How to invite and manage users

If you have a club, high school, or recruiting service account, you can invite different types of users to create ProductiveRecruit accounts within your organization.

This guide will go over the following (Click a link to jump to the relevant section):

1. Different Types of Users
2. How to invite users
   1. Inviting Athletes
   2. Inviting Admins and Team Managers
3. How to update an admin user
4. How to remove a user
   1. How to remove or disable athletes
   2. How to remove admins and team managers
5. How to move an athlete between accounts (Recruiting Services Only)

Different types of users

There are five different types of users on ProductiveRecruit:

Main Admins

The main admin has ultimate control of an account. This is usually the person who signed up for ProductiveRecruit. They can invite and manage all accounts (in the case of recruiting, users and teams, and update account-level settings and branding.

Organization Admins

Organization admins are admins for club and high school accounts. Organization-level admins can manage all teams and athletes within the organization. They can add more teams, and invite more athletes. However, they cannot update account settings or invite other admins.

Account Admins

Account admins are admins created by the main admin for a recruiting service account. Account-level admins can manage specific accounts within your organization. They can add more teams, invite more athletes, and admins within those accounts. However, they cannot update account settings, create new accounts, or invite other admins within your client athlete account.

Team Managers

Inviting users on ProductiveRecruit is easy. Fill out a form and an invite email will be sent.

Inviting athlete users

Admins can head to the athletes' tab within the organization to invite more athletes. You can either invite an individual athlete or copy an invite message to send to all your athletes so that they can create their accounts on their own.

Sending an invite message

This is recommended if you want to quickly instruct multiple athletes on how to create their accounts. 

Note: This will not create their account for them. They will need to follow the instructions in the copied invite message to create their account. If you'd like to create their account manually, you can read the below "Inviting an individual athlete" section.

Make sure to not publicly share your group code. 

For teams, clubs, and high schools:

You can invite athletes to join your organization. Click the "Organization" tab and then "Invite Athletes".

To copy and send the invite message to your athletes, click "Invite Athletes" and copy the message in the pop-up. Then paste the message into an email, text, or DM to your athletes. This works similarly to a zoom invitation.

The registration link for teams, clubs, and high school accounts will look like this:

For recruiting services:

You can invite athletes to join a certain sub-account. Click the "Accounts" tab, and then click "manage" for the account you want to invite athletes to:

To copy and send the invite message to your athletes, click "Invite Athletes" and copy the message in the pop-up. Then paste the message into an email, text, or DM to your athletes. This works similarly to a zoom invitation.

The registration link for recruiting service accounts will look like this (with your own branding of course). If the invite is for a sub-account that is an organization (club, team, high school), it will have their logo next to yours as shown below:

Inviting an individual athlete

Team, club, and high school admins would navigate to the "Organization" tab and then click "Invite One" from the athletes' tab:

Recruiting Service admins would navigate to the "Accounts" tab, and then click "manage" on the account they want to invite athletes to:

Then they would simply click "Invite One" from the account's athletes tab:

Once you click "Invite One", fill out the form and the invite will go to the email address you enter for the athlete. You can also assign athletes to teams and enroll them into checklists via the invite form.

Note: The email must be unique and if it is taken there is a chance your athlete signed up individually for ProductiveRecruit. If that is the case, let us know and we can move them to your account.

Here is what the invite email looks like for clubs and high schools:

Here is what the invite email looks like for recruiting agencies (notice the white labeling). This is for an example company named "Prospex":

Inviting admin and team manager users

Main and account admins can head to the admins' tab within the organization to invite more admins or team managers.

Team, club, and high school admins would head to the "Organization" tab and then navigate to the admins' tab and click "Invite Admin":

Recruiting Service admins would navigate to the "Accounts" tab, and then click "manage" on the account they want to invite athletes to:

Then they would simply click "Invite Admin" from the account's admins tab:

Once you click "Invite Admin", fill out the form and the invite will go to the email address you enter for the admin. Here is where you can set the role.

If you're setting the role to "Account Admin" or "Team Manager" you will also need to select at least one checkbox for the accounts or teams they can manage. For example:

Here is what the invite email looks like:

How to update an admin user

To update a role (or any other information) for an admin, simple click "Manage" under the admin's name then "Edit" in the top right of the admin's overview page:

From there update the fields you want and click "Update" at the bottom to confirm your changes. If you change their email be sure to let them know as it is the new email they must use to log in.

How to remove a user

How to remove or disable athletes

To delete an athlete's ProductiveRecruit account click the red trash icon on the athlete's row and confirm the popup warning:

You can also disable an athlete's account to remove their access without deleting their account. This provides you the flexibility to re-enable their account in the future which may be useful for guest players or churned clients of recruiting services.

To disable an athlete, select the athletes you want to disable with the checkboxes, click bulk actions, and select "Mark Status Disabled":

To re-enable, filter for disabled athletes, select the athletes you want to re-enable, click bulk actions, and select "Mark Status Active":

How to remove admin and team managers

To delete an admin or team manager ProductiveRecruit account click the red trash icon on the admin's row and confirm the popup warning:

There is no concept of disabling an admin account, so be sure you want to delete them before proceeding.

How to move an athlete between accounts

As a recruiting service, you can have multiple sub-accounts to organize your athletes. You may invite an athlete to the wrong team by mistake and need to move them to the correct account.

To move an athlete between accounts, select the athlete(s) you want to move, click bulk actions, select "Change Account", select the account you want to move them to, and click "Move Account":