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Inviting users

Invite colleagues to your RecSphere workspace and assign them the right role from the start. This article covers sending, tracking, resending and revoking invites.

Where to invite from​

User management is handled from Settings > User Management. Depending on your role, this area is where you manage current users, pending invites, deactivated users and role assignments.

Sending an invite​

  1. Open Settings > User Management and click the invite or add-user action.
  2. Enter the colleague's work email address, for example john@recsphere.co.uk.
  3. Choose a role from the list: Admin, Recruiter, Finance, Read-only, or one of your custom roles.
  4. Optionally add a personal message that will be included in the invite email.
  5. Click Send invite.

RecSphere emails the invitee a secure link asking them to set a password. They click it, set a password, and land in your workspace with the role you chose.

Email domain

By default, invites may be limited to email addresses on your verified domain (for example, anything ending in @recsphere.co.uk). If your workspace allows external collaborators, an admin controls that from user-management settings.

Pending and active users​

Every invite you send appears in the team list with a status:

  • Pending - the invite has been sent but the user has not yet set a password.
  • Active - the user has set a password and has a licence (for example a Pro licence) that gives them access to the system.

Pending invites expire after 7 days. After that the link no longer works and you need to resend.

Resending or revoking an invite​

Find the pending invite in Settings > User Management, then:

  • Click Resend to send a fresh email with a new link. The old link is invalidated.
  • Click Revoke to cancel the invite entirely. The link stops working and the user cannot accept.

You can resend as many times as you need without using up a seat on your plan.