Settings, team members, roles and permissions

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Settings is where you manage your own profile, your agency's company details and brand, hiring configuration, and your workspace (users, permissions, billing) and integrations. It is organised as a left rail of five group headings; clicking a heading shows that group's pages as tabs across the top.

How Settings is organised

The five groups and their tabs:

You - "Profile", "Your desk", "Notifications", "Security". Visible to every role, always. Everyone manages their own profile, notification preferences and security regardless of permissions.
Company - "Profile", "Company Values", "Roles We Recruit", "Brand", "Careers Page". Roles We Recruit needs team-settings access; the other tabs need settings access (admin only by default).
Hiring - "Your Patch", "Workflow", "Fees & Terms", "Quotas", "Forms", "Emails", "Sending". Needs team-settings access (admin only by default).
Workspace - "Users", "Review queue", "Permissions", "Billing". Users is the workspace page a Team Leader reaches by default. The other tabs need admin access by default.
Integrations - "Job Boards", "Integrations", "Connected Apps", "Single Sign on", "API", "Agent access". Each tab keeps its own permission gate; admins reach all six by default.

Tabs a person cannot access simply do not appear, and a group with nothing visible disappears entirely. A Recruiter typically sees only the You group; a Team Leader sees You plus Users.

Roles and what each can do

There are three roles. That is the whole list.

System Admin - runs the account. Every client, job, candidate and placement, plus all settings, billing, API keys, permissions and users. This is the role for the agency owners.
Team Leader - runs a team. Does everything a Recruiter does, and on top of that manages the people on their team: inviting them, changing their role, removing them, and seeing the team's numbers. No company settings, billing, fees, integrations or API.
Recruiter - works a desk, and is the default when inviting. Takes the brief, opens the job, writes the ad, works candidates, sends submissions, books interviews and logs placements. Cannot manage users, set fees, run the agency-wide reports, or delete jobs and candidates.

Only a System Admin can make someone a System Admin. A Team Leader inviting or promoting someone can choose Team Leader or Recruiter, never a role above their own.

Three roles is deliberate. Earlier versions carried "Hiring Manager", "People Admin" and "Employee", which came from a corporate hiring product rather than an agency: in an agency the hiring manager is your client's contact, which Lovelio already stores as a client contact, and the other two ran an HR module Lovelio does not have.

Inviting team members

Go to Settings, Workspace group, "Users" tab, then click "Invite user". Enter their first name and last name (both optional), work email and role, then "Send invite". Capturing the person's real name means their own name and work address appear on the emails they send. Mechanics:

Everyone on your team must use an email on your account's domain. If your account domain is acme.com, you can invite jordan@acme.com but not jordan@gmail.com. The domain is set from the email you signed up with; an admin can change it under Settings, Company, Profile ("Team email domain"), or clear it to allow any domain. Off-domain invites are refused with a message naming the required domain.
The invitee gets an email with a sign-in link. The link is valid for 14 days and is consumed when they accept; it is built to survive corporate email scanners, so a pre-scanned link still works when the real person clicks it. From the Users list you can resend an invite (the mail icon on a pending row) or revoke it, after which the link stops working.
The role and team you pick at invite time are what they get when they accept. You can change anyone's role from their row in the Users list at any time, before or after they accept. You cannot change your own role or remove yourself.
The Users list shows each person's status: green "Active" once they have accepted, amber "Pending" until then, red "Paused" if an admin has paused them.
One workspace per person: if the invitee's email already belongs to another agency's workspace, they cannot accept. They see a page explaining that a Lovelio account can only belong to one agency at a time, and the invite is not consumed. Their existing membership has to be removed first.
Lovelio has no per user fee, so inviting someone costs nothing extra. The one exception is an account still on the earlier per-user plan: there, inviting a user adds a monthly charge prorated from the day they accept, removing a user credits the unused days, and the invite panel shows the exact amount before you send.
Walk-in demo accounts cannot send invites (outbound email is switched off in demos).

Pausing someone

The pause icon on a person's row shuts them out immediately: signed out on every device, cannot sign back in, and every API key and AI agent connection of theirs stops working. Use it the day somebody resigns or an account looks taken over. Nothing they own is deleted or moved: their candidates, jobs, notes and their name on the timeline stay exactly where they are. The row then shows a red "Paused" tag and the same icon restores them, after which they sign in as normal and reconnect any agent from scratch.

Admins only, even though a Team Leader reaches this page. You cannot pause yourself, and you cannot pause the last remaining admin. Removing somebody from the workspace revokes the same keys and connections automatically, so pause is for when you want them back.

