# Managing Indeed employer account users with an RPO partner or a hiring team

Indeed's terms say account access may not be shared, so add each person as a user. Admins add and remove users on the Users page. Removed users aren't notified.

Updated: October 16, 2026

When an RPO partner or several people on your team work in one Indeed employer account, add each person as a separate user. RPO, recruitment process outsourcing, means hiring an outside firm to run part of your recruiting. Don't let several people sign in with one login, because Indeed's terms don't allow sharing account access. An admin adds and removes users on the Users page and picks an access level that fits each person's work. What the contract with the partner should cover is in [What your vendor contract should say about accounts](/guides/outsourcing-access/contract-clauses-for-accounts).

## Why one login shouldn't be shared

Indeed's Terms of Service cover account security for every user in Section D.7. They describe "account credentials and account access, which may not be shared with others." The same section says that if you let another person use your account, you are responsible for what they do through it. So an employee who hands their login to an RPO recruiter breaks the terms and takes on the recruiter's actions as their own.

The employer help center points the same way. Its article on adding users recommends adding each team member as a separate user instead of sharing one email and password. Each person then signs in with their own login.

The way Indeed signs people in also gets in the way of sharing. Indeed says it is moving away from password sign-in, and new accounts are set up without a password. When you sign in with an email address, most accounts receive a one-time code by text message at the phone number on the account. With one shared login, nobody can sign in without the person who holds that phone.

## Who should own the account and be its admin

Start by checking that the owner and the admins are your own employees. Section B.1 of the terms says an account created on behalf of an employer belongs to the employer. It also makes the employer responsible for all activity on the account, including jobs posted and services bought. An RPO partner that helped set up the account may have become its owner.

To see the owner, click the company name in the top right corner of the dashboard. Each employer account linked to your login is listed with its owner. To see the admins, click your email in the same corner and select Users. To change the owner, sign in, select your email in the top right corner, choose Employer settings, and update the owner's details on the Profile tab. If no one can sign in, contact Indeed Support.

Admins are not the only people who can add users. A custom access level with User Management can add users and change permissions, up to the same level as its own. Advanced access can add hiring collaborators. If the partner's recruiters hold these rights, the partner can add people your company doesn't know about. One way to prevent that is to let only your own admins add and remove users. The partner then sends you each new recruiter and each change.

## Matching the access level to the work

Indeed offers preset access levels and custom ones built from single permissions. The four preset levels that matter for an RPO partner, from the help center's Users and Permissions Overview, compare as follows.

| Access level | Jobs | Candidates | Adding people | Spending |
| --- | --- | --- | --- | --- |
| Admin | Manages all jobs | Manages all candidates | Adds and removes users | Controls budgets, spending and billing details |
| Advanced | Posts and manages jobs | Reviews and messages all candidates | Adds hiring collaborators | Sponsors jobs and campaigns |
| Standard | Posts and manages jobs | Reviews and messages all candidates | Not listed | Not listed |
| Limited | Not listed | Reviews and messages candidates for specific jobs, and sets up their interviews | Not listed | Not listed |

If the partner only contacts candidates and schedules interviews for some of your jobs, Limited access is the closest fit. It also suits interviewers and hiring managers who handle only their own openings. Standard and Advanced both show candidates for every job. If the partner should post jobs while seeing only some candidates, build a custom level. Combine the Jobs permission with Limited on Candidates.

Spending needs its own check. Section B.1 says users with certain roles can buy Indeed services, and the employer pays for them. Sponsoring jobs comes with Advanced access and with the second option of the custom Jobs permission. The first Jobs option covers posting and managing jobs without sponsoring. The Billing permission covers making payments and editing billing details. If the partner shouldn't spend your budget, leave these out.

## Adding the partner's recruiters

On the Users page, select Add users and enter each person's email address. Then select All options, choose an access level, and select "Save and notify new users." A person without an Indeed account is asked to create one.

Ask the partner's recruiters to use their work email at the RPO firm. The user list then shows at a glance who belongs to which company. A recruiter who works for several employers can link one email to all of those accounts. They switch between them from the company menu in the top right corner of the dashboard.

Indeed Employer SSO lets your employees sign in with their work login. SSO, single sign-on, means one login that opens many apps. If you use it, check two things. First, a setting called Domain Enforcement limits access to approved email domains. If it's on, the partner's recruiters can't get in unless you add their domain. Second, the help center says SSO can remove former employees' access automatically. That doesn't cover the partner's recruiters, who have no login at your company. You remove them by hand on the Users page.

## Removing people

To remove a user, go to the Users page and select the three dots in the Actions column. Select Remove, then confirm with "Yes, remove." The help center says users aren't notified when they're removed or when their access level changes. Tell the partner who you removed.

