Creating & Configuring Users and Permissions

Overview

Updated 05/16/2022

If you have a new employee that needs to be added to the AviontéBOLD system, this article will assist you. You can navigate from the Account & Settings menu to User Accounts and set up new users to get them in the system and recruiting.  This article outlines setting up a new user, as well as configuring their permissions.

Click on the links below for more information:

• Set up User Types and Permissions
• Utilities options and setup (index)
• Table Editor (Index)
• Dashboard Widgets

Create New Users
Editing Existing User's Profile
Configuring User Access & Permissions
User Permissions
    Basic
    Modification Access
    Features
    Talent Intelligence
    Sourcing
    Management
    Back Office
    Email Integrations
    Extract
    Configuration
    Admin
    Background Checks
    Asurint
    Operational Reports
    Recruiting Reports
    Sales Reports
    Export Reports
    Offices
BOLD Users – Linking FO and BO users
Reactivating Inactive Users
    Setting HCM User As Inactive
    Setting HCM User Back To Active

Create a New User

Once you create a new User, you may need to add them to a User Group.

• Click here for the article on Editing a User Group

Example: The admin may need to add that user to the Recruiter User Group, which has permissions to send Talent Tasks/Adobe docs/Customer Contracts.

Note: If creating Back Office Users, the User must first be created in AUM before being configured in Admin Tools.  Back Office areas can be configured per user via Admin Tools > Form.

1. Click on Account & Settings
2. Click on Utilities
3. Click on User Accounts
4. Click on the Create New HCM User button 
   
   
   
5. Fill out the information regarding the new users. 
   • User Type - Select a User Type his will reflect the access of the user.
     • • Click here for more information on User Types.
     • You may also alter this user's permissions individually
       • Click here for information on configuring User Access & Permission
         
         
   • Home Office - Select the office in which this user works. This will be the default office for this user.
     
     
   • Office Access - Check off all Offices to which this user should have access. If an office is not selected here, the user will not be able to see records from any offices which are not selected.
     
     Note: Users' office visibility will only be restricted if the User access is configured accordingly. Office Access must be selected in their Access setup in order to restrict visibility to other offices.
     
     • Click here to go to the Office Access section
       
       
   • Welcome Email - Set this to Send if you want to send an email to this new user once you click Create.
     • If you would rather send the user their credentials at a different time, set this to Don't Send. 
       
       
6. Click Create and your new user will be sent their login credentials
   • Keep in mind that if the new user does not see the email in their inbox, have them check their spam folder. The welcome email is sent from [e-mail].

Once the user is created, their name will appear in the User Accounts list.

Editing Existing User's Profile

1. Click on Account & Settings
2. Click on User Accounts
   
   
   
   
3. Search for the User using the Search field
   
   
   
   
4. Click Edit Profile button

• Name
• Email address
• User time zone
• User status (Administrators can use this to deactivate users in Avionté)
• Home Office
• Address (Country, City, State, Address, Zip)
• Phone number
• Click to dial options
• Email notifications:
  • Receive Applicant Emails: None, For all jobs, Only for my jobs
  • Receive New, Filled, Converted, Extended and Terminated Job Emails: None, For all jobs, Only for my jobs

Configuring User Access & Permissions

Now that the user is created, they will be able to create a password and log in to AviontéBOLD. However, administrators will want to also take some time to configure their user settings. As an administrator, you have the ability to grant access levels to your organization’s users. Below is a guide to editing the user profile and access level permissions. Please note that not all options may be available to you. Certain features are dependent on the product you are using.

• Click here for more information on Creating & Configuring Users

1. Click Account & Settings
2. Click  User Accounts
   
   
   
   
3. Click Edit Access next to the username for which you need to alter permissions
   
   
   
   
4. Check or uncheck boxes in the permissions list. If the box is checked, the user will have permission to that action or feature. Use the chart below to learn more about the available permissions.
5. Click Save.

