Invitations, Account Activation, and Workspace Access

Workspace administrators use invitations to bring teammates and external recruiting partners into the right company workspace with the right level of access. The invitation identifies the person, carries their role and assignments, and provides a private link for joining.

Prerequisites

To invite someone, you must be a Company administrator with access to Settings > Team members. Before sending an invitation, confirm:

1. You are working in the correct company workspace.
2. The person’s first name, last name, and email address are correct.
3. You know which role they need.
4. The departments, sites, or jobs they should access already exist.

To accept an invitation, use the invited email address and open the acceptance link before it expires.

Invite an internal teammate

1. Open Settings > Team members.
2. Choose Invite member.
3. Enter the teammate’s First name, Last name, and Email.
4. Choose a Workspace role.
5. If the role uses assigned access, choose the relevant Department scope, Site scope, or Job access.
6. Review the assignments and select Create invitation.

The teammate receives a private acceptance email. Their access begins after they complete the invitation and join the workspace.

Choose the right internal role and assignments

• Company administrator, Content editor, and Team member invitations do not use department, site, or individual job assignments. Their role determines their broad workspace boundary.
• Dedicated team member invitations require at least one department, site, or individual job assignment.
• Limited team member and Reviewer invitations require at least one individual job under Job access. These roles do not use department or site scope.

Choose the narrowest role and assignment that supports the person’s work. You can update access later from Team members when responsibilities change.

Invite an external recruiter

External recruiters use a separate recruiter workspace. To invite one:

1. Open Settings > Team members.
2. Choose Invite external recruiter.
3. Enter the recruiter’s First name, Last name, and Email.
4. Optionally choose a Department tag.
5. Under Job access, select at least one job.
6. Select Create recruiter invitation.

The recruiter receives an invitation for the selected jobs. After joining, they can use the recruiter workspace to submit candidates and review candidates attributed to their recruiter profile.

Visual guide: the Team members invitation controls

Accept an invitation

If you do not have an account yet

1. Open the invitation link from the email sent to the invited address.
2. Confirm the displayed Full name and Email address.
3. Create a password in Create password.
4. Enter it again in Confirm password.
5. Choose whether to use Remember me.
6. Select Create password and join.

The invitation page shows when the invitation expires. The displayed expiration time is in UTC.

If you already have an account

1. Open the invitation link.
2. Confirm that the invited email is the email you use to sign in.
3. Select Continue to sign in and join.
4. Sign in with the invited email and your existing password.

If you are already signed in with a different email address, sign out before continuing. An invitation can only be accepted for the email address it names.

If you are already signed in as the invited person

Open the invitation and select Join workspace for an internal invitation or Join recruiter workspace for an external recruiter invitation.

What happens after activation

After you join, confirm that:

1. The expected company name appears in the account menu.
2. Your role gives you the expected workspace area.
3. The expected jobs, departments, sites, or careers-site tools are visible.
4. Activities shows the work assigned to you, if your role has an activity inbox.

If you accepted an internal invitation, you enter the internal recruiting workspace. If you accepted an external recruiter invitation, you enter the separate recruiter workspace for your assigned jobs.

Manage pending invitations

Company administrators can manage pending internal and recruiter invitations from Settings > Team members. The page separates active members, external recruiters, and pending invitations.

• Select Resend invite when the person did not receive the email or the previous link is no longer usable. Resending creates a fresh acceptance link.
• Select Revoke when the person should no longer be able to join through that invitation.
• Review the listed role, department, site, and job access before resending.

Do not create a second invitation when one is already pending for the same person. Resend the existing invitation instead.

Invitation states and what to do

• Pending: The invitation is ready to accept. Open the link before the displayed expiration time.
• Expired: The invitation is no longer usable. Ask a company administrator to resend it.
• Revoked: The administrator cancelled the invitation. Ask them to create a new one if access is still needed.
• Already accepted: The invitation has already been used. Sign in with the invited email.
• Unavailable: The company workspace is not accepting new members or recruiters at this time. Contact the workspace administrator.
• Invitation unavailable: The link could not be resolved. Ask the workspace administrator for a fresh invitation.

Password and sign-in recovery

If you joined successfully but forgot your password, use Forgot your password? on the sign-in page and request a reset link by email. Use the same email address that received the invitation.

If the invitation flow says that your email is already set up, do not create another password through the invitation. Return to sign-in and continue with the existing account.

Common problems

• The invitation shows the wrong email. Stop and ask the administrator to create a new invitation for the correct address.
• You are signed in as another person. Sign out, reopen the invitation, and continue with the invited email.
• You cannot see the jobs you expected after joining. Confirm the company workspace first, then ask the administrator to review your role and assignments.
• A limited team member or reviewer invitation cannot be created. Select at least one job under Job access.
• A dedicated team member invitation cannot be created. Select at least one department, site, or job assignment.
• An external recruiter invitation has no jobs. Select at least one job; recruiters cannot join without an assigned job.
• The link has expired or was revoked. Ask a company administrator to resend or recreate the invitation.
• The company is not accepting new members. Wait for the administrator to restore member access or provide another approved way to continue.