This comprehensive guide walks you through creating, managing, and optimizing your organization profile on BeDevs. Learn how to establish your employer brand, manage team members, handle verification, and maximize your recruiting effectiveness through the platform's organization system.

Organization System Overview

The BeDevs organization system provides a complete employer branding and team management solution:

Core Functions

• Employer Brand Hub - Showcase your company culture, values, and opportunities
• Team Collaboration Center - Manage multiple recruiters and hiring managers
• Centralized Analytics - Track organization-wide recruiting performance across all team members
• Candidate Attraction Tool - Help job seekers understand your company and culture
• Professional Credibility - Establish trust through verification and complete profiles
• Member Management - Control access, roles, and permissions for your recruiting team

System Architecture

• Organizations - Company profiles with branding, information, and settings
• Organization Members - Team members with specific roles and permissions
• Organization Claims - Verification requests to establish ownership
• Verification Status - Trusted employer badge and enhanced features

Prerequisites: You must have a verified recruiter account before creating or joining organizations.

Getting Started

There are three main paths to access an organization on BeDevs:

Path 1: Creating a New Organization

When to use this path:

• Your company doesn't exist on BeDevs yet
• You're the first person from your company to join
• You have authority to represent your organization

Step-by-step process:

1. Navigate to My Organizations from your recruiter dashboard
2. Click "Create New Organization" button
3. Complete the organization creation form (see detailed requirements below)
4. Choose verification option - automatic or claim-based verification
5. Submit and await processing

Path 2: Claiming an Existing Organization

When to use this path:

• Your organization already exists on BeDevs (created by someone else)
• You need to establish ownership/admin rights
• You want to verify an unverified organization

Claiming process:

1. Find your organization in the platform
2. Submit a claim request with proof of employment
3. Provide verification documents (work email, LinkedIn, business documents)
4. Wait for admin review (typically 1-3 business days)
5. Receive approval notification and Owner role

Path 3: Getting Invited by Existing Members

When to use this path:

• Your organization is already set up and verified
• Current team members can invite you
• You need specific role-based access

Invitation process:

1. Contact your organization's admin (Owner or Administrator role)
2. Provide your BeDevs recruiter account email
3. Wait for invitation via email
4. Accept invitation and confirm your role
5. Access organization features immediately (no approval delay)

Organization Creation Form

When creating a new organization, you'll need to provide comprehensive information across several categories:

Required Information

Organization Name (Required)

• Use your official registered company name
• Must be at least 2 characters long
• Should match your legal business registration
• Ensure consistency with your website and LinkedIn profile
• This name will appear on all job postings and communications

VAT Number (Required)

• Must be unique across the platform (no duplicates allowed)
• Used for verification and legal compliance
• Format varies by country (e.g., BE0123456789 for Belgium)
• Cannot be changed after creation without admin assistance
• Required for GDPR compliance and invoicing

About Description (Required)

• Minimum 10 characters, maximum 2,000 characters
• Describe your company's mission, values, and culture
• Explain what makes your organization unique
• Include information about your products or services
• Mention your company's goals and market position
• Write in a tone that attracts potential team members

Activity Area (Required)

• Select from predefined industry categories
• Choose the option that best describes your primary business
• Options include technology, finance, healthcare, consulting, etc.
• Used for job seeker matching and industry analytics
• Can be updated later through organization settings

Location (Required)

• Primary business address using Google Places integration
• Must select a specific location with place ID
• Used for geographic job matching and candidate searches
• Displays city and region to job seekers
• Can include multiple locations after initial setup

Optional Visual Assets

Company Logo (Optional but Recommended)

• Supported formats: PNG, JPEG with transparent background preferred
• Recommended size: 400x400px minimum for sharp display
• File handling: Automatic upload to secure AWS S3 storage
• Display usage: Appears on job postings, organization profile, and team communications
• Requirements: Professional, high-resolution, represents your brand
• Upload process: Click logo area during creation or edit later

Banner Image (Optional)

