Adding a user

OVERVIEW

Super users or system admins can add new users to the system. They simply enter the new user's details and assign profiles, determining their data access, actions, and sensitive information visibility.

You can create users in Live or Config, and the account will be visible in both environments. Note that if you send password reset instructions from Live, the link will be sent to the live environment, and vice versa.

STEPS TO ADD A USER

STEP 1: Navigate to User Management and initiate user addition

• In the left-hand menu, go to Users > Manage Users (or 'Configure Users' on some systems).
• At the top-right of the user list, click Add User.
   

  

STEP 2: Enter their Contact Details

• Fill in the new user's contact details (all fields are mandatory):
  • Username: Should be unique and follow a consistent format (e.g. first name and last name separated by a dot).
  • Password / Confirm Password: The password you enter here can be used by the new user for their initial login. They will be immediately prompted to change it before being taken to their dashboard.
  • First Name/Last Name
  • Email: Password reset instructions and system notifications will be sent to this address.
  • User Type: Always leave this as 'Recruiter'.
  • Active: The user can only log in if this checkbox is ticked.
• Click Create to activate the 'Defaults' and 'Profiles' tabs.
   

  

STEP 3: Set their Defaults

• Navigate to the Defaults tab.
• The system has a default timezone. If the new user is in a different timezone, select their timezone from the drop-down.
• It's unlikely that you will need to change any of the other default settings. Users can change their own settings from the Account settings page.
• If you make any changes, click Save.

STEP 4: Assign Profiles to their account

• Move to the Profiles tab.
• Click the Add button at the top of the tab.
• Complete the fields in the pop-up box:
  • Profile - Select the required Profile from the drop-down (e.g. Super User, Recruiter, Line Manager).
  • Role Profile Categories - Choose the category that corresponds with the Profile.
  • Assignment Mode - We recommend selecting Live-AND-Config. This will allow the user to practice in the Config environment and participate in real recruitment activities in the Live environment. If the user only needs access for testing purposes and should not see any real data, select Config-only.
• Click Submit.
• The assigned profile appears in the Profiles tab.
• If the user requires an additional Profile, click Add and repeat the steps.
   

STEP 5: Allocate Recruiter Access Values (if applicable)

• If you can't see the 'Recruiter Access Values' tab, skip this step as it's not required in your system.
• If the tab is visible, navigate to it and allocate relevant recruiter access by filling in the available fields. This grants the user access to opportunities assigned to the selected values.
• The fields available depend on your organisation's setup.
• In the example screenshot below, the user will only have access to opportunities in the EMEA Region and Corporate Line of Business.
   

STEP 6: Send the user their login details

You will need to send the new user their login details. To do this, you have two options:

Option 1: Use Reset Password tool:

• Locate the 'Reset Password' tool in the toolbar at the top-right corner of their record.
• This tool sends the user an email with a password reset link.
  • If initiated from the Config environment, the link directs the user to Config.
  • If initiated from the Live environment, the link directs the user to Live.
• After clicking the link, the user is prompted to set a new password.

Option 2: Send an Email from outside the system:

• During step 2, when entering the user's contact details, you manually assign a password.
• You can reach out to the user externally, sharing their username, temporary password and login link.
• Upon entering their username and temporary password, the system prompts them to create a new password.

EDITING USERS

When you need to edit a user's contact details or access privileges please follow these steps.

1. In the left-hand menu, go to Users section and click Manage Users.
2. Double-click on the user that you would like to edit. If there is a long list of users you can use the filter results box at the top of the list to quickly find your user.
3. You will be taken into the Contact tab for that user in view mode. To amend any details, click Edit in the User Action Toolbar.
4. Navigate to the tab that contains the details that you would like to edit, make your amendments and click Save.