Add Your Team and Set Their Roles
Nobody can sign up to OpenATS by themselves, so everyone on your team needs an account from a Super Admin. Once your company is set up, this is the next thing to do.
Pick a role for each person
There are three roles. When you're unsure, give someone the smaller role. You can change it later and it applies straight away.
Super Admin can do everything, on every job. Keep this to the one or two people who look after OpenATS.
Hiring Manager is for recruiters and team leads. They create jobs and run hiring on the jobs they're part of: moving candidates, booking interviews and making offers. They can also edit what all jobs share, such as templates, assessments, assignments and the careers page. Company settings are read-only for them.
Interviewer is for people who only meet candidates. They can read the candidates on their jobs and fill in scorecards, but they can't move anyone, schedule anything or see the offers page.
| Super Admin | Hiring Manager | Interviewer | |
|---|---|---|---|
| See jobs and candidates | All | Their jobs | Their jobs |
| Create jobs | Yes | Yes | No |
| Move or reject candidates, book interviews | Yes | Their jobs | No |
| Fill in scorecards | Yes | Yes | Yes |
| Make offers | Yes | Their jobs | No |
| Edit templates, assessments, assignments, careers page | Yes | Yes | No |
| Change company details, departments, AI setting | Yes | No | No |
| Manage users | Yes | No | No |
"Their jobs" means the jobs they're on the hiring team of. So if someone tells you a job is missing, it's almost always because they haven't been added to its hiring team yet.
Add someone
- Go to Settings > User Management and select Create User.
- Enter their email and first name. The last name is optional.
- Choose their Role.
- Choose how they'll get their password. We recommend Invite the user to set their own password, which emails them a link that works once and lasts 24 hours. If you'd rather choose one, pick Set a password for the user and pass it on to them yourself.
If the invite option is greyed out, your installation can't send email yet. Set a password for now, and ask whoever runs OpenATS to set up email.
Change someone's details
Find the person in the list. Search User helps if you have a lot of people. From there you can:
- Edit their name, email or role.
- Send password reset link to email them a link to choose a new password.
- Set new password to choose one yourself. This signs them out everywhere.
When someone leaves
Select Remove. They're signed out immediately and can't sign back in, but their account isn't deleted, so their name stays on the jobs, notes and scorecards they worked on.
If they come back, create a user with the same email and you'll get their old account back.
OpenATS won't let you lock yourself out. You can't remove your own account or change your own role, and you can't remove the last Super Admin. Make someone else a Super Admin first.
Update your own profile
Anyone can do this. Go to Settings > Profile to change your name or password. Your email is the one thing you can't change here, so ask a Super Admin if it's wrong. Changing your password signs you out on your other devices.
The menu under your name at the top right has the light and dark Theme switch, and Log out.
If you forget your password
Select Forgot password? on the sign-in page and we'll email you a link. If your installation can't send email, ask a Super Admin to use Set new password.
Next step
Take a look around in Find Your Way Around. If you're looking for session lengths or server settings, those are in Sign-In and Users.