Overview: Stafio.ai provides administrators with intuitive tools to manage their recruiting teams, allowing for the precise addition and removal of team members. This article elaborates on the process of inviting new team members, as briefly introduced in "Getting Started" article 3, and also details how to remove individuals from your workspace. This manual administrative process ensures controlled access to your hiring pipeline and facilitates secure and efficient collaboration among your recruiting professionals.
1. Understanding User Access & Roles (Prerequisite)
- Before adding new team members, it's important to understand that each user in Stafio.ai will be assigned a specific role (e.g., Recruiter, Hiring Manager, Admin). These roles dictate their level of access, permissions, and the actions they can perform within the platform. Assigning the correct role upon adding a member is a crucial step for maintaining data security and workflow integrity. As mentioned in "Getting Started" article 3, understanding these roles is helpful before inviting.
2. Adding New Team Members
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Adding new users to your Stafio.ai account is a straightforward process managed by account administrators, building upon the "Invite New Member" functionality mentioned in "Getting Started" article 3.
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Steps to Add a Member:
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Navigate to the "Settings" on the lower left-hand panel of your dashboard.
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From the Settings menu, select "User Management". This section allows you to manage all active team members, their assigned roles, and permissions.
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Click on the "+ Invite New Member" button (or similar prominent button).
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A form or pop-up will appear where you can enter the new team member's details:
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Email Address: Enter the professional email of the person you want to invite. This will be their login ID.
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First Name & Last Name: (Optional but recommended for personalizing their account).
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Crucially, you must manually assign their initial Role (e.g., Recruiter, Hiring Manager, Admin). This determines their immediate access privileges. While "Getting Started" article 3 notes the invitation, the explicit role assignment is a key part of this more detailed process.
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Click "Send Invitation". An invitation email will be automatically sent to the specified email address. The new team member will need to click the link in this email to activate their account and set up their password.
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On your User Management screen, you'll see the invited user listed with a status like "Pending Invitation" until they accept.
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Manual Intervention Point: This entire process of initiating an invitation and assigning a role is a manual actionperformed by an existing administrator to ensure controlled onboarding.
3. Removing Team Members
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Removing a team member is equally simple and is necessary when an individual leaves the team or no longer requires access to Stafio.ai.
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Steps to Remove a Member:
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Go back to the same "User Management" section in your "Settings."
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Locate the team member you wish to remove from the list of active users.
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Click on the "Remove," "Deactivate," or "Delete" option associated with their profile.
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The system may prompt you to confirm the action and, depending on your organization's settings, might ask about transferring ownership of any active candidates, jobs, or tasks assigned to the departing member. This transfer often requires manual selection to ensure no data is lost or left unmanaged.
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Confirm the removal. The team member will immediately lose access to your Stafio.ai account.
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Manual Intervention Point: The decision to remove a user and, if applicable, the reassignment of their owned tasks/data are manual actions to maintain accountability and data integrity.
4. Best Practices for Team Management
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Regular Review: Periodically review your team member list and their assigned roles to ensure accuracy and compliance.
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Role Assignment: Always assign the most appropriate role to each team member to align with their responsibilities and prevent unauthorized access (more on this in the next article).
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Data Security: Timely removal of team members who no longer require access is crucial for safeguarding sensitive candidate and company data.
Troubleshooting & Tips:
Issue: New member didn't receive the invitation email?
Suggested Fix: Advise them to check their spam/junk mail folder. Ensure you entered their email address correctly. You can also try to Resend Invitation from the User Management screen. If problems persist, their email server might be blocking automated emails – contact our support at Support@stafio.ai for assistance.
Issue: Removed member still has access or data is unassigned?
Suggested Fix: Ensure the removal process was fully completed. If prompted for data transfer, confirm you made the necessary manual selections. If issues persist, contact Stafio.ai support.
Issue: Accidentally removed a team member?
Suggested Fix: Contact Stafio.ai support immediately. Depending on the system's policy, it may be possible to reactivate or re-invite them.
Issue: Cannot add or remove team members (button disabled)?
Suggested Fix: Only users with Admin permissions or specific delegated permissions can invite new team members. Check your own user role in Settings > User Management. If you are not an Admin, contact your workspace administrator to request an invitation or have them invite the user directly.