Create a Hiring Manager
Before you can create a Hiring Manager User you must first create a suitable Contact Record.
There are three main ways to start the Hiring Manager creation process:
Navigate to Admin > Users, Roles & Permissions > Users and click New > Hiring Manager on the toolbar
When viewing an Organisation record, access the Users tab and click New > Hiring Manager from the toolbar
When viewing a Contact record, access the Users tab and click New > Hiring Manager from the toolbar
Whichever option you choose, you'll now be taken to the Create User window. There are many fields on this form that can be completed, but as a minimum complete the following, clicking Save when finished:
User display Name - this is how the Hiring Manager will appear within drop down lists and will be pre-populated when creating from within a Contact record
Position - this is the manager's Job Title and will be pre-populated when creating from within a Contact record
User Name - this is the username used to login to the portal. Typically this would be their email address, but what is entered here is a business decision. If using Single Sign On (SSO), this must match with the login details for your SSO provider
Whether you're using SSO or not, you must always set a Password. Click Update and then either enter a password or Generate one.
Select one or more Roles for the new user
Select an Organisation and Contact. These fields create the relationship between the Hiring Manager User and the structure of your business and a specific manager. These will be pre-populated when creating against an Organisation or Contact.
System Email Address - this is the email address Eploy will use when sending emails on behalf of the manager e.g. Interview Confirmations. It's up to you whether you give all managers the same system email address or use their actual email address. Just remember, Candidates will be able to see and reply to emails coming from this address
Email Display Name - Enter a suitable identifier e.g. your company name. This will show as the Sender within an email inbox
Your Direct / Internal Email Address - this should always be the manager's work email address. This is the email address used when sending notifications to Hiring Managers
📌 Note Eploy will not automatically email new Hiring Managers when their account has been set up - this must be done manually.
Other Information
As well the key fields which need to be populated, you may also wish to populate the other fields in the hiring manager profile. These can be used for recording additional important information specifically for that user:
Login Access Settings - You can restrict the dates and times that the user has access to the system, which allows you to plan any leavers to prevent additional access.
Permitted IP Access - Here you can control the IP address / range that the user is able to log in from. Click Add to record the allowed IPs (such as your office) which will mean the user can only log in when using that IP. If left blank, no IP restriction will be in place.
Other Email Addresses - This will allow you to associate multiple email addresses to the user profile, so that imported emails can be matched with this user.
Eploymail Settings - If you're using Eploymail, you can use these settings to dictate which emails and folders are visible to other users.
Hiring Manager Signatures
If your Hiring Managers will be sending emails from the Hiring Manager Portal, you can give them the option to include an email signature.
Hiring Managers cannot create their own signatures - you must create them on their behalf. To do this, having created the Hiring Manager User:
Open the Signatures tab and click New within the toolbar
Give the signature a Title
Use the Attach Files and Attach Image Files options to add media to the signature as required
Add the body of the signature into the Signature HTML field
Click Save once done.
On returning to the Signatures page, you'll now have the option to Set As Default.
Edit a Hiring Manager
If you ever need to edit the details of a Hiring Manager you first need to locate their User record.
The quickest way to do this is to search for their Contact record using the Quick Search.
Having accessed the Contact record, open the Users tab and click on the User ID within the User column. If multiple users are listed with the same name, look to the User Type column to identify which is the Hiring Manager user.
🤓 Tip users can also be viewed within the User tab of an Organisation Record or by navigating to View > Users, Roles & Permissions > Users - use the Filters to locate the user to edit
You'll now be looking at the Edit User screen - make whatever changes are needed and click Save.
Impersonate/Log in as a Hiring Manager
If you ever need to provide support to a Hiring Manager, Eploy gives you the facility to login to their user account without needing to know their password.
To do this, access the Edit User screen as described above and click Hiring Manager Core Login. This will open a new tab and log you in automatically.
📌 Note whilst you can login as a Hiring Manager, Eploy does not allow users to login as another Standard/Core System User. This is a security feature to prevent users from accessing settings, features and data that they might not normally have access to.
Processing a Leaver - Deactivate a Hiring Manager
In addition to editing Hiring Manager details, you can deactivate a Hiring Manager user from within the Edit User screen. Either:
Add a suitable date into the Allow Access To Date field - the user will not be able to login from that date forward.
or,
Click Deactivate.
If at any time you need to allow access to that user again, either remove the date from the Allow Access To Date field, or click Activate.
📌 Note a user record can only be deleted if it has not been accessed. As soon as the user logs in for the first time, the only option available will be Deactivate.