No matter what the system is used for, there are some settings we recommend everyone to consider before using RecMan. In this article, we will review what we recommend you to check.
As an introduction, you may want to first read through how RecMan is designed in terms of structure. You can read more about this in the following article – System Architecture.
To set up system settings, go to System Settings in the navigation menu on the left.
Note
You will only have access to system settings if you have one of the administrator's access.
This article will focus more on the basic elements of the settings, and several of them will be reviewed here.
General
There are great opportunities to make RecMan easier to use and to create a good database for insight. In general settings, you have the option of specifying which log categories can be used, as well as setting up a register with tags that can be used in different ways. A tag can, for example, be added to a candidate or a customer to easily see this in the overviews in the candidate database or CRM.
Co-workers (Users)
A co-worker of RecMan is the same as a system user, often called a user license. These are the internal users in the system who have access to the "inside" of their RecMan solution. There is an incredible number of rights you can set for each co-worker. We strongly recommend that one or more roles (a set of rights) be created, which can be assigned to new and existing users. In this way, control is maintained over the functions and insight that the individual co-worker has. Normally, you set up roles based on the type of position or the purpose behind the system access.
Deletion of co-workers
You are free to create and delete co-workers as needed. On the other hand, you should think twice before carrying out such an action. Co-workers are often linked to projects and tasks, which is a "private" link. It would be a good idea to transfer these to an active user before deleting them. All information that the co-worker has entered will, however, remain in the system.
For more information about co-worker settings and setup, see Co-worker settings.
Corporations
A company in RecMan can often be compared to a brand (brand) or an organization. We try to relate to simple terminology and can understand that companies and departments can be confusing at first. In short, a company is what a candidate, customer or other external parties will perceive externally. If you have several companies, there is a possibility that external parties view these two companies as independent entities, even though they are part of the same RecMan solution.
Each company will have its own candidate database and its own career page (often referred to as the RM page). A candidate can then register a profile in company A and not have the opportunity to apply for positions published by company B. Then, the candidate must have one profile for each of the companies, as these are separate candidate bases.
Deletion of companies
Due to the architecture of the system, there are some implications of deleting a company. You, therefore, do not have the opportunity to do this yourself, and assistance from a technician must, therefore, be ordered to be able to carry out such an action. Do not create new companies unless you know what you are doing.
For more information on company settings and setup, see Corporation settings.
Departments
A department in RecMan is often what is their legal entity. Most RecMan solutions out there consist of one company and one department, where the information is similar for both levels. If, on the other hand, you have several departments, legal units, locations or the like on which you want to segregate information, this can be done at the department level. For example, a project will always be linked to one department, and if an invoice is to be sent to a customer from this project, information from the department is used. Departments can potentially be compared to a cost center.
It is thus at the department level that information is entered that must be on the invoice. It is also in departments that you upload a logo that will be visible at the top left inside RecMan when you have logged in as a co-worker. This means that a co-worker is always attached to one department. It is worth noting that a department is always part of one company, which is in accordance with the illustration for system architecture. This means that a project and a co-worker will always have a logical connection to one department and one company.
Deletion of departments
Due to the architecture of the system, there are some implications of deleting a department. You, therefore, do not have the opportunity to do this yourself, and assistance from a technician must, therefore, be ordered to be able to carry out such an action. Do not create new departments unless you know what you are doing.
For more information on department settings and setup, see Department settings.
Templates
Large parts of RecMan are based on the use of templates, and by setting up good templates for both agreements, order confirmations, offers, contracts, email and SMS, you will be able to increase efficiency considerably, as well as prevent some co-workers from working in different ways. By standardizing templates and implementing this as a "best practice," it is guaranteed that the working day will be simpler and more productive.
For more information on template settings and setup, see Template settings.
Database
The database settings have, among other things, good options for managing API keys and recovering recently deleted companies / projects / candidates / job advertisements. You can also connect RecMan to other databases or integrations such as Mailchimp, Azure AD, and Google Workspace, as well as create a separate email feeder to receive inquiries directly into their RecMan.
For more information, see Database settings.
Security
At RecMan, we have a strong focus on security. There is a lot of information that can be harmful to you and your organization if it ends up in the wrong hands. Also, considering the amount of data that is uploaded in your solution through CVs, application letters, files in general, attachments in emails that come in, and which you may forward to your customers, it is incredibly important to take measures that can protect you against unfortunate situations.
You will be able to install an antivirus that scans files for viruses and the like, as well as set up restrictions on login per user that can prevent system access from going astray.
For more information on security settings, see Security settings.
With RecMan as an IT solution for businesses, an incredible number of emails are often sent. If this is something sent from you as a co-worker to one or more recipients, or if it is sent as an automatic mailing, it is important to take these settings into account. All RecMan solutions are connected to our email-sending servers, which means you can send an email seconds after logging in for the first time. The disadvantage of using our servers is that you will be listed as the sender with, for example, ola.nordman@techbemanning.no, where the email comes from a server called mail.recman.io. Several recipients interpret this discrepancy as risky, and the email may, therefore, end up in a spam filter or be blocked completely.
To counteract that the delivery is not optimal, it is recommended to set up a general SMTP server as a minimum requirement. SPF is also highly recommended as this can prevent emails from being caught as spam should SMTP fail for any reason. For an extra level of security, DKIM can also be set up.
For more information on email settings, see Email settings.
If you want to get optimal utilization of RecMan's email functionality, it is also recommended to set up an email integration per co-worker. This is something each co-worker must do themselves, and the layout of this can be read here.
Custom fields
You can create global custom fields in your RecMan account, which may be applied to your chosen data objects. As a start, you may create custom fields from settings. After doing so, you can maneuver to project settings to further enable some or all of the fields you have made. When these are enabled, you can select the fields on a project.
Career pages
This settings section is dedicated to customizing your Career page. It's quick and easy access to personalize the look and feel of your Career page, manage applicant and job post preferences, and streamline the application process.