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Inviting your team

This article covers how to add colleagues to your RecSphere workspace, assign them a role at invite time, and manage invites that are still pending.

Where invites live​

You manage invites from Settings > User Management. This area lists current users, their roles and any outstanding invites, depending on your permissions.

Sending an invite​

  1. Open Settings > User Management.
  2. Click Invite user.
  3. Enter the colleague's work email, for example john@recsphere.co.uk.
  4. Choose a role from the dropdown (see below).
  5. Optionally add a personal message that appears in the invite email.
  6. Click Send invite.

RecSphere sends an email with a link to accept the invite and set a password. The link expires after seven days.

Available roles​

Four roles are available out of the box:

  • Admin: full access including billing, integrations and team management.
  • Recruiter: day-to-day access to candidates, vacancies, clients, shortlists and the pipeline.
  • Read-only: can view records but cannot create or edit them. Useful for auditors and stakeholders.
  • Custom: a role configured by your admin with a specific permission set.
Full permission breakdown

This article covers roles at a high level. For the complete list of permissions in each role and how to create custom roles, see Roles and permissions.

Pick the lowest role that lets the colleague do their job. You can change it later from their user record.

Pending vs accepted invites​

After you send an invite, the user appears in the Pending tab until they accept. Once they sign in for the first time, they move to the Active tab.

From the Pending tab you can:

  • See when each invite was sent and when it expires.
  • Resend an invite if the original email was missed.
  • Copy the invite link to share through another channel, such as Slack.

Resending an invite​

  1. Open Settings > User Management and select the pending invites view where available.
  2. Find the user and click Resend.
  3. A fresh email is sent and the expiry resets to seven days from now.

Revoking a pending invite​

If you invited the wrong person or no longer need to add them:

  1. Open Settings > User Management and select the pending invites view where available.
  2. Find the invite and click Revoke.
  3. Confirm the action.

The invite link stops working immediately. Revoking does not affect users who have already accepted - to remove an active user, deactivate them from their user record instead.

Deactivation is immediate

Deactivating an active user logs them out and revokes their access right away. Their records (candidates they added, notes they wrote) stay in place and can be reassigned.