When the engagement ends, confirm first that the owner is one of your employees. Then remove all of the partner's recruiters and read through the user list again. Admins, User Management and Advanced access can all add people. If the partner's recruiters held any of them, look for users they added who are still there.

The help center doesn't say what happens to jobs and candidate messages created by a removed user. Before removing anyone, decide who takes over their open jobs. Then check with Indeed how the records are kept. Applications are among the records that 29 CFR 1602.14, the EEOC's record-keeping rule, says to keep for at least one year. The order for taking back every account, not only Indeed, is in the [checklist for taking back access when a vendor contract ends](/guides/outsourcing-access/access-recovery-at-contract-end).


## Frequently asked questions

**Can we give our RPO partner an employee's Indeed login?**

No. Indeed's terms say account credentials and access may not be shared with others. Add each of the partner's recruiters as a user and give them an access level that fits the work.

**Can an RPO partner work on only some of our jobs?**

Yes. Limited access covers reviewing and messaging candidates for specific jobs. If they also post jobs, build a custom access level with the Jobs permission and Limited on Candidates.

**Our RPO partner is listed as the account owner. What do we do?**

Under Indeed's terms, an account created for your company belongs to your company. Anyone who can sign in can update the owner in Employer settings on the Profile tab. If no one can, contact Indeed Support.

**Are users told when we remove them?**

No. Indeed's help center says users aren't notified when their access level changes or when they're removed. Tell the RPO partner yourself.

## Sources

- [Indeed Terms of Service (Section B.1, Employer Accounts; Section D.7, Your Account and Contact Information)](https://www.indeed.com/legal)
- [Indeed Employer Help Center: Adding Users and Setting Access Levels](https://www.indeed.com/help/employers/articles/206589143?hl=en&co=US)
- [Indeed Employer Help Center: Users and Permissions Overview](https://www.indeed.com/help/employers/articles/users-and-permissions-overview?hl=en&co=US)
- [Indeed Employer Help Center: Signing In to Your Indeed Employer Account](https://www.indeed.com/help/employers/articles/209727223?hl=en&co=US)
- [Indeed Employer Help Center: How To Find an Indeed Account Admin](https://www.indeed.com/help/employers/articles/find-indeed-account-admin?hl=en&co=US)
- [Indeed Employer Help Center: Change Account Owner](https://www.indeed.com/help/employers/articles/change-account-owner?hl=en&co=US)
- [Indeed Employer Help Center: FAQs, Opening an Indeed Account](https://www.indeed.com/help/employers/articles/how-to-create-an-indeed-employer-account?hl=en&co=US)
- [Indeed Employer Help Center: About Indeed Employer Single Sign-On (SSO)](https://www.indeed.com/help/employers/articles/indeed-employer-single-sign-on-sso-overview?hl=en&co=US)
- [29 CFR 1602.14, Preservation of records made or kept, eCFR](https://www.ecfr.gov/current/title-29/section-1602.14)

## How Junify handles this

**Doing this by hand** You set up job board and HR system access person by person, add and remove it whenever seasonal staff come and go or an RPO partner starts or finishes, and keep track of who opened applicant data.

**With Junify** On Indeed, each person gets their own user. For the other tools your RPO partner's recruiters use that offer only one company login, an admin adds that login to Junify once and assigns it to the recruiters who need it. They sign in without seeing the password, and each use is recorded by person. When the engagement ends, you remove their access in Junify, and there's no password to change.

Junify is an access management service for handing work in your web accounts to employees, contractors and outside teams without giving them the password. Each person verifies on their own phone and clicks a card to sign in. The password is never shown, and Junify records who used which account and when.

- [Try the demo](https://www.junify.com/bpo/try?lang=en&scenario=hr&from=guide&cluster=hr-access&slug=indeed-employer-account-with-rpo)
- [Book a 30-minute demo](https://www.junify.com/bpo/demo)

## More on this topic

- [Handing job board accounts to an RPO partner](/guides/hr-access/handing-job-board-accounts-to-rpo): Add the partner's recruiters as users wherever the board allows it. If the CCPA covers you, the partner also needs a contract with service-provider terms.
- [Why a shared admin login in HR and payroll systems is a problem](/guides/hr-access/hr-payroll-system-shared-ids): With a shared admin login, anyone with the password sees Social Security numbers, and no log shows who changed pay. SSN laws, the CCPA and SOX ask about access.
- [Job board roles and shared logins](/guides/hr-access/job-board-account-roles-and-shared-ids): Indeed, ZipRecruiter and Glassdoor let you add each person as a user with a role. A LinkedIn job post belongs to one member. Removal differs by board.