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Creating & Configuring Users and Permissions (index)

  • Updated
    Tags:
  • access
  • create
  • hcm
  • User
  • Setup
  • Configure
  • Permission
  • Office
  • Edit
  • Parent

Overview

Updated 03/17/2023

 

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:

 

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
    INSIGHTS
    24/7
    Marketplace Integrations
    CHANGE
    Choice Screening
    Bold Analyze Reports
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.

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 
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  5. Fill out the information regarding the new users. 
    • User Type - Select a User Type his will reflect the access of the user.
    • 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.
    • 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 notifications@myavionte.com.

 

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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

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  3. Search for the User using the Search field

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  4. Click Edit Profile button

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  • 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
  • Timesheet Reminders:
    • None, Once, or Daily

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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.

  1. Click Account & Settings
  2. Click  User Accounts

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  3. Click Edit Access next to the username for which you need to alter permissions

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  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.

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User Permissions

 

Basic

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  • Job Board: Ability to search and create jobs
  • Business Intelligence (BI): Get insights into your data & drill into your key metrics
  • Tasks: Ability to create/share/assign applicant & contact tasks - Also includes Opportunities & Hotlist views
  • Applicant Tracking: Manage and search your applicants
  • CRM: Manage and search your companies and contacts
  • Document Manager: Use the Documents tab to create folders, add & share documents
  • Reports: Use the reports tab to view various reports, KPIs and data
  • Sub Vendors: User access into the Sub-Vendor Manager functionality

 

Modification Access

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  • 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

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  • Video interview: Connect applicants and hiring managers via online interviews
  • Search Closed Jobs: Allows searching of jobs by closed statuses
  • Call Lists: Create lists of applicants to extract and print
  • Merge Applicants: Allows merging of duplicate applicant profiles into a single one
  • Merge Companies & Contacts: Allows merging of duplicate contact or company profiles into a single one.  (not supported with Back Office integration)
  • Post Jobs: Create new job postings and make it available for public applications
  • Schedule & Share Reports: Schedule and send reports from the Analyze tab to others

 

Talent Intelligence

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  • Talent Compare: Find related applicants or match applicants to jobs just by visiting an applicants profile or talent page

 

Sourcing

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Management

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  • Recruit Manager: View all recruiter statistics, calendars and search talent by any representative, can mass update talent reps
    • Recruit Admin: Access to all private talent - requires Recruit Manager
  • Sales Manager: View all sales statistics, calendars and search CRM by any representative, view / edit company job requirements and templates, change company reps
    • Sales Admin: Access to all private companies and contacts - requires Sales Manager
  • Finance Admin: Ability to edit hire dates and financial details, sync QBO and Netsuite entities, view company invoices, view & edit submission and pipeline credit, remove extensions, reverse timesheet approvals, view & search for active, former and non-active placement statuses
  • Tax Admin: Access to personal identifiable information, such as birthdates, social security, and worker authorization
  • Last 4 SSN Search and View: 
  • View/Edit EEO Details On Tax Tab: Allows user to view and edit EEO Details on the Tax Tab of the Applicant/Talent Profile
  • Job Creation Admin: Allows user to create jobs and search entities outside of their office access
  • Company Restrictions: Allows user to edit company restrictions
  • Marketplace Admin: Allows user to perform advanced administration functions in the Marketplace
  • Timesheet Terms Admin: Access to Timesheet Approval Terms utilities widget
  • Covid Administrator: Allows User to access a talent's Covid Tracking tab

 

Back Office

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

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Email Integrations

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  • Email Add-Ins: Use Outlook to import applicants, create contacts, create jobs, sync emails, and view profiles or Gmail to sync emails
  • Email BCC Sync: Sync emails from any platform by BCCing mail@myavionte.com 
  • Auto Email Sync: Access to automatic email sync via your company email provider settings
  • Resume Eater: Parse resumes from any platform by forwarding them to resumes@avionte.com
  • Custom SMTP: Send emails using your own email address and attach documents to your mass emails

