Inviting team members

Last updated: August 7, 2026

Add people to your Kula workspace so they can work on jobs, candidates, and offers. You can invite users one at a time, pull them in from Google Workspace, or keep Kula in sync with your whole directory automatically.

Who can do this: Super Admin, Admin

Where to find it: Settings → Users & Access → Users

Three ways to invite people

Pick the method that fits how many people you're adding and whether they're in your Google Workspace.

Method

Use it when

Add manually

You're inviting one or a few people, or someone outside your Google Workspace (like an agency recruiter)

From Google Workspace

You want to pick people from your connected Google directory

Google Workspace provisioning

You want Kula to stay in sync with your whole directory automatically

Invite someone manually

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  1. Go to Settings → Users & Access → Users

  2. Click Add User.

  3. Choose Add manually.

  4. Enter the person's First name and Email. Both are required.

  5. Add anything else you need — last name, time zone, and the fields under Organizational information (job title, reporting manager, department, office, ATS contact, interviewer pool).

  6. Click Next: Roles and permissions.

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  7. Assign a role. See "User roles in Kula" for more info.

  8. Click Create.

The person receives an email and becomes active once they open it and click Join. Until then, they show as Pending.

Invite people from Google Workspace

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This method needs your Google Workspace integration connected first.

  1. Go to Settings → Users & Access → Users.

  2. Click Add User, then choose Google Workspace.

  3. Kula lists your workspace users, each with a status tag. Select the people you want — one at a time or in bulk.

  4. Click Send invitations.

Syncing your workspace only lists the users. No one is invited until you select them and send the invite.

Keep your Google Workspace in sync automatically

Turn on provisioning to have Kula add, remove, and update users to match your Google directory without inviting anyone by hand.

  1. Go to Settings → Org Integrations.

  2. Open Edit on your Google Workspace integration.

  3. Turn on Provisioning.

Once it's on:

  • Every active Workspace user is added to Kula as an active user straight away — no invite email needed.

  • Kula checks your directory every 10 minutes: new people are added, removed people are deactivated, and name or email changes are updated automatically.

  • Enabling provisioning runs a one-time full sync. Re-enabling it runs a fresh sync.

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What the status tags mean

Status

What it means

Pending

Invited, but hasn't accepted yet. Takes up a seat.

Activated

Active in Kula and able to sign in.

Deactivated

Removed or inactive. Doesn't take up a seat.

Imported

Brought into Kula through a sync or data import, but not on an active seat yet — so they can't sign in. This usually happens when the seat limit is full.

Good to know

  • An invitation link is valid for 2 weeks. After that the person sees an expired-link message and needs a fresh invitation.

  • When you reach your seat limit, extra selections are disabled and a tooltip explains why. To add more people, free up a seat by deactivating a user who no longer needs access, or contact support to raise your limit.

  • The invite email is a required step — a person stays Pending until they click Join in it. The one exception is Google Workspace provisioning, which adds active workspace users automatically.

  • You can't deactivate your own account. Kula blocks self-deactivation so you don't lock yourself out by mistake.

  • When you run out of seats, the Add user button is disabled. The seat counter at the top right of the Users page shows how many you have used.

  • You cannot change the email address after you invite someone. Every other detail stays editable. If the address is wrong, deactivate the user and add them again with the correct one.

  • You cannot change your own role, even as a Super Admin. Ask another Super Admin or Admin to do it.

FAQ

How do I add a hiring manager so I can put them on a job or requisition? Invite them as a user first: Settings → Users → Add User, and give them the Hiring Manager role. Once they accept the invite, open the job and add them under the hiring team. For more, see [Set the hiring team on a job]

I invited someone but they're stuck as Pending and say they never got the email — how do I make them active? A person stays Pending until they open the invite email and click Join — accepting the invite is what activates the account. Resend the invite from the Users page and ask them to check their spam folder. The only way to add someone as active without an email is Google Workspace provisioning. For more, see [Editing or deactivating a user]

I've hit the seat limit and can't add any more users — what do I do? When every seat is in use, Kula disables further invite selections and shows a tooltip. Free up a seat by deactivating a user who no longer needs access, or contact your Customer Success Manager or support@kula.ai to raise your seat count. For more, see Editing or deactivating a user

Do pending invites and external collaborators use up seats? Yes. A seat is taken as soon as you invite someone, so unaccepted (Pending) invitations and external collaborators both count against your limit, not only active users. If you're close to your limit, cancel any unaccepted invites you no longer need.

The Add user button is greyed out. Your account has used all of its seats. Deactivating someone who has left frees a seat straight away; otherwise contact support to add more. For more, see 

Need help? If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.