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Complete Guide to User Maintenance

The Applicant Tracking System (ATS) allows the administrator to add additional users to help use/manage the system depending on the User Role assigned.

Navigating to User Maintenance Menu

  • Click Administration from the menu bar and click User Maintenance on the left-hand side.



  • When you arrive, you will see the current users of your ATS.


Add a New User

  1. To add a new user, click Add User


  2. A menu should appear like below. Enter the employee's basic information, their email, and a username that will be used to log in with. It is advised to use the employee's email as the username for consistency and ease-of-use.


  3. Select the appropriate user roles.
    • If multiple user roles are selected, the lowest possible permissions level will be used and override other permissions. The best practice is to create a new user role instead of combining multiple user roles. For more information regarding this, you can refer to: User Roles
    • If a description has been entered for a user role, you can click Learn More for additional information.


  4. Select additional system responsibilities.
    • Hiring Manager and Requisition Approver- Used if you have a job requisition process. Having these permissions turned on allows the user to appear as an option to select from as a Hiring Manager or Job Requisition approver when setting up or submitting job requisitions.
    • System Guided Dispositioning - Used to help guide users through the hiring process. A pop-up box will appear prompting them to update stages or dispositions as they are reviewing candidates.


  5. Select Notification Preferences. Determines the frequency in which the user is notified of new applicants for jobs they are assigned to.


  6. If the user is from an Ad Agency, select "Add Agency Assignment".
  7. Click Save Changes when done.

Edit a Single User

If a single employee must be by updated, you can do so from the User Maintenance screen.

  1. Click the pencil.svg icon to the far right of a user under the "Action" column to edit an existing user.


  2. Scroll down through the user's information and/or permissions and make any necessary changes.


  3. Click Save Changes when done.

Assign a User Role to Multiple Users

If multiple employees need to be given the same user role, such as a team of employees that have been given additional responsibility, you can do so from the User Maintenance screen.

  1. Select the users that should receive the user role.


  2. Click the drop-down menu in the top right labeled "With (#) Selected:", click Add User Role, then click the desired User Role.


  3. A confirmation dialog will appear indicating the user role to be assigned and the number of users that it will be assigned to. Click OK to confirm.


  4. A successful dialog will appear indicating that the user role has been added to the users. Click OK.


Deactivate a User

If a user is no longer needed or was made in error, you can deactivate the user.

  1. Click the trash.svg icon to the far right of a user under the "Action" column to deactivate the user.


  2. A confirmation dialog will appear to confirm the deactivation. Click OK to confirm.


  3. A confirmation message will appear in the top left if successful.


Viewing and Reactivating a Deactivated User

If a user has been deactivated, they can be reactivated from the User Maintenance menu.

  1. Click the Yes/No toggle to show deactivated users.


  2. Click the + icon to the far right of a user under the "Action" column.


  3. A confirmation dialog will appear to confirm the activation. Click OK to confirm.


  4. A confirmation message will appear in the top left if successful.


Import Users

Multiple users can be imported into your ATS instead of needing to add them individually. The importing of users is done by uploading a supported file with proper formatting of the users. For more information about importing users into your ATS, you can refer to the following dedicated article.

Export Users

The list of users can be exported into a CSV file for further review.

The users that will be contained in the export is dependent on the employees currently being viewed on the user maintenance list. By using the "Include Deactivated Users" option, filters, and the menu for how many users should be displayed, the user list can be whittled down until only the desired users remain. 

  1. Use a combination of the "Include Deactivated Users", filters, and the menu for how many employees should be displayed at a time until only the desired users remain.


  2. Click Export Users....


  3. A confirmation dialog will appear to confirm the list of users to export. Click OK.


  4. A download for a CSV list of users will begin.
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