Setting up Users

About Kraken Careers Users

Every person who needs access to the Kraken Careers administration area should have their own WordPress user account.

Do not share administrator or HR login details between team members. Individual accounts provide better security and make it easier to identify who changed a job, reviewed a candidate, added a note, or completed another Careers action.

Kraken Careers includes four dedicated user roles:

Careers Admin
Careers Manager
Careers Editor
Careers Team

Each role provides a different level of access to jobs, candidates, settings, reports, and user management.

Choose the Correct Role

Assign the role with the least access required for the person’s responsibilities.

A typical role structure is:

Careers Team: Reviews and manages candidates
Careers Editor: Creates jobs and maintains job-related information
Careers Manager: Oversees the complete Careers workflow
Careers Admin: Oversees Careers and manages its users and exports
WordPress Administrator: Manages Kraken Careers and the entire WordPress website

Kraken Careers roles are intended to limit users primarily to recruitment-related areas. If someone requires unrestricted access to WordPress, use the WordPress Administrator role only when appropriate.

Role Comparison

Area	Careers Team	Careers Editor	Careers Manager	Careers Admin	Administrator
Careers Dashboard	Limited	Limited	Full	Full	Full
View Jobs	Yes	Yes	Yes	Yes	Yes
Create and edit Jobs	No	Yes	Yes	Yes	Yes
Company Profiles	No	Yes	Yes	Yes	Yes
Job Locations	No	Yes	Yes	Yes	Yes
Benefits	No	Yes	Yes	Yes	Yes
Screening Questions	No	Yes	Yes	Yes	Yes
Candidates	Yes	No	Yes	Yes	Yes
Talent Pool	Yes	No	Yes	Yes	Yes
Reporting	No	No	Yes	Yes	Yes
Careers Settings	No	No	Yes	Yes	Yes
Create and manage Careers users	No	No	Yes	Yes	Yes
Delete users	No	No	No	Limited	Yes
Candidate export	No	No	No	Yes	Yes
Email Queue	No	No	No	No	Yes
WordPress Import tools	No	No	No	No	Yes
Full WordPress administration	No	No	No	No	Yes

Actual access can also be affected by WordPress configuration, additional plugins, or customized capabilities.

Careers Team

The Careers Team role is intended for staff who review and manage candidates but should not create or modify job postings.

This is normally the best role for:

Recruiters
Hiring team members
Candidate reviewers
Interview coordinators
HR assistants working with applications

Careers Team Access

Careers Team users can:

Open the Careers Dashboard
View published job information
View candidate counts associated with jobs
View and manage active Candidates
View and manage Talent Pool records
Update candidate hiring stages
Assign reviewers
Highlight candidates
Add internal notes
Request references
Use candidate communications
Schedule candidate meetings and interviews
Move candidates into or out of the Talent Pool
Review submitted information and documents

Careers Team Dashboard

Careers Team users can see:

Release Notification
Published Job Postings
Candidate Queue Summary
Action Required
Candidates, including Recent and Best Fits

They can use candidate-related links where their permissions allow.

Careers Team Restrictions

Careers Team users cannot:

Create jobs
Edit job content
Publish jobs
Delete jobs
Manage Company Profiles
Manage Job Locations
Manage Benefits
Manage Screening Questions
Open Careers Settings
Open Reporting
Manage WordPress users
Access the Email Queue

The Jobs screen may remain visible because candidate workflows refer to jobs. However, the role is restricted from modifying job records.

Careers Editor

The Careers Editor role is intended for users who create and maintain job postings but should not have access to candidate records.

This is normally the best role for:

Job content writers
Recruitment marketing staff
Staff responsible for publishing openings
Team members maintaining job data and screening forms

Careers Editor Access

Careers Editors can:

Open the Careers Dashboard
Create jobs
Edit jobs
Publish jobs
Delete jobs when permitted
Manage Company Profiles
Manage Job Locations
Manage Benefits
Manage Screening Questions
Upload job-related media
Use the Job Quality Grader
Open Kraken Careers Help

Careers Editor Dashboard

Careers Editors can see:

Release Notification
Published Job Postings
Jobs Expiring Soon

They can use job-edit links where available.

Candidate-stage counts may appear with jobs, but candidate-stage links are not available to this role.

Careers Editor Restrictions

Careers Editors cannot:

Open Candidates
Open the Talent Pool
Review candidate personal information
View submitted resumes or documents
Send candidate communications
Request references
View Reviewer Workload
Open Reporting
Change Careers Settings
Manage WordPress users
Export candidate information
Access the Email Queue

Use this role when a person needs to manage job postings without viewing confidential application information.

Careers Manager

The Careers Manager role provides broad access to the Kraken Careers system without granting unrestricted WordPress Administrator access.

