# Inviting staff

Add coaches, admins, and team managers to your ProductiveRecruit space, assign them to teams, and control what athletes they can see.

Staff accounts let coaches, admins, and team managers log into your space, manage athletes, and track recruiting progress alongside you. Invite them from the staff page in a couple minutes, no waiting on an email verification loop.

## Invite a staff member

Open **Invite Staff** and fill in **First Name**, **Last Name**, **Email**, and an optional **Title** (e.g. "Head Coach", "Assistant Coach", "Director"). Then set:

- **Role** — choose **Admin**, **Coach**, or **Team Manager**. Admins can manage the whole space, including adding other staff. Coaches and team managers manage teams and athletes.
- **Default Sport** — locked automatically if your org only uses one sport; otherwise pick from a searchable list. This just sets their default when searching colleges. They can still search any sport.
- **Team(s)** — shown if your space has teams. Select which team(s) this person coaches or manages.

For a Coach or Team Manager, you can also check **"Limit to athletes on their assigned teams"** so they only see athletes on their teams; anyone not on a team stays hidden from them. If you turn this on, you'll need to select at least one team first. Admins and Super Admins are never restricted this way, even if the checkbox is on. See [Staff roles & permissions](/docs/organizations/staff-roles-and-permissions) for the full breakdown of what each role can do.

By default, **"Send invite email with login details"** is checked, and ProductiveRecruit emails the new staff member a login and a temporary password. Uncheck it and you'll set a password yourself instead. Once you're ready, save, or use **"Save and add another"** to keep going if you still have open seats.

## What the invite email says

New staff get an email titled **"Your ProductiveRecruit Account has been created!"**, with their login details, a link to the ProductiveRecruit Academy for tutorials, a nudge to connect their Gmail, and a **Log In** button straight to the dashboard.

## Managing your staff list

From the staff list you can filter by team, status (active/inactive/all), or name, and run bulk actions: archive, restore, move staff to another space, or export the list to CSV (First Name, Last Name, Space, Teams, Email, Role, Title). If you're out of seats, restoring or adding staff is blocked until you upgrade or free up a spot. Staff seats scale with your plan: fewer than 25 athletes gets 2 seats, 25 or more gets unlimited staff. See [choosing a plan](/docs/getting-started/choosing-a-plan) if you're close to your limit.

Made a mistake on an invite, or need to resend it? Only Admins and Super Admins can resend an invite (a fresh temporary password goes out), and nobody can resend, archive, or restore their own account.

## What's next

- Set up roles and team restrictions in [Staff roles & permissions](/docs/organizations/staff-roles-and-permissions).
- Understand how spaces and teams fit together in [Spaces & teams explained](/docs/organizations/spaces-and-teams).
- Bring your athletes in next with [Athlete registration & group codes](/docs/organizations/athlete-registration).

Source: https://productiverecruit.com/docs/organizations/inviting-staff