Creating New Users with System Access

This article provides instructions for user admins to add users to login groups and user lists for iCIMS Connect (Legacy CRM), Applicant Tracking, Offer Management, and Onboarding.

Dec 1, 2021•Knowledge

Content

The content of the FAQ article

A number of iCIMS Talent Cloud products use the following user creation process, including:

• iCIMS Connect (Legacy CRM)
• iCIMS Applicant Tracking (ATS)
• iCIMS Offer Management
• iCIMS Onboarding

Overview

User admins can grant internal users access to specific information by assigning them a login group. Recruiters typically have greater access to the system, including the ability to run searches and reports. Comparatively, hiring managers generally have limited access, without the ability to search or view jobs that do not pertain to them. (Note that recruiters can also have more limited access, though user admins may need assistance from iCIMS Technical Support to set this up. Please submit a case to iCIMS Technical Support for more information.) 

Note: For information on creating users for iCIMS Text Engagement, review the Text Engagement: Adding Users article.

Creating New Users and Assigning Login Groups from the Person Profile

The number of users that may be assigned to a given login group may be limited, depending on your company's configuration and iCIMS subscription. User admins can only place a person in a login group that has either unlimited licenses or a minimum of one license remaining. Note that an individual cannot be assigned to more than one login group at a time.

Note:  If the user already has an existing Person profile within the system, navigate to that profile and skip to step 3 below.

1. From the menu bar, select Create. From the dropdown menu, select Person, and then choose Person from the submenu.

• Note: Some system configurations display Hiring Manager and Employee as submenu options under Create > Person. Using either submenu option assigns a role to the profile automatically so that the user does not need to manually assign a role. The Hiring Manager option assigns the Hiring Manager role. The Employee option assigns the Employee role.

2. Enter information into all required fields and provide additional information as needed, then select Next to proceed to the next page. On the final page, select Finish to save the information and view the completed profile.
3. Select the Role tab to review the Person profile's assigned roles. (If you do not notice the Role tab at first, expand the More dropdown, and then select Role from the list.) If the Person profile should have additional roles assigned, select the Create link next to each relevant role. Return to the Role tab to assign any additional roles.

• Note: When a new role is assigned, new tabs display at the top of the Person profile (The tabs displayed and names of tabs may vary based on the user's system configuration):
  • When a Candidate role is assigned, Resume, Candidate Details, Experience, and Screen tabs display by default. 
  • When an Employee role is assigned, the Employee tab displays by default.
  • When a Hiring Manager role is assigned, the Manager tab displays by default.

4. Select the Login tab to review the Person profile login name. (If you do not notice the Login tab at first, expand the More dropdown, and then select Login from the list.) Select Edit to update login information, as needed. Select Save to save any updates.

• Note: While the user admin may enter a password on behalf of a user while editing information on the Login tab, it is best practice for a user to manage their own password. The user may use the password reset process to set their initial password; the process for system users is documented in the Changing or Resetting Your Password: Applicant Tracking Users article and the process for candidates and new hires is documented in the Changing or Resetting Your Password: Candidates & New Hires article.

5. Select the Login Group dropdown list to review all login groups. Select the desired login group from the list to assign the user to the group. (The login group must have at least one remaining license or have unlimited licenses to successfully assign the user to the group.)
6. Select the Save button to confirm the change.

Assigning Login Groups from System Configuration

User admins may also manage their organization’s full and limited access user licenses via Admin > System Configuration > System > General Platform > License Management.

The user admin can select any login group panel to review the list of users within that login group.

When a login group panel is expanded, the user admin can sort or filter to review specific users within that group, and can add, move, or remove users within that login group.