This is normally the best role for:

HR managers
Recruitment managers
Senior recruiters
External HR providers who require broad Careers access
Staff overseeing jobs and candidate workflows

Careers Manager Access

Careers Managers can:

View the complete Careers Dashboard
Create, edit, publish, and delete jobs
Manage Company Profiles
Manage Job Locations
Manage Benefits
Manage Screening Questions
View and manage Candidates
View and manage Talent Pool records
Assign reviewers
Manage hiring stages
Add notes
Request references
Send candidate communications
Schedule interviews and meetings
View Reports
Change Careers Settings
Create and manage permitted user accounts
Open Kraken Careers Help

Careers Manager User Management

Careers Managers can normally:

View the WordPress Users screen
Create users
Edit permitted users
Change permitted user roles
Promote users to permitted roles

They cannot delete users.

Careers Managers are also restricted from:

Assigning the Administrator role
Assigning the standard WordPress Editor role
Assigning the standard WordPress Author role
Editing Administrator accounts

These restrictions prevent a Careers Manager from granting broader WordPress access than they possess.

Careers Manager Restrictions

Careers Managers cannot:

Access unrestricted WordPress administration
Edit Administrator accounts
Assign protected WordPress roles
Delete WordPress users
Access the Careers Email Queue
Use Administrator-only WordPress import tools
Export candidate data unless additional permission has been granted

The distinction between Careers Manager and Careers Admin is primarily user administration and candidate-export authority.

Careers Admin

The Careers Admin role is the highest dedicated Kraken Careers role.

It provides broad Careers access while still keeping the user separate from unrestricted WordPress administration.

This is normally the best role for:

Internal HR administrators
Recruitment system owners
Staff responsible for Careers users
Staff authorized to export candidate information

Careers Admin Access

Careers Admins can:

View the complete Careers Dashboard
Create, edit, publish, and delete jobs
Manage Company Profiles
Manage Job Locations
Manage Benefits
Manage Screening Questions
View and manage Candidates
View and manage Talent Pool records
Manage candidate communications and references
Manage reviewer assignments and hiring stages
View Reports
Change Careers Settings
Export candidate and Talent Pool data
Create and manage permitted users
Delete permitted users
Open Kraken Careers Help

Careers Admin User Restrictions

A Careers Admin is still a limited Careers role.

Careers Admins cannot:

Edit Administrator accounts
Assign the Administrator role
Assign the standard WordPress Editor role
Assign the standard WordPress Author role
Access the Careers Email Queue
Use Administrator-only WordPress import tools
Access unrestricted WordPress settings

The ability to delete users should be used carefully. WordPress may ask who should receive a deleted user’s content.

WordPress Administrator

The standard WordPress Administrator role has complete access to Kraken Careers and the wider WordPress website.

Administrators can:

Access every Careers section
Manage jobs and related records
Manage Candidates and the Talent Pool
Manage Reports and Settings
Manage all WordPress users and roles
Export jobs
Export candidates
Import Kraken Careers ZIP archives
Access the Careers Email Queue
Install or update plugins
Change themes
Change general WordPress settings
Access other administrative tools

Administrator access should be limited to trusted users responsible for the website or technical administration.

A person does not need to be a WordPress Administrator simply because they manage recruitment. In most cases, Careers Admin or Careers Manager provides sufficient access.

Create a New User

Administrators, Careers Admins, and Careers Managers can create users when their permissions allow.

To add a new user:

Go to Users → Add New.
Enter a unique username.
Enter the person’s email address.
Enter their first and last name.
Generate or enter a strong password.
Decide whether WordPress should email the new user.
Select the appropriate role.
Select Add New User.

The user can then sign in through the standard WordPress login page.

Select a Role

Use the Role menu to select one of the Kraken Careers roles:

Careers Team
Careers Editor
Careers Manager
Careers Admin

Careers Admins and Careers Managers cannot assign protected WordPress roles such as Administrator, Editor, or Author.

Only a WordPress Administrator should assign unrestricted WordPress roles.

Recommended Role Selection

Choose Careers Team when the user needs to:

Review applications
Update candidate stages
Add notes
Request references
Communicate with candidates
Manage the Talent Pool

Choose Careers Editor when the user needs to:

Create job postings
Edit job content
Manage companies, locations, and benefits
Create Screening Questions
Publish jobs
Use the Job Quality Grader

Choose Careers Manager when the user needs to:

Manage jobs and candidates
View Reports
Change Careers Settings
Manage reviewer workloads
Create permitted Careers users
Oversee the complete hiring process

Choose Careers Admin when the user needs to:

Perform everything available to a Careers Manager
Export candidate information
Delete permitted users
Administer the internal Careers system

Choose Administrator only when the user also needs:

Full WordPress access
Plugin and theme administration
Administrator account management
Careers data imports
The Careers Email Queue
Other unrestricted website controls

Edit an Existing User

To change a user’s Careers access:

Go to Users → All Users.
Select the user’s name.
Find Role.
Select the new role.
Select Update User.

The new permissions apply when WordPress reloads the user’s access. Ask the user to sign out and back in if the menu does not update immediately.

