Adding new users or updating existing users
Managing users is the responsibility of designated client super users, so if you are not a super user, please contact your Recruitment/HR team to request that a new user be added.
New users can only be added by super users from either the User/Hiring Manager portal or the Backoffice. Alternatively, if your system allows self-registration, Hiring Managers may be able to register themselves.
Note that a user should be and only needs to be added once, regardless of whether they require access to the Backoffice or the User Portal and will be able to login to both - the one login covers both parts of the system.
User Type
As you can see in the screenshot above, there are three user types:
- Super - authorised to log into the backoffice and able to make configuration changes and manage users
- User - authorised to log into the backoffice but cannot make configuration changes or manage users
- Hiring Manager - authorised to log into the User/HM portal
User Role
User Roles are used to manage vacancy ownership and requisition stage approval rights. Check as many as are necessary to authorise a user to complete relevant tasks. In the example above, we can see three available User Roles:
- Hiring Manager - if checked, will allow the user to create new requisitions
- Recruiter - if checked, will allow the user to convert requisitions to vacancies
- Approver - if checked, this will allow access to the requisition approval stage
Custom User Roles are often created for customers, where there may be a more complex approval process. For example, 'Budget holder approval', 'CFO approval', etc.
Security groups
The user's security group controls what functionality they will have access to. The standard security group options are:
- Super users - full system access including all data
- Recruiters - backoffice access without access to Analytics, or candidate deletion, or user management
- Hiring Managers - select this in conjunction with the 'Hiring Manager' user type if the user should only be accessing options in the 'User portal' and not the backoffice.
My Department(s)
"My Department(s)" and any other options such as "My location(s)" etc can be used to limit access to data. If nothing is checked, then data for all options is available. For example in the screenshot above, no departments are selected, which would mean the user would have access to all data associated with those departments.
Adding or editing users
- Log in to the Backoffice
- Click Settings in the User menu (top right)
3. Click User Manager
- Click Add User to create a new user or Edit User to change settings on an existing user:
- Complete or update the required fields on the User form - if unsure about any settings, leave them as the default or copy an existing user who has the same access
- Click Save
- On your Live system, advise the new user to request a new password using the Forgotten Password link on the main log in page
(nb if adding users to Test or Staging systems, you'll need to set a password on the user's behalf, using the Set password option, as these systems don't send external email)