Executive Summary
Adding new users and sending invitations in PyjamaHR allows you to securely expand your hiring team, assign the right access levels, and ensure compliance with SOC-2 security standards. This guide covers everything you need to know—from step-by-step instructions to troubleshooting common issues—so you can onboard colleagues, recruiters, and external partners quickly and without errors.
Detailed Overview
What Is User Invitation in PyjamaHR?
User invitation is the process of adding new team members to your PyjamaHR account by sending them an email invite. Each user receives their own credentials and access level, ensuring secure, auditable, and role-appropriate access to your recruitment data.
When and Why to Use This Feature:
- Onboard new recruiters, hiring managers, interviewers, or external agencies.
- Transition account ownership (e.g., when a super admin leaves).
- Maintain compliance by preventing credential sharing (critical for SOC-2 compliance).
- Control costs by managing billable and non-billable user seats.
Integration with Other Features:
- User roles determine access to job postings, candidate data, and billing.
- Invited users can be assigned to jobs, receive candidate notifications, and participate in interviews.
- Billing adjusts automatically based on active billable users.
Business Impact:
- Secure, auditable access for every team member.
- Avoids account lockouts due to suspicious activity.
- Ensures only authorized users can access sensitive recruitment data.
Step-by-Step Guide: Adding New Users and Sending Invitations
Prerequisites
You must have Super Admin or Admin access to invite users.
You need the work email address of the person you want to invite.
Ensure you have available paid seats for billable user types (Super Admin, Admin, Hiring Manager, Recruiter).
1. Navigate to Team Members
Log in to your PyjamaHR account.
Click your profile name in the top right corner.
Select Settings from the dropdown.
Under Company Settings, click Team Members.
2. Add a New User
Click Add Member or Send Invitation.
Enter the work email address of the new user.
Select the User Access Type:
- Super Admin (full access, including billing)
- Admin
- Recruiter- Hiring Manager
- External Recruiter (non-billable)
- Interviewer (non-billable)Click Add Member or Send Invitation.
3. User Receives Invitation
The invited user will receive an email with a signup link.
They must click the link and complete the onboarding process (set password, verify email).
4. Approve or Monitor Invites
Pending invites appear under Invites & Approvals in the Team Members section.
You can revoke or resend invitations if needed.
5. Removing or Replacing Users
To remove a user: Click the three dots next to their name and select Remove.
To replace a user (e.g., when someone leaves): Remove the old user, then invite the new one.
Special Scenarios
Changing Super Admin: Invite the new email as Super Admin, complete onboarding, then remove the old Super Admin (do this within 20 minutes to avoid extra charges).
Adding External Agencies: Invite them as External Recruiter for limited, non-billable access.
Bulk Changes: For large teams, coordinate invites and removals to avoid billing surprises.
Advanced Usage & Best Practices
Power User Tips
Role Planning: Assign the lowest necessary access to each user to control costs and data exposure.
Transitioning Ownership: Always onboard the new Super Admin before removing the old one to avoid lockouts.
Monitor Invites: Regularly check the Invites & Approvals tab to ensure all users have completed onboarding.
Optimization Strategies
Billing Management: Remove unused billable users before your renewal date to avoid extra charges.
Temporary Access: For short-term needs, downgrade users to non-billable roles (Interviewer/External Recruiter) instead of removing them.
Security Compliance: Never share credentials—invite each user separately to avoid account flags and lockouts.
Integration with Other Workflows
Job Assignments: Assign users to jobs immediately after onboarding to streamline collaboration.
External Recruiters: Share help articles with agencies so they can add candidates and view feedback independently.
Do’s and Don’ts
Do:
- Use work email addresses for all invites.
- Complete user transitions (especially Super Admin) quickly to avoid double billing.
- Regularly audit user access and remove ex-employees promptly.
Don’t:
- Don’t share login credentials—this will trigger security flags and may lock your account.
- Don’t invite users with personal or non-deliverable emails.
