The core system is the central hub of your Eploy database and gives access to all sorts of ATS, CRM and admin functionality. For this reason, Core System (Standard) users have a greater depth of permissions than someone who only has access to the hiring manager or vendor portal.
In this guide, we will look at how best to set up and administer your core system users, ensuring that the user permissions are set up effectively and safely for your system.
To begin managing the users on your system, including core, hiring manager or vendor users, you first need permission to do so.
Access to the User module, found within Admin > Users, is controlled by the User Admin, Hiring Manager Admin and Vendor User Admin Permissions.
Hint - For managing core users specifically, you only need the User Admin permission.
Those with the relevant permissions will be able to access Users and create or deactivate, update permissions or reset passwords for those who need access to the database.
If you're unable to access the User screens, please speak to your local Super User or System Administrator about amending your permissions.
New Standard User
Once within the User module, you will have access to all users you have permission for, both active and deactivated (old users who no longer require access or who have left the business). From the grid view, you can click into the user ID to make any changes or create a new User by clicking New on the grey tool bar.
Hint - If you need to edit a specific user, you can also use the Filter options to help find the right person within the list of users. This allows you to filter based on being an active user, the user type or even the username / user display name.
After clicking New, there are number of fields to populate in order to create your user. Below, we have detailed each of the functional fields that are required when setting up a new user, but feel free to populate any others:
- User Display Name - When viewing records or running reports, the user display name will be visible for each user. Populate this field with the users full name so it clear who is assigned to the record.
- User Name - This is username used when logging in to the system and is typically set up as an email address (easy to remember!).
- User Type - This sets which part of the system or portals that the user is for - standard, hiring manager or vendor.
Hint - Take extra care when setting up the user type, as once saved, this option cannot be changed.
- Password - Set a password for your user here, ensuring it meets your password security policy.
- Must Change Password on Next Login - This tick box can be used to prompt a user to set their own password when logging in to the system for the first time.
- Login Access Settings - This section allows you to control when this user is allowed to log in, including being able to exclude access over the weekend.
- Permitted IP Access - Here you can control the specific IP address or ID address range that the user is able to log in from. When populated, the User will only be able to log in to the system from one of the specified IP addresses. Click Add and enter the allowed IP address(es). If left blank, no IP restriction will be in place.
- System Email Address - When sending emails via the system, this is the email address that will be used for this user so can be set up either as their direct email or a generic central mailbox.
Hint - Consider any responses to emails sent via the system and this will help you set the appropriate system email address. If the responses should come to this user only, set a direct email; if they need to go to everyone, use a central email address.
- Email Display Name - The name shown at the top of the email when sending, regardless of which address is used in the system email address.
- Direct / Internal Email Address - This field needs to be set to the users direct email address. This will give them access to the knowledge base and is used by Eploy Support. This needs to be unique to each user.
As well the functional fields which need to be populated, you may also wish to populate the other fields in this section. These can be used for recording additional important information specifically for that user:
- Company / Contact Relationship - This can be used to associate the user with their contact record. This can be effective for maintaining your organisational structure and plays a role in stopping internal emails displaying if you use the Eploymail function.
- Copy Display settings from User - this will allow you to load in the grid defaults from another user for this new user.
- Log Activity - This option will track the time and date of any log ins, as well as the IP address.
- Other Email Addresses - This will allow you to associate multiple email addresses to the user profile, so that imported emails can be matched with this user.
- Eploymail Settings - If using Eploymail, you can use these settings to dictate which emails & folders are visible to other users.
Once you have populated the relevant fields, click Save to create the user profile. This will assign the user an ID and mean they appear within your list of users. Before getting them to log in though, you will need to update their user permissions - this dictates which areas of the system they have access to and controls what they can do with the data. Please see this guide for more information on user permissions.
Hint - If you click Save and are unable to create the user, it means that you have either missed one of the functional fields OR you have reached your maximum number of users. Please contact Eploy Support if you require additional users or have any questions about managing users.