Existing user accounts can be modified with new details such as employment or contact information, permission levels, or customized preferences. Only users provisioned with the User Admin permission can access the User Setup page and adjust account details on behalf of another user. Certain settings, such as enabling Two-Factor Authentication and adding a profile picture will need to be completed by the user themselves. To edit your own account details and preferences, check out this article.
In this article:
Accessing the User Edit Actions Menu
User Options
Edit User Options
Edit User Preferences
Security Groups
Additional Resources
Accessing the User Edit Actions Menu
Changing the details and settings for a user will be completed within the User Setup page by an individual with the User Admin user permission.
- Navigate to Tools > Setup, and select Users under the Organization Setup column.
- Search for the name of the employee you wish to edit. Click on their name to load the edit actions window.
User Options
| Setting | Description |
|---|---|
| Edit User's Tags | If using tags, users can be added to tags. For more information about Tags, refer to Tags Overview. |
| Edit Apps | If using World of Work, apps that the user should have access to can be added. For more information, refer to World of Work. |
|
Change Password/ Send Password Reset Email |
There are two options to reset the user’s login credentials.
|
| View Profile |
Users with the proper access will be able to see the employee's full profile, which includes:
|
| Manage Records | Users can connect the user employee record to terminated records in your system. |
| Terminate Employee/Delete User |
Terminate or delete a user account to remove their access to your organization's ClearCompany system. Review this article to learn more about when to use one status over the other and how to terminate an employee. |
| Add a Direct Report | This allows users to add a new user to this user as a direct report. |
| Edit User | Users can make adjustments to a user's information; the available settings are listed below. |
| Edit User Preferences | Preferences allow you to modify a user's notification settings, visual settings, the signature for emails that originate in ClearCompany, and adjust what information is shared with your colleagues. Preferences available listed below. |
Edit User Options
Open the menus below to learn more about each field and setting that can be edited.
Use the fields at the top of the window to add, edit, or remove values related to contact and employment information. Reference the list below to review the required and recommended fields to be completed for each user.
Required Fields:
- First Name
- Last Name
- Email (Work and/or Personal, whichever is marked as Primary)
- Office
- Department
- Username
Recommended Fields:
- Role (Required for role-based review and survey assignments)
- Supervisor (Required for proper organization hierarchy and reporting structure)
- Secondary Supervisor
- Hire Date (Required for anniversary-based reviews)
*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.
All user accounts must have a Username listed, even if Single Sign-On is being used as their login method. When updating a username, use the Check Availability button to determine if the username is already in use and a new value should be entered.
Usernames must be unique across ClearCompany's entire user base. If a username is listed as already in use (even within a different organization's account) and an alternative cannot be entered, please reach out to ClearCompany Support for assistance.
If your organization uses Mixed Mode Authentication, where users can either log in via Single Sign-On (SSO) or custom ClearCompany credentials, you can edit the preferred Sign-In Method for the user here.
Optional: If your organization utilizes Data Groups, check or uncheck the boxes to the segments that the user should be able to access candidate and requisition data for. If the user should not have any access, do not select any segments.
If user permissions are modified, the user will need to log out and log in again in order for the changes to take effect.
Edit User Preferences
Preferences allow you to modify a user's notification settings, visual settings, the signature for emails that originate in ClearCompany, and adjust what information is shared with your colleagues. A list of available preference settings will appear based on the user's security group. Those users in Admin-level security groups will have more user preferences available. See below for a comparison of an Employee vs Recruiting Admin user.
| Preferences of an Employee-level User | Preferences of a Recruiting Admin-level User |
|---|---|
Preferences Available
| Setting | Description |
|---|---|
| 1:1 Workspace Email Notification | 1:1 Workspaces are collaborative pages shared between managers and each of their direct reports, designed to make employer-manager 1:1s more effective and engaging for participants. When enabled, users will receive an email reminder on the day of the 1:1s. For more information, refer to Using 1:1 Workspaces for Employee Engagement. |
| Require Req Approval | You can disable the default recruiter approval process if you want your managers to be able to post jobs without Recruiter approval. |
| Requisition Creation (Only for Hiring Managers or Recruiters) | Enable or disable a user's ability to create a new requisition. This can be applied to a user with Hiring Manager or Recruiter user permission. |
| Email Notifications | Enable or disable New Applicant Report emails (recruiters and hiring managers, only) |
| Calendar Format |
Set the format that a calendar event should be downloaded/added as when the Add Event to my calendar option on the Candidate Profile is used.
For more information, refer to Calendar Integration Overview. |
| Time Zone | Set the Time Zone that should be used to schedule interviews with this user. |
| Automated Posting Features* | Enable or disable a user with Hiring Manager permission to access the Sponsored Posting options for a requisition. |
| Modify Onboarding Packets | Enable or disable the user from modifying the tasks assigned in an In Process or Completed onboarding packet. This includes being able to add new tasks and editing or deleting existing tasks. |
| Assign Onboarding Packets | Provide a user with Hiring Manager permission, the ability to access the Hire tab on the candidate profile, and launch an onboarding packet for candidates they have access to. They will still, however, be unable to edit the contents of an already assigned onboarding packet. |
| Share my Birthday with My Company | Select whether or not you want your birthday to be shared with your colleagues. When enabled, this will only share the Month and Day of the user's birthday. |
| Work Phone Number |
There are 3 visibility options for sharing your Work or Mobile phone numbers with other users and new hires at your company. For organizations utilizing ClearText to communicate with candidates via texting, an additional setting to receive a copy of the conversation on your mobile device for easy continuation when away from your computer. If you do not want to receive conversations on your phone, this can be toggled off. If your organization's Privacy Settings (Tools>Setup>Privacy Settings) are set to hide phone numbers from colleagues, these preferences will not appear. |
| Culture | For organizations utilizing ClearCompany Translations, the preferred system language for the user can be set and changed through the dropdown menu. |
Any changes you make will save automatically and you'll receive a green confirmation notification in the bottom-right corner stating "Preferences updated." When you are finished, click Close.
Security Groups
When a user is selected, the section Security Groups will display the current Security Groups this user is a part of. Users can click Edit Group Assignments to make adjustments.
The list of Security Groups available will display, and the one (s) assigned to the user will have the checkbox toggled. Check the box next to the security group they will be moving to, and remove the checkbox from the one you would like to remove them from.
Supervisor
The supervisor section will display the current supervisor of the user selected. This can be adjusted under Edit User.
Direct Reports
The Direct Reports section will display all the users currently reporting to this user.
Additional Resources
Security Groups Overview
Security Groups: Add or Update another User's Permissions
Edit Your User Details and Account Settings
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