What’s included in this guide:
User Settings
This area of JTGO contains your basic personal user details.
To access your user settings simply select Your initials (top right) > User Settings. |
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From here you can view and update the below information. To make any changes simply amend the relevant entry and then select Save.
System Users
Video guide
This section is where you can create and update existing users’ profiles. To access it, select Settings > System Users. |  |
Amending User Profiles
Your JTGO ATS comes with 10 pre-set user profiles which can be allocated to your system users. Select Edit against any of the user profiles that have not yet been allocated. Update the First Name, Last Name, Email and Job Title of the user.
Select the appropriate Security Role (either HR Superuser or Hiring Manager).
If your system user must have jobs approved before they can be advertised, toggle Mandatory requisition process on. |
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Create a unique and memorable username for the user.
Not all fields in the Detail tab are essential when creating a new user. To allow a user quick access, add their First and Last Name, choose a Username and Password, Security Role, Email Address, and toggle to green Is Active. Press Save once complete.
Name of field | Instruction |
First Name | Add a first name |
Last Name | Add a last name |
Username | This must be unique. There can be no more than one user in the platform with the same Username |
Password | Can only be added here upon setting up a new user, passwords cannot be reset from this page |
Is Active | If toggled to yes, the user can access the platform. If toggled to no, the user will be unable to access the platform |
Approved Interviewer | This should be enabled for the user to be added as an interviewer in the Calendar Event Manager feature |
| Recruiter | This setting is linked to the 'Recruiter’ field on the job details page. If enabled, the user appears in the dropdown list under the recruiter field on the job details page. |
Email address | Add an email address |
Department / Faculty | Leave this field blank. If a department is included here, the user will only be able to see jobs in that department that they have been granted access to |
Company | Add a company name |
Job Title | Add a job title |
Email Signature | If an email signature is included here it can pull into any emails that user sends if {SYSTEMUSERS.EMAILSIGNATURE} merge field is used. Please note this excludes any automated emails sent on the back of a status change |
Mandatory requisition process? | If toggled to yes, any jobs this user adds must go through approval |
Approve requisition process? | If toggled to yes, this user can override approvals on behalf of the set approver. Typically, only Superusers have this enabled |
Override approved requisition | If toggled to no, this user is unable to make changes to a job after it has been approved (except from update the status of a job) |
Approve offer process | If toggled to yes, the user can approve offers |
Security role | Set the security role. This defines the user’s access levels |
Force password change | If toggled to yes, this user will be forced to change their password once it's been changed for them e.g. if they are a new user |
Allow to pass | Leave this marked as yes |
Once the user profile is allocated to a user they can follow the Forgot Password process to gain access to JTGO and set their own secure password.
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.
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 users with locked accounts in the list of System Users as there will be a padlock icon next to the System 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.
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.
| To make the user inactive, open their profile and switch the Is Active toggle to red in the Detail section. |  |
