Overview
This article is for administrators who need to create Viewing Manager users in the ATS. It explains how to invite one or multiple users, choose when to send invitations, assign access by department or job listing (including across career sites), and configure application and optional permissions. It also covers the Indeed Connection column and common user‑creation errors.
How To Create Viewing Manager Users
Follow these steps to add Viewing Managers and configure their access and permissions.
Step 1: Open Users
From the subheader, select the Ellipses Menu and choose Users.
If you land on the Career Websites page by default, select Action for the desired career site and then choose Users.
Step 2: Start A New Manager Invite
You land on the Administrators tab by default. Select the Managers tab.
Select New Manager. The Send Invite to New Manager page opens.
Step 3: Choose How And When To Invite
Decide how to add users:
Add users individually by entering a single email address.
Add multiple users at once by entering email addresses separated by commas; these users will have the same role and permissions.
Decide when to invite:
Select Add and Send Invite to send invitations immediately.
Select Add & Invite Later to create users now and send invitations later.
Important: There is no bulk “send later” option. If you select Add & Invite Later for multiple users, you must manually send each invitation.
Step 4: Enter Emails And Select Manager Type
Enter the email address(es) for the new users.
From the Manager Type dropdown, select Viewing Manager. The available Application Permissions update based on this selection.
Step 5: Set Access Level
Managers can be granted access by department (business unit) or by job listing.
Under Access Level, select either Access by Department (default) or Access by Job Listing.
If using Access by Department
Use Select Department(s) to Grant Access to choose department(s). Select the checkbox for each department. If you have multiple career sites, you can select departments across all sites.
Click outside the selector to apply your choices.
If using Access by Job Listing
If multiple career sites exist, use Select Career Sites to Grant Access to choose the career site(s) where job‑level assignments can be made. Select the checkbox for each site.
Click outside the selector to apply your choices.
Optional network restriction
Use Authorize By IP Address to restrict sign‑in to specific IP addresses or networks; separate multiple IPs with commas. Leave blank for no restriction.
Note: Most customers leave Authorize By IP Address blank.
Step 6: Configure Application Permissions
Select or clear permissions for the Viewing Manager as needed:
Hide Archived Applicants/Editing Applicant Data Permissions: If enabled, hides archived applicants so they cannot be accessed again.
Hide Notes and Actions for Applications: Prevents viewing or creating notes and hides timeline notes/actions.
Can Make and View Notes on Applicants: Allows creating and viewing notes. Selected by default.
Allow User to Reset Application to Incomplete: If enabled, allows resetting completed applications so applicants can make changes.
Show Incomplete Applications Tab: Shows the Incomplete Apps tab so managers can review incomplete applications.
Allow Spotlighting: Enables sending spotlight emails to other users to highlight applicants. By default, Viewing Managers do not have spotlighting permission. They can still receive spotlighted applicants without this permission.
Can Edit Applicant Source: If enabled, allows editing the Source on application records.
Can Edit Applicant Status Dates: If enabled, allows editing the dates on applicant statuses.
Step 7: Review Optional Permissions
Depending on enabled features or integrations, additional permission sections may appear. If these are not enabled, you will not see them.
Requisitions.
Integrations.
HR Fuse Integrations.
eForms. For details, refer to the user guide for the specific feature or integration.
Step 8: Send Or Schedule Invitations
Select Add and Send Invite to immediately send invitations and grant access.
Select Add & Invite Later to add users now and invite them later.
Select Cancel to close the form without saving.
Reporting/Troubleshooting/Best Practices
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 job listings or the status of sponsored campaigns.
The column appears only on the Administrators and Managers tabs. Non‑Posting Managers and Viewing Managers do not have a connection option displayed.
Use this column to identify who has sponsorship permissions and whether they are connected to Indeed.
Troubleshoot 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 each user role tab for a profile with that email/username and update it if needed.
Check for archived users across each role tab; if found, unarchive and update the profile.
If you still cannot locate the user with that email/username, please contact the Support Team for further assistance.
Important: Unique email and username are required for sign‑in.
Next Steps
Manage User Invitations: After adding users, return to the Managers tab to review Invite Status and manage invitations.
View the New User’s Registration Process: Understand the self‑registration steps the user completes after receiving the invitation.
Manage Users: Ongoing user maintenance includes permission updates, role changes, and archiving when employees leave.
FAQs
Can I send the invitation email to multiple users at once?
Yes. Enter multiple email addresses separated by commas and select Add and Send Invite. If you choose Add & Invite Later, you must send each invitation individually; there is no bulk send‑later option.
Why can’t my manager see the information they could see before?
Manager access is tied to departments. If a job’s department changes, access changes too. Any administrator can adjust a user’s access level and permissions. Check the user’s settings to ensure they are correct.
What does archiving a user do?
Archiving immediately removes access. For additional security when an employee leaves, change the password and then archive the user.
Who can assign applications to another user?
Administrators and Managers can assign applications to an Assigned User and can unassign them. A single application can be assigned to multiple Assigned Users. You can use Mass Update to assign a group of applications to one user.
Can Managers or Assigned Users access multiple career sites with one login?
Yes. With the One‑Login feature enabled, Managers and Assigned Users can access multiple career sites with the same credentials. An administrator can request that this feature be enabled.