Add/Edit User

From the Add/Edit User page, you can create user records for new hires and update existing user records for internal hires. All existing and pre-populated fields are editable.

To access the Add/Edit User page, click Create, Update, or Edit on the Manage Hired Applicants page.

Create User Record

When creating a user record for an external candidate that is in a Hired status, all fields on the Add User page are pre-populated from the candidate's application. The following information displays for each candidate:

Field Description
Prefix
First Name
Middle Name
Last Name
Suffix
Username This field displays the candidate's username as defined on their application.
User ID This field is configured by a backend setting. For example, the User ID could be configured to be the user's first and last name (i.e., jeremyjohnson) as defined in the First Name and Last Name fields.
Original Hire Date This field displays the most recently saved start date defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the date on which the candidate's status changed to Hired.
Compensation Currency This field displays the most recently saved currency defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the currency defined on the job requisition for which the candidate was hired.
Display Language
Signature
Active This option is checked by default to indicate that the user is an active user in the system. Note: The user does not become active until the user record is successfully saved.
Absent This option is unchecked by default. Checking the box indicates that the user is still active but is on a leave of absence or on vacation.
Allow Reconciliation This option is unchecked by default. Checking the box allows the system to deactivate the user if they are not in the data feed.
Image If a candidate uploaded a photo via their application, then the image appears to the left of the general information section on the Add User page. Note: An applicant's ability to upload a photo is configured by the administrator in General Preferences.
Address Line 1
Address Line 2
City
State
Zip
Country
Phone
Fax
Email Address
Manager This field displays the most recently saved hiring manager as defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the hiring manager defined on the job requisition for which the candidate was hired.
Division This field displays the most recently saved division as defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the division defined on the job requisition for which the candidate was hired.
Position This field displays the position defined on the job requisition for which the candidate was hired.
Location This field displays the most recently saved location as defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the location defined on the job requisition for which the candidate was hired.

Update User Record

When updating a user record for an internal candidate, all fields are unchanged from the existing employee's user record except for the following fields:

Field Description
Manager This field displays the most recently saved hiring manager as defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the hiring manager defined on the job requisition for which the candidate was hired.
Division This field displays the most recently saved division as defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the division defined on the job requisition for which the candidate was hired.
Position This field displays the position defined on the job requisition for which the candidate was hired.
Location This field displays the most recently saved location as defined on the candidate's offer letter. If no offer letter exists for the candidate, then the field displays the location defined on the job requisition for which the candidate was hired.

Save or Cancel

Once all fields are completed, click Save. This creates the user record for external candidates and updates the user record for internal candidates. Clicking Save also replaces the Create/Update button in the Employee Info column on the Manage Hired Applicants page with "Done." Click Cancel to return to the Manage Hired Applicants page without saving any changes.

Note: External candidates for whom a user record is created can still access their candidate profile using their original login credentials.