Inviting new employees to Workable

Once an employee is hired, onboarding is complete, and their start date comes, it's time to invite them to Workable. The permissions granted to users fall into two categories:

• Employee management member access (this permission will exist only if Employee management features are enabled for your account)
• Recruiting member access

📌 Prerequisites

Make sure that:

• You are a Super Admin (“All access” permission for both Employee Management and Recruiting).
• You have published the employee profile.
• The employee's start date is not in the future. 
• The business email that the employee will use to sign up matches the Work email added in their employee profile.

 

Inviting employees

Employee profile

When you publish an employee profile, we will check the work email and:

• If there is no account member with that work email, we will prompt you to invite the member to join the account either now or later.
  
  If you choose to invite now, the employee will receive an invitation to join your account. If you choose to invite later, you can do it any time via their profile under the Actions menu.
  
• If there is already an active account member with that work email, the employee will be linked automatically to the account member with the same email. The member will receive a notification through email and their inbox informing them that their employee profile has been published and is now accessible.
  

 

Account Members page

You can also invite new members manually or enable auto-join; this will enable anyone with an email address that matches your company's web address to join your Workable account as a Standard access member without an invitation. To manually add someone new to the Workable account:

1. Access the Account Members page by clicking your user icon at the top right of your screen and then on Settings.
2. In the Company Employees section, click the link to Invite a new member. 

3. Enter the employee's business email address and decide on the membership type you’d like them to have for each access category. 

 

Employee management member access 

This permission exists only if Employee management features are enabled for your account and defines what the user can see or perform in Employee Management.

More specifically:

• Standard access: This is the most versatile option. Users can manage their own and direct reports' profiles, view and sign documents, and access all public information in Employee Management (documents, employee profiles, etc.). Both employees and line managers fall under this access level. 
• All access: Typically, the HR admins. These users can access everything in Employee Management and manage employee profiles, onboarding workflows, profile & document templates, and approvals.

Recruiting member access

This permission defines what the user will be able to see or perform in the recruiting part of the platform, e.g., create jobs and hiring teams, assign hiring team roles, move, comment, and evaluate candidates. Set your employees' recruiting access to "No access" if they aren't involved in recruiting.

For more information:

• See a full breakdown of Recruiting user permissions
• Read our guide on how to pick roles for your recruiting users

 

Member access combinations

Both member access categories work independently, so all variations can be supported. Access combinations will determine the parts of Workable that a user can see. See the chart below for detailed information on the best combination:

User needs	Recruiting permission	Employee management permission	What they see in Settings
Full account access to both recruiting and employee management	All access	All access	Recruiting, Employee Management, Company, Integrations, Personal settings
Full account access only to recruiting	All access	No access	Recruiting, Personal settings
Full account access only to employee management	No access	All access	Employee Management, Personal settings
Access only to employee management as an employee/line manager	No access	Standard access	Personal settings only

 

 

FAQs

The button to invite a published employee is missing from their profile.

The button to invite a published employee won't be available earlier than the employee's start date. As soon as the start date comes, the button will be available under their profile. 

Do I have to separately invite each employee on the Account Members page?

Enable the auto-join feature to allow anyone with an email address that matches your company's web address to join your Workable account as a Standard member without an invitation.

Can employees view files, employee directory, or org chart without Employee Management access?

No. Employees must become Workable members and have at least Standard Access in Employee Management to view files, employee directory, or org chart.

Is it possible to give access to Employee Management without Recruiting Member access?

Yes, to do so, make sure you set the Recruiting member access to 'No access'.