Managing Team Members

The Members page lets you see everyone in your organization at a glance, invite new people, adjust their roles, and remove access when needed. Open it from Members in the sidebar.

The members table#

The table shows every person connected to your organization — active members and outstanding invitations together — sorted so active members appear first, followed by pending invitations, and then expired invitations. Accepted invitations don't appear as separate rows.

Each row has four columns:

Last seen counts activity in this organization only — working in another organization doesn't update it. It refreshes at most once every five minutes. The column shows — for invitation rows and for members with no recorded activity in this organization yet.

Each row you can manage has an action menu (⋯) in its last column. The organization owner's row never shows an action menu — the owner cannot be removed.

Inviting a team member#

1. At the top of the Members tab, type the person's email address into the Email address field.
2. Pick a role from the dropdown. It starts on Interviewer when your plan has a free interviewer seat, and on No role otherwise. A role that has a description shows it under its name. Choose No role to add the person without any permissions for now — you can assign a role later.
3. Click Send Invite.

The person receives an email with a link to accept. The Invitation sent confirmation has a Copy link button, so you can also share the link yourself. Until they accept, their row shows Pending invite and the role you picked.

Invitations are valid for 7 days. After that the row status changes to Invite expired and the link in the email stops working.

Sharing an invite link#

You can send the invite link yourself — over chat, for example — instead of waiting for the email:

1. Open the action menu (⋯) on a Pending invite row.
2. Select Copy invite link.

The link is copied and Invite link copied appears. Rows showing Invite expired don't offer Copy invite link — re-send the invitation first.

Interviewer seat caps#

Members with the Interviewer role are free — they don't take up a paid seat — but each plan caps how many interviewers you can invite.

On the Free plan, inviting teammates isn't available. The invite form is shown but disabled — the email field, role picker, and Send Invite can't be used — and a hint beneath it reads "Inviting teammates requires Starter." with an upgrade badge. Because Free has no interviewer seats, the "You've reached your interviewer seat limit" banner described below also appears.

When the cap is relevant, the Members page shows you where you stand:

• Below the cap. While the Interviewer role is selected in the invite form, a counter beneath the form reads "X of Y interviewer seats used." so you can see how much room is left before you upgrade.
• At the cap. A banner appears above the invite form titled "You've reached your interviewer seat limit" with an Upgrade to next plan button. The invite form starts on No role, and Send Invite stays disabled while Interviewer is selected, until you upgrade or free up a seat.
• Over the cap. If your organization was downgraded after you already had more interviewers than the new cap allows, the banner instead reads "You are above your interviewer seat limit" and notes that existing interviewers keep working, but new ones can't be invited until you upgrade. This is a soft cap — nobody loses access.

Invitations for the Interviewer role that haven't been accepted count toward the cap — including expired ones, until you remove them. So you can't pre-invite extra interviewers and accept them later to slip past the limit. To free up a seat, remove an interviewer, or Remove an interviewer invitation you no longer need.

Staffing can only invite Interviewers#

If your role is Staffing, the Role dropdown in the invite form (and the Change role sub-menu on invitation rows) leaves out Org Admin and Staffing. Those are paid hiring seats, so a Staffing member offers Interviewer, No role or a custom role instead. Staffing can't change the role of existing members.

If you have to add a recruiter or a second admin, ask an existing Org Admin to send the invitation or change the role.

Custom roles you defined yourself are not filtered out for Staffing — the Scale plan rule below still applies to them.

Custom roles need the Scale plan#

Beyond the three predefined roles, custom roles — ones you define yourself on the Roles tab of the Members page, with your own permission selection — are part of the Scale plan only.

On Free, Starter, and Growth plans the Members page surfaces the limit in three places:

• Invite form. Custom roles are listed in the dropdown with (upgrade required) after their name and can't be selected, so you can't send an invitation with a custom role.
• Change role sub-menu. The action menu (⋯) Change role sub-menu lists only the three predefined roles. Custom roles are filtered out so you cannot reassign a member to one.
• Roles tab. The New Role button is disabled with an Upgrade badge next to it. Opening an existing custom role shows it in read-only mode with the message "Custom roles are a Scale feature. Members already assigned keep their permissions; this role is read-only on your current plan."

Members who already hold a custom role keep their permissions on every plan — the gate only blocks editing or deleting custom roles, inviting with a custom role, and reassigning someone to a custom role.

Re-sending an expired invitation#

When an invitation shows Invite expired, the original link is no longer valid. To give the person a fresh link:

1. Open the action menu (⋯) on their row.
2. Select Re-send invitation.

A new email goes out, the expiry resets to another 7 days, and the invitation gets a new link. Links sent or copied before the re-send stop working — the person sees "Invalid invitation link." if they open one. Re-sending needs a Starter plan or higher.

You can also use Re-send invitation on a Pending invite row if you want to refresh the link before it expires.

Revoking an invitation#

To cancel an outstanding or expired invitation before the person accepts:

1. Open the action menu (⋯) on their row.
2. Select Remove.

The invitation is deleted, Invitation revoked appears, and the row disappears from the table.

Changing a member's role#

To change the role of an Active member:

1. Open the action menu (⋯) on their row.
2. Select Change role, then choose the new role from the sub-menu.

The change takes effect immediately and Role updated appears. You can also change the role assigned to a Pending invite or Invite expired row — the new role will apply when the person accepts.

Removing a member#

1. Open the action menu (⋯) on the member's row.
2. Select Remove member.

The person loses access to the organization immediately. Their past activity (interviews, questions, etc.) is preserved.

Permissions reference#

Troubleshooting#

"Failed to send invitation" — The invitation wasn't created. The most common cause is an existing invitation for that address, pending or expired: use Re-send invitation on that row, or Remove it first and send a new one. It also appears when the role you picked no longer exists in this organization (refresh the page and try again).

"Failed to update role" — The role change didn't go through. The role you picked may have been deleted in the meantime: refresh the page and try again.

A member's row has no action menu — The organization owner's row never has one, because the owner can't be removed. Other rows show it only when you hold the permission for at least one of its actions.

"You've reached your interviewer seat limit" — Your plan's interviewer cap is full. Upgrade to a higher plan to add more interviewers, or free up a seat first. See Interviewer seat caps above for the cap on each plan. If you send an Interviewer invitation that would go over the cap, an upgrade dialog opens instead.

"Couldn't load this member list" — The Members page couldn't load your organization's members or invitations. Click Retry to load them again; the table appears once they load.