The core system is the central hub of your Eploy database and gives access to all sorts of ATS, CRM and admin functionality. For this reason, Core System (Standard) users have a greater depth of permissions than someone who only has access to the hiring manager or vendor portal.
Managing Standard Users
Navigate to Admin > Users, Roles & Permissions > Users. You will see all users you have permission for, both active and deactivated (old users who no longer require access or who have left the business).
To edit an existing user, click the User Display Name.
To create a user click New and select Standard:
User Display Name - When viewing records or running reports, the user display name will be visible for each user. Populate this field with the users full name so it clear who is assigned to the record.
Position - This is optional. Use this to capture the users Job Title.
User Name - This is username used when logging in to the system and is typically set up as an email address (easy to remember!).
Password - Set a password for your user here, ensuring it meets your password security policy.
Change Password This tick box can be used to prompt a user to set their own password when logging in to the system for the first time.
Roles - This sets which roles a user has access to. A user may have multiple roles and is able to switch between them.
Login Access Settings - This section allows you to control when this user is allowed to log in, including being able to exclude access over the weekend.
Restricted IP Access - Here you can control the specific IP address or ID address range that the user is able to log in from. When populated, the User will only be able to log in to the system from one of the specified IP addresses. Click Add and enter the allowed IP address(es). If left blank, no IP restriction will be in place.
System Email Address - When sending emails via the system, this is the email address that will be used for this user so can be set up either as their direct email or a generic central mailbox.
Email Display Name - The name shown at the top of the email when sending, regardless of which address is used in the system email address.
Direct / Internal Email Address - This field needs to be set to the users direct email address. This will give them access to the knowledge base and is used by Eploy Support. This needs to be unique to each user.
Other Fields
As well the functional fields which need to be populated, you may also wish to populate the other fields in this section. These can be used for recording additional important information specifically for that user:
Organisation / Contact Relationship - This can be used to associate the user with their contact record. This can be effective for maintaining your organisational structure and plays a role in stopping internal emails displaying if you use the Eploymail function.
Log Activity - This option will track the time and date of any log ins, as well as the IP address.
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 using Eploymail, you can use these settings to dictate which emails & folders are visible to other users.
Click Save when finished.
Troubleshoot Login Issues
Check Usernames - When you can't access the system, its normal to think you have miss-typed the password, especially given that it is encrypted. However, one of the most common causes for log in failures is using the wrong username. We recommend that users are set up with their email address as their username - it tends to be industry norm, especially for online applications. Please check your username with your admin users and if it isn't your email address, see if you can get it changed to something more memorable. If your username has been sent to you via email, try typing it in manually, rather than copying and pasting - you might accidentally include a blank space at the beginning or end of your username, which is a valid character in our username field, but which might not have been included in your username. You might also want to check that your system administrator hasn't accidentally included a blank space as well!
Use Forgotten Password - You might think you are entering the correct password, but if you still cant log in, you can use the forgotten password function to reset it. Click the link, enter your email address and wait for the email with reset instructions. You can then choose a password that you'll be certain to remember.
Restricted Access Dates / IP Addresses - Your user profile may be set up to only allow you to log in from certain IP addresses, on certain days, during certain hours. If you are trying to log in from a different location to normal, this is likely the case. Your admin users can check this for you and if you do have restrictions, let you know why they have chosen to put these in place.
Check URL / Correct Portal - Depending on which areas of the system you have access to, you may have several URLs for your Eploy system. These can include Hiring Manager, Candidate or Vendor portals, as well as the core system, so make sure you have the URL of the core system if you are a Standard User.
Has your user been set up or deactivated? - If this is the first time you've tried to log in, it may be that your user hasn't actually been created yet, this is especially likely if you're using Single Sign On to access the system. Alternatively, if it's been some time since you last accessed the system, it may be that your user has been deactivated. Your system administrator will be able to double check on the status of your account for you.
Standard User Signatures
Signatures can be managed from within the Signatures tab of the User record:
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.
🤓 Tip Core System users can manage their own signatures by clicking on their Avatar and selecting My Signatures.