Managing AI Agent Access: User Permissions and Controls

Managing AI Agent Access: User Permissions and Controls

AI Agents can play a powerful role in automating routine tasks, but managing their access is crucial to ensure data security, control, and compliance. Here's how you can effectively oversee AI Agent accounts in your system.

1. Active AI Agent Accounts

From the AI Agent User Accounts section, admins can view all currently active agents. These accounts are completely free and do not count against your Recruitly subscription plan. Each entry shows:

• User Details – Name and email address
  
  

• Mailbox Connection – Connect the agent to a mailbox for task automation
  
  

• Assigned Agent– Assign the user to an AI Agent or leave it unassigned
  
  

• Created Date – Know when the agent account was created and set up
  
  

• Actions Menu – Includes options to edit user details, view access logs, reset password, or disable the agent
  
  

2. Editing an AI Agent's Role & Permissions

Clicking Edit User opens a detailed configuration pane where you can:

• Select Team Member Type (AI Agent or Human)
  
  

• Assign the Role (e.g., SUPER, TEAM_LEAD, TEAM_MEMBER, etc.)
  
  

• Allocate to a Team and Office
  
  

• Enable access to specific Modules (e.g., CRM, ATS, REPORTS, etc.)
  
  

• Configure Data Privileges such as delete, export, or anonymise data
  
  

• Configure the Master Data Privilege that allows users to create data for each module
  
  

This ensures each agent has only the access they need — nothing more, nothing less.

3. Audit Agent Activity with Access Logs

Admins can track AI Agent activity via the Access Logs tab under System Settings. Filter by:

• User
  
  

• Access Date Range
  
  

The logs display login time, IP address, city, country, and other access metadata — a useful audit trail for compliance and issue resolution.