Overview

iCIMS Candidate Relationship Management (CRM) is a powerful tool that organizations can use to recruit, attract, and engage qualified candidates. Working seamlessly with iCIMS Applicant Tracking (ATS), CRM provides search and email capabilities that enable recruiters to find and communicate with the best-matching candidates for their jobs.

iCIMS Candidate Experience Management (CXM) combines the functionality of traditional candidate relationship management technology with AI-enhanced marketing automation capabilities to assess candidate engagement and automate campaigns.

For more on CRM, review the Getting Started with iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM) article.

Note: Many of the user management tasks in this article have two sets of instructions: one set for customers with CXM or CRM and iCIMS ATS, and a second set for customers using CRM as a standalone product or with a non-iCIMS ATS.

This article includes the following sections to assist recruiter admins in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM):

• About the Recruiter Admin Role
• Using the Admin Settings Page
• Viewing and Editing Pipelines
• Deactivating and Purging Candidates
• Creating and Configuring Talent Network Sign-Up Forms

 

About the Recruiter Admin Role

CXM and CRM users have one of two roles: recruiter or recruiter admin. Recruiters have access to all functionality in CXM or CRM that allows them to search for and contact candidates. Recruiter admins, however, have extra permissions and capabilities not possessed by regular recruiters. This includes:

• Viewing and editing CXM or CRM users
• Adding, editing, and deactivating workflow statuses
• Adding, editing, and deactivating tags
• Configuring user group access
• Adding, editing, and archiving email templates
• Configuring columns that display in candidate tables in CXM or CRM
• Adding, editing, and deleting custom fields
• Viewing and editing all pipelines (public or private)
• Editing and deleting notes from candidate profiles (depending on the setup of the customer's system)
• Viewing all one-off emails sent by recruiters in the system
• Editing and viewing search locks (if enabled in your system)
• Adding and editing talent network sign-up forms for your career site
• Enabling landing page engagement tracking (CXM only)

 

Using the Admin Settings Page

Many of the actions above are done through the Admin Settings page in CXM or CRM, which is accessible to recruiter admins by selecting the Admin Settings (gear) icon from the vertical navigation menu.

This page includes the following tabs at the top:

• Recruiter Management
• Workflow Statuses
• Tags
• Search Locks
• Access Control
• Templates
• Configure Columns
• Custom Fields
• Engagement (CXM only)

The Recruiter Management tab is discussed in the section below. For information on the other tabs, review the relevant articles:

• Creating and Managing Workflow Statuses in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM)
• Creating and Managing Tags in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM)
• Managing Search Locks and Access Control in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM)
• Creating and Managing Templates in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM)
• Configuring Columns in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM)
• Creating and Managing Custom Fields in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM)
• Understanding and Tracking Engagement in iCIMS Candidate Experience Management (CXM)

Recruiter Management

The Recruiter Management tab, which opens by default upon selecting the Admin Settings icon, allows all recruiter admins to view, search for, and edit recruiters in the system. Recruiter admins for standalone CRM customers can also create and deactivate recruiters from this tab. (Customers with ATS and CXM or CRM must create and deactivate users in the ATS.) This tab lists all active users at the organization—those in both the recruiter and recruiter admin roles.

Tip: To display inactive users as well, enable the toggle for Include Inactive Recruiters in the Recruiter Search panel, as discussed in Searching for Recruiters below.

Users are listed in table format with the following columns:

• Recruiter Name: The name of the recruiter.
• Email: The recruiter's email address.
• Role: The role of either recruiter or recruiter admin.
• Status: The status of either active or inactive.

Creating Recruiters

The process to add recruiters differs depending on whether your organization also uses iCIMS ATS or not. These processes are outlined in the sections below.

• Adding Recruiters to CXM or CRM with iCIMS ATS
• Adding Recruiters Manually in CRM

Adding Recruiters to CXM or CRM with iCIMS ATS

For customers with iCIMS ATS, users must first be added to your ATS. For information on how to do this, review the Creating New Users with System Access article.

To assign a CXM or CRM role to an ATS user, complete the steps below.

1. Navigate to the user’s Global Person Profile, select the Additional Info tab, and select Login from the panel on the left. (If using classic iCIMS instead of New iCIMS, go to the user’s Person profile and select the Login tab.) The user’s Login Information displays.
2. Select Edit.
3. In the User Lists field, select either CRM Recruiter to grant recruiter access or CRM Admin to grant recruiter admin access. Select Save.
   • Note: Do not select both roles for the same user.

Note: After saving your changes in ATS, it may take up to ten minutes for the information to sync to CXM or CRM.

Adding Recruiters Manually in CRM

Recruiter admins can manually add recruiters to CRM by selecting the circular + button at the bottom right of the Recruiter Management tab. This opens the Create Recruiters window. To add a new recruiter, recruiter admins must fill in the fields displayed:

• First Name (required)
• Last Name (required)
• Email (required)
• Phone
• Role: Select either Recruiter or Admin.
• Status: Keep the Active toggle as is (in yellow), or switch it off (in gray) to make the recruiter inactive.

