Users
Add teammates, invite them to sign in, set roles and offices, choose who gets daily and weekly email summaries, and remove people who leave.
Path: Settings → Users
Everyone in the account can see the Users list. Only Admins and Owners can add, invite, change roles, assign offices, change email summaries, remove, or delete users. Anyone can edit their own name, phone, and title from their row.
Add a user
- Open Settings → Users and click Add User.
- Enter First Name, Last Name, and Email Address (all required).
- Optionally add a Mobile Phone Number. HiringCenter checks the line type and tells you if it looks like a mobile number. A mobile number lets the invite go out by text too.
- Choose a Role: Admin, Manager, or View Only.
- Optionally pick one or more Offices.
- Under Invite Option, choose:
- Invite later: creates the user now, but they cannot sign in until you send an invite. They show as disabled until then.
- Invite now: sends an email and a text message with a link to create a password and join the account.
- Click Add User. With Invite now, a window shows the invite link so you can copy it and send it yourself as well.
If the email already has a HiringCenter login (for example they belong to another account), there is no invite step. They are added to this account and can switch to it right away. If the person already has access to this account, HiringCenter tells you and does not add them again.
Send or resend an invite
For a user who is pending or disabled, click Invite (or Invite / Enable for a disabled user) on their row, then Send Invite.
- An email goes out with a link to set their password. If they have a phone number on file, a text goes out too.
- The invite link expires in 7 days.
- Their status changes to invited. Use Copy invite link on their row to share it another way.
User status
| Status | Meaning |
|---|---|
| pending | In the account with a login, but has not signed in yet |
| invited | An invite was sent. They can use the link to set a password and sign in. |
| active | Has signed in |
| disabled | Cannot use this account. Send an invite to enable them again. |
Roles
Click a user's role badge to change it. The Owner's role cannot be changed by anyone, including admins.
| Role | Access |
|---|---|
| Owner | Full access to all data, settings, users, and billing. One per account. Cannot be changed or removed by others. |
| Admin | Full access to all data, settings, users, and billing. Other admins or the owner can change an admin's role. |
| Manager | Sees the prospects and data that are theirs or their office's. Can add and edit offices. Cannot change account settings or users, and cannot view billing. |
| View Only | Can see prospect data across the whole account and read settings, but cannot make changes. No billing, Campaigns, or Reporting. |
Edit name, phone, title, and offices
- Click the pencil next to a user's name to edit their first and last name, phone, and title (for example "Recruiting Manager"). Save with the check mark.
- Click the pencil in a user's Offices cell, pick offices, and save with the check mark. Offices control which prospects a Manager can see. See Offices.
Daily and weekly email summaries
The Email Summary column has Daily and Weekly checkboxes for each user. Those emails recap that user's work. Only Admins and Owners can change them, for anyone, including themselves. Managers and View Only users cannot change their own.
Summaries are separate from bell notifications and push notifications. See Notifications.
Device Setup
The Device Setup column (Admin / Owner) helps your team get calls, texts, and Device Handoff requests on their phones.
- Ready means the user has notifications and Device Handoff turned on for a device.
- Request setup sends that user an in-app reminder to install HiringCenter on their phone and turn on notifications and Device Handoff. Once it has been sent, the button changes to Remind.
See Download HiringCenter on mobile for what the user does next.
Connected mailbox icons
A Google or Microsoft logo next to a user means they have connected that mailbox or calendar on their Your Profile. Click the logo to see the address and what it can do (email, calendar). Admins and Owners, and the user themselves, can click View connected calendars.
Connecting is done by that user on Your Profile. Linking the mailbox to a sending identity happens on Settings → Identities.
Remove a user
When someone leaves, remove them first. Removing keeps their history and lets you restore them later.
- On their row, click the trash icon.
- Click Confirm.
The user's status changes to disabled for this account:
- They lose access to this account right away, including anything they could see in it.
- Their login keeps working for any other HiringCenter accounts they belong to.
- Their prospects, tasks, and conversations stay where they are until you reassign or delete.
- To bring them back, click Invite / Enable on their row.
You cannot remove yourself or the Owner.
Delete a disabled user
After a user is disabled, the trash icon on their row deletes them from this account permanently.
- Click the trash icon on the disabled user's row.
- In Give their open work to, choose a teammate to take over their prospects, open tasks, meetings that are not yet reviewed, and their conversations. Or choose No one (keep it with …).
- Click Delete user.
What happens:
- They no longer appear in the users list, pickers, or filters.
- Notes, messages, tasks, meetings, and reports they created keep their name, marked "(removed)", so you can still see who did past work.
- Their access to other accounts is not affected.
- Adding the same email again restores them with their history.
Common questions
Why can't I change the Owner? The Owner role is protected. Admins can change any other role.
Why can't I click anything on this tab? You need the Admin or Owner role. You can still edit your own name, phone, and title.
A teammate connected Gmail but email still sends from HiringCenter. Connecting is not enough. An admin, or the teammate if they are assigned to the identity, must link the mailbox on Settings → Identities.
I see HiringCenter AI in activity but not in this list. HiringCenter AI and HiringCenter support staff are not shown on the Users tab.