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Applicant Tracking System User Management Guide


Contents User Management, Access Roles & Delegation Guide ........................................................................... 3

Creating New Users ............................................................................................................................. 3

Editing Existing Users .......................................................................................................................... 5

Making Users Inactive/ Active ............................................................................................................ 6

Unlocking Locked Accounts ................................................................................................................ 6

Sending Password Reset Emails .......................................................................................................... 7

Access Roles ........................................................................................................................................ 7

Creating Access Roles ...................................................................................................................... 7

Access Roles available ..................................................................................................................... 9

Delegations ....................................................................................................................................... 10

Creating Delegation Groups .......................................................................................................... 10

Updating Existing User Groups ......................................................................................................... 13

Deleting User Groups ........................................................................................................................ 13


User Management, Access Roles & Delegation Guide

Creating New Users To create a new user account within the system, click on Config (in the menu to the left of the

screen) – then User Admin:

Once on this screen, click on the New button (in the top right hand corner):

This will take you to the new user form – on this screen the required field you will need to fill in are

as follows:

Login (minimum is 4 characters)

Email

Status

Password (must be between 8 and 50 characters long, mixed case plus at least one number or

special character)

Password confirmation

Given name

Family name

You will also be required to select an option from the Configuration Scopes dropdown menu:

Once a Configuration Scope has been selected the following sections will become available:


Access – this is where you grant the user an access level/s. Opening up this section will show all

access levels created within the system:

To enable an access level in the user’s account, simply tick the box of the role/s required.

Delegating – this will show all available delegation groups set up in the system. In this section

you will be able to add the user to grant their access to a delegation group (see the Delegations

section for more information).

To add the user into granting their access to a delegation group, simply tick the box of the

delegation/s required.

Delegation – as above, this will show all available delegation groups set up in the system. In this

section you will be able to add the user to receive access to a delegation group.

To add the user into receiving access from a delegation group, simply tick the box of the delegation/s

required.

Once all required fields have been completed, click on Create User to finalise the user account:


Editing Existing Users To edit an existing user account, click on Config – then User Admin:

On this screen, you can use the filters at the top of the screen to help find the account you are

looking to edit:

Once you have found the account you wish to edit, click on the Edit button:

Once all updates have been completed, click on Update User to save the changes to the user’s

account:


Making Users Inactive/ Active As above, you will first need to click on the Edit button for the account you wish to update:

You will then need to click on the Status dropdown and select the required status of Active/ Inactive:

Once a status has been selected, click on Update User to save the changes to the user’s account:

Unlocking Locked Accounts Users with locked accounts will show with a ‘Locked-out User’ symbol next to their username (they

will also be highlighted in red):

There will also be a ‘Locked’ icon next to the Edit button:

To unlock a locked account, first click on the username when on the User Admin screen. This will

take you through to a page containing an ‘Account Maintenance’ section:

From here you can use the unlock account button:


Sending Password Reset Emails As above, you will need to access the ‘Account Maintenance’ section – from here you can use the

reset password button:

Access Roles

Creating Access Roles To create a new Access Role within the system, click on Config (in the menu to the left of the screen)

– then User Groups:

Once on this screen, click on the New button (in the top right hand corner):

This will take you to the new user group form – on this screen the required field you will need to fill

in are as follows:

Name

Group type

Configuration scope

When creating Access Roles you will need to make sure this option is chosen in the Group type

dropdown box:

This option will then make the ‘Access Roles’ section available:

From this section a Primary role will need to be selected for the Access Role:


Please note that whichever Primary role is selected will also enable all of the roles that fall

underneath the selected role (e.g. Superuser will also grant Recruiter, Hiring Manager).

