In this article, we will guide you through the process of adding new users to your Workinitiatives account and managing their user roles. This feature allows you to control the access and permissions of each user in your account, ensuring the security and efficiency of your team's work.
How to access the Users page
From your dashboard:
Go to the left-hand menu.
Select Manage.
Select Users.
The All users page will show the users already added to your account. On this page, you can view each user’s:
Column | What it shows |
Users | The user’s name and email address |
User role | The role assigned to the user |
Created on | The date the user was added |
Status | Whether the user is Active or Inactive |
Actions | Options to edit, deactivate, or delete the user |
Advance Filter
You can search for the user from the list of added users by applying an advance filter or a combination of the filters. Each of these filters is briefly described below:
User Role
Select any of the user roles from the available list and the system will search for the users whose user role matches the selected user role.
User Status
Select any of the user statuses from the available list and the system will search for the users whose status matches the selected user status.
Date Range
Choosing a specific date range will prompt the system to search for the users that were added within the specified date range.
Clear
Clicking the "X" button clears all the filters and sets the filters to default.
Apply
Clicking the apply button prompts the system to search for the users as per the advance filter(s) set by you.
Adding a new User
To add a new user to your account:
Go to Manage.
Select Users.
Select + Add user in the top-right corner.
Enter the new user’s details.
Select the role you want to assign to the user.
Select Add User.
You will need to enter the following information:
NOTE: The email address serves as a crucial identifier for the user within the Workinitiatives platform. It is mandatory to enter a valid email address during the new user setup.
The new user will now be added to your account and will receive an email with instructions on how to set up their account.
How to edit an existing user
To edit a user:
Go to Manage.
Select Users.
Find the user you want to update.
Select the three dots in the Actions column.
Select Edit.
Update the user’s details.
Save your changes.
You may be able to update details such as:
email address
first name
last name
contact number
assigned role
How to deactivate a user
Deactivating a user changes their status from Active to Inactive.
To deactivate a user:
Go to Manage.
Select Users.
Find the user you want to deactivate.
Select the three dots in the Actions column.
Select Deactivate.
Confirm the action in the confirmation popup.
Deactivating a user can help restrict their access without permanently deleting their account.
How to reactivate a user
If a user has been deactivated, you may be able to reactivate them from the same Actions menu.
To reactivate a user:
Go to Manage.
Select Users.
Find the inactive user.
Select the three dots in the Actions column.
Select the option to change the user’s status back to Active.
How to delete a user
Deleting a user permanently removes the user from your Workinitiatives employer account.
To delete a user:
Go to Manage.
Select Users.
Find the user you want to delete.
Select the three dots in the Actions column.
Select Delete.
Confirm the action in the confirmation popup.
How user roles work
User roles determine what each user can access and manage inside your employer account. When adding a new user, you should choose the role that matches the user’s responsibilities.
For example, a user role may control whether a person can:
view job ads
manage applicants
access all users
manage company details
create or edit job ads
access account settings
Choosing the correct role helps ensure each user has the right access without giving them unnecessary permissions.
How to create a new user role
To create a new user role:
Go to Manage.
Select User roles.
Select Add New Role.
Enter the role details.
Choose the permissions you want the role to have.
Save the new role.
You can enable or disable specific permissions depending on what the role needs to do.
TIP: If you give a person "All Users" access, this means they can see all Job ads or Applicants in the system when a different person posted those ads. If you leave this unticked, then the user will only see their Job Ads and applicants.
Save your changes and this person's access has now been changed, they may need to log out and log in to the platform again for this change to be effective.
Troubleshooting
The new user did not receive their setup email
Ask the user to check their inbox, spam, and junk folders.
Also confirm that the email address was entered correctly. If the email address is incorrect, edit the user details or create the user again with the correct email address.
The user cannot access the right features
Check the user’s assigned role.
If the role does not include the required permissions, update the user’s role or edit the role permissions from the User roles page.
The user may need to log out and log back in after their access is changed.
The user can only see their own job ads or applicants
Check whether the user’s role has All Users access.
If All Users access is not enabled, the user will only see their own job ads and applicants.
The user can see too much information
Review the permissions assigned to the user’s role.
If the user has more access than required, either change their role or edit the role permissions.
I want to remove access but may need the user again later
Deactivate the user instead of deleting them.
Deactivation changes the user’s status to Inactive, while deletion permanently removes the user from the account.
Congratulations! You now have a better understanding of how to add and manage users in your Workinitiatives account. If you have any further questions or need assistance, please don't hesitate to contact our support team via email or chatbot on the platform.