• Purpose: Showcase your workplace, team, or company culture
• Recommended size: 1200x400px for optimal display
• Content ideas: Office photos, team events, product showcases, company culture
• Professional tip: Avoid overly casual or personal images
• Technical handling: Automatic optimization and secure storage

Social Media Integration

Supported Platforms:

• LinkedIn - Company page URL
• Website - Primary company website
• X (Twitter) - Company X account
• BlueSky - Corporate BlueSky presence
• Facebook - Company Facebook page
• Instagram - Business Instagram account

Social Links Benefits:

• Enhanced credibility through verified social presence
• Candidate research - job seekers can learn more about your culture
• Brand consistency across platforms
• Professional networking opportunities
• Content marketing integration

Verification Options

During organization creation, you can choose your verification approach:

Option 1: Automatic Verification

• Best for: Established companies with matching email domains
• Requirements: Your recruiter email domain matches the organization
• Process: Immediate verification if criteria are met
• Benefits: Instant access to full features

Option 2: Claim-Based Verification (Recommended)

• Best for: All organizations, especially new or complex setups
• Process: Creates a verification claim for admin review
• Requirements: Proof of employment or business ownership
• Timeline: 1-3 business days for admin approval
• Benefits: Thorough verification, Owner role assignment

Organization Verification Process

Understanding the verification system is crucial for accessing full organization features:

How Verification Works

Unverified Organizations:

• Can be created by anyone
• Limited functionality
• Cannot post jobs until verified
• Visible to admins for verification review

Verified Organizations:

• Full access to all features
• Trusted employer badge
• Can post jobs and manage applications
• Enhanced credibility with job seekers

Admin Review Process

For Claim-Based Verification:

1. Claim Submission

   • Your organization claim is submitted to the admin team
   • Admin team receives notification of your request
   • Claim includes organization details and your information

2. Admin Review (1-3 business days)

   • Admins review your organization information and details
   • Verify business legitimacy and your authority to represent the company
   • Check for duplicate organizations
   • Validate provided documentation

3. Approval Process

   • Organization becomes verified and fully functional
   • Claim is approved by the admin team
   • You're automatically added as organization Owner
   • Email confirmation sent to your account

4. Rejection Handling (if needed)

   • Claim is rejected with explanation
   • You can resubmit with additional documentation
   • Contact support for clarification on requirements

Alternative Verification

Direct Admin Verification:

• Admins can verify organizations without claims
• Useful for organizations created by others
• Accessible through unverified organizations list
• Requires admin to manually assign ownership

Member Management System

The BeDevs organization system includes comprehensive team management capabilities with role-based permissions and collaboration features.

Understanding Organization Roles

BeDevs uses a structured role system with specific permissions:

Owner (Highest Authority)

• Full administrative control over the organization
• Manage all members - invite, remove, change roles
• Edit organization profile - all sections and settings
• Billing and subscription management (when applicable)
• Cannot be removed by other members
• Cannot leave if they're the only owner

Administrator (Administrative Privileges)

• Manage team members - invite, remove, change roles for most members
• Edit organization profile - most sections and settings
• Access organization analytics and performance data
• Collaborate on job postings and applications
• Cannot modify owner roles or remove owner members

Internal Recruiter (Internal Team Member)

• Create and manage job postings for the organization
• Access applications and candidate management
• View organization profile and team information
• Use organization branding on job posts
• Cannot manage other members or edit organization settings

External Recruiter (External Partner)

• Limited access designed for recruiting partners
• Post jobs with organization approval workflows
• Manage assigned applications only
• Restricted analytics access
• Cannot access sensitive organization settings

Other (Custom Role)

• Custom role title defined by administrators
• Permissions vary based on organization needs
• Flexible access for unique team structures
• Customizable responsibilities and limitations

Adding Team Members

Only Owner and Administrator members can invite new team members to the organization.