 

Extract

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  • Applicant Print: 
  • Extract to Excel: Extract your applicant, job, & CRM searches to excel

 

Configuration

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  • Template Editor: Customization options for applicant questionnaires, web applicant test, resume branding, manager feedback forms, and email templates
  • Resource: This person is viewable in user dropdowns
  • User Groups: Create user groups to share profiles, documents, and templates
  • Commission Allocator: Add & edit commissions
  • User Types Editor: Allow this user to edit user type configurations

 

Admin

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  • Table Editor: Customization options for most dropdowns in Avionté, such as tags, stages, and activities
  • System Email Settings: Access to Thank You Email & Unsubscribe system options
  • Utilities: Access to User accounts, Job board editor, System E-mail settings, Record archive, Logo Editor, & more
    • User Account Admin: Ability to administer all users and access
  • Create Recruiter Users: Ability to create new recruiter users.  Please note that creating new users will incur additional charges based on your contract.
  • Create Contact Users: Ability to create new contact users
  • Create Announcements: Ability to create and edit user announcements in the system

 

Background Checks

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  • Recruiter Review Access: Allow recruiter review access to background checks
  • Request Background Check: Able to send background check requests

 

Asurint

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Operational Reports

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  • Advapay Payroll: This is a special output report for users that use Advapay for payroll purposes.
  • SAGE 2.0: 
  • EEO: View detailed responses to your EEO questionnaires per each job title. This report is used primarily for EEO audit purposes.
  • KPI: View performance indicators per each stage of specific jobs. This reports how long (in days) it took to get to each job stage since the creation of the job
  • Snapshot:Quick report on all job orders
  • Latest Candidate Stage: Report on latest pipeline and nominate stages
  • Consultant Spend: Weekly report on consultant's hours worked, expenses, burden, and GP
  • Timesheet Status: View the status of timesheets (Open, Submitted, Approved, etc.) along with comprehensive timesheet details. This report is often used to audit weekly submissions and approvals
  • Contract Falloff: View upcoming contract end dates for a given time frame. This report allows you to understand when your contractors will become “on the market” again so you can line them up with another position.
  • Daily Consultant: View financial details on consultants and jobs per timesheet day for bill, pay, expenses, leave and cost of service information.  
  • Active Consultant: View consultants that are actively working on jobs along with details such as Job, company, manager, bill/pay rate, and time approver.
  • 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: Forecast of potential revenue and GP of jobs that are currently on the job board along with current candidates in process for these jobs, total openings, and other basic information. You may also filter by company, job types, and tiers.
  • Job Board Insight: Highly configurable report allowing you to individually select job details along with talent activities/stages. This report allows you to build out the data you want to see. Job details include Open positions, candidate hire date, pay rate, candidate rep, and position skills. Talent activities/stages include Nomination stages, pipeline stages, and candidates in progress.
  • Hiring Stats: Breakdown of the days required to complete each job stage for each hired candidate. Additionally, you can see the candidate source tag, as well as the web application source.
  • User Activity: View user statistics and KPIs for users of the system.
  • User Stats: View stats and KPIs for a user of the system
  • Contractor Snapshot: Snapshot of who was working on positions along with their bill/pay rates per job for a given date range
  • Dispositions for Filled Jobs: Displays EEO information for talent as well as time and date stamps of the talent's move through the Pipeline and Nominated Stages.
  • Starts Report: List of candidates who have started—or will start—on a job. View job details such as Position, company, start/end date, bill/pay rates, and candidate/nomination source.  
  • Hiring History: Started applicants and basic job information given a specified date range
  • Consultant Hours by Date: Aggregate totals of consultant hours by job given a specified date range along with basic job and pay/bill rate information
  • Back Office Commissions: View detailed commission, amounts, and percentages per individual jobs, based on an entered timeframe. This also displays the total bill, pay, burdens, and costs of service.
  • Leave Report: View consultant and contractor leave/sick days and hours taken per job and timesheet week as well as total timesheet hours logged for that week
  • Offer Recap Report: Details of offers given a specified date range
  • Web Test Results: Allows for collective web test results to be run for all talent in a given time period.
  • Analyze Time Report: View your detailed time captured via time sheet batch hours and group time for a specific date range.
  • Onboarding Compliance Report: Provides an overview of talent pending/completed onboarding tasks and placement status.
  • Job Board User: 
  • Invalid SIN: 
  • Job Detail: Displays the overall job details, over a given date range, regardless of Order Status
  • Job Post Summary: Shows jobs and details related to the posting of jobs on internal/external boards based on job creation date.

