System Users User Guide

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System Users Guide

Modified on Fri, 16 May, 2025 at 9:51 AM

What's included in this guide:

User settings

This area of Jobtrain contains your basic personal user details.

Tables can't be imported directly. Please insert an image of your table which can be found here.

To access your user settings simply select Your initials (top right) > User Settings.

From here you can view and update the below information. To make any changes simply amend the relevant entry then select Save and Exit.

System Users

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This section is where you can add new users and update existing users’ profiles.

To access it, select Settings > System Users.

From this page you can add, remove and amend system users' details. You can use the search bar at the top of the page to easily search users by first name or last name.

Adding / Amending Users

Tables can't be imported directly. Please insert an image of your table which can be found here.

New UserSave

Detail First Last NameUsername PasswordSecurity RoleEmail Address Is ActiveSave

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First Name
Last Name

Username
Password
Is Active

Approved Interviewer
RecruiterEmail address
Department / Faculty
Company
Job TitleEmail Signature{SYSTEMUSERS.EMAILSIGNATURE}Mandatory requisition process?
Approve requisition process?
Can edit job

Use this field to specify the approval stage at which a user's editing rights are restricted, if applicable. Except from adding job notes.

The options are:

Until approval complete: Users can edit jobs until all approvers have approved the request. Editing is locked after approval.
At any time: Users can edit the job at any stage of the job authorisation process (or at any point in future processes).
Until approval started: Users can edit jobs until the job approval request is sent. Editing is locked once the approval process starts.

Approve offer process
Security role
Force password changeAllow to pass

If you have Single Sign On activated the username typically needs to be the same as the users email address. If in doubt check how your other users have been setup or give our support team a call.

There are several other sections within a system user’s profile. Below is an overview of what each section does:

Application Status

Historically, this section defined which candidate application statuses managers could see and change to (within the jobs they had access to), however it has become less important since Security Roles were introduced that allow users much more flexibility when defining a user’s access levels.

If statuses are selected here then this will override the security role settings and will only allow that user to see and change to the statuses listed in this section.

Jobs

View a list of jobs this user has been granted access to. For those users whose security role lists all jobs, then what is shown here will not be a true reflection of all the jobs they have access to. It will only display a list of jobs where the user’s name has been added in Job Access within a job.

User log

Here you can see the user's activities for last three months.

Update password

Reset a system user’s password by selecting here.

Copying a user

To create a new user, you can copy an existing user’s profile if required.

Select the check box next to the user profile to copy from
Press Copy from the left-hand menu
Amend the user’s first name, last name, email address, username and password, then press Save

Locked accounts

A System User's account is locked if they have entered the correct username, but the incorrect password 4 times in a row.

You can identify any users with locked accounts in the list of System Users as there will be a padlock icon next to the user's name.

This will also be recorded in the User’s log as illustrated below:

Unlocking accounts

Any user with access to edit a System Users' profile can unlock an account. Simply click the Edit button, click on Update Password, and trigger a password reset to that user.

When the locked user completes the password reset, their account is unlocked. The same is true if the user resets their password from the Login page.

Deleting a user

Deleting a user will remove them from the system. If you accidentally delete a user, please contact the Jobtrain support team to reinstate the user.

To remove a user, simply select the check box next to the user profile and choose Remove from the left-hand menu.

Please note:SettingsGeneral SettingsAddress BookRemove

Making a user inactive

If a user is absent for a long period of time, you may prefer to make the user inactive rather than removing them from the system completely. The user will not be able to log into Jobtrain but will remain a user in the system.

Tables can't be imported directly. Please insert an image of your table which can be found here.

Is ActiveDetail

If you have a number of users that you need to mark as inactive then we would recommend doing this from the list of system users page by using the De-activate User button illustrated below.

Once you are ready to activate users again, simply use the Activate Users button to give users permission to log back into the system.

FAQs

I am adding a new user, but an error message appears on screen saying the username already exists. I can’t find anyone with this username in the system.

There could be an archived user with the same username. Please contact the Jobtrain Support Team to find out or try using a different username.

Attachments (1)

System Users Client User Guide May 25.pdf
452 KB

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