To be able to use Talent Hire, the person needs to have a user account!
New users are created by a manager/colleague/super user who already has a user account 😊
Note that users cannot be administered by support, this must be handled internally!
The first step is to go to the correct page, which you find by clicking on Admin -> Users. Here you see all the users created and have the opportunity to manage them and add new users.
Create user
To create a new user, simply click on "Create User" 😄
Note! To create a user, the user must be assigned at least one permission group. If you do not already have the group that you want to add the user to, we recommend creating it first!
User Information
When you click on "Create User", a form will appear with information about the user that you fill in; it looks like this:
The mandatory fields are:
First name
Last name
Email address (twice!)
Country
County
Municipality
Preferred language, if the user prefers to use Talent Hire in a language other than the default language of your account.
Other information is not mandatory!
However, "Department" is a bit special. In the drop-down list under "Department", you will see the organizational parts from your organization tree and can choose which one the user is placed in. The department/organization you place the user in is usually just for internal info but matters in certain other situations. Note that it is not linked to what users can see and do on the account generally; it is entirely controlled by permissions, which we will discuss a bit further down 😊
Department
The department to which a user is assigned, as mentioned, matters in certain cases, and here we go through them!
SSO
If you use SSO to log in to your account, there is the possibility in some cases to allow login via a traditional username and password directly via the system instead of SSO.
The access to do this can be controlled per organization/department, so if you, for example, allow login with username and password at "Department X", users with "Department X" in this setting will be included in the access.
Organization in the creation of a recruitment
Which department a user has also plays in when the user is to create a recruitment, in that the department the user belongs to is automatically selected for the recruitment.
For a user who has "Department X" on their account, "Department X" will also automatically be specified in the recruitment.
The organization/department affiliation in the recruitment can, of course, be changed by the user, and what departments/organizations they have available to choose from is controlled by the user's permissions 😊
Account details
Next step is to set things like username, active period, and password!
Note! Here we will go through all the fields that exist, but they are not necessarily fields that you have on your account; it depends on the settings you have. For instance, the field "username" might be missing, and in that case, you can disregard that part.
Username
The first thing you set here for the user is a username (if it's something you use).
A username can be anything, but the most common is to use the user's email address. The username is used when the user logs in and if they need to reset their password.
Be precise when entering the username to ensure that no extra spaces are included before or after!
Password
To log in with username and password, a password is of course needed 😄
You can help the user get started by either setting a password manually, which you then inform the user of, or you can choose to send a temporary password that the user can use only the first time they log in.
Also for passwords, be careful not to inadvertently include spaces or unwanted characters if you type it manually.
The user can also order a password reset link via the login page!
Account Access
Here you can select whether the user should be active for a specific period or indefinitely.
If you want the user to be active indefinitely, leave the "Valid until" field blank.
If you set a date in the "Valid until" field, the user will become inactive from that date and will no longer be able to access the system.
You can also temporarily disable access for the user; check the box "Close access temporarily" and select between which dates you want to disable access for the user.
SSO - SingleSignOn
SSO, or SingleSignOn, is an alternative way to log in to the system that offers an extra layer of security! The SSO solution we offer is via something called Visma Connect, and you can read more about it here 🤩
If you have SSO activated, this is where you enter the user's SSO username, which is needed for them to log in via this method.
Belonging
The last but very important section is to choose which access groups the user will belong to!
An access group is a collection of rights that grants access to different parts and functions in the system, and each user needs to belong to at least one access group, otherwise, they cannot do anything, and there is not much reason to have a user 😉
In the drop-down list, choose the permission group(s) the user should belong to and click “Add”.
The permission groups then appear in a list just below.
If the user should belong to multiple permission groups, add them one at a time.
For each added permission group, you have the option to define a time period during which the user should not have access to the permission group.
For instance, if a user is being onboarded for new tasks that involve having more permissions in the system and you want to plan ahead!
You enter the limitation by checking the box at "Restrict access" and then specify between which dates on the right side.
When you are satisfied with the user, settings, and permission groups, click "Save" at the bottom right, and the user will be created!
Deactivate a user
When a user should no longer have access to the tool, you can choose to deactivate them. Do this by going to the user list and clicking the symbol on the far right in the list.
A pop-up will appear asking you to confirm the deactivation 😊
Deactivating a user does not completely remove them; they simply become inactive. This means they remain with the same settings, but the user will not be able to log in. Deactivating a user may be relevant if, for example, the person is on leave for a period but plans to return and keep working in the system.
An inactive user does not automatically appear in the list of users; you can find them by unchecking the box "Show only active users" in the filtering.
Delete a user
If you want to completely delete a user, e.g., when an employee leaves, you first need to deactivate them using the steps above!
To delete a user who is inactive, you can find them via filtering (don't forget to uncheck "Show only active users", as shown in the image above).
When you locate the user, you'll notice a trash can icon instead of the deactivation symbol on the far right.
This is what you click to completely delete the user! Again, a pop-up will appear asking you to confirm the deletion.
A deleted user will, for example, appear as "Deleted user" in statistics and in recruitments where they might exist.
A user that is deleted cannot be restored, but if necessary, a new user can be created 😊
Reactivate an inactive user
An inactive user can be reactivated! Begin by bringing up the user in the list by unchecking the box "Show only active users" and search for them.
Then click the pencil icon to edit the user.
Under the “Account Information” step in edit mode, you'll find the checkbox “Account is active.” If the user is inactive, the box will not be checked, so to activate the user again, simply check the box!
Also, check if there is a date set in the "Valid until" box, as that date cannot have passed. If it has passed, you can enter a new date or leave the field blank if you want the user to be active indefinitely.
Then just save!