 

Recruiting Reports

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Sales Reports

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  • Sales Stats: View sales stats on homepage and dashboard
  • SalesActivities: 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 (aka Client Tasks Report)
  • Manager Processing: Report on manager and candidates in process with them
  • Contact Tags: Provides company contact details including all tags associated with the contacts.

 

Export Reports

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Offices

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INSIGHTS

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  • INSIGHTS ADMIN: Administer Users, Groups and Dashboard Access for INSIGHTS

 

24/7

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  • 24/7 ONBOARDING Task Workflow Admin: Able to create and edit 24/7 ONBOARDING Task and Workflow configurations.

 

Marketplace Integrations

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  • View Experian Potential Tax Credit Amount: Able to view Experian Potential Tax Credit Amount

 

CHANGE

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  • Client Portal Access: Access to CHANGE Black Client Portal
  • Payments: Access to CHANGE Black Payments in Client Portal

 

Choice Screening

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Bold Analyze Reports

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  • Workers Comp Claim Details: This report shows all non-cost related details associated with a Workers Comp Claim.
  • Unemployment: Lists all unemployment claim information by talent.
  • Comprehensive Job: Shows a comprehensive list of information associated with a job.
  • New Hire: This report shows all new hires that received their first paycheck within a specified date range
  • Department of Labor: This report provides a summary of the number of talents by branch and how many total hours they have worked.
  • Unapplied Cash: This report displays all unapplied cash.
  • Billing by Work State: This report displays billing totals by work state.
  • Company Trend: This report helps to compare specific numbers in different time period- weeks, months, quarters and year.
  • Federal EEO Component 2 Reporting: This report gives Federal reporting of EEO-1 Component 2 information. This was created based on the specifications found on the EEOC.gov website.
  • Federal EEO Reporting: This report gives Federal reporting of EEO-1 information. This report was created based on the specifications found on the EEOC.gov website.
  • Talent W2 Details: Offers detail look at the tax associated with a Employer's Talent.
  • Talent T4 Details: Offers detail look at the tax associated with a Employer's Talent (Canada)
  • Table Editor Details: Lists out all the Categories and Sub Categories on the Table Editor.
  • Comprehensive Agency: This report provides a summary of an agency or agencies by pulling basic information and pay history
  • Talent Certification: This report populates talent certification data to pull all available assigned or missing certifications
  • Talent Document: This report populates with available document information including document types and missing documents
  • Talent Adobe Document: This report lists all completed Adobe eSignature documents for each employee along with the completed date (aka Talent Adobe E-Signature Document Info Report).
  • Worker Comp Code Setup: This report displays list of the Worker Comp Codes.
  • PO Number Info: Gives information associated with a PO number (aka Purchase Orders)
  • Company Document: This report provides all the information related to the company's document.
  • Talent Trend: This report shows the hours of an Talent in different time period- weeks, months, quarters and year.
  • Talent Pay Detail per Pay Code: This report breaks down a talent’s pay by pay code in detail.
  • Talent Payroll Tax Detail with Pretax: This report displays a detailed breakdown of talent taxes with pretax deduction types and amounts.
  • Comprehensive Contact: Shows a comprehensive list of information associated with Contact in front office.
  • Paycheck/Invoice with a Gap: Lists paychecks or invoices with time gaps in the sequence.
  • 401K Census: Details of 401K Deduction and 401K Contribution for Employee.
  • State Saves Talent Contribution File: Required employee contribution information for California, Illinois, Maryland, Oregon, and Connecticut state savings
  • State Saves Talent List: Required employee information for CA, CT, IL, MD, and OR state savings
  • Client Billing: This report shows a detailed summary of client billing information.
