Invite HR teammates and choose their roles
The employer portal has two roles. Admins can add and remove participants, export data and manage the team; viewers have read-only access. Admins invite teammates from Settings → Organization; invitations expire after 7 days and can be resent. An organization always keeps at least one admin.
Your HR team manages its own access to FirstSourceTeam: any admin can invite colleagues to the employer portal as an admin or a viewer, change their role, or remove them, without asking FirstSourceTeam. An invitation is an email with an Accept Invitation link that expires 7 days after it's sent.
Invite a teammate
- Go to Settings → Organization.
- Under Team Members, select Invite.
- Enter the teammate's email address.
- Choose a role: Viewer: read-only access (the default) or Admin: full access.
- Select Send Invitation.
The portal records a Team member invited entry in the audit log with the email address and role.
| Message | Meaning |
|---|---|
| … is already a member of this organization | That address already has portal access. Nothing is sent |
| … already has a pending invitation. Use Resend to send it again | An unexpired invitation exists. Use Resend in the invitation list |
| The invitation was created, but the email couldn't be sent | The invitation exists but the email didn't go out. Select Copy invite link and send the link to your teammate yourself, or use Resend later |
Invitations are matched on the email address without regard to capitals.
The invitation email
| From | FirstSourceTeam <noreply@firstsourceteam.com> |
| Subject | <Your name> invited you to <Organization> on FirstSourceTeam |
| Contents | The role (Administrator or Viewer) with a one-line description of it, an Accept Invitation button, and the expiry date |
| Expires | 7 days after it's sent |
Accept an invitation
- Open the invitation email and select Accept Invitation. The page shows the organization and the role you were invited as.
- Select Sign in to accept, and sign in with the same email address the invitation was sent to. We email you a 6-digit sign-in code (or you use your company's single sign-on, if it's set up).
- Back on the invitation page, select Accept Invitation.
You're taken into the portal with the role in the invitation.
| Message | What to do |
|---|---|
| This invitation was sent to … but you're signed in as … | Sign out, open the link again and sign in with the invited address |
| Verify your email address, then try again | Finish verifying your email at sign-in, then accept again |
| Your account already belongs to another organization | One sign-in can belong to one organization. Ask the admin to invite a different email address |
| This invitation has expired / was revoked | Ask an admin to send a new invitation |
| You're already a member of this organization | Nothing to do; go to the portal |
There's no self-serve sign-up: you can join an organization only through an invitation, or as the first admin FirstSourceTeam sets up. Someone who signs in without either sees No Portal Access.
Roles
| Can they… | Admin | Viewer |
|---|---|---|
| See the dashboard, reports and participant list | Yes | Yes |
| Open a participant's details | Yes | Yes |
| See the audit log | Yes | Yes |
| See the team list and pending invitations | Yes | Yes |
| Add participants, one at a time or by file upload | Yes | No |
| Send participants their invitation email | Yes | No |
| Change a participant's status | Yes | No |
| Delete a participant | Yes | No |
| Change the plan for selected participants | Yes | No |
| Export participants, the audit log and status history (viewers don't see the export buttons) | Yes | No |
| Change program settings | Yes | No |
| Invite teammates, change roles, remove members | Yes | No |
An organization can have more than one admin. Every admin receives the email sent when a participant declines.
Manage invitations
Invitations waiting to be accepted are listed under Team Members → Pending Invitations with the email address, role and expiry date. Invitations whose 7 days have passed move to Expired Invitations.
- Resend (pending or expired): emails a new link that's valid for another 7 days. The old link
stops working. Recorded in the audit log as
team.invitation_resent. If the email can't be sent, you get a Copy invite link option. - Revoke: cancels the invitation after you confirm. The link stops working. Recorded as
team.invitation_revoked.
When someone accepts, the audit log records team.invitation_accepted under their name.
Change a teammate's role
- Go to Settings → Organization.
- In Team Members, open the menu (⋯) next to the person.
- Select Change to Viewer or Change to Admin.
The change is recorded in the audit log as Role changed, with the old and new role. You can't change your own role; another admin has to do it. An organization always keeps at least one admin: if someone is the only admin, make another person an admin first.
Remove a teammate
- Go to Settings → Organization.
- In Team Members, open the menu (⋯) next to the person.
- Select Remove from team and confirm.
They lose portal access, and any invitations they sent that are still pending are revoked. The removal is recorded in the audit log as Team member removed. You can't remove yourself, and you can't remove the last admin.
On a phone, the ⋯ menu is next to each person's role badge.
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