Co-worker settings

In this article, you can read about creating, editing, and removing users in RecMan.

In the Users or Co-workers menu under settings, you are able to do several things. Change users’ permissions, change their passwords, change their pictures, change their department, as well as create and remove them. As you probably know, RecMan is priced by license, and one license means one user in the system. As a system administrator, you can add and remove users as you see fit, and the price will increase or decrease accordingly.

Creating a user (co-worker)

To create a new user in RecMan (co-worker), press the Create co-worker button. You will now be presented with several fields for you to fill in as you see fit.

These fields are fairly self-explanatory; however, a few should be explained.

Role – You should also keep in mind the different roles you have available. These are simply presets of permissions for your new co-worker. If you do not want to apply the system's standard roles, you can create your own roles. See Co-worker roles for more information. Please keep in mind that the system standard roles simply give you a suggestion for permissions and are not meant to be applied on a wide basis.

Language – Defines which language the system should be set to by standard. This may be changed by the user later.

Message – Once you save, an email will go out to the co-worker at the defined email address. While username, password and login link will always be included, you may add an additional message here.

If you were to edit a co-worker’s password, you would also have the option of resetting any SSO or MFA. This is helpful if changes to these features have altered on your side or if you were ever to “transfer” a user profile to another email address.

Permissions

Each co-worker has an associated set of permissions and rights in the system. This means that each account may have more or less access to different parts of the system as you see fit.

Main areas

CRM	Gives permission to the CRM.
Candidate database	Gives permission to the Candidate database.
Job postings	Gives permission to Job postings.
Economy	Gives permission to Economy.
Projects	Gives permission to Projects.
Logged work	Gives permission to the Logged work.
Document archive	Gives permission to the Document archive (Files).
RecMan BI	Gives permission to RecMan BI.
Inquiries	Gives permission to the Inquiries module.

General

Newsfeed	Gives you access to the newsfeed button from the navigation menu. Here, you can post news to the candidate portal.
Pipeline	Gives you access to the pipeline button from the navigation menu.
Pipeline administrator	Lets you administer the pipelines.
Department leader	Gives permission to approve activity budgets.
Document administrator	Gives the co-worker full permission to the Document archive (Files) to both add and delete all contents.
Recruiting	Makes it possible to create a recruiting project.
CRM – Change credit time	Makes the co-worker able to change Days of Credit on the Customer Card.
View all co-worker's log	View full log on actions taken by co-workers on their profile.
View log on co-worker in own corporation	Limits the log you can view to co-workers that work in the same corporation.
View log on co-worker in own department	Limits who you can view. Limits the logs you can view to those who work in your department.
View co-workers tasks	You will be able to view the tasks your co-workers have added to the customer card, candidate card or project.
Forms	Permission to create forms.
Form – administrator	Admin access to forms.
Tasks – administrator	Admin access to tasks.

System settings

Superadmin	Gives access to everything.
Corporation admin	Gives access to settings that are for this co-worker’s corporation only.
Staffing	Gives access to the staffing module settings only.
Templates	Gives access to the template module settings only.

CRM

Delete companies	Gives permission to delete companies from the CRM.
Delete dialogue	Gives permission to delete dialogue from the customer card in the CRM.
Download to Excel	Gives permission to download a customer list to Excel.
Edit and delete log	Gives permission to edit and delete log entries from the customer card.

Logged work

Here you can give permissions to: register, approve, edit, delete, remove approval, mark as invoiced or
move work in the Logged work module.

RecMan BI

Admin	Gives full permissions in RecMan BI.
All reports	Gives access to all reports. Overrides the rest of the report permissions.
Corporation reports	Gives permission to generate reports based on data connected to the user's corporation.
Department reports	Gives permission to generate reports based on the user's department.
My reports	Gives access to your own data only in the reports that have that option.
Import	Gives access to the Import module.
Integration log	Gives access to the Integration log.
Report log	Gives access to the Report history section, where the user can download previously generated reports.
Employees module	Gives access to the Employees module.

Inquiries

Settings

Gives access to settings of the Inquiries module.

Priced services

All of these permissions have a price associated with them and are therefore marked clearly with a colored message.

Credit check	Information on credit check.
Prospecting	Access to Companies Database that helps automatically fill in your company information.
Portfolio monitoring	Information on Portfolio Monitoring.
Email integration	Information about email integration.
Send SMS	Information on SMS sending from RecMan.

