Managing users

Invite people, set their role, and control their access, sign-in and account security from one page.

User accounts are managed under Settings > User Management. Admin and HR users can open the page. HR users can only manage people with the Member role, and only Admin users can invite or manage anyone else. The table at the end of this article shows who can do what.

The user list

The list shows Name, Email, Role, Status and Actions for each person, 20 to a page. Use Previous and Next at the bottom to move between pages. If your organisation is part of a group of companies, a company selector at the top right lets you switch to another company's users.

To find someone, type in the search box. It matches name, email or department. Two drop-downs narrow the list further:

• Status: All Users, Active, Invited, Invite pending, Invite failed, Deactivated.
• Role: All Roles, Admin, HR, Member, Agency.

Deactivated people are hidden by default. The list opens on the Active status, so someone you deactivated will not appear until you choose Deactivated or All Users. If a search returns nothing you will see "No users match your search."

Each row shows one of these statuses:

• Active: the person has an account and can sign in.
• Invited: the invitation email went out and has not been accepted yet.
• Invite pending: the invitation is still being processed.
• Invite failed: the invitation could not be completed. Hover over the badge to see the reason and what to do next.
• Inactive: the person has been deactivated.

Actions appear as icons on the right of each row. Hover over an icon to see its name. Which icons you see depends on the person's status and your own role.

Roles

Every person has one of four roles. Admin has full access, including the settings pages that only Admin users can open. HR manages the day-to-day recruitment setup, including User Management, but only for Member users. Member has no access to settings. What a Member can see and do in jobs and applications depends on the jobs they are assigned to. Agency is for people at an external recruitment agency. They belong to one of your agencies, and you manage them from this page.

Recruiter, Hiring Manager and Interviewer are not user roles. They are assigned on individual jobs, so they never appear in the Role column.

Invite a user

1. Go to Settings > User Management and select Invite User.
2. Enter their Email, first name in the Name field and surname in Last name. All three are required.
3. Choose a Role. Admin users can pick Admin, HR, Member or Agency. HR users can only pick Member. The default is Member.
4. For Admin, HR and Member, choose a Department if you want to. It is optional, and the default is No department. Only active departments are listed.
5. For Agency, choose the Agency they belong to. This is required.
6. Select Invite User.

The person receives an email with a link to set their password and finish setting up their account. Their row appears in the list straight away.

If the Agency drop-down shows "No active agencies. Create an agency in Settings > Agencies first.", set up the agency before inviting anyone to it.

If the invitation is refused:

• "A user with this email already exists in your organisation." Find them in the list. If they were deactivated, reactivate them instead.
• "This person already has a pending or failed invite." The message includes a Go to user link that takes you to the Invite failed list, where you can retry or cancel the old invitation before inviting again.
• "You don't have permission to perform this action." Your role cannot invite that role. HR users can only invite Members.

Edit a user

Select the pencil icon on a row. You can change email, first name, last name, role and department. Select Save when you are done.

Admin users can set a role of Admin, HR or Member. HR users can only edit Members and can only set the Member role. An Agency user's role cannot be changed, and an existing user cannot be turned into an Agency user. To bring someone in as agency staff, invite them with the Agency role. Agency users have no department.

You cannot change the role of the only active Admin. The error reads "Cannot change the role of the last admin user". Make someone else an Admin first.

If you change the email of someone who has not accepted their invitation, you are asked to confirm. The old invitation is cancelled and a new one goes to the new address. If you change the email of an active user, a verification link goes to the new address. Their sign-in email only changes after they confirm, and the link expires after 24 hours. Until then they keep signing in with the old address.

If a role change cannot be applied, the change is rolled back and you see an error asking you to try again.

Resend, retry or cancel an invitation

Resend sends the invitation email again to someone with the Invited status. Use it when the first email was lost.

Retry invite appears on Invite pending and Invite failed rows. It runs the invitation again. If it fails again, the reason is shown.

Cancel invite also appears on those two statuses. It removes the invitation and the sign-in account behind it, so the email address is free to invite again. You are asked to confirm.

On a failed invitation, hover over the Invite failed badge. The reason is followed by one of these instructions:

• "This looks temporary, try again." Select Retry invite.
• "This email address already belongs to someone else." Cancel the invitation and invite them with a different address.
• "This address is held by another organisation." Contact support with the reason shown.
• "Our sign-in provider refused this." Contact support with the reason shown.

For the last three, Retry invite is greyed out and its tooltip says "Retrying will not help until this is resolved."

Deactivate and reactivate

Deactivating removes someone's access without deleting anything. Select the deactivate icon (tooltip Deactivate user). The person is signed out immediately and cannot sign in again. Their record and history stay in place, and their status changes to Inactive.

You cannot deactivate your own account. You also cannot deactivate the last active Admin: the error reads "Cannot deactivate the last admin user". Make someone else an Admin first.

Deactivating a person who holds work

If the person holds responsibilities, the deactivate icon opens Transfer responsibilities and deactivate instead of a plain confirmation. It lists what they currently hold: open tasks, outstanding onboarding tasks, jobs where they are hiring lead and jobs where they are a team member. Items on a hidden job stay with the person and are not counted.

1. In Transfer to, choose the colleague who should take everything over. It starts on you.
2. Select Transfer and deactivate.

A result screen headed Responsibilities transferred summarises what moved to whom. Use its Review jobs link to open the affected jobs. If the team roles on a job could not be merged automatically, the screen tells you to review that job's team.

If some of the person's jobs are outside your visibility, for example when an HR user deactivates a Member who sits on jobs the HR user cannot see, the box says "An Admin must complete this handover." An Admin then needs to deactivate them. When the person holds nothing, you see the plain confirmation. The plain confirmation is also used when you are working inside another company through the company selector.

Reactivating

To bring someone back, set the Status filter to Deactivated or All Users, then select the reactivate icon (tooltip Reactivate user) and confirm. They regain access and receive an email with a link to set a password. Reactivation is only offered for people who had an account. An invitation that was never accepted has to be resent, not reactivated.

Sign-in and security actions

These icons appear on the rows of active users. Each one asks you to confirm first.

• Send password reset email emails the person a link to choose a new password.
• Reset two-factor authentication clears their two-factor setup. They have to set it up again the next time they sign in. Use it when someone has lost the device they used.
• Unlock account appears only on accounts that have been locked after repeated failed sign-in attempts. Confirming lets the person sign in again straight away.
• Revoke sessions signs the person out of every device. They must sign in again. Use it if you suspect a device is lost or shared.

Reset two-factor authentication and Revoke sessions are not shown on your own row, so you cannot use them on yourself. None of these four actions work on a deactivated user.

Delete a user permanently

Admin users see a bin icon (tooltip Delete permanently) on other people's rows. This is different from deactivating. It deletes the user account, all data associated with it and the audit log entries for that user, and it cannot be undone. To confirm, type the person's email address exactly as shown, then select Delete permanently.

You cannot delete your own account. You also cannot delete the last Admin: the error reads "Cannot delete the last admin user". If the person only needs to lose access, deactivate them instead.

Who can do what

Members and Agency users cannot open User Management.