Create a New User Account

A User Account provides individuals with access to an organization's ClearCo system. As new employees are onboarded through the ClearCo Onboarding system, a user account will automatically be created for them. New user accounts can, however, be created manually by a user with the User Admin permission. The manual account creation process consists of two steps: creating a new user account and providing login access to the user.

In this article:
Create a New Account for a Single User
Create Multiple New User Accounts in Bulk
Provide Login Access to New Users
Advanced User Settings

  Individuals must be assigned the User Admin permission in order to access and add users in the User Setup area. Please contact your ClearCo Administrator if you are unsure of your permission levels.

Create a New Account for a Single User

1. Navigate to Tools > Setup and select Users from the Organization Setup column.

   

2. Click Add User in the upper right-hand corner of the page.

   

3. Enter the details of the new user. Required Fields:

   

   1. First Name
   2. Last Name
   3. Supervisor*: A user account can be created without assigning a Supervisor, but it is strongly recommended to ensure accurate organizational hierarchy, which is relied on for Cascading Approvals and areas of the Performance and Goals system. Any third-party users, like Vendors, do not need to be assigned a Supervisor and will not impact the company hierarchy.
   4. Work Email Address
   5. Office
   6. Department

   7. Username: Please note that Usernames must be unique across ClearCo's entire user base. We recommend using the employee's company email address for this reason. Click [check availability] to validate if the username is available to be assigned.

        If your organization is configured to use Single-Sign-On (SSO) as the login method, this ClearCo Username must match the user identifier in your SSO Provider's system.

4. Non-employee Vendor: The Vendor toggle is recommended for a 3rd-Party Recruiter to view requisitions they have been assigned to and allow the vendor to upload applicant resumes to these requisitions. To learn more, refer to: Vendors Overview.
5. Designate as the organization’s Strategic Alignment assignee: The Strategic Alignment user can manage the Company's goals, in addition to viewing all Goals created by employees in the system (including private and otherwise restricted goals), and modify Goal Settings.
6. Enter any additional user details into the Optional Fields.
   • Title: The Job Title of the user. This Title is displayed on the user's employee profile in the ClearCo system and will be visible to colleagues.
   • Secondary Supervisor: A secondary manager user can be added. This user will be available in goals to provide feedback and in performance reviews.
   • Role: The Role the user is employed in. Roles that have been previously configured in your account will be available for selection. Review this article to learn how to create a new role for the user.
   • Personal Email Address: The Personal Email Address of the user.
   • Primary Email Setting: Designate the Work or Personal Email Address of the user to be their Primary email. This Primary email will receive email communications sent from the ClearCo system.
   • Employee ID: An optional ID to identify the user.
   • Work Phone: The Work Phone number of the user. This number may be displayed or hidden from colleagues based on your organization's Privacy Settings.
   • Mobile Phone: The Mobile Phone number of the user. Commonly used with ClearText to continue text conversations with candidates outside of the ClearCo system. This number may be displayed or hidden from colleagues based on your organization's Privacy Settings.
   • Most Recent Hire Date: The Hire Date that is associated with the most recent role associated with the user.
   • Original Hire Date: The Original Hire Date represents the first day the user joined your company.
   • Assigned Data Group*: *Optional: If your organization utilizes Data Groups, click the Change button to select the appropriate group the user should be assigned to. The groups selected only impact performance and reporting and do not inherently grant the user access to any entities within the system. For more information, refer to Custom Data Groups Overview.
   • Sign-In Method: Your company can configure the Sign-On Method utilized by users, ranging from using ClearCo Credentials, using Single-Sign-On (SSO), and Mixed-Mode (combination of SSO and ClearCo credentials). Organizations utilizing Mixed-Mode for authentication will have a Sign-In Method section on the Add User page. If ClearCo credentials are selected, be sure to review this section to learn how to direct the employee to set their password.
7. Click Add Current Employee to save your changes.
8. A green confirmation message will appear, indicating that the account creation for the user was successful. To provide the user with login access to their new account, please follow the steps outlined here.
9. When a user is created, they are assigned the Employee security group, which provides the Employee, Goal Alignment, Performance Management, and Learning permissions. To make adjustments to the security group, refer to: Security Groups: Add or Update another User's Permissions.

Create Multiple New User Accounts in Bulk

Multiple new user accounts can be created at the same time using the User Import Tool. This process is commonly used when a merger/acquisition of new employees has occurred. To use this tool, familiarity with working with CSV files is recommended. Reference this article to learn how to create new users in bulk.

Provide Login Access to New Users

Once a new user account is created by an Admin, the employee will need to receive their account credentials and set a secure password. The recommended process depends on the login method configured for your organization, using a Single-Sign-On provider or ClearCo Credentials.

• Single-Sign-On (SSO) - Ensure a matching user account is created in the SSO Provider's system with the user identifier matching the ClearCo Username. The employee's password will be controlled by the SSO Provider and should also be set at this time.
• ClearCo Credentials - Send a Password Reset Email to the new user in order to provide quick access to their Username and a link to securely set their own account password. The Password Reset Email can be sent by a User Admin by following these steps:
  1. Navigate to Tools > Setup and select Users from the Organization Setup column.
  2. Search for and click on the name of the user from the Users list.
  3. Click Send Password Reset Email from the Edit User Actions menu that appears. Confirm you wish to send the email on the pop-up that appears.

  4. An email will automatically be sent to the user with instructions for setting their account password.

     

Advanced User Settings

To further customize a user's access to features and data within the ClearCo system, additional User Preferences can be assigned once an account is created.