Team & roles

Invite teammates, assign access, grant supplemental custom roles, review the audit log, resend invitations, and manage organization membership.

Team & roles

Invite coworkers to your InsightHire organization, choose what they can access, and manage pending or active members from Settings → Team.

Owners and Organization Admins can see the Team settings and invite, edit, or remove members. Other users can manage their own Account settings but cannot change organization membership.

Inviting a teammate

1. Open Settings → Team.
2. Select Invite team member.
3. Enter the person's email address, first name, and last name.
4. Choose the role that matches their responsibilities.
5. Send the invitation.

The person receives a branded InsightHire invitation. They can create sign-in credentials or use your company's single sign-on if it has been configured.

Import the team from a CSV

To add many people at once:

1. Open Settings → Team.
2. Download the CSV template.
3. Fill email, first name, last name, role, department path, location, title, and manager email.
4. Upload the file, review the preview, and confirm one import.

See Org Structure for department path and location details.

Resend a pending invitation

1. Open Settings → Team.
2. Find the person whose invitation is still pending or whose Last login value is Never.
3. Select Resend invitation.

Resending uses the existing invitation rather than creating a duplicate. Expired invitation links must be resent before they can be used.

The Settings menu also includes a dedicated invitations view for pending invites. It manages the same invitations shown on the Team page.

Choose a role

Choose the least powerful role that still lets the person do their work:

• Owner: Full organization access, including billing and administrators.
• Admin: Organization settings, integrations, team access, and hiring work.
• Recruiter: Positions, candidates, messages, and hiring decisions.
• Hiring Manager: Assigned positions, candidate evidence, and feedback.
• Member or Interviewer: Assigned information and requested feedback.

To change access:

1. Open Settings → Team.
2. Select the member.
3. Choose the new role.
4. Save the change.

If job governance is enabled, approval steps can be assigned to named users, department managers, or everyone with a particular organization role. See Job governance.

Custom roles: grant one extra capability without changing someone's role

Sometimes the right person for a job isn't an Organization Admin. Your finance lead needs to see invoices, not manage candidates. Your security lead needs to review sign-in activity, not touch billing. Custom roles grant one specific, narrow capability on top of whatever role someone already has — nothing is removed, and nothing else opens up.

Custom roles are additive. Granting one never downgrades or replaces a person's existing Recruiter, Hiring Manager, Admin, or Owner access — it only adds the one capability the role carries.

Available roles

Only Organization Admins and Owners can grant or revoke a custom role. Everyone with a role listed above can already see it from within the app it applies to (for example, the Auditor role reads directly from the audit log's own access rule) — this table is the complete list of what each grants.

Grant a custom role

1. Open Settings → Team → Roles.
2. Under Grant a role, search for the person by name or email and select them.
3. Choose the role to grant.
4. Select Grant.

The grant takes effect immediately — no sign-out or sign-in required. It's visible under Current grants on the same page, and granting or revoking is itself recorded in the audit log.

Revoke a custom role

1. Open Settings → Team → Roles.
2. Find the person under Current grants.
3. Select Revoke and confirm.

Revoking removes only that one capability. It never affects the person's underlying Recruiter, Hiring Manager, Admin, or Owner role.

The audit log

Settings → Security → Audit log shows security-relevant actions taken in your organization: role changes, integration connections and disconnections, data exports, and any access by InsightHire support staff (for example, if support signs in on your behalf to help troubleshoot an issue — this is exactly the kind of access the log exists to make visible to you, not just to InsightHire). It excludes routine analytics telemetry like page views.

Organization Admins and Owners can view it by default. Anyone granted the Auditor role (see above) can view and export it too, without needing full Admin access.

Use Filter by action to narrow the list (for example, searching "impersonation" to see every time InsightHire support accessed your organization) and Export CSV to save a copy for your own records or a compliance review.

Remove a member

1. Open Settings → Team.
2. Select the member you want to remove.
3. Choose Remove and confirm.

Removing a member revokes their access to your InsightHire organization. It does not erase their historical scorecards, messages, approvals, or audit activity. It also does not delete their identity-provider account.

You cannot remove the last Organization Admin. Promote another member first.

Single sign-on

Enterprise organizations can use SAML or OpenID Connect single sign-on. When configured:

1. Invite each teammate from Settings → Team.
2. The invitee opens the invitation and signs in through your identity provider.
3. InsightHire updates Last login after a successful sign-in.

Single sign-on is configured outside InsightHire settings. Contact InsightHire support or your customer success manager to connect your identity provider.

Security notes

• Invitation links are single-use. Resend an expired invitation.
• Authorized InsightHire support staff can use audited support access when troubleshooting your organization — this shows up in your own audit log, not just InsightHire's internal records.
• Removing a member revokes organization access but does not delete their external sign-in account.
• Prefer a custom role over promoting someone to Admin when they only need one specific capability.

Troubleshooting

• An invitation did not arrive: Ask the invitee to check spam, then resend it. An Organization Admin should also verify the sending domain in Email settings.
• The invitee sees Access denied: Confirm their assigned role includes access to the page.
• Single sign-on loops back to login: Contact InsightHire support to review your organization and email-domain configuration.
• Last login shows Never: The user has not completed their first successful sign-in.