Edit another User's Details, Permissions, or Preferences

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
Edit a User's Details or Permissions
Edit a User's Preferences
Change or Reset a User's Password
Change the Status of a User

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. 

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

   

2. Search for the name of the employee you wish to edit.

3. Click on their name to load the edit actions window.

   

Edit a User's Details or Permissions

The following user details can be edited within the Edit User window: contact information, role and employment details, assigned Data Groups*, login-method*, and user permissions.

1. Open the Edit Actions menu for the user in question. 
2. Click Edit User.

3. Locate the corresponding field or setting you need to edit for the user.

   

   Open the menus below to learn more about each field and setting that can be edited.

   Contact and Employment Information

   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)
   • Hire Date (Required for anniversary-based reviews)

   Data Group(s)*

   

   *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.

   Sign In Method

   

   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.

   Username

   

   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.

   Permissions

   

   User permissions determine what access an individual has to data and actions within your system. Check to enable or un-check to disable a permission level on the user account. Review this article for a detailed description of each user permission.

   Data Access*

   

   *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.

4. Click Update User Details to save your changes.

     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 a User's 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. 

1. Open the Edit Actions menu for the user in question. 
2. Click Edit User Preferences.

3. A list of available preference settings will appear based on the user's permission levels. Those users with more advanced permission sets like Admin-level permission 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

   Open the menu below for details about each preference. 

   Preferences Details

   • 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
     
     • 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)
   • Email Signature
     • See our Email Signature Guide for tips on setting up an Email Signature
   • 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.
       1. Download Calendar Event - downloads a file of the scheduled interview event in a Calendar (.ics) format. 
       2. Download vCalendar Event - downloads a file of the scheduled interview event in a vCalendar (.vcs) format. The .vcs format is the older version of .ics calendar events and is typically only used by those with older Microsoft Outlook versions.
       3. Add to Google Calendar - will open a new Google Calendar event draft in a new tab with the details of the scheduled interview. 
   • 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.
   • Birthday Sharing
     • 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 your birthday
   • Phone Number Sharing
     

     • There are 3 visibility options for sharing your Work or Mobile phone numbers with other users and new hires at your company. 

         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.
   • SMS Forwarding 
     
     • For organizations utilizing ClearText to communicate with candidates via texting, this setting controls whether you 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, you can set this setting to Disabled.
4. 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.

 

Change or Reset a User's Password

There are two options to reset the user’s login credentials. The Change Password option allows an admin to reset the password on behalf of the user, and the Send password reset email option provides the user direct access to securely update their password.

It is recommended to use the “Send password reset email” feature to maintain user account confidentiality. Please review this article to learn more about using either method.

Change the Status of a User

From the Edit User Action menu, you can 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.