Recruiters locked out of their own jobs. Viewers somehow publishing content. Hiring managers waiting weeks for legal to “finally” get access. Total chaos.
Here’s the thing: a great job description management system isn’t just about writing JDs. It’s about controlling who can see, edit, and publish them—without slowing the team down.
That’s why I always tell people: start with permissions.
The 5 Roles That Actually Work
In Ongig’s Text Analyzer, we’ve learned from our clients that role clarity isn’t just nice-to-have, it’s non-negotiable. Clear lanes keep recruiters moving fast, hiring managers contributing, and compliance teams stamping approvals—without bottlenecks.
Here’s the breakdown:
Viewer → See assigned jobs and use the Content Sandbox. No editing, deleting, or publishing. Perfect for people who just need visibility.
Editor → Create or import new jobs, edit/export jobs they’re assigned to, and use templates + AI writing tools.
Editor Plus → Edit, export, delete any job, assign recruiters, remove templates, and mass export. Built for scale.
Auditor → View everything Editors can plus templates, users, and pay transparency reports. Usually for HR, compliance, or legal.
Administrator → The power users. Manage templates, users, and permissions. Think of them as air traffic control for your JD system.
The real magic? You can tailor visibility. Editors normally just see the jobs they’re assigned—but with filters (like “Needs Edits” or “Approved”), you can lock access down even tighter.
Why Permissions Matter
Most job description systems either overload people with access or undercut them so badly they can’t do their jobs. Both cause chaos. And chaos slows hiring.
Our approach: start small. Give people the least access they need, then expand as their role evolves. It keeps collaboration smooth, approvals clear, and mistakes to a minimum.
No more chasing down who changed what. No more accidental job posts. Just clean, efficient workflows.
FAQs I Hear All the Time
What’s the best way to manage user roles?
Start with minimal access. Don’t make everyone an Admin. Scale up as responsibilities grow.
Can we customize visibility by job status?
Yep. Editors can be limited to “Approved” jobs or only the ones they’re assigned.
Does this integrate with our ATS?
Yes. And with 2-way integrations, you’ll even get alerts for “out-of-sync” changes.
Who should be an Admin?
Usually TA Ops or whoever owns JD workflows. They’ll manage templates and user permissions.
Final Takeaway
If your team is stuck in a “who-can-do-what” loop with job descriptions, start with permissions.
It sounds simple, but it’s the backbone of a great JD management system. Set the right roles, and suddenly, collaboration becomes clear, fast, and frustration-free.
And if you want to see how it works in real life? I can show you how to clean up the chaos!
