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Managing User Accounts

Learn about managing user accounts, including creating users and managing permissions and removing access.

Kate Jones avatar
Written by Kate Jones
Updated over a week ago

Talos allows you control over a users access on the system, including creating and removing users access as well as what permissions a user has access to do within the ATS.

Permissions can be set a user level, which allows you complete control over specific users access on the system.

Note: you will need to have access to the ‘System Administrator' permission in order to create, edit and remove user accounts on the ATS.

Adding a new user

To create a new user account, you will need to access the ‘User Admin' screen, which you can access here when signed into the ATS.

Within the Users Admin screen, click on the ‘Add New User’ button which will take you to the ‘Add User’ screen, or, alternatively, you can click here.

The top section of the ‘Add User’ screen contains the personal details of the user, such as First Name, Last Name and Email, password and locale settings:

The bottom section contains the Modules and Account Permissions which can be assigned to the user:

Note: the password will need to meet a security requirement. Any password which has a Strength of ‘Bad’ or ‘Weak’ will not allow you to setup the user, as the password isn’t strong enough. The password can be auto-generated on this screen with the Welcome Email sending to the user so they are able to setup their own password to the system.

Note: if the user you are creating the account for requires all available modules to be assigned, you can click on ‘Select All’ which will switch on all available modules to the users account.

Once you are happy with the user account, including permissions and modules, click on the ‘Create User’ button at the bottom of the page and this will create the new user account.

Assigning new user to hierarchy team

On the ‘User Saved’ screen, you can click the links available to take you to the Manage Users screen, or, alternatively, you can assign hierarchy teams for the new user account you have just created by clicking the ‘Assign User to Teams’.

Assigning a user to hierarchy teams on the system will allow the user to see any jobs that are posted to the hierarchy teams they have access to.

Simply select the team(s) as necessary. Users will often be given explicit access to one or more teams, if this team has sub teams in it then the user will be given implicit access to those sub teams underneath it.

Example: the user has been explicitly added to “Retail” and therefore they now have implicit access to “North” as well as “Area 1” and “Area 2” under North and they also have access to ‘South’ and Area 1 under South.

Once you are happy with the user access, click on ‘Save Teams’ in the lower right-hand corner of the screen.

Assigning new user to Posting Teams

If a user account needs to post roles on the ATS, they will need to be added to the posting team(s). To assign users to the posting settings, please click here to load the ‘Teams admin’ screen.

Click the 3 lines under the ‘Actions’ column and then click ‘Assign Users’:

On the ‘Assign Users to Workflow’ screen, users will need to be assigned to the ‘Selected Users’ column from the list under the ‘Available Users’. To do this, you can select the user account in the list and click on the single arrow to move the user account over to the Selected Users column.

Users can also be moved in bulk, by highlighting each user that needs to be assigned to the posting team and assigning these users by clicking on the single arrow under the Available Users column.

All users in the Available list can also be moved over by clicking on the double arrows button.

To remove a users access to the posting team, the user will just need to be moved from the Selected Users list to the Available Users list using the arrows:

Once you are happy with the access to the posting team, click on ‘Save Users’ at the bottom of the screen.

Note: each posting team will need to be individually assigned to users on the system.

Your new user account is now created!

Amending a users access

In the User Admin screen, you will see a list of users that are currently set up in Talos. This will include active and inactive accounts. You can filter the user list by searching the users name or email address within the filter search box:

Once you have found the user account you need to amend, click on the 3 lines next to the user account on the right-hand side of the screen. There will be two options you can select from. The ‘Edit’ option will let you amend the user’s details, permissions, milestone access, and modules. The ‘Manage Teams’ option will let you amend the hierarchy team access the user has access to:

Amending users permissions, modules and milestone access

In the Users Admin screen, if you click on the ‘Edit’ option when amending a users access on the system, this will take you to the ‘Edit User’ screen, where you can amend:

  • Personal Details

  • Permissions

  • Modules

  • Milestones

The users accounts details are shown at the top of the page across all tabs. The first tab that is loaded is the users module access:

Next is the ‘Permissions’ tab. Here there will be several options that can be enabled on the users account. This includes options such as locked down templates, setting unbiased on the user account, must follow a certain process (requisition or ATR) and can change vacancy visibility:

Milestone/Bucket restrictions can also be amended for users too from this screen. On the ‘Bucket Restrictions’ tab you will be able to select the milestones the user has access to on vacancies, such as the ‘In Progression’ stage or the ‘Offered’ stage etc:

Email settings allows you to set a specific email signature against a user when they send an email from the system.

Change Password allows you to update the password for a user.

Once you are happy with the changes that have been made to the user account, you can click the ‘Update User’ button which can be found in the lower right-hand corner of any of the tabs in the Edit User screen.

Amending users Hierarchy Teams Access

If you click on ‘Manage Teams’ this will take you to the ‘Assign User to Teams’ page. The steps to amend a users hierarchy teams access can be found in this guide here.

Amending users access to Posting Teams

If a user needs to have access to post roles on the ATS, or needs to be removed from any posting settings as they no longer need to post roles for certain teams etc, this can be actioned within the ‘Manage Settings’ administration screen in the ATS Configuration screen. The steps to amend a users hierarchy access can be found in this guide here.

Removing user access

To remove a users access to Talos, you will need to access the ‘User Admin' screen, which you can access here when signed into the ATS.

In the User Admin screen, click on the 3 lines next to the user account you would like to remove access for, and then click on ‘Edit’:

On the ‘Edit User’ screen, click on the ‘Permissions’ tab and then untick the box next to ‘User is Active’:

Next, click on the ‘Modules’ tab and then untick all of the modules that have been assigned to the user:

Tip: if a user has a lot of modules, you can select the ‘Select All’ button and then select it again to remove all modules together!

Once the above access has been removed, click on ‘Update User’ which can be found in the lower right-hand corner of any of the tabs in the Edit User screen.

Remove user access to Hierarchy Teams

If you click on ‘Manage Teams’ this will take you to the ‘Assign User to Teams’ page. The steps to amend a users hierarchy teams access can be found in this guide here.

You will just need to unselect any teams that have been highlighted.

Removing user access to Posting Teams

If a user needs to be removed from any posting settings this can be actioned within the ‘Manage Settings’ administration screen in the ATS Configuration screen. The steps to amend a users hierarchy access can be found in this guide here.

FAQ

Why can’t a user post on Talos - they have access to the Posting module?

The most common issue is the user has not been added to the posting team(s) that have been assigned to the hierarchy teams the user has access to. You can check this, and assign the correct access by following the ‘Assign user to Hierarchy Team’ steps here.

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