Candidates

Delete candidates	This permission gives the co-worker different possibilities: Option to delete Candidates Option to delete Employments Option to remove a candidate as an employee.
Merge duplicate	Gives the co-worker permission to merge duplicate candidates.
View social security numbers	Gives the co-worker permission to view the personal number of candidates.
View bank account	Permission to view the bank accounts of candidates.
View shielded candidates	View candidates that have been shielded.
Export candidates	Gives permission to export candidates.
Delete dialogue	Gives permission to delete dialogue from the candidate card.
View all candidates	Gives permission to view all candidates.
View candidates in own corporation	Limits the candidate database to viewing candidates that are associated with the corporation the co-worker is linked to.
View candidates in own department	Limits the candidate database to candidates associated with the department the co-worker is linked to.
View own candidates	Limits the candidate base to only candidates that are linked to the co-worker themselves.
Edit and delete log	Gives permission to edit and delete log entries on the candidate card.
Compliance – Candidate database	Gives access to the Compliance – Candidate database. You can read more about this in this article.
Manually register accept of terms	Gives the co-worker permission to manually accept the terms of service for a candidate that has not previously done so themselves.
Candidate pool admin	Right to administer Candidate pool.

Projects

Create project	Gives permission to create new projects.
View all projects	Gives permission to view all projects.
View projects in own corporation	Gives permission to view projects in own corporation.
View projects in own department	Gives permission to view projects in own department.
View own projects	Gives permission to only view projects where you are a responsible co-worker or a recourse.
Delete projects	Gives permission to delete projects.
Staffing functions	Gives access to staffing functions.
Health / Welfare	Gives permission to set up BPA plans.
Staffing – change social cost	Gives permission to change social costs on a project.
Staffing – change employee agreement	Gives permission to change an employment agreement on a job associated with a project.
Salary	Gives access to the salary module.
Delete paycheck	Gives permission to delete paycheck.
Work approver database	Gives access to the work approver database in the system.
Edit and delete log	Gives permission to edit and delete log entries on the project card.
Update/split jobs	You can use the Update/split job function by turning this on.
Create recruitment projects templates	Gives permission to create recruitment projects templates in the recruitment module.

Job postings / applicants

View all job posts	Gives permission to view all job postings.
View job posts in own corporation	Limits job postings you can view to those that are linked to your corporation.
View job posts in own department	Limits job postings you can view to those that are linked to your own department.
View own job posts	Limits job postings you can view to only those that are linked to the co-worker.
Create job posts	Gives permission to create job postings.
Edit job posts	Gives permission to edit existing job postings.
Delete job posts	Gives permission to delete existing job postings.
Delete applicant	Gives permission to delete applicants from the applicant pipeline (only removes them from the process, it does not delete the candidate).
Job post notification	Will show a bell on the job post, meaning there are new applicants on this job post.
Applicant – View other applications/pipelines	Gives the co-worker the right to see if an applicant has applied to other job posts.

Economy

View all economy data	Gives access to all economy data in the system.
View corporation data	Gives access to economy linked to own corporation.
View department data	Gives access to economy linked to own department.
Order backlog – work	Gives access to the Order backlog – work.
Products	Gives permission to view and edit products.
Orders	Gives permission to view and edit orders.
Import	Gives permission to import.
Invoice overview	Gives access to the invoice overview.
Create invoice	Gives permission to create invoices.
Key figures	Gives access to key figures.
Customer - fixed invoice lines	Gives permission to add fixed invoice lines to the customer card.
Create credit note	Gives permission to create credit notes in an invoice.
Budget	Gives access to Budget.
Register payment	Gives permission to register payments in the invoice overview.
Supplier invoice	Gives access to supplier invoice.

Removing a co-worker

As previously mentioned, you may control your company’s monthly cost by adding or removing co-workers from your system. Please note that your company is invoiced at the beginning of the month, so deleting a user will only change the cost for the next month.

In order to remove a Co-worker, find System settings → Users (Co-workers). If you cannot see this, you do not have the appropriate permissions in the system.

On the list to the left, find the Co-Worker you wish to remove. Click the person’s name, and scroll to the bottom of the page to find a red Delete button. Press this once to trigger a warning; press again to delete the user from the system. Once deleted, the user will lose all access to the system, immediately.

If you wish to end your RecMan Subscription at all, you simply delete all the users in the system.