User Permissions

Basic

• Job Board: 
• Business Intelligence (BI): Access to Avionté BI reporting tool
• Tasks: Tasks tab and assigning tasks – (Applicant/Talent tasks, Company tasks, Opportunities, Hotlist)
• Applicant Tracking: Access to applicant tracking tab and search functionality
• CRM: 
• Document Manager: Access to view documents on the applicant/talent, company, or job pages
• Reports: Reports tab access to back office reports (pay and bill overview)
• Sub Vendors: 

Modification Access

• Delete / Edit Own: The user can only delete their own entries
  
  • Talent
  • Companies
  • Contacts
  • Documents
  • Sub Vendor Contacts
• Delete / Edit Admin: The user can delete any entries
  
  • Talent
  • Companies
  • Contacts
  • Jobs
  • Documents
  • Sub Vendors
  • Sub Vendors Contact

Features

• Video Interview: Ability to create Video Interviews
• Search Closed Jobs: 
• Call Lists: Ability to create call list within the applicant search
• Merge Applicants: Ability to merge duplicate applicants/talent in an applicant search
• Merge Companies & Contacts: Ability to merge duplicate companies and contacts
• Post Jobs: Ability to post jobs
• Schedule & Send Reports: 

Talent Intelligence

• Talent Compare: 

Sourcing

• Mass Applicant Importer: Mass upload applicants/talent via CSV
• Spotlight Search: Ability to use the Spotlight job board search (Paid feature)

Management

• Recruit Manager: Ability to view all recruit stats and other recruiters from drop down menus
• Recruit Admin: 
• Sales Manager: Ability to view all sales stats and other sales from drop down menus
• Sales Admin: Ability to view Companies marked as 'private'
• Finance Admin: Ability to edit job details (pay, bill, contract start/end date), edit hire details, edit threshold (job search)
• Tax Admin: 
• Last 4 SSN Search and View: 
• View/Edit EEO Details On Tax Tab: 
• Job Creation Admin: 
• Company Restrictions: 
• Marketplace Admin: 
• Timesheet Terms Admin: 
• Covid Administrator: 
• Covid File Manager: 

Back Office

(*Back office) Approve timesheets, access to batch hours, timesheet reports, and all other back office reports

• Timesheets: 
• Timesheet Approver: Can approve timesheets on behalf of hiring managers
• Back Office Manager: 

Email Integrations

• Email Add-Ins: Access to add in buttons in outlook (import applicant/talent, create contact, create a job order, sync email and view profile)
• Email BCC Sync: 
• Auto Email Sync: Access to automatic email sync via your company email provider settings
• Resume Eater: Ability to parse resumes using [e-mail]
• Custom SMTP: Send emails from your company email address

Extract

• Applicant Print: Access to print an applicant’s/talent profile
• Extract to Excel: Ability to extract Job, Applicant, & CRM searches to Excel

Configuration

• Template Editor: Access to Template Editor and all of the templates within it
• Resource: Ability to search by rep - this also determines whether a user is viewable in user dropdowns.  
• User Groups: Ability to create  and edit user groups
• Commission Allocator: Ability to edit/assign commissions

Admin

• Table Editor: Access to table editor and drop down menus
• System Email Settings: Email settings in Utilities (Turn on Google Domain) or create a Thank You email for web apply response, Unsubscribe e-mail feature
• Utilities: Ability to edit user access & Utilities tab (User accounts, Table editor, Careers Pages Edit (Job board editor), System E-mail settings, Record archive, Template editor, Logo Editor)
• Create Users: 

Background Checks

• Recruiter Review Access: 
• Request Background Check: 

Asurint

• Bill to Company: 

