Member management

This guide walks you through how to manage your hiring team and assign them the right roles to collaborate during hiring.

In JOIN, managing your team is simple and flexible—allowing you to invite unlimited team members, assign the right permissions, and organise job-specific responsibilities. This guide walks you through how to manage your hiring team from the Team section in your Settings tab.

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Company roles

When inviting or editing a user, you must assign a Company role that defines their overall access level:

• System Admin: Full access to all features, settings, and job visibility

• Standard: Can create jobs, access the store, and manage limited settings

• Limited: View-only access to specific data

Feature	System Admin	Standard	Limited
Jobs
View all jobs
Create jobs
Candidates
Delete candidates
Export applications
Talent Pool
View talent pool
Add candidates
Remove candidates
Team management
Manage team members
Settings
Update company details
Delete company
Manage offices
Manage pipeline templates
Manage automated messages
Manage scorecard templates
Manage billing and subscription
Manage integrations
Manage job widget
Access JOIN API
Store
Purchase products
Manage inventory
View bookings
Chrome Extension
Access extension

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Job roles

• Reviewer: Can view the job and candidates, submit scorecards, and review applications.

• Hiring Manager: Can do everything a Reviewer can, plus edit the job ad, assign candidates, and make hiring decisions.

• Job Admin: Has full access to the job, candidates, and hiring team. This includes deleting applications and managing job visibility.

Feature	Reviewer	Hiring Manager	Job Admin
View job
Edit job
Edit job status
View candidates
Assign candidates to jobs
Manually import candidates to job
Update applications' pipeline stage
View candidates' scorecards
Submit candidates' scorecards
Reject applications
Delete applications
Manage hiring team members

To learn more about permissions, click ? Roles & Permissions in the top-right corner of the Team section.

Only users with the System Admin company role can access and manage this section.

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Inviting new team members

System Admins can invite new colleagues to JOIN at any time, with no limit on the number of users.

To invite a team member:

1. Go to the Settings tab

2. Select Team from the sidebar menu Here, you’ll find two tabs:

   • Members: Lists all active team members

   • Invites: Shows pending invitations that haven’t been accepted yet

3. In the Team section, click the Invite team member button

4. Enter one or more work-related email addresses (comma-separated)

   • Private email domains (e.g. Gmail, Hotmail) are not accepted

   • If an email turns red, hover over it to see why—it may already be in use or linked to a candidate account

5. Select a Company role from the dropdown (Standard, Limited, or System Admin)

6. Click Continue

7. If you selected Standard or Limited, assign jobs and job-specific roles—or click Select all jobs

8. Click Send invite

A user email address can only be used in one JOIN company account at a time. If already registered elsewhere, it must be removed from the other account before being invited again.

Once invited, the user will receive an invitation email prompting them to create a recruiter account. After verification, their name will move from the Invites tab to the Members tab.

You can invite users from domains not currently associated with your company. A domain warning under the email won’t block the invite unless the email turns red.

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Managing invites

Under the Invites tab, you can manage all pending invitations.

To manage an invite:

• Click the overflow menu (three dots) next to the invitee’s name

  • Select Cancel invitation to revoke it

  • Select Resend invite if the email wasn’t received

If the resend option is greyed out or unresponsive, try refreshing the page. If the issue persists, contact support.

You can also:

• Change the invitee’s Company role

• Assign or update job access and job-specific roles before the user accepts the invite

If the invitation email isn’t received, check spam/junk folders. If it’s still missing, your email firewall or DNS settings may be blocking it. Contact your IT team or JOIN's support team for assistance.

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Assigning jobs and job roles

Assigning a team member to a job lets them participate in the hiring process. This works differently based on their company role:

• Standard and Limited users must be explicitly assigned to specific jobs

• System Admins can access all jobs by default, regardless of assignment

However, only users assigned to a job will receive email notifications about applications.

To assign or manage jobs:

1. Click the job count under the Jobs column (e.g. 2 jobs, Assign jobs)

2. To assign more jobs, click + Assign and select jobs from the dropdown

3. Assign a job-specific role for each job:

   • Reviewer: Can review and evaluate candidates

   • Hiring Manager: Can edit job details and make hiring decisions

   • Job Admin: Full control over the job ad, candidates, and hiring team

4. Click Assign to save changes

System Admins must be explicitly assigned to a job to receive related email notifications.

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Removing users from jobs

There are two ways to remove a team member from a job:

• From the Team section:

  • Click the job count next to their name

  • Click the assigned job role, then select Remove

• From the Jobs tab:

  • Open the job card's overflow menu, click Edit

  • Scroll to the hiring team and remove the user

If the user is currently the contact person for a job, a warning will appear before removal. You can either assign a replacement immediately or update this later by editing the job ad.

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Editing or removing team members

To remove a team member:

1. Go to Settings > Team.

2. Click the delete icon next to the user's name.

3. Confirm the removal. You’ll be prompted to assign a replacement if the user is listed as a contact person for any job.

You cannot:

• Remove yourself from the team

• Remove the account owner (both actions will have a greyed-out bin icon)

Removed users can be re-invited at any time.

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Understanding user details

In the Members tab, you can see key information for each user:

• Name and email address

• Last active time (e.g. “2 days ago”)

• Company role (editable via dropdown)

• Assigned jobs and their job-specific roles

Names displayed here are based on each user's profile settings.

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Contact person and job notifications

To assign a contact person for a job:

1. Go to the Jobs tab

2. Click the overflow menu on a job card and select Edit

3. Scroll to the Contact person section and select a team member

The selected contact person will:

• Appear on the job ad as the point of contact

• Receive email notifications when new applications are submitted

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Managing account ownership

You can recognise the account owner by a greyed-out delete icon in the Team section. This implies that you cannot remove account owners from the account.

Only JOIN support can transfer ownership to another user. To request this:

1. Ensure another user is already added to your account

2. Contact JOIN support via your account or by email: [email protected]