Overview

Team invitations allow you to add new members to your Sizemotion workspace. You can invite people directly by email or convert AI-recommended candidates into team members.

Key Concepts

  • Standard Invitations: Send invites to anyone by email
  • Recommended Users: AI-suggested candidates based on your hiring needs
  • Invitation Status: Pending, Accepted, or Cancelled
  • Seat Limits: Invitations count toward your account's user capacity

Inviting Team Members

Standard Email Invitation

  1. Go to Team Settings
  2. Click "Add Team Member"
  3. Enter the person's email address
  4. Choose their team's role
  5. Click "Add"

The invitee will receive an email with a link to join your workspace. The invitation remains valid until they sign up or you cancel it.

Bulk Invitations

To invite multiple people at once:

  1. Go to Admin > Invitations
  2. Click "Invite Multiple Users"
  3. Upload a CSV with columns: email, team, role
  4. Review the preview and resolve any validation errors
  5. Click "Send Invitation" for each row individually

The system will validate email addresses, check for duplicates, and verify team assignments before allowing you to send invitations.

What are Recommended Users?

Recommended users are AI-generated candidate profiles based on your open positions and hiring needs. They serve as placeholders until you're ready to convert them into real team member invitations.

Converting Recommended Users to Invitations

  1. Go to Talent > Talent Management or Organization > Teams
  2. Find the recommended user card (marked with an "AI" badge)
  3. Click "Invite" if you have permission
  4. Fill in the candidate's real email address
  5. Optionally add a personal message
  6. Click "Send Invitation"

Invitation Status for Recommended Users

Once you invite a recommended user:

  • The card displays an "Invited" badge
  • The invite button becomes disabled to prevent duplicates
  • You can still cancel the invitation if needed

What Happens When They Sign Up?

When a recommended user accepts the invitation and signs up:

  1. Their placeholder profile converts to a real user account
  2. All AI-generated data (career ladder, notes) is preserved
  3. They can set their password and complete their profile
  4. They appear in your org chart and team roster
  5. The "AI" badge is removed automatically

Checking Your Permissions

If you don't see the invite button, you likely don't have permission for that specific candidate. Contact your admin or the hiring manager.

To see who you can invite:

  • Look for the "Invite" button on user cards (visible only if you have permission)
  • Disabled buttons indicate already-invited users
  • Missing buttons indicate insufficient permissions

Managing Invitations

Viewing Pending Invitations

  1. Go to Admin > Invitations
  2. See all pending invitations for your workspace
  3. Filter by team, date sent, or status

Canceling an Invitation

  1. Find the invitation in the list
  2. Click the "Cancel" or trash icon
  3. Confirm the cancellation

Note: Canceling an invitation for a recommended user allows you to send a new invitation later if needed.

Resending an Invitation

  1. Find the pending invitation
  2. Click "Resend"
  3. The invitee receives a fresh email with the same invitation link

Deleting Recommended Users

If you no longer need a recommended candidate:

  1. Cancel any pending invitation first
  2. Go to the recommended user's profile
  3. Click "Delete Recommended User"
  4. Confirm deletion

Warning: Deleting a recommended user removes all AI-generated career ladder data, notes, and history.

Signup Process

How Invitations Work

  1. You send the invitation: The system generates a unique invite link
  2. Invitee receives email: They get an email with a "Join Team" button
  3. They click the link: Opens the Sizemotion signup page
  4. They create an account: Sets password, completes profile
  5. Automatic acceptance: If email matches, they're added immediately
  6. Welcome email sent: They receive onboarding resources

Email-Based Auto-Acceptance

When someone signs up with an invited email address:

  • The system automatically matches and accepts the invitation
  • No manual approval needed
  • They're added to the correct team immediately
  • They inherit the role specified in the invitation

What the Invitee Sees

  1. Email invitation: Personalized message with company name
  2. Signup form: Name, email (pre-filled), password
  3. Team assignment: Shows which team they're joining
  4. Dashboard: Access to their profile and team features

Troubleshooting

Common Issues

Can't Send Invitation

  • No invite button visible: You don't have permission for this candidate
  • Button is disabled: User is already invited
  • "Seat limit reached" error: Your account is at capacity—upgrade or remove inactive users

Invitation Not Received

  • Check spam/junk folder
  • Verify the email address is correct
  • Resend the invitation
  • Check your email service settings (some corporate filters block automated emails)

Wrong Team Assignment

  • Cancel the invitation
  • Send a new invitation with the correct team
  • Or transfer the user after they sign up

Duplicate Invitations

  • The system prevents duplicate invitations for the same email
  • For recommended users, the "Invited" badge prevents re-invites
  • If you need to change the invitation, cancel the first one and send a new one

Seat Limits

If you see a "seat limit reached" error:

  1. Check Admin > Billing to see your current plan
  2. Remove inactive or offboarded users to free up seats
  3. Upgrade your plan to increase capacity
  4. Contact support if you need temporary additional seats

Best Practices

🎯 Invitation Strategy

  • Personalize messages: Add a welcome note to make invitations warmer
  • Verify emails: Double-check email addresses before sending
  • Set expectations: Let invitees know what to expect in their first week
  • Follow up: If no response after 48 hours, reach out directly
  • Clean up regularly: Cancel stale invitations after 30 days

👥 Recommended Users

  • Review before inviting: Make sure the AI-generated profile matches your needs
  • Update career ladders: Adjust expectations before sending the invite
  • Add context: Include notes about the role and team dynamics
  • Track invitations: Monitor which recommended candidates convert to hires

🔐 Security

  • Verify identities: Only invite people you know or have vetted
  • Use corporate emails: Prefer company email domains over personal ones
  • Monitor pending invites: Regularly review and clean up unused invitations
  • Limit permissions: Grant the minimum role needed (start with Member)

FAQ

Can I invite someone without a team assignment?

Yes, team assignment is optional. You can assign them to a team later through their profile.

What happens if I delete a recommended user with a pending invitation?

The invitation is automatically canceled. The invitee can still sign up, but they won't be linked to the recommended user profile.

Can someone accept multiple invitations?

No, once they sign up with their email, all invitations for that address are automatically accepted or merged.

Do invitations expire?

By default, invitations don't expire. However, admins can set an expiration policy (e.g., 30 days) in Settings.

Can I change the invitation email template?

Yes, account admins can customize the email template under Settings > Email Templates.

What if someone signs up before I send the invitation?

If they already have an account, you can add them directly to your team without sending an invitation.

Next Steps