Invitation Process:

1. Access Member Management

   • Navigate to "My Organizations" in your recruiter dashboard
   • Select your organization
   • Click "Edit Organization"
   • Go to the "Members" tab

2. Invite New Member

   • Click "Add Member" button
   • Enter the email address of the person you want to invite
   • Important: The person must already have a recruiter account on BeDevs
   • Select their role from the dropdown menu
   • If selecting "Other," specify the custom role title

3. Automatic Processing

   • System validates the email belongs to a recruiter profile
   • Member is automatically approved (no waiting period)
   • Email notification sent to the new member
   • Member gains immediate access to organization features

4. Member Notification

   • New member receives "Organization Member Added" email
   • Email includes organization name and assigned role
   • Provides links to access organization features
   • Available in member's preferred language (English/French)

Requirements for Inviting:

• Invitee must have an existing BeDevs recruiter account
• Their email must match their BeDevs account email exactly
• You must have Owner or Administrator role in the organization
• Organization should be verified for full functionality

Managing Member Roles

Changing Member Roles:

1. Access Member List

   • Go to organization "Members" tab
   • Find the member you want to modify
   • Click the role dropdown next to their name

2. Role Change Options

   • Select new role from available options
   • Changes take effect immediately
   • Member receives notification of role change
   • Updated permissions apply to their next login

Role Change Restrictions:

• Owner members can change any member's role
• Administrator members can change roles except for Owner members
• Members cannot change their own roles
• At least one Owner must remain in the organization

Removing Team Members

Removal Process:

1. Access Member Management

   • Navigate to the "Members" tab in organization settings
   • Find the member you want to remove
   • Click the options menu (three dots) next to their name
   • Select "Remove Member"

2. Confirmation and Processing

   • Confirm the removal action
   • Member is immediately removed from the organization
   • All access to organization features is revoked
   • "Organization Member Removed" email sent to the removed member

Removal Restrictions:

• Owner members cannot be removed by other members
• Administrator members can remove Internal Recruiter, External Recruiter, and Other members
• Owner members can remove any member except other Owners
• Members cannot remove themselves (must ask for removal)

Organization Profile Management

Once your organization is created and verified, you can manage and optimize your profile through the comprehensive editing system.

Accessing Organization Settings

Navigation Path:

1. Go to "My Organizations" from your recruiter dashboard
2. Find your organization in the list
3. Click "Edit Organization" (requires Owner or Administrator role)
4. Access the organization editing modal with multiple tabs

Organization Editing Interface

The organization editing modal provides five main sections:

General Tab:

• Organization name and basic information
• VAT number (displayed, cannot be edited)
• Activity area and industry sector
• Location with Google Places integration
• Logo upload with preview (click logo area to change)

About Tab:

• About description (10-2,000 characters)
• Rich text editing for company description
• Preview of how it appears to job seekers

Social Links Tab:

• LinkedIn company page
• Website URL
• X (Twitter) account
• BlueSky profile
• Facebook business page
• Instagram business account

Members Tab:

• Current team members with roles and join dates
• Add new members functionality
• Manage member roles and permissions
• Remove members (with appropriate restrictions)
• Search members within the organization

Analytics Tab:

• Organization Profile Views - Track how many job seekers view your company profile
• Job Post Performance - Aggregate views and applications across all your job posts
• Application Analytics - Total applications received with time-based trends
• Top Performing Jobs - Identify your most successful job postings
• Application Status Breakdown - Monitor application pipeline across the organization
• Team Performance Insights - Compare performance across different recruiters and roles

Visual Assets Management

Logo Management:

• Click logo area to upload new logo
• Supported formats: PNG, JPEG
• Automatic optimization and cloud storage
• Preview changes before saving
• Used across platform on job posts and communications

Banner Management:

• Click banner area to upload new banner image
• Showcase workplace or company culture
• High-resolution recommended for best quality
• Optional but recommended for visual appeal

Saving Changes

Save Process:

• Individual tab saving - changes save per tab
• Immediate effect - updates appear immediately
• File processing - logos/banners may take a moment to process
• Error handling - clear feedback if issues occur
• Version control - previous versions safely replaced