- Don’t leave pending invites unmonitored—follow up to ensure onboarding is completed.
Troubleshooting & Common Issues
1. Invitation Not Received
Check spam/junk folder.
Verify email address for typos.
If using a group/alias email, only users in the group will receive the invite.
If still not received, resend the invitation from Invites & Approvals.
2. Error: “Email ID is linked to another company”
The email is already registered with another PyjamaHR account.
Solution: Ask the user to complete signup with the original invite, or contact support to resolve conflicts.
3. Error: “Email undeliverable”
The email provider is rejecting the invite (common with typos or deactivated emails).
Solution: Confirm the email is active and correct. If persistent, contact the user’s IT team or PyjamaHR support.
4. “You’ve run out of paid seats”
You must purchase an additional seat to add more billable users.
Solution: Remove unused billable users or add a seat (prorated charges apply).
5. Account Flagged for Multiple Logins
PyjamaHR enforces strict single-user credentials for security.
Solution: Invite each team member as a separate user. Never share credentials.
6. Changing Email Address
PyjamaHR does not support direct email changes. Instead:
1. Invite the new email as a Super Admin.
2. Complete onboarding.
3. Remove the old email.
7. Removing/Replacing Users
Remove the old user via Team Members > three dots > Remove.
Invite the new user as above.
8. Revoking or Resending Invites
Go to Team Members > Invites & Approvals.
Click the three dots next to the invite to revoke or resend.
9. Prorated Billing Confusion
Adding/removing users mid-cycle results in prorated charges.
View invoice details for a breakdown.
10. External Recruiter/Interviewer Access
These roles are non-billable and have limited access.
Assign appropriately to control costs.
Comprehensive FAQs
1. Can I add users with a different email domain?
Yes, you can invite users with any work email, regardless of domain.
2. What if the invited user doesn’t receive the email?
Check spam, verify the email, and resend the invite. If still not received, contact support.
3. Can I change a user’s email address?
No direct change—invite the new email as a user, then remove the old one.
4. What are billable vs. non-billable user types?
Super Admin, Admin, Hiring Manager, and Recruiter are billable. External Recruiter and Interviewer are non-billable.
5. How do I avoid being charged for two Super Admins?
Complete the transition (invite new, remove old) within 20 minutes.
6. What happens if I share my credentials?
Your account may be flagged or locked for suspicious activity. Always invite users separately.
7. Can I remove a user and add another without extra charge?
Yes, as long as you don’t exceed your paid seat count.
8. How do I invite an external recruitment agency?
Invite them as an External Recruiter for limited, non-billable access.
9. Can I revoke a pending invitation?
Yes, go to Invites & Approvals under Team members section in Setitngs and revoke as needed.
10. What if an email is already linked to another company?
The user must complete signup with the original invite or contact support to resolve.
11. Can I see emails sent by other users?
No, each user’s email inbox is private.
12. How do I check who is the Super Admin?
In Team Members, the Super Admin is indicated next to their email.
13. What if I run out of paid seats?
Remove unused billable users or purchase additional seats.
14. How do I ensure security compliance?
Never share credentials; always invite users individually.
15. Can I invite users during a trial or grace period?
Yes, but billing will adjust based on active billable users.
Related Features & Next Steps
User Access Types: Understanding Access Types
Managing Billing & Seats: Managing Subscription & Billing
Adding Candidates: Adding Candidates to a Job Card
Assigning Users to Jobs: Assign users to hiring teams for each job posting.
Security & Compliance: Review SOC-2 compliance guidelines.
Recommended Next Steps:
- Audit your current user list and remove any ex-employees.
- Review user access levels and adjust to minimize costs.
- Share this article with your team to ensure everyone follows best practices.
Still have questions?
If you encounter issues not covered here, contact PyjamaHR support with screenshots and details for prompt assistance.
This article is based on real customer scenarios and support conversations to ensure you have the most actionable, accurate, and comprehensive guidance for managing users in PyjamaHR.