Inviting New Users to Your Lavalier Account

This guide walks you through the process of inviting new users to your Lavalier account. In Lavalier, users join your account through an email invitation system that ensures secure onboarding and proper permission assignment.

Overview

As a Lavalier Owner or Recruiter, you can invite team members to join your account by sending email invitations. Users cannot self-register into your account—they must be invited. When you send an invitation, Lavalier automatically creates a user account (if one doesn't exist) and sends an email with instructions to complete their setup. This invitation-based system ensures you maintain control over who has access to your hiring data.

Prerequisites

Before inviting users, ensure you have:

• Owner or Recruiter permissions on your Lavalier account (Team members cannot invite users)
• Work email addresses for the people you want to invite (personal email domains are not allowed)
• A clear understanding of which permission level each user needs
• Successfully logged into Lavalier

Getting Started

Follow these steps to invite new users to Lavalier:

1. Log into your Lavalier account
2. Navigate to Settings in the main menu
3. Click on Users & Invites in the settings sidebar
4. Click the Invite People button in the top right
5. In the "Invite People" dialog:
   • Enter email addresses in the text field (you can add multiple emails separated by commas or new lines)
   • Select the appropriate Permission Level from the dropdown
   • You can invite up to 50 users at a time
6. Click Send Invitation
7. Invited users will receive an email with a link to accept the invitation and set up their account
8. Their status will show as Pending in the Users table until they accept the invitation

Understanding Permission Levels

When inviting users, you must assign one of three permission levels. Choose carefully based on what each person needs to do:

• Owner: Manages everything, including users, hiring data, billing, data retention, and integrations. Owners have complete control over the account.

• Recruiter: Manages users and can create, view, and edit all roles, candidates, and interviews across the entire account. Perfect for hiring managers and recruiters who need full access to hiring workflows.

• Team member: Can only access candidates and roles related to the interviews they're participating in. Ideal for interviewers and stakeholders who only need to see specific candidates.

Important: You can only grant permission levels at or below your own level. For example, Recruiters cannot invite new Owners.

Common Use Cases

Here are typical scenarios for inviting users to Lavalier:

• Onboarding New Hires: Invite new employees who need access to participate in interviews or manage hiring processes
• Initial Account Setup: Invite your entire hiring team when first deploying Lavalier (remember the 50-user batch limit)
• Adding Interview Panel Members: Invite interviewers as Team members so they can access only the candidates they need to evaluate
• Expanding Recruiting Team: Add new recruiters or hiring managers with Recruiter permissions

Troubleshooting

Common issues and solutions when inviting users:

Problem: Error message "Emails must be valid addresses" Solution: Check that all email addresses are properly formatted (e.g., name@company.com). Remove any extra spaces or special characters.

Problem: Error message "Only work email addresses are allowed" Solution: Lavalier requires work email addresses. Personal email domains (like gmail.com, yahoo.com, etc.) are not permitted for security reasons.

Problem: Error message "The domain doesn't exist or doesn't accept email" Solution: Verify the email domain is correct and operational. Check with the user that their company email system is active.

Problem: Error message "[email] already has a Lavalier account" Solution: This user is already in your account. You can find them in the Users table and update their permissions if needed instead of re-inviting them.

Problem: User didn't receive the invitation email Solution: Ask them to check their spam/junk folder. If still not found, go to Settings > Users & Invites, find the user with "Pending" status, click the menu icon (•••) next to their name, and select Resend Invite.

Problem: Can't invite more users Solution: You may be hitting the 50-user batch limit. Send your current batch first, then create a new invitation batch for additional users.

Problem: Cannot see the "Invite People" button Solution: Only Owners and Recruiters can invite users. If you're a Team member, contact an Owner or Recruiter to invite new users.

Best Practices

Follow these recommendations when inviting users:

• Apply least privilege: Start users as Team members and upgrade to Recruiter only when they need broader access. Most interviewers don't need account-wide visibility.
• Verify email addresses: Double-check email addresses before sending invitations to avoid delays and confusion.
• Batch similar roles together: When inviting multiple people with the same permission level, invite them in a single batch to save time.
• Set expectations: Let invited users know they'll receive an email and should check spam folders if they don't see it within a few minutes.
• Track pending invitations: Regularly review the Users table for pending invitations that haven't been accepted. Follow up with users who haven't joined after a few days.
• Update profiles after onboarding: Encourage new users to add their job title, department, and location in their profile to help team members identify roles and responsibilities.

Managing User Profiles

After a user accepts their invitation and becomes Active, you can update their profile information:

1. Go to Settings > Users & Invites
2. Find the user in the Users table
3. Click the menu icon (•••) next to their name
4. Select Edit Account
5. Update the following fields:
   • First Name (required)
   • Last Name (required)
   • Job Title (optional)
   • Department (optional - you can create new departments on the fly)
   • Location (optional - you can create new locations on the fly)
6. Click Save to update their profile

You can also update a user's permission level by clicking on their current permission level in the Users table and selecting a new one from the dropdown.

Additional Resources

• Understanding User Permission Levels
• Managing User Profiles and Information
• Removing Users from Your Account
• User Security and Access Control Best Practices

FAQs

Q: Can I invite multiple users at once? A: Yes! You can invite up to 50 users in a single batch. Just enter multiple email addresses separated by commas or new lines in the invitation dialog.

Q: What happens if I invite someone who already has a Lavalier account? A: If the email address is already in your account, you'll see an error message. If they have a Lavalier account with a different organization, they'll be added to your account as well and can switch between organizations.

Q: Can I change a user's permission level after inviting them? A: Yes! You can change permissions at any time. In the Users table, click on the user's current permission level and select a new one from the dropdown. Changes take effect immediately.

Q: How long does the invitation remain valid? A: Invitation links do not expire. Users can accept invitations at any time. However, you can cancel pending invitations by clicking the menu icon (•••) next to a pending user and selecting Cancel Invite.

Q: Can Team members invite other users? A: No, only Owners and Recruiters can invite users to maintain proper access control over your account.

Q: What if I need to invite more than 50 users? A: Send your first batch of 50 invitations, wait for them to process, then create additional invitation batches until everyone is invited.

Q: Can invited users see each other? A: Users can see other team members depending on their permission level. Team members only see users involved in their specific interviews, while Recruiters and Owners can see all users in the account.