Inviting Team Members

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Overview

Growing your team on Recruitier starts with sending invitations. As an agency admin, you can invite recruiters by email. They will receive a link to create their account (or link their existing account) and join your agency. Once they accept, they become a member of your agency and gain access to shared resources, a personal recruiter workspace, and their own credit allocation. The invitation process is designed to be simple for both the admin and the invitee. You send an email, they click a link, and they are onboarded automatically.

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How to Send Invitations

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The Invitation Email Flow

When you send an invitation, the following happens:

1. Email delivery — The invitee receives an email from Recruitier with a personalized invitation link. The email explains that they have been invited to join your agency and includes your agency name.
2. Link click — When the invitee clicks the invitation link, they are taken to a registration page on Recruitier.
3. Account creation — If the invitee does not already have a Recruitier account, they will be prompted to create one by setting their name and password. If they already have an account, they can log in to link it to your agency.
4. Automatic onboarding — Once they accept the invitation, they are automatically added to your agency as a Member. They receive their own seat, their initial credit balance (with credit refresh if eligible), and full access to the recruiter workspace.

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What Happens When Someone Accepts

When a team member accepts your invitation, the following occurs automatically:

• They are assigned the Member role in your agency
• An available (unassigned) seat is allocated to them from your seat pool
• They receive their credit balance (the seat’s existing credits, plus a refresh if the seat is eligible based on its 30-day cycle)
• They gain access to all shared resources (tones of voice, pitch decks, outreach flows)
• They appear in your Members list with an “Active” status
• Their activity begins contributing to the agency dashboard analytics immediately

The new member’s workspace is fully independent — they have their own candidates, searches, jobs, and client companies. Shared resources from the agency are accessible alongside their personal resources, and their admin can view their analytics and project activity.

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Pending Invitations Table

On the Members page, below your active members, you will find the Pending Invitations table. This table shows all invitations that have been sent but not yet accepted. Each row includes: Use this table to keep track of who has been invited and follow up with anyone who has not yet accepted. If an invitation shows “Expired,” you will need to resend it to generate a new link.

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Resending Invitations

If an invitation has expired or the invitee did not receive the original email, you can resend it:

1. Find the invitation in the Pending Invitations table.
2. Click the Resend button next to the invitation.
3. A new email with a fresh invitation link is sent to the same address.

The original invitation token is invalidated and replaced with a new one. The 7-day expiration timer resets completely, giving the invitee a full new window to accept.

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Revoking Invitations

If you need to cancel an invitation before it is accepted (for example, if you sent it to the wrong email address or the person is no longer joining your team), you can revoke it:

1. Find the invitation in the Pending Invitations table.
2. Click the Revoke button next to the invitation.
3. Confirm the revocation in the dialog that appears.

Once revoked, the invitation link becomes permanently invalid. If the invitee tries to use the link, they will see a message explaining that the invitation is no longer valid. Revoking an invitation frees up the seat that was reserved, making it available for other invitations.

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Removing Existing Members

If a team member leaves your agency, you can remove them from the Members page:

1. Find the member in the active members list.
2. Click the Remove button next to their name.
3. Confirm the removal.

When you remove a member:

• Their seat is unassigned (set to available) rather than deleted
• The seat’s credit refresh timer is preserved — it does not reset
• The agency’s active seat count is decremented
• The member loses access to shared resources and their agency workspace
• Their personal data (candidates, searches, jobs) remains in their account but is no longer visible to agency admins

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Best Practices

• Invite in batches — If you are onboarding multiple team members at once, send all invitations in one session. This way you can track all pending invitations together and follow up as a group.
• Follow up promptly — If someone has not accepted within 2-3 days, reach out to them directly (phone, Slack, in person) and ask if they received the email. Do not wait for the 7-day expiry.
• Verify email addresses — Double-check the email address before sending. A typo means the invitation goes to the wrong person, and you will need to revoke and resend.
• Plan your seats — Before inviting, make sure you have enough seats for everyone you plan to bring on board. You can always add more seats later, but it is cleaner to set up the right number in advance so invitations go through without interruption.
• Prepare shared resources first — Set up your shared tones of voice, pitch decks, and outreach flows before inviting new members. This way, new team members have professional templates available from day one.

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Advanced

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How the Invitation System Works Under the Hood

When you send an invitation, the system generates a cryptographically secure random token (32 bytes, URL-safe base64 encoded). This token is stored in the invitation record along with the target email address, the agency ID, the sending admin’s user ID, and an expiration timestamp set to 7 days from creation. The invitation link contains this token as a URL parameter. When the invitee clicks the link, the system:

1. Looks up the invitation by token
2. Validates that the token has not expired and has not been revoked
3. Checks that the agency still has an available seat
4. Creates a UserAgency record linking the user to the agency with the Member role
5. Assigns the user to an available unassigned seat
6. Checks the seat’s credit refresh eligibility and applies a refresh if 30+ days have elapsed
7. Marks the invitation as accepted

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Token Security

The 32-byte random token provides 256 bits of entropy, making it practically impossible to guess. Tokens are single-use — once accepted, the token is marked as consumed and cannot be reused. Expired and revoked tokens are permanently invalidated.

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Seat Allocation on Acceptance

When a member accepts an invitation, the system finds an unassigned seat (a seat where user_id is null and is_active is true) and assigns the new member to it. The seat’s existing credit balance and refresh timer are preserved. If the seat’s last_credit_refresh_at is more than 30 days ago, a credit refresh is triggered, adding 5,000 credits to the seat. This means new members may receive anywhere from 0 to 5,000+ credits depending on the state of the seat they are assigned to. The credit amount is determined by the seat’s history, not by the invitation.

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Connection to Seat Management

Invitations and seat management are closely linked:

• You need an available seat to send an invitation
• Accepting an invitation consumes an available seat
• Revoking an invitation does not consume a seat (the reservation is released)
• Removing a member frees their seat back to the available pool

If you try to send an invitation when all seats are occupied, the system prevents the action. You must add seats first (via Seat Management) before you can invite additional members.

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Member Removal Business Rules

When removing a member:

• The seat’s user_id is set to null (unassigned)
• The seat’s is_active remains true (the seat is available for reassignment)
• The seat’s last_credit_refresh_at is preserved (prevents timer exploitation)
• The agency’s active_seats counter is decremented

Two critical constraints prevent problematic removals:

• Cannot remove the owner: The agency must always have its creator
• Cannot remove the last admin: There must always be at least one user with admin capabilities to manage the agency

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Connection to Analytics

As soon as a member accepts their invitation, their activity begins appearing in the agency dashboard. Their outreach steps, searches, saved jobs, and other actions contribute to the team-level KPIs and appear in the leaderboard. If a member is removed, their historical data remains in the aggregate analytics for the periods when they were active. They are removed from the leaderboard going forward, but past contributions are preserved in the team totals.

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Power-User Tips

• Time your invitations. If you want a new member to start with a full credit allocation, time the invitation to when an unassigned seat is due for a credit refresh. The refresh happens automatically when they accept, giving them 5,000 fresh credits.
• Track invitation patterns. If invitations to certain email domains consistently go unaccepted, the invitees may not be receiving the emails. Check with IT departments about email filtering.
• Batch onboarding. When onboarding a group of new recruiters, send all invitations, then schedule a team onboarding session for when everyone has accepted. This is more efficient than individual onboarding.

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