User Permissions Explained

Written By gaia

Overview

User permissions control what each team member can see and do within Gaia. Assigning the correct permissions ensures the right people can create, edit, approve, and manage campaigns, while protecting sensitive organisation-wide settings.

Use this guide when adding new users or updating access levels for existing team members.

Permission Types

Below is an explanation of each permission available in Gaia:

1. View Campaigns
Allows the user to view all campaigns in the organisation.
They cannot edit or submit campaigns.

2. Create & Edit Campaigns
Allows the user to:

  • Create new campaigns

  • Edit draft campaigns

  • Submit campaigns for approval
    This is typically granted to recruiters, marketers, and hiring teams.

3. Approve Campaigns
Allows the user to review and approve campaigns created by others.
Used by internal approvers, hiring managers, and senior stakeholders.

4. Manage Creatives
Gives access to upload, edit, filter, delete, or bulk-download assets in the Creative Library.

5. Manage Brand Guidelines
Allows uploading, updating, or removing brand guidelines in Organisation Settings.

6. View & Manage Candidate CRM
Enables access to Gaia’s Candidate CRM, including candidate lists and application details captured through GaiaPages.

7. Manage Users (Admin)
Full user administration access, including:

  • Adding new users

  • Editing roles and permissions

  • Deleting users
    This is an admin-level permission and should be limited to core system owners.

8. Manage Organisation Settings
Allows editing of organisation-wide configuration, such as:

  • Organisation details

  • Brand guidelines

  • Workspace-level preferences

9. Manage ATS Settings
Allows setup and management of ATS connections and XML feed settings.

10. Manage Tracking Pixels
Allows adding, editing, or removing tracking pixels for campaign performance measurement.

Tips & Troubleshooting

  • Only admins can change permissions for other users.

  • If a team member cannot see a feature, check whether the required permission has been enabled.

  • Restrict high-level settings (users, ATS, tracking pixels) to trusted administrators.

  • Permissions can be adjusted at any time without affecting live campaigns.