Whilst on this screen you can grant (any active) users this Access Role, to do this simply tick off the

required users in the ‘Receiving Users’ section:

To create the Access Role, click on Create User group:


Access Roles available

User level Access available

Basic Hiring Manager Positions - create, manage and see their own Applications - manage and see their own

Hiring Manager Requisitions - create, manage and see their own (if requisitions enabled) Positions - create, manage and see their own Applications - manage and see their own Reports - view reporting information Search & Export - search position, candidate and application records and export data Under Config: Interviewers & Venues - create, manage and see all in the system

Recruiter Requisitions - same as hiring manager (if requisitions enabled) Positions - same as hiring manager but can see all positions in the system External posting - publish positions to Agencies and job boards (if Agency and job board modules enabled) Applications - same as hiring manager but can see all applications in the system Reports - same as hiring manager Search & Export - same as hiring manager Under Config: Interviewers & Venues - same as hiring manager Worksites (locations) - create, manage and see all in the system Source of application options on application form - create, manage and see all

Superuser Requisitions - same as recruiter but can see all requisitions (if requisitions enabled) Positions - same as recruiter External posting - same as recruiter Applications - same as recruiter Analytic sources - create, manage and see all sources if using the Analytic module Agency suppliers - create, manage and see all Agency suppliers Reports - same as recruiter Search & Export - same as recruiter Under Config: Interviewers & Venues - same as recruiter Worksites (locations) - same as recruiter Source of application options on application form - same as recruiter Position templates - edit default advert text Communication templates (emails) - edit content Users - reset passwords, unlock accounts

Interviewer Requisitions - same as recruiter but can see all requisitions (if requisitions enabled) Positions - same as recruiter Scheduling - Create and view appointment slots

Recruitment Guest Requisitions - same as recruiter but can see all requisitions (if requisitions enabled) Positions - same as recruiter Applications - same as recruiter

Custom Questionnaires Under Config: Interviewers & Venues - same as recruiter Custom Questionnaire - Create custom questionnaires

Custom Questionnaires Admin

Same as custom questionnaire plus ability to view all custom questionnaires

Requisition Creator Requisitions - Create and view their own only

Requisition Creator Admin Same as requisition creator plus ability to view all requisitions


Delegations

Creating Delegation Groups (As above, click on Config – then User Groups) Once on this screen, click on the New button (in the

top right hand corner):

This will take you to the new user group form – on this screen the required field you will need to fill

in are as follows:

Name

Group type

Configuration scope

When creating Delegations you will need to make sure this option is chosen in the Group type

dropdown box:

This option will then make the following sections available:

Granting Users – these are who will be giving their access to the users/ groups in the ‘Receiving’

sections below.

To set a user to grant their access in the delegation, simply tick the boxes next to the required users:

Granting Groups – these are all the users within an access role that will be giving their access to

the users/ groups in the ‘Receiving’ sections below. Using this method of granting access will

mean that all users within the selected Access Role will be granting their access through this

delegation. It will also mean that the delegation is automatically updated each time a new user

gets added to the Access Role.

To set users within an Access Role to grant their access in the delegation, simply tick the boxes next

to the Access Role:


Access Roles – this section can be used to further restrict the level of access granted by the users

in the delegation. E.g. Superusers granting their access to Recruiters, but the Superusers only

want to grant the Recruiters the same level of access they already have – this will make sure the

Recruiters do not get any additional access from what their normal view of the system is.

If you leave this blank, the user will receive the same access level as the user/ groups you have

delegated from.

To set the level of access to grant, select this from the Primary role dropdown menu:

Receiving Users – these are who will be receiving access from the users/ groups in the ‘Granting’

sections above.

To set a user to grant receive access from the delegation, simply tick the boxes next to the required

users:

Receiving Groups – these are all the users within an access role that will be receiving access

from the users/ groups in the ‘Granting’ sections above.

To set users within an Access Role to receive access from the delegation, simply tick the boxes next

to the Access Role:


To create the Delegation, click on Create User group:


Updating Existing User Groups To edit an existing user Access Role/ Delegation, click on Config – then User Groups:

Once on this screen, you can use the filter at the top of the screen to show just Access Roles or

Delegations:

Once you have found the Access Role/ Delegation you wish to edit, click on the Edit button:

Once all updates have been completed, click on Update User group to save the changes made:

Deleting User Groups (As above, click on Config – then User Groups) Once on this screen, click on the Delete button next

to the User Group you wish to delete:

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Applicant Tracking System User Management Guide · Applicant Tracking System User Management ... User Management, Access Roles & Delegation Guide Creating New Users To create a new