Overview
This article is for administrators who need to create new administrator users in the ATS. It explains how to add single or multiple admins, assign career site access, configure permissions, send invitations immediately or later, and understand related columns such as the Main Contact icon and Indeed Connection.
Creating Administrator Users
Follow these steps to add administrator users and configure their access.
Access Users
Select the Utility Menu icon and choose Users.
If you land on the Career Websites page, select Action for the desired career site and then choose Users.
Start A New Administrator Invite
You land on the Administrators tab by default.
Select Add New Administrator.
The Send Invite to New Administrator page opens.
Choose How And When To Invite
Decide how to add users:
Add users individually by entering one email address.
Add multiple users at once by entering emails separated by commas; these users will have the same role and permissions.
Decide when to invite:
Select Add and Send Invite to send the invitation immediately.
Select Add & Invite Later to create users now and send invitations later.
Important: There is no bulk “send later” option. If you choose Add & Invite Later for multiple users, you must send each invitation individually.
Enter Email Addresses
In the email field, enter the administrator’s email address.
To create multiple admins with the same permissions, enter each email separated by a comma.
Set Access Level
Under Access Level, use Select Career Sites to Grant Access to choose which career site(s) this administrator can access. Check the box for each site. Click outside the box to apply selections. The selected sites display in the field.
Use Authorize By IP Address to restrict sign‑in to specific IP addresses or networks. Separate multiple IP addresses with commas. Leave blank to allow access from any network.
Note: Most customers leave Authorize By IP Address blank.
Configure Application Permissions
In Application Permissions, select or clear each permission as needed:
Hide Archived Applicants/Editing Applicant Data Permissions: If enabled, hides archived applicants so they cannot be accessed again. Used to further restrict access.
Can Edit Applicant Source: If enabled, allows the user to edit the Source on application records.
Can Edit Applicant Status Dates: If enabled, allows the user to edit dates for any applicant status.
Optional Permissions
Depending on enabled features or integrations, additional sections may appear. If these features are not enabled, you will not see these sections.
Requisitions.
Integrations.
HR Fuse Integrations.
eForms.
For setup details, refer to the user guide for the specific feature or integration.
Send Invitation
Select Add and Send Invite to immediately send the registration email and grant access.
Select Add & Invite Later to add the user now and send the invitation at a later time.
Select Cancel to close the form without saving.
Main Contact User Icon
An icon displays next to the name of the user designated as the main account contact.
If no icon appears, please contact our Support Team to verify the correct user is set as the main contact and that the main contact email matches the email in the user profile.
Indeed Connection Column
The Indeed Connection column indicates whether isolved Talent Acquisition users are connected to your company’s Indeed Employer account, if applicable. It is not related to organic listings or sponsored campaign status.
Users who can sponsor jobs from isolved Talent Acquisition must:
Be an Admin or Posting Manager in isolved Talent Acquisition.
Have Admin access in the company’s Indeed Employer account.
Connect the company’s Indeed account with isolved Talent Acquisition.
The column appears on both the Administrators and Managers tabs to identify who has sponsorship permissions and whether they are connected to Indeed.
Reporting/Troubleshooting/Best Practices
Troubleshooting Error Messages
Email addresses and usernames must be unique across the entire isolved Talent Acquisition database (not just your organization).
If you see an error that an email or username already exists:
Verify the email address in the new user form.
Check across all user role tabs for an existing profile with that email/username and update as needed.
Check archived users across all role tabs; unarchive and update if found.
If you still cannot locate the user with that email/username, please contact the Support Team for further assistance.
Next Steps
Manage User Invitations: After adding users, return to the Administrators tab to review Invite Status and manage invitations.
View the New User’s Registration Process: Understand the self‑registration steps a user completes after receiving the invitation.
Manage Users: Ongoing user maintenance includes role changes, permission updates, and archiving when employees leave.
Connect to Indeed: To sponsor jobs, Admins or Posting Managers with Indeed sponsorship permissions must connect their isolved Talent Acquisition profile to the company’s Indeed Employer account. Admins can connect from the Job Posting tab.
FAQs
Can I invite multiple administrators at once?
Yes. Enter multiple email addresses separated by commas and select Add and Send Invite. If you select Add & Invite Later, you must send each invitation individually; there is no bulk “send later” option.
What if I get an error that the user already exists?
Email/username must be unique across the system. Check all role tabs and archived users, correct typos, or unarchive an existing profile.
How do I change a user’s access level?
Select Edit next to the user’s name and use Change User Type to adjust their role. Verify permissions after saving.
Can administrators change a user’s name or password?
Administrators cannot change a user’s name or password; only the individual can in My Account. Administrators can send a password reset using Action > Send Password Request.
How do I control which administrators can access the system?
Consider using the Master Administrator feature or other Admin Access Features.
What do the requisition approver dropdown menus do?
Set requisition approvers per user in their settings. If no approver is set, the user can choose any approver, including themselves.
What happens when I archive a user?
Archiving immediately removes access. If the user is a requisition approver, assign a replacement approver. For extra safety, change the password before archiving.
Who can assign applications to another user?
Administrators and Managers can assign applications to an Assigned User and can unassign them. Applications can be assigned to multiple Assigned Users. Use Mass Update to assign a group of applications to one user.
What is the icon next to a user’s name?
It indicates the main contact user for the account. If you do not see it, contact our Support Team to verify the correct setup and email match.