Operational Reports

• Advapay Payroll: 
• SAGE 2.0: 
• EEO: Equal Employment Opportunity Report
• KPI: Key Performance Indicator report based on all open reqs and the nomination stages
• Snapshot: Quick report on all job orders
• Latest Candidate Stage: Report on latest pipeline and nominate stages
• Consultant Spend: Weekly report on consultants hours worked, expenses, burden, and GP
• Timesheet Status: 
• Contract Falloff: 
• Daily Consultant: Daily report on consultants and their hours worked and wages earned
• Active Consultant: Report on reqs with active contractors
• Consultant Markup: Report on all applicants/talent and the markup cost to the client
• Purchase Order: Report on all open purchase orders
• Consultant Forecast: Forecast report on total rev, cost of service and GP per consultant
• Job Board Forecast: Report on open jobs and potential revenue
• Job Board Insight: Configurable report on job board details and talent data
• Hiring Stats: Report on closes by representatives
• User Activity: 
• User Stats: 
• Contractor Snapshot: 
• Dispositions for FIlled Jobs: 
• Starts Report: 
• Hiring History: 
• Consultant Hours by Date: 
• Back Office Commissions: 
• Leave Report: 
• Offer Recap Report: 
• Web Test Results: 
• Analyze Time Report: 
• Job Post Summary: 

Recruiting Reports

• Talent Activities Report: 
• Recruit Stats: View recruiting stats on Homepage and Dashboard
• Candidate Processing: Reporting on candidate’s interview stages
• Candidate Contact Details: Report on the candidates contact information
• Applicant Marketing: Report on number of applicants/talent and where they appeared from
• Hotlist Report: Report on hot list and applicants/talent associated with them
• Recruit Tasks: Report on all recruiting tasks
• Position Categories: Report on specific positions categories
• Declined Candidates: Report on all declined candidates

Sales Reports

• Sales Stats: View sales stats on homepage and dashboard
• Sales Activities: Report on sales calls/emails with clients
• Client Contact Report: Report on clients contact details
• Opportunities: Report on new leads
• Sales Tasks: Report on all sales tasks
• Manager Processing: Report on manager and candidates in process with them

Export Reports

• Paycom Hired Records Export: 
• Quickbooks Perm Export: 
• NetSuite Invoice Export: 
• Xero Invoice Export: 
• HROI Timesheet Export: 
• E-Signature Document Audit: 

Offices

• Restrict access to Talent by office: 
• Restrict access to Companies by office: 
• PEO Restrictions: 

BOLD Users – Linking FO and BO users

If a client user in BOLD is a user for both the front office and back office, then those user accounts need to be linked to ensure correct client billing each month. This will prevent the client from being billed for duplicate user accounts.

If the user is only a front office user, and does not log into back office, then this does not apply.  Likewise, if the user only logs into back office, but not front office, then this does not apply. The process described below is required only if the user exists in both front office and back office.

Note: If creating Back Office Users, the User must first be created in AUM before being configured in Admin Tools.  Back Office areas can be configured per user via Admin Tools > Form.

1. To link accounts, log into Avionte Bold Back Office.
2. Navigate to Admin Tools
3. Click on Employer
4. Go to User
5. Click on the Add/Edit button
   
   
   
   
6. Search for user by User Name, then select user by clicking on user name.
   
   
   
   
7. Under Contact Method for the user enter in:
   1. Type = Bold Username
   2. Value = Bold front office username (email address used to log in)
      
      
      
      
8. Click the Save button

This action should be completed on each user that is added to Avionte that logs into both front office and back office.   Additionally, if the front office log in changes (ie the email address changes) then the value needs to be updated in back office.

Reactivating Inactive Users

Update - October 2020

In order to be able to re-activate a user, you need to have Utilities access. Once you have moved the user from Inactive to Active, a message should appear with the proper billing notifications. 

If someone is removed from the system, you can add them back in. This allows you to avoid a call to support to reactivate the user. 

 

 

Setting HCM User As Inactive

 

Old Warning Message When Setting A User As Inactive

Setting HCM User Back To Active

Users with Utility Access can set HCM users back to Active Status