Overview

A number of iCIMS Talent Cloud products use the following user creation process, including:

• iCIMS Applicant Tracking (ATS)
• iCIMS Offer Management
• iCIMS Onboarding
• iCIMS Connect (Legacy CRM)

User admins can create new users and manage user access. Once you have been assigned user admin access to the system, you can create new users individually by using the Create Person tool (Create > Person > Person) or in bulk by using the Person Import tool (Create > Person Import).
 
Note: Users may also be added automatically through an HCM or HRIS integration, if applicable. If users have already been added to your system, you can skip to the role and login group sections of this article.

After the new user’s profile has been created, user admins can also add roles and a login group to a user’s profile.

• Roles determine whether the user displays in role-related searches and lists. System roles include Contact (Person), Candidate, Employee, and Hiring Manager. An individual can be assigned more than one role; roles cannot be unassigned. 
  • For high-level information about roles within these systems, review the Person Profile section of the Introduction to the Person Profile article.
• Login Groups determine a user’s access to functionality and profiles within the system. Login groups are set up to support each organization’s specific access requirements. Each user can only be part of one login group at a time.
  • For general information about user groups, review the Common Definitions of User Licenses and User Groups article. (Your organization may also have internal reference material regarding the specific user groups configured for your organization.)

Whether a user admin uses New iCIMS or classic iCIMS within the system affects the layout of the user’s profile, which may change specific steps in the profile update process. This article covers information for both experiences, and refers to the New iCIMS Global Person Profile and the classic iCIMS Person profile to distinguish these profiles.

This article covers the following topics:

• Creating New Users Using the Create Person Tool
• Assigning Roles from a Global Person Profile or Person Profile
• Assigning and Managing a User's Login Group

For more information about using the Person Import tool to import multiple individuals’ information at once, review the Using the Person Import Tool article. 
 

 Creating New Users Using the Create Person Tool

The Create Person tool allows a user admin to create a single new user profile in the system. (If you wish to add multiple new users at the same time, review the Using the Person Import Tool article to determine if you would rather use that method.) 
To add a new user using the Create Person tool, complete the steps below:

1. From the menu bar, select Create, then Person, then Person.

• Note: In some systems, Hiring Manager and Employee options also display in the Create > Person menu. (Newly-provisioned systems generally do not have these options.) If available, selecting either option automatically assigns that role to the new profile. For more information on roles, review the Assigning Roles from a Global Person Profile or Person Profile section of this article. 

2. Enter the user’s name and email address into the applicable fields, then select Next. 
3. On any subsequent pages, enter information into all required fields and provide additional information as needed, then select Finish to save the information. The newly-created profile displays. 

• Notes: 
  • If New iCIMS is enabled, the Global Person Profile displays. If New iCIMS is not enabled (that is, you are using classic iCIMS), the Person profile displays. 
  • While there are some design and functionality differences between these two profile types, they serve the same fundamental purpose: to provide review and edit access to information about a person in the system. Either profile type can be used to assign roles or a user group.  
    • For more information about the Global Person Profile, review the Navigating the Global Person Profile article. 
    • For more information about the Person profile in classic iCIMS, review the Introduction to the Person Profile article. 

Assigning Roles from a Global Person Profile or Person Profile

After a user’s profile has been created in the system, user admins can add one or more roles (like Employee or Hiring Manager) to a user’s profile. The roles assigned to a profile determine whether the user displays in role-related searches and lists. To add a role to a profile, navigate to the user’s Global Person Profile (or Person profile in classic iCIMS) and complete the steps below:

1. Select the Role tab to update or review the user's assigned roles.
   • If you are on a New iCIMS Global Person Profile, you may need to select Additional Info > Role to display the Role tab.
   • If you are on a classic iCIMS Person profile, you may need to select More > Role to display the Role tab.
2. If the profile should have additional roles assigned, select the Create [Role] Profile link next to each relevant role. The profile refreshes. If necessary, return to the Role tab to assign any additional roles.
   • Note: When a new role is assigned, new sub-tabs may display in the left panel of the Additional Info tab in New iCIMS (or new tabs may display at the top of the Person profile in classic iCIMS). These role-related tabs provide access to additional fields on the profile that can be completed if necessary and may be specific to your organization’s implementation and configuration.

Assigning and Managing a User’s Login Group

After a user’s profile has been created in the system, user admins can assign a login group to that user’s profile. All users must have an assigned login group in order to log in to the system. The specific login group assigned determines that user’s access permissions within the system.

Note: An organization must have either unlimited licenses or at least one license remaining to successfully assign the user to a login group.

A login group can be assigned or managed from the user’s profile or from System Configuration. The steps to update a user’s login group are available in the following three sections of this article: 

• Assigning, Managing, or Removing a User's Login Group from a Global Person Profile or Person Profile
• Assigning a User's Login Group from System Configuration
• Managing or Removing a User’s Login Group from System Configuration

 

Assigning, Managing, or Removing a User's Login Group from a Global Person Profile or Person Profile

To assign, manage, or remove a login group from a user’s profile, navigate to the user’s Global Person Profile (or Person profile in classic iCIMS) and complete the steps below:

1. Select the Login tab.
   • If you are on a New iCIMS Global Person Profile, you may need to select Additional Info > Login to display the Login tab.
   • If you are on a classic iCIMS Person profile, you may need to select More > Login to display the Login tab.
2. Select Edit. 
3. Select the Login Group dropdown, then complete the appropriate action below:
   • To assign a login group or move the user to a different login group, select the name of the login group to assign to the user. Select Save to save this change.
   • To remove the user’s login group entirely, select the X near the right side of the dropdown field, then select Save.

 

Assigning a User's Login Group from System Configuration

To assign a login group from System Configuration, complete the steps below:

1. Search System Configuration for License Management or navigate to Admin > System Configuration > System > General Platform > License Management. Select Open.
2. Select the name of the login group that you wish to assign to the user. The panel expands.
3. Select Add User, select the user to add, and verify the name of the login group in the Destination Group field. Select Add User.

 

Managing or Removing a User’s Login Group from System Configuration

To manage or remove a login group from System Configuration, complete the steps below:

1. Search System Configuration for License Management or navigate to Admin > System Configuration > System > General Platform > License Management. Select Open.
2. To move a user from one login group to another or to remove a user from a login group, select the name of the login group that they are currently assigned. The panel expands.
3. Check the checkbox to the left of the user’s name, then complete the appropriate action below:

• To move the user to a different login group, select Change User Group, then select the Destination Group, then Move Selected Users.
• To remove the user’s login group entirely, select Remove User, then select Remove Selected Users.