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User Management

User role based authorization concept of Firstbird

Please follow this link for a detailed overview of the user role based authorization concept.

If needed, you can download the slide.

To do so, click "File", then "Download" and choose the format type you would like. The download will start automatically once you choose your preferred format.


Invite new users

Where to find it: Click on Company Name - Account Preferences - User Management - Invite new users

To invite new users, click the button "Invite New Users" and a window will pop up.


Next, choose the role of the users you would like to invite and their language. You can send your future Talent Scouts a personal message by clicking the function "Add a personal message" and entering in a nice welcome message.

If you would like to invite more recruiters or Talent Scouts simultaneously, simply copy and paste their email addresses from an Excel file and paste them in the field "Enter email*" (don't forget a comma, semicolon, space, tab or line break between each email address) and click on the button "Invite". All added email addresses will receive an email including a registration link and will be able to start the registration process.

Already invited but not yet registered users are listed under "Pending Invitations".



Pending invitations

Where to find it: Click on your Name (top right) - Account Preferences - User Management - Pending Invitations

If you would like to send a reminder to invited users, simply click on the button “Resend” to invite them again. Use the function "Revoke" to cancel an invitation you have sent. By revoking the invitation, the user will no longer be able to register via the invitation link.




Active users

Where to find it: Click on your Name (top right) - Account Preferences - User Management - Active Users

All of your active users are listed here.


To receive a more comprehensive view, you can filter your active users for locations and departments as well as searching for names and email addresses. If one of your users is no longer active, you can deactivate them by clicking the button "Deactivate". The role of each user can be changed easily as well.

The roles, and therefore the permissions of the individual users can be changed here. For further details about the role concept take a look at our article "User role based authorization concept of Firstbird".



Change user role

Where to find it: Click on your Name (top right) - Account Preferences - User Management - Active Users

To change a user’s role, go to your "Account Preferences" and next to "User Management".

At "Active User" you will find a column designated as "Role", where you can filter for Talent Scouts, recruiters or admins in your Firstbird account. Furthermore, you can change the role of each user here. Accordingly, click on the little arrow next to the user’s role and a drop down menu will appear where you choose the new role.


If you would like to change the role of a recruiter, please make sure, that this recruiter is not a "Contact Person" of an active job. You will receive a notification if you try to change the role of a recruiter who is a "Contact Person" in an active job.

There are two possible solutions:

Either you change the "Contact Person" in all active jobs or you archive all jobs where the Recruiter is the "Contact Person".

Our filter "Contact Person" will help you to find the jobs of the recruiter you’re looking for.



Delete users

Where to find it: Click on your Name (top right) - Account Preferences - User Management - Active Users - three dots next to Role - Actions

As soon as a user (administrator, recruiter or Talent Scout) does not wish to be part of Firstbird anymore or has left the company, he/she can be deleted from Firstbird by an administrator.

All activities performed by this user will be anonymized after successful deletion. Depending on his/her role in Firstbird, the name of such user will be replaced either by "a Talent Scout" or "a Recruiter".

Login your Firstbird Account and go to "Account Preferences" and next to "User Management". Under "Active Users" choose the one you would like to delete and click the function "Deactivate" to make the function "Delete" visible.


As soon as you have clicked the function "Delete", a new window will pop up and you can confirm your decision by clicking the button "Delete".



If they are, an information window will pop up when you try to delete them. Replace the recruiter you would like to delete in all active jobs or hide the jobs if they are not needed anymore.



Registration page

Where to find: Click on your Name (top right) - Account Preferences - User Management - Registration Page

Use our registration link to invite an unlimited number of Talent Scouts to your Firstbird account quickly and easily. With just one click, your link is ready to share over the intranet or company messenger, for example.


Activate registration page

Go to your "Account Preferences", "User Management" and then to Link to activate your registration link. If you’re happy about allowing all email domains (e.g.:,, etc.) to access your Firstbird company account, please proceed by clicking the button "Activate", and your link is ready for sharing (click the button "Copy").

As long as the star (*) in the field "Allowed Domains" appears, there is no restriction on using different email domains for registration.


If you would like to limit the registration to your company account only to your employees, you can enter at "Allowed domains" only your company domain. We at Firstbird would enter only our email domain

Of course it’s possible to enter multiple domains separated by commas, such as, etc.

When you’re satisfied with your changes, please click the button "Save changes" or "Activate" to update the settings of your registraiton link.



Deactivate registration page

To stop the registration flow via the registration link, simply click next to the registration link the function "Deactivate". Instead of the registration page, the user will see the following:


As soon as you’re ready to invite new Talent Scouts, click the button "Activate" and new Talent Scouts are able to register at your company account and will see the following:


The registration link stays always the same and does not need to be changed.




Creating a QR code for registration

Please complete the steps below to create a QR code for your users:

  1. There are plenty of websites offering creation of QR codes for free. We will use the provider as an example for this Help Center article.
  2. Make sure "URL" is selected.

  3. Click "ENTER CONTENT" and enter your registration page link. Please use the "Copy link" function in your "Account Preferences" to copy the registration page and avoid mistakes ("User Management" - "Registration Page").
    You can also create QR codes for the login page ( and/or for the intermediate page ( - for mobile only).

  4. To create the QR code, click the button "Create QR Code".

  5. Next, download the QR code as PNG or PDF.




Invitation emails are sent to SPAM

To avoid emails being sent to SPAM, please be so kind as to ask your IT department to put our IP address on the "white list".

If an email has already been sent to SPAM, please click on it and mark it as "No SPAM". It is important for your email program to learn that emails sent from Firstbird are not SPAM.

In the event of emails continuing to be sent to SPAM, please be so kind as to get in touch with our support.

If it takes time to implement our suggested actions and you would like to start inviting users to your Firstbird company account, you can use the registration pageYou can easily copy the link of your registration page into an email and send it via your company email provider to the new Firstbird users.

This will help you to gain time to set the actions, and your invitations will not be sent to SPAM.



If email addresses of users are blocked

This is caused by inactive or deleted user email addresses (for example if the user left the company, deleted email address etc.) or by blocking our IP address.

In the case that our support team has gotten in touch with you, there are two ways to solve the problem on your side:

  1. Put our IP address and email domain on the "white list" or
  2. check, if the affected users are still employees of your company.


Putting our IP address and email domain on the "white list"

If you did not do this before starting with Firstbird, please put our IP address and email domain on the "white list".

For some companies whitelisting the IP address only is not sufficient. They will also have to put the email domain on the "white list" as well.


Deleting former employees in Firstbird

Another reason for blocked email addresses are employees who left the company and therefore their email addresses are not valid anymore. Please make sure, all former employees are deleted in Firstbird on a regular basis.