someone leaves, pull their access so they no longer see candidate records or office pipelines. Build a regular review into your operations calendar, and check access every time you open a new office or promote a recruiter.
When to contact support
Contact ATS Mako support if access still looks wrong after you've checked roles, per-office access and per-user permissions, or if you're planning a large access structure and want help mapping it. Teams with many offices can also review enterprise capabilities or book a walkthrough with the team.
Keep every office in its own lane
See how ATS Mako roles, per-user permissions and per-office access control fit your multi-location hiring.