  • ACA Census: Details of ACA deductions and eligibility for Employee
  • IL Equal Pay Act: The IL Equal Pay Act report is used to upload talent data to the State of IL to comply with the Equal Pay Registration process.
  • Oregon Statewide Transit Tax: Displays statewide payroll tax that employers withhold from talents.
  • Comprehensive Placement: Shows a comprehensive list of information associated with a placement.
  • Comprehensive Talent: This report provides a summary of talent(s) by pulling basic information as well as work and pay history
  • Comprehensive Company: This report provides a summary of a company by pulling basic information, lead and sales history, and employee hours
  • Talent - Tax (2020 form and above): This report is intended to provide talent data from the 2020 tax tab in Back Office.
  • Talent - Tax: This report breaks down the amounts of each tax that each talent (including tax-exempt talent) is withholding
  • Talent - Direct Deposits: Details talent direct deposit information.
  • Talent - Deduction Contributions:  This report gives detailed deduction/contribution information
  • Talent - Current Accrual Balance: The Accrual Balance as of Today provides talent accrual information as of the day the report is run.
  • Talent - Benefits: Displays details of benefits enrollment for each talent.
  • Taxes Summary: This report shows a breakdown of the amounts owed for each tax type, as well as a summary.
  • Check Register: This report is a good resource to crosscheck with payroll before submission.
  • Check Register CA: This report is a good resource to crosscheck with payroll before submission (Canada)
  • Accrual History: This report provides talent accrual history information.
  • Deduction Submittal: This report provides detailed information that will accompany a check to the agency/deduction authority
  • Get W2 Details: This standard report provides various details for talent W2s useful for year-end business planning
  • Get Talent Fed W2: This report shows all federal W2 information for a talent.
  • Get Talent Local W2: This report shows all local W2 information for a talent.
  • Get Talent State W2: This report shows all state W2 information for a talent.
  • Get Talent SUI Wage Details: Details of Talent SUI Wage
  • Local Tax WH: Lists local tax withholding by Talent.
  • State Tax WH: Lists state tax withholding by Talent.
  • SUI Amount: Lists amounts paid for SUI tax.
  • Payroll Direct Deposit: Lists the direct deposit checks distributed.
  • Payroll Contribution: Shows employer contribution amounts for payroll.
  • Transaction Info: Gives detailed information of all processed transactions.
  • Transaction Info - CA: Gives detailed information of all processed transactions (Canada)
  • Daily Hours: Details daily hours for talents.
  • Transaction Detail Info: Gives detailed information of all processed transactions.
  • Accrued Hours: Details total hours for talents within a specified time period.
  • Worker Comp Cost: This report displays a very detailed list of the Worker Comp Codes and Costs
  • Placement Commission User Info: To pull placement and commission user information from the Front Office.
  • Gross Profit and Hours Comparison: Compare how much gross profit a company is making in two different date ranges.
  • AR Aging: View outstanding AR aging in detail. Quickly track and analyze your receivable dollars
  • Invoice Finance Charge Details: Gives details of the Finance Charges applied to invoices.
  • Cash Receipt: This report gives the details of the amount of cash incoming and the source of those payments
  • Invoice Register: Displays invoices that have been billed.
  • Sales Tax Filing: This report is useful for filing sales tax at end of year.
  • Discount Usage: This report shows the discount amount per transaction type.

 

 

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

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  6. Search for user by User Name, then select user by clicking on user name.

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  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)

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  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

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

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Old Warning Message When Setting A User As Inactive

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Setting HCM User Back To Active

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

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