Recruitment MarketingPublic

This article explains how to access, create, edit, and manage user accounts within the User Management section of Recruitment Marketing.

You can create individual users, then define their Roles and Company access. For a large number of accounts, you can create them in bulk using an Excel template.

New team members are invited via email to set their password for security; you can trigger this invitation from the User Management page. The user's status (not invited, invited but not activated, or activated) is visible in this section. Finally, it also covers how users can edit their own settings (e.g., password and default company) and provides steps for troubleshooting login or email issues.

For user information on other PageUp modules, refer to the section on Users.

User Management

The User Management section can be accessed from the side menu, under Organisation.

Here, you will be able to manage users, roles, and access to Recruitment Marketing.

Creating a user account

1. From the side menu, under Organisation, click User Management.
2. Click the more actions (ellipsis) icon on the right.
   
3. Click New User.
4. Complete the following required details:
   1. First Name: Enter the user's first name.
   2. Last Name: Enter the user's last name.
   3. Email: Enter the company email address.
5. The following optional details can be entered:
   1. Alternative email
   2. Phone number
   3. Title: This is the position of the user.
   4. Bio
   5. Avatar: This image will display against the user's profile.
   6. Enable do not reply: If enabled, and the user emails a candidate, and then the candidate replies, no email will be sent to the user.
   7. Show email on careers site pages (via team member blocks)
   8. Advanced: In this section, beta features can be enabled if required.
   9. Twitter username
   10. LinkedIn url
   11. SMS Phone Number
   12. Broadbean account name
6. In the Roles section, select the relevant checkbox(es) to define the user's level of access. For more information, refer to Recruitment Marketing: User Roles.
7. In the Companies section, select the relevant checkbox(es) to define the user's company access.
8. Click the Save button to create this user.
9. Click the Invite icon if required. See Inviting a team member to use Recruitment Marketing below for details.

Creating user accounts in bulk

For a large number of user accounts, you can download the Excel file template to make the process easier.

As a minimum, the following information for each user is required to create user accounts:

• First Name
• Last Name
• Company Email address

When completed, adhere to your company's security guidelines and send the file to PageUp.

Inviting a team member to use Recruitment Marketing

To trigger the email invite to a new team member:

1. From the side menu, under Organisation, click User Management.
2. Next to the relevant user record, click the Invite icon. 
   

The invitation will be sent to the user's email. 

Once the user receives and clicks on the link, they will be able to set a password for their account. This way, only the user knows their password for security reasons.

Invitation stages

When managing users in Recruitment Marketing, you may see different states depending on whether the user has been invited, has signed in, or needs to reset their password. This can be found in the User Management area.

User invitation stages:

• User is not invited: If the invite icon (arrow) is visible next to a profile, the user has not yet been invited.
  
• User is invited but not activated:
  • Once the invite button is clicked, a green confirmation banner appears at the top, and text appears under their email address showing when the invite was sent.
  • The invite icon (arrow) still remains at the end of their profile until they have set a password.
    
• User receives the email after being invited:
  • The user receives an email with a link to verify their email address and set a password.
  • If they have not yet set a password, the invite icon will still be shown.
• User is now activated: Once the user clicks the link in their email and successfully sets a password, the invite icon disappears, and they can log in.
  

Editing a user account

1. From the side menu, under Organisation, click User Management.
2. Next to the relevant user record, click the Edit icon. 
   
3. On the Edit user screen, make the required changes.
4. Click the Save button to keep any changes.

Editing your user settings

1. From the top right, click your name.
2. From the drop-down, click your name again.
   
3. On the User Settings screen, click the Edit (pen) icon.
   
4. Make the necessary changes. The following can be changed:
   1. First Name
   2. Last Name
   3. Password
   4. Title: This is the position of the user.
   5. Default company: Select from the drop-down the company used most often. This will be the company data displayed when logging in. If this is not defined, then the user will get logged into the first company listed.
   6. Avatar
   7. Options to:
      1. Receive notifications of candidate activity via email
      2. Opt out of product usage analysis
5. Click the Save button to keep any changes.

Password reset and login issues

• If a user cannot log in and has a screen similar to the "User is now activated" stage above, and does not have an invite icon, they need to complete a password reset.
• If one cannot receive emails (including invites or password resets):
  • You may need to whitelist the sender address. However, if one user receives the emails, but others do not, it is unlikely to be a whitelisting issue.
  • Contact the Support Team, who can request an export log of outgoing emails to confirm whether they left our system. Occasionally, third-party security systems (such as Mimecast) may block them.

If issues persist, contact PageUp for assistance and to request email export logs.