Executive Summary

Inviting your team and assigning the right roles in PyjamaHR is essential for secure, efficient, and compliant recruitment operations. This guide covers every step, best practice, and troubleshooting tip for adding team members, understanding user access levels, and managing licenses—ensuring your team is set up for success and avoids common pitfalls.

Detailed Overview

What Is Team Invitation and Role Assignment in PyjamaHR?

PyjamaHR allows you to add colleagues, external recruiters, and interviewers to your company account, each with specific access rights. Assigning the correct role ensures each user can only see and do what’s appropriate for their job—protecting sensitive data, streamlining workflows, and keeping your account compliant with SOC-2 security standards.

Key Use Cases:
- Onboarding new HR staff, hiring managers, or recruiters
- Collaborating with external recruitment agencies
- Assigning interviewers for specific jobs
- Transferring access when employees leave or change roles
- Managing billing by controlling billable vs. non-billable users

Integration Points:
- User roles impact what jobs, candidates, and reports are visible
- Access levels determine billing (billable vs. non-billable users)
- Security features (SOC-2) require individual logins—no credential sharing

Step-by-Step Guide: How to Invite Team Members and Assign Roles

Prerequisites

You must have Super Admin or Admin access to invite or manage users.
You need the work email address of the person you want to invite.
Decide the appropriate user access level (see below for details).

User Access Types in PyjamaHR

Role	Billable	Typical Use Case	Key Permissions
Super Admin	Yes	Account owner, full control	All settings, billing, user management, job/candidate access
Admin	Yes	Senior HR/IT, manages users and jobs	Most settings, can add/remove users, manage jobs/candidates
Recruiter	Yes	Internal recruiter	Access to all jobs/candidates (unless restricted), can manage jobs and candidates
Hiring Manager	Yes	Department/line manager	Access only to jobs assigned, can view/manage candidates for those jobs
External Recruiter	No	Agency/contract recruiter	Access only to jobs assigned, can only see candidates they add, cannot see all applicants
Interviewer	No	Panel/interview participant	Access only to candidates for interviews assigned, can provide feedback, cannot see all candidates

Note: Only Super Admins and Admins can manage user access and invitations.

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 menu.
Under Company Settings, click Team Members.

2. Add a Team Member

Click Add Member or Send Invitation.
Enter the work email address of the person you want to invite.
- Tip: You can invite users with Gmail or other domains, but ensure the email is not already linked to another company in PyjamaHR.
Select the User Access Type from the dropdown (see table above).
- A symbol ($) will indicate if the role is billable.
Click Add Member to send the invitation.

3. Approve or Revoke Invites

Pending invitations appear under Invites & Approvals.
To revoke an invite, click the three dots next to the invite and select Revoke.
To approve a pending invite (if you’re the Super Admin), click Approve.

4. User Onboarding

The invited user receives an email with a link to join.
They must complete the signup process and set their own password.
If the user does not receive the invite:
Ask them to check spam/junk folders.
Resend the invite from the Team Members page.
If the email is already linked to another company, see troubleshooting below.

5. Changing or Removing User Access

To change a user’s role: Click the three dots next to their name > Edit Access > select new role.
To remove a user: Click the three dots > Remove User.

6. Special Scenarios

A. Changing Super Admin Email

Invite the new email as an Interviewer/External Recruiter and let the support team know the reason for such a change.
They will help you with the change.

B. Adding External Recruiters or Interviewers

External Recruiters and Interviewers are non-billable.
They only see jobs/candidates they are assigned to.
Ideal for agencies or panel interviewers.

Assigning Users to Specific Jobs

After inviting, go to the job card > Manage Hiring Team > add the user.
Only assigned users will see the job and its candidates.

Advanced Usage & Best Practices

Power User Tips

Bulk User Management: Remove multiple users before renewal to reduce billing.
Role Optimization: Assign Hiring Manager or External Recruiter roles to limit access and control costs.
Security: Never share credentials. Each user must have their own login—SOC-2 compliance will flag shared logins.
License Reassignment: Remove a user and add a new one to reuse the same seat/license without extra charge.
Job-Level Access: Use Hiring Manager or External Recruiter roles to restrict job/candidate visibility.

Do’s and Don’ts

Do:
- Always assign the minimum necessary access.
- Remove users promptly when they leave.
- Use non-billable roles for external partners or interviewers.
- Complete add/remove actions quickly to avoid extra billing.

Don’t:
- Don’t share login credentials—this will lock your account.
- Don’t invite users with emails already linked to another company (see troubleshooting).
- Don’t leave unused billable users active before renewal.

