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 been made 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
Note
These permissions remove the buttons that lead to the largest modules. You can continually navigate your way to the module via other modules, so these should be limited to other permissions.
| CRM | Gives permission to access the CRM module. |
| Candidate database | Gives permission to access the Candidate database module. |
| Job postings | Gives permission to access the Job postings module. |
| Economy | Gives permission to access the Economy module. |
| Projects | Gives permission to access the Projects module. |
| Logged work | Gives permission to access the Logged work module. |
| Document archive | Gives permission to access the Document archive (Files) module. |
| RecMan BI | Gives permission to access the RecMan BI module. |
| Inquiries | Gives permission to access the Inquiries module. |
General
| Newsfeed | Gives you access to the newsfeed module from the navigation menu. Here, you can post news to the Career page. |
| Pipeline | Gives you access to the pipeline module from the navigation menu. |
| Pipeline administrator | Lets you administer the pipelines. |
| Department leader | Gives permission to approve activity budgets in the activities budget module. |
| Document administrator | Gives full permission to the Document archive (Files) to both add and delete all contents. |
| Recruiting | Makes it possible to create a recruiting project and provides access to recruitment features. |
| CRM - Change credit time | Makes the co-worker able to change Days of Credit on the Company 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 the same department. |
| View co-workers tasks | This permission allows a user to see other co-workers' tasks when navigating to other co-workers' pages. |
| Forms | Permission to access the Forms module. |
| Form - administrator | Admin access to forms, letting you create and manage forms. |
| Tasks - administrator | Admin access to task settings, allowing the creation of task groups and task types. |
| Inquiry settings | Gives access to the settings of the Inquiries module. |
System settings
| Superadmin | Gives access to all settings. |
| Corporation admin | Gives access to settings that are for this co-worker’s corporation only. |
| Staffing | Gives access to the staffing settings only. |
| Templates | Gives access to the template settings only. |
CRM
| Delete companies | Gives permission to delete companies from the CRM. |
| Delete dialogue | Gives permission to delete dialogue from the company card in the CRM. |
| Download to Excel | Gives permission to download companies from the CRM. |
| Edit and delete log | Gives permission to edit and delete log entries from the company card. |
Logged work
Here you can give permissions to multiple actions in the Logged work module.
| Register | Gives permission to register logged work. |
| Approve | Gives permission to approve logged work. |
| Edit | Gives permission to edit logged work. |
| Delete | Gives permission to delete logged work. |
| Remove approval | Gives permission to revert approval from logged work. |
| Mark as invoiced | Gives permission to mark logged work as invoiced. |
| Move work | Gives permission to move logged work from one project to another. |
RecMan BI
| Admin | Gives admin access to RecMan BI and permission to create dashboards and manage budgets. |
| 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 co-worker's corporation. |
| Department reports | Gives permission to generate reports based on the co-worker's department. |
| My reports | Gives access to the co-worker's 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 module. |
| Workforce insights | Gives access to the Workforce insights module. |
| Business insights | Gives access to the Business insights module. |
Priced services
All of these permissions have a price associated with them and are therefore marked clearly with a colored message.
| Credit check | Grants permission to run credit checks and activate credit monitoring on companies in the CRM. See this article for more information. |
| Prospecting | Grants permission to access the Prospecting module. |
| Email integration | Grants permission to access the email module and set up an email integration. |
| Send SMS | Grants permission to send SMS from RecMan. |
Candidates
| Delete candidates |
This permission gives the co-worker different possibilities:
|
| 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 who has not previously done so themselves. |
| Candidate pool admin | Candidate pool admins can administer pools to which they were invited, not only their own. |
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 own projects where the co-worker is responsible or a resource. |
| Delete projects | Gives permission to delete projects. |
| Staffing functions | Gives access to staffing functions. |
| Health / Welfare | Gives permission to access some additional healthcare staffing features. |
| Staffing – change social cost | Gives permission to change the 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 salary-related modules. |
| 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 project templates. |
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 module. |
| 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 company card. |
| Create credit note | Gives permission to create credit notes in an invoice. |
| Budget | Gives access to budget modules. |
| Register payment | Gives permission to register payments in the invoice overview. |
| Supplier invoice | Gives access to the supplier invoice 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.
Warning
Before deleting a Co-worker, make sure every necessary report is exported, every associated project is transferred to a different co-worker and have the user delete any:
- Meetings
- Tasks
- Candidate Pools
This information may be hard to get hold of after being deleted.
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.
Tips
If you wish to expel a user and not delete them right away, simply change the login email address. This will expel them from the system in case they are logged in.
Note
Admins cannot delete themselves or remove their Admin permissions if they are the only Super Admin for a subscription.