My profile

In this article, you can read about My Profile, your personal profile as a Co-worker in RecMan.

Each user in RecMan, also referred to as a Co-worker, has their own profile in the system. Here you may view or edit the information registered on you, see your own log and sent emails, change your settings or add/edit custom message templates. To access it click on the profile icon on the right side of the top bar. 

Now we will go through the different parts of the profile. 

1. Personal information and password

Your personal information is used in several places in the system. Sometimes it can be seen in the system, for instance, if you send an offer to a customer or externally on your Website using our API. This means that the information in your profile should be as accurate as possible. You may change this information at any time by clicking the Edit button on the top.

You may also set or change your profile picture. This is done by pressing the Picture button on the top of the Personal Information box.

When you have just started using RecMan, you will be given a username and password from us. You will have to enter your old password before typing your new one. We strongly suggest you change your password to something personal only known to you. Neither your colleagues nor RecMan staff should know what your password is. Once this is changed, it will not be visible to anyone.

You can reset it from the Login screen if you forget your password. You can read more about forgotten passwords in this article.

2. Email accounts

In this field, you can connect email accounts from Google and Microsoft using the Sign in with... buttons. 

By adding an email account to your RecMan, you can send emails from the system using Google or Microsoft. This will, in turn, be reflected in Sent emails, where the server will show Google API or Microsoft API.

Note that this service is different from the paid email integration service. You can read more about that here.

3. Authentication

Here you can add, remove and administer the available authentication methods for Single Sign-On (SSO) or Multi-Factor Authentication (MFA) for increased system security.

There are several methods, and the system administrator may specify which ones are available to you from their settings. If any of the methods has been set as required, you will be prompted to add this when you log in for the first time. At any point in time, you may administer these authentications from this view. For more information, see MFA and SSO.

4-5. Master and Saville Authentication

You can add, remove and administer the Master and Saville authentication methods if enabled in the system.

6-7. Email/SMS notifications

RecMan can send alerts to your email should anything new happen in the system. Here you can turn these On or Off.

• New message – Sends you an email or SMS when you receive a new message via the internal messaging system.
• Morning email– This email will be sent to you every morning at 06:50, containing information about upcoming tasks and information about happenings in the system:
  • You get a summary of the employees you are working with this day.
  • Information about job postings you are associated with.
  • A To-do list of tasks due this day or past due.
  • Any calendar events for the day.
• Offer signed – Sends you an email should an offer or agreement sent by you has been signed by the recipient.
• New applicants – Sends you an email every time a job posting where you are added as a Co-worker gets a new applicant.

8. Message templates

Anywhere in the system where you can send emails, you can also insert a message template. Here you can view a list of those available to you, and you can remove any you do not wish to use and create new ones.

Message templates seen here that are not made by you are created by the system administrator and shared with you. You may change the content of these templates, and it will only affect your templates, not your colleagues. More information about message templates in the System Settings can be found in this article.

Some typical message templates are – Email signature, rejection email, information about your corporation to a potential new customer, etc.

9. Job posting templates

Here you may create job post templates. Creating templates from here is limited to Title and Body text. Should you wish to create a job post template in more detail, it is suggested to do so from the Job postings module directly.

10. Log, Sent emails and Outbox

Here you can see the log done by the system regarding tasks you have completed in the system. Many operations add a log entry, while some do not. To the right, you can also apply a filter to view your logs going back in time.

Next to Log, you also have the boxes for Sent emails and Outbox available:

In Sent emails, you are able to see all the mail that has been sent from your email address. You can see the subject of the mail, the time it was sent and from which server it has been sent. Clicking the email itself will also reveal additional information. Below is an example of emails sent through the Gmail SMTP server.

When clicking on Outbox, it should look like in the picture below. If you find an email here, and it stays in the outbox, you can click on the email to get information. If it stays in the outbox over a long time or gets marked with a red triangle, please contact our support for help.

11. Language

To the top right, you may change your system language. The language you view RecMan in may be pre-defined by your system administrator; however, you can change it to whichever language you wish.