Troubleshooting & Common Issues

1. Invite Not Received / Email Already Linked

Issue: “Email is linked to another company” or invite not delivered.
Solution:
Ask the user to check spam/junk.
If the email is already invited but not activated, ask the user to complete signup using the original invite link.
If the email is linked to another company, remove it from the old company or use a different email.

2. Cannot Remove User / User Reappears

Issue: User reappears after removal.
Solution:
Try removing again after a hard refresh.
If issue persists, contact support with the user’s email.

3. Account Flagged for Multiple Logins

Issue: “Suspicious activity detected” or account locked.
Solution:
Each user must have their own login.
Remove shared logins and invite users properly.
Contact support to unlock account if flagged.

4. Cannot Change Super Admin Access

Issue: No option to edit/remove own Super Admin access.
Solution:
Another Super Admin must change your access or remove you.
If only one Super Admin exists, invite a new Super Admin, then remove the old one.

5. Billing Issues When Adding/Removing Users

Issue: Charged for more users than needed.
Solution:
Remove extra users before renewal or payment.
Downgrade user access to non-billable roles if appropriate.
Billing is prorated for mid-cycle changes.

6. Cannot Assign User to Job

Issue: User can’t see a job or candidates.
Solution:
Ensure user is added to the job’s hiring team.
For External Recruiters, they only see candidates they add.

Comprehensive FAQs

Q1: How do I invite a new team member?
A: Go to Settings > Team Members > Add Member, enter their email, select access type, and send the invite.

Q2: What’s the difference between billable and non-billable users?
A: Super Admin, Admin, Recruiter, and Hiring Manager are billable; External Recruiter and Interviewer are non-billable.

Q3: Can I invite users with Gmail or non-company emails?
A: Yes, but the email must not be linked to another company in PyjamaHR.

Q4: How do I change the Super Admin?
A: Invite the new Super Admin, have them onboard, then remove the old Super Admin within 20 minutes to avoid double billing.

Q5: What if my invited user doesn’t get the email?
A: Check spam/junk, resend the invite, or contact support if the issue persists.

Q6: Can I reassign a license to a new user?
A: Yes, remove the old user and invite the new one to the same seat.

Q7: Why was my account flagged for multiple logins?
A: PyjamaHR enforces SOC-2 compliance—each user must have their own login. Sharing credentials will lock the account.

Q8: How do I give access to only specific jobs?
A: Assign the user as a Hiring Manager or External Recruiter and add them to the job’s hiring team.

Q9: Can I downgrade a user to a non-billable role?
A: Yes, change their access to External Recruiter or Interviewer to avoid billing.

Q10: What happens if I invite a user with an email already in use?
A: The system will block the invite. Use a different email or remove the email from the other company first.

Q11: How many users can I add to my plan?
A: You can add as many as you have paid seats for billable roles; non-billable roles are unlimited.

Q12: Can I remove myself as Super Admin?
A: Only another Super Admin can remove you. If you’re the only one, invite a new Super Admin first.

Q13: What if I need to change a user’s email address?
A: Remove the old user and invite the new email as a new user.

Q14: How do I assign an interviewer to a candidate?
A: Schedule the interview and assign the interviewer; they’ll see only the candidates for their interviews.

Q15: Will removing a user delete their data?
A: No, data remains in the system; only access is removed.

Understanding Access Types: Help Article: Understanding Access Types
Inviting Team Members: Help Article: Inviting Team Members
Managing Subscription & Billing: See Manage Subscription under your profile.
Assigning Users to Jobs: Use the Manage Hiring Team option on each job card.
Security & Compliance: Review SOC-2 compliance guidelines in your onboarding materials.

Recommended Next Steps:
- Review your current team list and remove any unused or outdated users.
- Assign the correct roles to optimize billing and security.
- Set up a process for onboarding/offboarding team members.
- Educate your team on the importance of individual logins and role-based access.

Real-World Scenarios & Examples

Scenario 1: HR manager leaves the company. Invite the replacement as Super Admin, remove the old user within 20 minutes to avoid extra billing.
Scenario 2: External agency needs access to only one job. Invite as External Recruiter, add to the job’s hiring team.
Scenario 3: Interview panelist needs to provide feedback. Invite as Interviewer, assign to the interview schedule.
Scenario 4: Company changes domain. Invite new emails as users, remove old ones, and update roles as needed.

Summary

Setting up your team in PyjamaHR with the right roles is critical for secure, efficient, and cost-effective hiring. By following the steps and best practices in this guide, you’ll avoid common mistakes, ensure compliance, and empower your team to collaborate seamlessly—without unnecessary support tickets or billing surprises.

For further details, see the linked help articles or contact PyjamaHR support if you encounter edge cases not covered here.

Inviting Your Team and Assigning Roles in PyjamaHR: The Complete, Actionable Guide