System Users Guide

Modified on Mon, 26 Feb at 4:04 PM

What's included in this guide:

User settings

This area of Jobtrain contains your basic personal user details.


To access your user settings simply select Your initials (top right) > User Settings.

From here you can view and update the below information. To make any changes simply amend the relevant entry then select Save and Exit.

System Users

This section is where you can add new users and update existing users’ profiles. 

To access it, select Settings > System Users.

From this page you can add, remove and amend system users' details. You can use the search bar at the top of the page to easily search users by first name or last name.

Adding / Amending Users

Select New User in the left-hand menu or use the search option to search for an existing user and click the pencil to open and edit their record.

A new window will be displayed. Add all required information and press Save.

Not all fields in the Detail tab are essential when creating a new user. To allow a user quick access, add their First and Last Name, choose a Username and Password, Security Role, Email Address and toggle to green Is Active. Press Save once complete.

Name of field
First NameAdd a first name
Last Name
Add a last name
UsernameThis must be unique. There can be no more than one user in the platform with the same Username
PasswordCan only be added here upon setting up a new user, passwords cannot be reset from this page
Is Active
If toggled to yes, the user can access the platform. If toggled to no, the user will be unable to access the platform
Approved InterviewerThis should be enabled for the user to be added as an interviewer in the Calendar Event Manager feature
RecruiterThis setting is linked to the 'Recruiter’ field on the job details page. If enabled, the user appears in the dropdown list under the recruiter field on the job details page.
Email addressAdd an email address
Department / FacultyLeave this field blank. If a department is included here, the user will only be able to see jobs in that department that they have been granted access to
CompanyAdd a company name
Job TitleAdd a job title
Email SignatureIf an email signature is included here it can pull into any emails that user sends if {SYSTEMUSERS.EMAILSIGNATURE} merge field is used. Please note this excludes any automated emails sent on the back of a status change
Mandatory requisition process?If toggled to yes, any jobs this user adds must go through approval
Approve requisition process?If toggled to yes, this user can override approvals on behalf of the set approver. Typically, only Superusers have this enabled
Override approved requisitionIf toggled to no, this user is unable to make changes to a job after it has been approved (except from update the status of a job)
Approve offer processIf toggled to yes, the user can approve offers
Security roleSet the security role. This defines the user’s access levels
Force password changeIf toggled to yes, this user will be forced to change their password once it's been changed for them e.g. if they are a new user
Allow to passLeave this marked as yes


If you have Single Sign On activated the username typically needs to be the same as the users email address. If in doubt check how your other users have been setup or give our support team a call.

There are several other sections within a system user’s profile. Below is an overview of what each section does:


Application Status

Historically, this section defined which candidate application statuses managers could see and change to (within the jobs they had access to), however it has become less important since Security Roles were introduced that allow users much more flexibility when defining a user’s access levels.

If statuses are selected here then this will override the security role settings and will only allow that user to see and change to the statuses listed in this section.


View a list of jobs this user has been granted access to. For those users whose security role lists all jobs, then what is shown here will not be a true reflection of all the jobs they have access to. It will only display a list of jobs where the user’s name has been added in Job Access within a job.

User log

Here you can see the user's activities for last three months.


Update password

Reset a system user’s password by selecting here.

Copying a user

To create a new user, you can copy an existing user’s profile if required.

  1. Select the check box next to the user profile to copy from
  2. Press Copy from the left-hand menu
  3. Amend the user’s first name, last name, email address, username and password, then press Save

When copying a user, please note that it will also copy all jobs they have access to. We recommend having a demo user for each security role to copy from for ease when creating a new users.

Locked accounts

A System User's account is locked if they have entered the correct username, but the incorrect password 4 times in a row. 

You can identify any users with locked accounts in the list of System Users as there will be a padlock icon next to the user's name.


Graphical user interface, timeline

Description automatically generated


This will also be recorded in the User’s log as illustrated below:


Graphical user interface

Description automatically generated


Unlocking accounts

Any user with access to edit a System Users' profile can unlock an account. Simply click the Edit button, click on Update Password, and trigger a password reset to that user.

When the locked user completes the password reset, their account is unlocked. The same is true if the user resets their password from the Login page.


Graphical user interface, application

Description automatically generated with medium confidence

Deleting a user

Deleting a user will remove them from the system. If you accidentally delete a user, please contact the Jobtrain support team to reinstate the user.

To remove a user, simply select the check box next to the user profile and choose Remove from the left-hand menu.

Please note: when a system user is deleted, we also recommend removing them from the address book as the user will still pull through in the 'Interviewers' tab when creating a calendar event. 

You can remove a user from the address book by following the steps below:
Settings > General Settings > Address Book > locate the user > Select > Remove.

Making a user inactive

If a user is absent for a long period of time, you may prefer to make the user inactive rather than removing them from the system completely. The user will not be able to log into Jobtrain but will remain a user in the system.  

To make the user inactive, open their profile and switch the Is Active toggle to red in the Detail section. 

If you have a number of users that you need to mark as inactive then we would recommend doing this from the list of system users page by using the De-activate User button illustrated below.

Once you are ready to activate users again, simply use the Activate Users button to give users permission to log back into the system.



I am adding a new user, but an error message appears on screen saying the username already exists. I can’t find anyone with this username in the system.

There could be an archived user with the same username. Please contact the Jobtrain Support Team to find out or try using a different username.

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