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 co-worker

To create a new 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
Document archive	Gives permission to the Document archive (Files)
Status screen	Gives permission to the Status screen
Report center	Gives permission to Reports under the Master search
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

Reports

All reports	Gives access to all reports. Overrides the rest of the report permissions.
Corporation reports	Gives permission to download reports based on numbers from your corporation.
Department reports	Gives permission to download reports based on your department.
My reports	Gives access to your own numbers only in the reports that have that option.
Report log	Gives permission to download a log based on reports that have been downloaded.
Mailchimp	Gives access to Mailchimp reports, reports that you can download on the customer, contact person and candidate and import directly to the mail service Mailchimp.

Candidates

Delete candidates	Gives the co-worker permission to delete Candidates.
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.
GDPR – Candidate database	Gives access to the GDPR – 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

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
Move work	Gives permission to move work that is available for approval from one project to another
Health / Welfare	Gives permission to set up BPA plans
Staffing – change social cost	Gives permission to change social costs on a project
Staffing – change employment 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

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
Bank	Gives access to the bank account details
Integration	Gives access to the integrations module

Priced services

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

Credit check	Information on credit check
RecMan CDB	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
Two-factor authentication	Information on two-factor authentication
Jobreg – candidate database	Information on Jobreg candidate database

Integrations

Mailchimp	If you are a customer at Mailchimp, you are able to use our integration by turning on this button.
Master test	If you are a customer at Master, you are able to use our integration by turning on this button.
Aon test	If you are a customer at Aon (Cut-e), you are able to use our integration by turning on this button.
Saville test	If you are a customer at Saville, you are able to use our integration by turning on this button.
Criterion test	If you are a customer at Criterion, you are able to use our integration by turning on this button.
RecRight	Integration with RecRight.

Inquiries

Settings

Gives access to settings of the Inquiries module.

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 loose all access to the system, immediately.

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