Best Practices for Organization Management

Profile Optimization

Complete Your Profile:

• Fill all required fields for maximum visibility
• Add high-quality logo and banner for professional appearance
• Write compelling about description that showcases your culture
• Include relevant social media links for credibility
• Keep information current with regular updates

Content Quality:

• Use clear, professional language that reflects your brand voice
• Include industry keywords that candidates search for
• Highlight unique benefits and company culture
• Showcase growth opportunities and career development
• Mention specific technologies and methodologies you use

Team Management Best Practices

Role Assignment Strategy:

• Limit Owner roles to essential leadership only
• Use Administrator roles for team leads and managers
• Assign Internal Recruiter for most recruiting team members
• Reserve External Recruiter for agency partners
• Customize Other roles for unique organizational needs

Member Onboarding:

• Send welcome message when inviting new members
• Explain their role and responsibilities clearly
• Provide organization guidelines for job posting
• Schedule training on BeDevs platform features
• Set up regular check-ins for new team members

Security and Access Management

Access Control:

• Regularly review member list and remove inactive members
• Audit member roles quarterly to ensure appropriate access
• Update permissions when team members change positions
• Monitor organization activity for unusual behavior
• Keep contact information current for all members

Data Protection:

• Use business email addresses for all team members
• Keep VAT and business information confidential and accurate
• Follow GDPR guidelines for candidate data handling
• Implement consistent branding across all communications

Troubleshooting Common Issues

Organization Creation Problems

"VAT Number Already Exists" Error:

• Check for typos in your VAT number entry
• Search existing organizations to see if your company already exists
• Contact support if you believe this is an error
• Consider claiming the existing organization instead

"Email Domain Mismatch" Warning:

• Use your business email that matches your company domain
• Contact IT department if you don't have access to business email
• Proceed with claim-based verification if domain doesn't match
• Provide additional documentation for verification

Member Management Issues

"User Not Found" When Inviting:

• Verify the email address belongs to a BeDevs recruiter account
• Ask the person to create a recruiter account first
• Check for typos in the email address
• Ensure they've completed the recruiter onboarding process

Permission Denied Errors:

• Verify your role allows the action you're trying to take
• Contact organization Owner if you need elevated permissions
• Check if organization is verified and active
• Refresh your browser and try again

Verification Delays

Slow Claim Processing:

• Claims typically process within 1-3 business days
• Check spam folder for approval/rejection emails
• Contact support after 5 business days
• Provide additional documentation if requested

Rejected Claims:

• Review rejection reason in the notification email
• Gather additional proof of employment or business ownership
• Submit new claim with better documentation
• Contact support for clarification on requirements

Technical Issues

Image Upload Problems:

• Check file format (PNG/JPEG supported)
• Ensure file size is reasonable (under 5MB recommended)
• Try different browser if upload fails
• Clear browser cache and try again
• Contact support for persistent issues

Profile Updates Not Saving:

• Check internet connection stability
• Complete all required fields before saving
• Try saving one tab at a time
• Refresh page and try again
• Use different browser if problems persist

Email Notifications and Communication

Automated Email System

Organization-Related Emails:

• Member Added - Sent to new team members with welcome information
• Member Removed - Notification sent to removed members
• Member Role Changed - Updates when permissions change
• Organization Verified - Confirmation when verification is approved
• Claim Status Updates - Notifications about claim processing

Email Preferences:

• Organization Updates email category controls these notifications
• Can be disabled in Account Settings > Notifications
• Sent in user's preferred language (English or French)
• Include organization name and relevant details
• Provide action links when appropriate

Communication Best Practices

Team Coordination:

• Use organization messaging features for internal communication
• Set clear expectations for response times
• Establish protocols for application handling
• Share best practices among team members
• Hold regular team meetings to discuss recruiting strategy

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Ready to build your employer brand? A complete, optimized organization profile with proper team management increases candidate interest by 60% and significantly improves application quality, leading to better hiring outcomes and stronger team recruitment success.

Access My Organizations →