How to add team members to your Truffle account before your trial ends

You sign up for a hiring tool, run the setup yourself, and figure you’ll loop in your manager or your business partner once you know it’s worth paying for. That’s how most people run a free trial. It’s also backwards.

The person who’ll actually use this with you, an ops manager, a co-founder, a franchise partner, has an opinion that matters as much as yours. If they don’t see the tool until after you’ve already committed, you’ve made the decision alone and asked them to live with it.

Truffle is candidate screening software that combines resume screening, one-way video interviews, and talent assessments, so more than one person usually ends up looking at the same candidate. Adding people to your account doesn’t cost anything extra, doesn’t wait for you to upgrade, and takes about a minute. Here’s what that actually looks like, and why doing it on day one of your trial beats doing it on day eight.

Team members are free, from day one

Every Truffle plan includes unlimited team members. Not a higher tier, not an add-on, not something you unlock by upgrading. Starter at $49 a month, the trial, all of it. The plans differ by how much screening you do each month, not by how many people you can add.

That also means adding someone doesn’t touch your credits. A credit gets used when a screening produces a result you can act on: a resume scored by AI Match, a finished assessment, a completed one-way interview. Inviting your GM to look at the same shortlist costs nothing. You could add ten people to review three candidates and your trial’s 30 credits wouldn’t move.

If you’re the only person who touches hiring at your business, none of this changes what you do today. Add yourself, run the trial, decide. This starts to matter the moment there’s a second person whose opinion on a hire counts, which for most small businesses is sooner than day eight.

Why it’s worth doing before you decide, not after

Picture the more common version: you spend the trial screening resumes and watching one-way interviews by yourself. You like it. You upgrade. Then you invite your ops manager, who opens the account for the first time on a Tuesday, and it turns out she doesn’t like how the match scores are presented, or she wanted to weigh in on questions you’d already set for the role. Now you’re re-explaining a tool you already committed to, instead of building it together while it was still free to change your mind.

It’s worse if you run more than one location. A franchise owner with three sites can’t personally read every applicant for every GM’s front-desk opening. Each GM needs to see their own candidates, in their own account, without wading through the other two locations. That’s a setup decision, and setup decisions are cheaper to get right during a trial than after you’ve already paid for a plan sized around the wrong structure.

The same logic applies if you’re a small agency running Truffle across a handful of clients. A shortlist that flags where two reviewers disagree instead of quietly averaging their scores together is only useful if both reviewers are actually in the account, reviewing the same candidates, before you send anything to the client.

None of this is really about the software. It’s about the cost of getting a hire wrong. A bad hire on a small team doesn’t just cost a salary. It costs the months spent training someone who doesn’t work out, plus running the whole search again. Industry estimates put the average cost of a bad hire at around $17,000. The exact figure matters less than the size of the swing: a second set of eyes on the shortlist, added before you’ve committed to anything, is cheap insurance against that swing.

What a manager can (and can’t) see

The honest objection here is access. You don’t want to hand someone the keys to billing just because they’re helping you review candidates this week. Truffle splits permissions into two layers so you’re not choosing between “full access” and “no access.”

Account-wide access

Your organization role decides what someone can touch across your whole Truffle account. There are four: Owner has complete control, including billing and who else gets added. Admin can manage settings and teams and sees every open position. Member can create and manage their own positions but not everyone else’s. Viewer is restricted to whatever positions they’ve been specifically assigned to. Only an Owner can change someone’s organization role.

Per-position access

Separately, each open position has its own set of roles. Job Owner has full control of that one position, including inviting collaborators and closing it out. Collaborator can manage candidates and send reminders. Reviewer can view candidates and leave notes and ratings but can’t change anyone’s status. Viewer is read-only. A person can be a Collaborator on the front-desk role and have no access at all to the coordinator role next to it.

In practice, that means your ops manager can be an Admin who sees everything, while the part-time hiring partner who’s only helping with one seasonal role gets Reviewer access to that role alone. You’re not choosing between locking the account down and throwing it open.

How to add someone in under a minute

If you’re an Owner or Admin on the account, adding a person works the same way during the trial as it does on a paid plan:

1. Go to your team settings and select Send invite.
2. Enter their email address.
3. Choose their organization role from the dropdown: Owner, Admin, Member, or Viewer.
4. Send it. They get an email to accept and set up their own login.

That’s the whole flow. From there, you assign them to specific positions with a job role, or group people into a named team if you’re regularly assigning the same set of people to new roles as they open.

People who don’t need a full account

Not everyone reviewing a hire needs a login. If a regional manager, an investor, or a business partner just wants to glance at a shortlist without setting up an account, you don’t have to add them as a team member at all. Candidate sharing generates a secure, read-only link to a candidate’s profile, including their match score, summary, and video responses. Contact info and resumes stay hidden, the link can be password-protected, and it expires after 75 days if you don’t revoke it sooner.

That’s the option for the person who needs to weigh in once, not the person who’s going to be in the account every week.

Reviewing a hire together, not just alone

This is where collaborative evaluation actually earns its place. Once more than one person has access to a position, everyone who reviews a candidate can leave a star rating and notes on the candidate dashboard, and those ratings sit next to each other on the same profile instead of living in separate inboxes or a group text you have to scroll back through.

You’re still the one who decides who gets the offer. But you’re deciding with your ops manager’s notes on the screen next to yours, not with a memory of what she said about a candidate three days ago. On a screening process built for small teams, that’s the difference between one person guessing and two or three people agreeing.

Don’t wait for the receipt

The trial isn’t just seven days to see if you like the product. It’s seven days to find out whether the person who’s going to use this with you likes it too, before either of you has committed to anything. Add them on day one, not after you’ve upgraded.

Start the 7-day free trial with no credit card, and add your team the same day. Every Truffle plan from there, starting at $49 a month, keeps unlimited team members included. No per-seat pricing, no waiting until you’ve decided.

FAQs about adding team members to your account

Do team members cost extra on any plan?

No. Unlimited team members are included on every Truffle plan, from Starter through Scale, and during the free trial. Plans differ by how many credits you get each month, not by how many people you can add.

Does adding someone use up my trial credits?

No. Credits are only spent when a screening produces a result: a resume scored by AI Match, a completed assessment, or a finished one-way interview. Inviting a teammate to view or review candidates doesn’t touch your credit balance.

Who’s allowed to invite people to the account?

Owners and Admins can send invites and assign organization roles. Only an Owner can change someone else’s organization role after they’ve joined.

Can I limit someone to a single position instead of the whole account?

Yes. Job roles are set per position, separate from the account-wide organization role. Someone can have full Admin access to your account settings or be limited to Reviewer access on one specific role, with nothing in between required.

What if someone just needs to see one candidate, not the whole account?

Use a candidate sharing link instead of a full invite. It’s a secure, read-only view of one candidate’s profile that doesn’t require a Truffle account, and you can revoke it any time.

What happens to team members if I upgrade or change plans?

Nothing changes for them. Team members and their roles carry over automatically when you move between plans, since access isn’t tied to your plan tier.