Once an employee is hired, onboarding is complete, and their start date comes, it's time to invite them to Workable. The access levels granted to users fall into two categories:
- HR access level (this access level option will exist only if Employee management features are enabled for your account)
- Recruiting access level
📌 Prerequisites
Make sure that:
- You are an HR Admin or Super Admin.
- 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.
Note: Once the invited/linked employees join your account, they will have Standard access to HR and no access to recruiting by default. They will also auto-join your Referrals portal (if applicable) without the need for a separate invitation. You can edit user membership anytime from the Account Members page.
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:
- Access the Account Members page by clicking your user icon at the top right of your screen and then on Settings.
- In the 'All employees' section, click the link to Invite member.
- Enter the employee's business email address and decide on the access level you’d like them to have for each access category.
HR access level
This access level 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:
- Admin: Typically, the HR admins. These users can access everything in Employee Management and manage employee profiles, onboarding workflows, profile & document templates, and approvals.
- Standard: 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.
- Restricted: This is the most limited option. Users can view and access data related only to their own profile.
Recruiting access level
This access level defines what the user can see or do in the recruiting part of the platform, e.g., create jobs and hiring teams, assign hiring team roles, move, comment on, and evaluate candidates. For the employees who aren't involved in recruiting, unselect the recruiting access level.
For more information:
- See a full breakdown of Recruiting access levels
- Read our guide on how to pick roles for your recruiting users
Member access combinations
Both access level categories work independently, so all variations can be supported. Access combinations determine which parts of Workable a user can see. See the chart below for detailed information on the best combination:
| User needs | Super Admin | Recruiting access | HR access | What they see in Settings |
| Full account access to both recruiting and employee management + company and integration settings | Selected | Recruiting, Employee Management, Company, Integrations, Personal settings | ||
| Full account access only to recruiting | Admin | Unselected | Recruiting, Personal settings | |
| Full account access only to employee management | Unselected | Admin | Employee Management, Personal settings | |
| Access only to employee management as an employee/line manager | Unselected | Standard | 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.
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- 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 HR access?
No. Employees must become Workable members and have at least Standard access in HR to view files, employee directory, or org chart.
- Is it possible to give access to Employee Management without Recruiting access?
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Yes, to do so, make sure to keep the Recruiting access level unselected.