After selecting Save, a Recruiter Successfully Added message displays at the bottom of the tab, and the new recruiter is added to the table.

Important Note: This functionality to create recruiters is unavailable for customers with iCIMS ATS. If you have ATS, you must create recruiters through that system by following the steps outlined in the Adding Recruiters to CXM or CRM with iCIMS ATS section above.

Searching for Recruiters

Recruiter admins can search for recruiters listed on this tab by:

• Selecting the magnifying glass icon next to the Settings header at the top.
• Selecting the magnifying glass button on the right border.

Either option will open the Recruiter Search panel on the right side of the screen. This panel includes the following fields and filters:

• Search by Name, Email, or Role: A search bar to input a recruiter's name, email address, or role (i.e., Admin or Recruiter). As the recruiter admin types in this bar, the system automatically filters results in the table with individuals matching that text.
• Primary Filters: The following filters are available to narrow the results:
  • Recruiter Role: A dropdown to only display recruiters or recruiter admins.
  • Include Inactive Recruiters: A toggle to display users in the table with an inactive status.
• Date Filters: The following date filters are available to narrow the results:
  • Created Start Date to Created End Date: Date boxes that allow you to select two specific dates and display recruiters who were entered into your CXM or CRM within that time span. 
  • Updated Start Date to Updated End Date: Date boxes that allow you to select two specific dates and display recruiters whose information was updated in your CXM or CRM within that time span.

Editing Recruiter Information

For customers with iCIMS ATS, recruiter profiles should not be edited in CXM or CRM because this information is managed in and synced from your ATS.

For customers without iCIMS ATS, information for any recruiter listed on this page can be edited by selecting Edit at the far right of that individual's row (or by simply selecting anywhere in the row). This opens the Edit Permissions window, which includes the same fields as when creating a new recruiter.

After making edits in this window, the recruiter admin must select Save to save all changes. The recruiter's row in the table will then update accordingly.

Deactivating Recruiters

The process to deactivate recruiters differs depending on whether your organization also uses iCIMS ATS or not. These processes are outlined in the sections below.

• Deactivating Recruiters in CXM or CRM with iCIMS ATS
• Deactivating Recruiters Manually in CRM

Deactivating Recruiters in CXM or CRM with iCIMS ATS

For customers with iCIMS ATS, users' access to CXM or  CRM must be deactivated by submitting a case to iCIMS Technical Support.

Deactivating Recruiters Manually in CRM

A recruiter admin can deactivate a recruiter as a system user so they no longer have login access to CRM. This is done by selecting Edit for that recruiter in the table and switching the Active toggle off in the Edit Permissions window.

After selecting Save, the status for that recruiter will update to Inactive in the table.

Viewing and Editing Pipelines

Outside of the Admin Settings page, recruiter admins have special permissions pertaining to pipelines:

• Viewing pipelines: Recruiter admins can view private pipelines. However, they can give other recruiters permission to view one by sharing it, as discussed in the following bullet. (Public pipelines are accessible to all CXM or CRM users.)
• Editing pipelines: Recruiter admins can edit pipelines, no matter if they are public or private. This is done by selecting Edit Pipeline from the Actions button at the top right of the dedicated pipeline page. Among the editing capabilities available here are:
  • Changing the pipeline name
  • Changing the pipeline type (public or private)
  • Changing the pipeline owner
  • Sharing the pipeline with other recruiters
  • Unsharing the pipeline with recruiters
  • Deactivating the pipeline
  • Editing the pipeline's underlying search
  • Configuring the pipeline to bypass the manual review of candidates

For more information on these capabilities, review the article Setting Up Pipelines in iCIMS Candidate Relationship Management (CRM) and iCIMS Candidate Experience Management (CXM).

Note: The individual owner of a pipeline has the ability to view and edit it as recruiter admins do.
 

Deactivating and Purging Candidates

Each Candidate profile has an Actions button at the top right, where recruiters can take action on that particular candidate (e.g., Edit Profile, Email, Add to Pipeline). However, certain actions from this button are only available to recruiter admins:

• Deactivate: To remove the candidate's profile from CXM or CRM so they are no longer searchable.
• Purge Candidate: To remove the candidate's personally identifying information and remove their profile from searches. (This action is irreversible in CXM or CRM. If the candidate profile in CXM or CRM is linked to a profile in your iCIMS ATS, this action places that ATS Person profile in the Purge Person Folder, after which the profile can be permanently purged by an ATS user admin. For more information on purging Person profiles in iCIMS ATS, review the Purging Person Profiles article.)

For more information, review the article Searching for Candidates in iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM).

Creating and Configuring Talent Network Sign-Up Forms

Any organization with CXM or CRM can place a sign-up form on their career site for candidates to join your talent network. Using the Form Management feature in CXM or CRM, recruiter admins have the ability to create multiple versions of this form and set up landing pages on which to place specific forms.

For more information, review the article Adding Talent Network Sign-Up Forms to Your Career Site Using iCIMS Candidate Experience Management (CXM) and iCIMS Candidate Relationship Management (CRM).