Settings, team members, roles and permissions

Signed in? Ask Lovelio this question inside the app - it answers from this same page.

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 menu down the left with 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", "Email & Calendar", "My Email Style", "Your Stats", "Calls", "Notifications", "Security". Visible to every role, always. Everyone manages their own profile, mailbox and calendar, email writing style, call recording, notification preferences and security regardless of permissions. Admins also see the agency's recording switch on the Calls tab.
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", "Rate Cards", "Quotas", "Forms", "Emails", "Sending", "Web Sourcing". Needs team-settings access (admin only by default).
Workspace - "Users", "Review queue", "Search learning", "Permissions", "Support access", "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", "API", "AI assistants". Each tab keeps its own permission gate; admins reach all five by default. The "Integrations" tab has three parts. Connected lists what is linked, each with Manage. Add an app is a wall of logo tiles, each with one Connect button: Google, Microsoft 365, Slack, and WhatsApp and the other chat apps your agency can use; X says Coming soon. Built into Lovelio holds the Split-fee Marketplace switch and Amplifiers with Manage. Recording calls lives on its own page, Settings > Calls. Clicking a tile or Manage opens that app's settings in a side panel.

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.

User types and what each can do

There are four user types (also called roles). That is the whole list.

System Admin - runs the account. Everything, plus settings, billing, API and users. This is the user type for the agency owners.
Team Leader - runs a team. Manages the team's clients, jobs and placements, and the people on it: inviting them, changing their user type, removing them, running reports and setting quotas. No account settings or billing.
Recruiter - the default when inviting. Works clients, jobs, candidates and placements: takes the brief, opens the job, writes the ad, sends submissions, books interviews and logs placements. Cannot manage users, set fees, run reports, or delete jobs and candidates.
Resourcer - finds and screens candidates. Works candidates, talent pools and the jobs they are added to: adds candidates, moves them through the stages and books interviews. No clients, fees or placements, and cannot create jobs.

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

Four user types 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 as soon as you invite them: amber "Invited · pending" until they accept, green "Active" once they join, red "Paused" if an admin has paused them. An expired invitation stays on the list so you can resend or revoke it. Resending keeps the chosen role and team.
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.
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

A team is a group of consultants. The invite panel has a Team picker, so a new consultant lands on their team 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 - everyone sees all data, and admins control admin settings. Every client, job, placement and float is visible to every member. User types 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 - people see their team's clients, jobs and placements (and floats, BD targets, the inbox and the calendar). Candidates are shared. A Team Leader or Recruiter sees the work belonging to their team and any teams nested under it, plus records they own themselves. Admins see everything, in every mode.
People see their own work (the default for new agencies) - people see the clients, jobs and placements they own or are 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 records. Admins 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 any consultant can find a candidate another consultant 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 consultants 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 - the user types grid

Settings, Workspace group, "Permissions" tab, under Data visibility. Admins only: any other user type gets a not-found page. It is one grid: the four user types across the top, each with its one-line description and the names of the people who have it, and the things that differ between user types down the side, one tick per cell. A teal tick means that user type can; an empty cell means it cannot. Anything not on the grid, everyone can do: working candidates, talent pools and applications, and managing their own profile, notifications and saved views.

The rows are: delete jobs, job ads and candidates; delete clients, placements and talent pools; set fees and terms; invite people, remove them and change their user type; create and change teams; run reports and set quotas; reopen jobs, merge candidates, send bulk email and set workflow rules; move clients and jobs to another person; log and edit placements; create and work clients, jobs and submissions; company settings, integrations, API keys and billing.

Click a tick to change it. Nothing is saved until you click "Save changes" in the bar that appears at the bottom; "Cancel" puts the ticks back. A pink ring marks a cell that differs from Lovelio's default, and "Reset to defaults" under the grid puts every user type back on the defaults (it still needs "Save changes"). Limits:

The System Admin column is always fully ticked and cannot be changed.
Three rows are set by Lovelio and greyed out for every user type: deleting jobs and candidates, inviting or removing people and changing their user type, and company settings, API keys and billing. They always keep their defaults.
Changes apply the moment you save, to every person of that user type. There can be up to a few minutes of delay before a change is picked up everywhere.
To change one person's access, change their user type on the Users page rather than the grid.

Company profile, story and brand

Company Profile - agency name, web address slug, logo, website, timezone, country, your team email domain (the domain every team member's login must use), and your uploaded terms of business document. The website is set from the work email you signed up with. An admin can change it under Settings, Company, Profile ("Website"). Saving it fetches your logo, unless you uploaded one yourself, and Company Values generates its first draft from that website. Only your own company's site is accepted, not a LinkedIn page or an email provider.
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 user type 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 user type 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 user type 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 team.
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 set by Lovelio and greyed out on the grid; agency admins cannot grant it.
Can a Resourcer see clients? Not by default. On the Permissions grid, tick "Create and work clients, jobs and submissions" for Resourcer if yours should.
What is the difference between a Recruiter and a Resourcer? A Recruiter owns the client side too: clients, jobs, submissions, fees on their placements. A Resourcer works only the candidate side: sourcing, screening, moving people through the stages and booking interviews on the jobs they are added to.
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.