Teams as desks

A team is a desk of consultants. The invite panel has a Team picker, so a new consultant lands on their desk the moment they accept; on the Users page each active user also has a Team dropdown (including "No team") to move them later. There is no create-a-team button in Settings: teams are created during company setup and through the V1 API. Teams can nest under other teams (a team can never sit under one of its own sub-teams), and nesting is managed through the V1 API, not a settings screen.

Data visibility - who sees which records

At the top of Settings, Workspace group, "Permissions" tab (admins only) sits the one visibility setting, with three options:

Everyone sees everything - the whole team works the whole book. Every client, job, placement and float is visible to every member. Roles still matter: a Recruiter cannot touch billing, users, fees or API keys, but nothing is hidden from them. Agencies created before mid-August 2026 start here.
People see their own team's work - clients, jobs, placements, floats, BD targets, the inbox and the calendar are visible within each team. A Team Leader or Recruiter sees the work belonging to their team and any teams nested under it, plus records they own themselves. System Admins always see everything, in every mode.
People see their own work (the default for new agencies) - each person sees only the clients, jobs and placements they own or have been added to, invisible even to people on the same team. A toggle under this option decides whether Team Leaders see their whole team's work (on by default) or just their own book. System Admins always see everything.

Rules that hold in team and own-work modes:

Candidates and talent pools are always shared. The whole point of one database is that a consultant on any desk can find a candidate another desk registered. Candidates carry an owner for "my candidates" filters, but there is no wall.
Working on a record grants visibility. Being on a client's recruiter list (which happens automatically when you work one of its jobs) means you see that client and its jobs, whatever team it sits with. Owning a record or attending an interview does the same. Adding someone to the record IS granting access - there is no share dialog.
A member with no team sees only their own records in team mode, so put people on teams (the invite panel has a team picker).
Creating a client that matches an existing one is refused with the owner's name, even when that client is outside your scope - so two desks find out they are courting the same company at create time, not after a duplicate exists.
The change takes effect immediately when an admin flips the setting.

Customising permissions

Settings, Workspace group, "Permissions" tab. Admins only: any other role gets a not-found page. It is a matrix of capabilities by role (System Admin, Team Leader, Recruiter), grouped into collapsible sections; only the first section is open by default and there is a filter box that opens matching sections. Levels come in two flavours:

Access capabilities (page and navigation visibility) are on or off.
Action capabilities have three levels: no access, self (records about themselves), or full.

Any row you change can be reset back to the default. Limits:

Locked capabilities carry a "Managed by Lovelio" badge and cannot be changed by any agency admin: deleting candidates or jobs, GDPR delete, plan upgrades, API keys, inviting or removing team members, changing roles, and webhooks. They always keep their defaults.
Changes affect both navigation visibility and actions. There can be up to a few minutes of delay before a change is picked up everywhere.

Company profile, story and brand

Company Profile - agency name, web address slug, logo, timezone, country, your team email domain (the domain every team member's login must use), and your uploaded terms of business document.
Story & Values - mission, what the agency does, why join, benefits and company values.
Brand - identity and voice on one page: logo, fonts, brand colours, sidebar and button colours, the social share card, and brand voice (an AI voice analysis plus adjustable sliders). Brand voice shapes agency-authored copy such as emails and social posts. It does NOT apply to job ads: ad copy is written in the client's voice and never names the client.

Tabbed pages remember your last tab

Pages with tabs (Candidates, Jobs, Clients, job detail, talent pools, Business Development and the marketplace views) reopen on the tab you last used, per person, per browser. A link that names a specific tab always wins over the memory; the remembered tab only applies when you arrive without one.

Common questions

My colleague cannot see Settings pages I can see. Their role decides which tabs appear. Only System Admins see Company, Hiring and the rest of Workspace by default; a Team Leader also gets Users; everyone always has the You group. A System Admin can widen a role under Permissions.
The invite link says it expired. Invite links last 14 days. Resend from the Users list (the mail icon next to a pending user).
I invited someone as Team Leader but want to change it. Change the role dropdown on their row in Users, any time, before or after they accept.
A consultant is leaving. What happens to their records? Ask Lovelio to "move everything Jordan owns to Sam" (or reassign records one at a time from the record itself). Clients, jobs, candidates, applications, placements and specs all move to the new owner, and records that sit with a team follow the new owner's desk.
What happened to Hiring Manager, People Admin and Employee? They are gone. Anyone who held Hiring Manager is now a Recruiter, which can do strictly more: the old role could not even open a job or log a placement, because it was built for a corporate line manager rather than a consultant.
Can I let a Recruiter delete candidates? No. Deleting candidates and jobs is a locked capability that agency admins cannot grant.
Someone cannot accept our invite. Their email probably already belongs to another agency's Lovelio workspace. A person can only be in one at a time.
The invite was refused because of the email domain. Team members must use an email on your account domain. Either invite them on that domain, or an admin can change the Team email domain under Settings, Company, Profile.