Careers Admins and Careers Managers cannot edit Administrator accounts.

Change Several Users at Once

A user with sufficient permission can change roles in bulk:

Go to Users → All Users.
Select the users you want to update.
Open Change role to.
Select the new role.
Select Change.

Review the selected users carefully before applying a bulk role change.

Remove Careers Access

When a user no longer requires access, an authorized administrator can:

Change the user to a lower-access role
Change the user to Subscriber
Reset the password
Revoke active sessions
Delete the account when appropriate

Before deleting a user:

Review their candidate notes and activity.
Review assigned candidates.
Reassign candidate reviews.
Review jobs and other content owned by the user.
Determine whether their content should be reassigned.
Follow your organization’s access-removal procedure.

Removing a user does not automatically reassign candidates they were responsible for.

Reassign Candidates Before Removing a Reviewer

Before removing a reviewer:

Go to Careers → Candidates.
Filter or review candidates assigned to that user.
Open each affected candidate.
Assign another reviewer.
Save the candidate.
Repeat the process in the Talent Pool where appropriate.
Confirm the former reviewer no longer has active assignments.

Use Careers → Reporting to review workload and identify current reviewer assignments when available.

Existing WordPress Users

If a person already has a WordPress account, edit the existing account instead of creating a duplicate.

Before changing their role, determine whether they also require access to other WordPress areas.

WordPress normally assigns one primary role through the standard user screen. Replacing an existing role can remove access previously provided by that role.

If a user needs both Careers access and access to unrelated WordPress content, consult the website administrator before changing the role.

Standard WordPress Roles

Do not assume that standard WordPress roles provide Kraken Careers access.

The standard roles include:

Administrator
Editor
Author
Contributor
Subscriber

Kraken Careers manages access through its dedicated role capabilities. The standard WordPress Editor role is not the same as Careers Editor.

Use Careers Editor when the user should manage job postings.

Use WordPress Editor only when the user should manage standard WordPress content and the website’s access configuration supports that assignment.

Privacy and Candidate Information

Candidate records can contain:

Names
Email addresses
Phone numbers
Home addresses
Resumes
Cover letters
Screening answers
References
Internal notes
Interview details
Hiring decisions
Communication history

Only assign candidate access to users who require it for their work.

Careers Team, Careers Manager, Careers Admin, and Administrator roles can access candidate information. Careers Editor is intentionally separated from candidate records.

Review user access regularly and remove it promptly when responsibilities change.

Security Recommendations

Follow these practices when setting up Careers users:

Create one account per person.
Never share login credentials.
Use strong, unique passwords.
Enable two-factor authentication when available.
Assign the least privileged role required.
Do not grant Administrator access for routine HR work.
Remove access promptly when someone leaves.
Review user roles regularly.
Reassign candidates before removing a reviewer.
Limit candidate exports to authorized staff.
Keep WordPress and Kraken Careers updated.
Record internal approval for high-access roles.

Troubleshooting

The Careers Menu Does Not Appear

Confirm that:

Kraken Careers is active.
The user has a Kraken Careers role.
The user has signed out and back in.
The account is not using an unsupported role.
Another security plugin is not modifying capabilities.

A User Cannot See Candidates

The user may have the Careers Editor role.

Careers Editors manage job-related content but do not have candidate access. Assign Careers Team, Careers Manager, or Careers Admin if candidate access is required.

A User Cannot Edit Jobs

The user may have the Careers Team role.

Careers Team users can view job information needed for candidate workflows but cannot modify jobs. Assign Careers Editor, Careers Manager, or Careers Admin if job editing is required.

A User Cannot Open Reporting

Reporting is available to:

Administrator
Careers Admin
Careers Manager

Careers Editor and Careers Team users do not have reporting permission.

A User Cannot Open Settings

Careers Settings are available to:

Administrator
Careers Admin
Careers Manager

Careers Editor and Careers Team users cannot change the system configuration.

A Careers Manager Cannot Delete a User

This is intentional. Careers Managers can create and manage permitted users but cannot delete user accounts.

A Careers Admin or WordPress Administrator must complete an authorized deletion.

A Careers Admin Cannot Edit an Administrator

This is intentional. Dedicated Careers roles cannot edit Administrator accounts or grant protected WordPress roles.

A WordPress Administrator must manage Administrator accounts.

A Careers Admin Cannot Access the Email Queue

The Email Queue requires the WordPress manage_options permission and is therefore limited to WordPress Administrators.

Go to Tools → Careers Email Queue using an Administrator account.

Recommended Access Review

Review Careers user access periodically:

Go to Users → All Users.
Review each person with a Careers role.
Confirm that their role matches their current duties.
Remove access that is no longer required.
Review Careers Admin and Administrator assignments carefully.
Reassign candidate workloads when staff responsibilities change.
Confirm that former staff accounts are disabled or removed according to policy.

Well-defined user roles protect candidate information while allowing each member of the hiring team to complete their assigned work.