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Every workflow in Workflow Tools has an Owner and can have one or more Collaborators. In this article, you’ll learn the difference between these two roles and how they affect what you can do within a workflow.

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Workflow Owner

The Owner is the person who created the workflow. When you create a new workflow, you automatically become its Owner. Each workflow has one Owner.

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Workflow Collaborator

A Collaborator is someone who has been given access to a workflow by the Owner or another user with access. Collaborators can be added from the Workflow List View by clicking on the users column for that workflow.

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Key differences between Owner and Collaborator

Access and actionsOwnerCollaborator
Created the workflowYesNo
Can view the workflow and its candidatesYesYes
Can invite candidatesYesYes
Can schedule interviewsYesYes
Can upload resumesYesYes
Can assign evaluatorsYesYes
Can track candidate progressYesYes
Can place calls to candidatesYesYes
Can add other CollaboratorsYesYes

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How visibility works

  • If you’re a Recruiter, you can only see workflows where you are the Owner or a Collaborator. If you haven’t been added to a workflow, it won’t appear in your Workflow List View.
  • If you’re a Master Recruiter, you can see all workflows in the organisation regardless of whether you’re an Owner or Collaborator.
Additional tips
  • You become the Owner of a workflow automatically when you create it.
  • If you’re a Recruiter and can’t find a workflow, ask the Owner to add you as a Collaborator.
  • Collaborators can be added directly from the Workflow List View without needing to go inside the workflow.