Adding Users and Managers in Folks ATS

It is very likely that multiple people will be using Folks ATS. The person with the first access will need to add the other users.

There are two types of licences:

• The Recruiter licence allowing full access
• The Manager licence with more limited access, allowing management only of the accounts assigned to them (see Navigating Folks ATS as a Manager)

Adding a User (Recruiter)

1. In the main menu, click on Settings > Users > tab User list
2. To add a user, click on the Add a user icon located at the top right of the list.
3. In the window that opens, fill in the required information, including the user's name, their email, and a temporary password. You can then send the temporary password to your colleague for their first login. 
   ⚠️Warning: make sure to note it down somewhere, as it will not be saved for security reasons. Upon their first login, the user will have to change their password. If desired, you can enable two-factor authentication and SSO for the user.
4. You can also add other information such as permissions, a title, a photo, and access rights (Recruiter, Approve, and See all jobs). Permissions correspond to access groups previously created in Settings > Roles and permissions.
5. When you have finished, click Validate. The user will appear in the list.

Once the user is added, the following actions are available: Edit, Change access, Access time (Enable / disable), View as (Show permissions in the profile), and Licence (Enable / disable).

Don’t forget to provide the login details to the user concerned so they can log in for the first time and change their password.

• Permission: to assign different access levels to users
• See all positions checked: To see all jobs displayed in the ATS
• See all positions unchecked: Will not see any jobs UNLESS the user has been added to > the recruiter team of the job, in which case they will only see the jobs where they are a recruiter.

/!/ If one or more “Accessible customers only” are added from > Settings > Users > User list > Change access:

• Permission: to assign different access levels to users
• See all positions checked: To see all jobs for this client displayed in the ATS

See all positions unchecked: Will not see any jobs UNLESS the user has been added to > the recruiter team of the job, in which case they will only see the jobs where they are a recruiter.

Adding a Manager

1. In the main menu, click on Settings > Users.
2. On the user and manager management page, click on List of managers.
3. To add a manager, click on the Add a manager icon located at the top right of the list. 
   Warning! The term manager in Folks ATS is used both to describe a manager-type user and the client manager in the CRM (section Companies). These are two completely different accesses (see Creating Clients and Managers).
4. In the window that opens, fill in the required information, including the user's name, their email, and a temporary password. You can then send the temporary password to your colleague for their first login. 
   Warning! Make sure to note it down, as it will not be saved for security reasons. Upon their first login, the user will have to change their password. If desired, you can enable two-factor authentication and SSO for the user.
5. In the Accessible clients field, you can select the clients for which the manager will be able to see the jobs.
6. If you want the manager to be able to create job postings, enable the Creation request option. You can add an approval by a recruiter if needed in Settings > Jobs.
7. Enable the See all positions option if you want the manager to see all jobs for the selected client(s) even if they are not part of the recruiter team, or all jobs for all clients if no client is selected above. If the See all positions option is not enabled, the manager must be added to the recruiter team on the job in order to see that job.
8. When you have finished, click Validate. The user will appear in the list.

One of the possible interactions for the manager will be to view the profile, documents, and additional information of candidates presented in the details of a job posting.

Tip: Share our introduction guide with your managers to help them navigate the platform.

To hide documents from the manager, disable the Default document sharing option in the configuration dashboard > System. To share only specific documents, enable sharing in the candidate's documents (under the Documents icon) by clicking the Toggle sharing icon under the Actions column.