Employers On-Line: Guide for Administrators
This guide is for Employers On-Line users who have administration rights.
Step by step instructions for using Employers-On-Line
The Home page
The "Home" link will return you to the Home Page from any page in the system.
The "Candidate Searches" link will take you to the Candidate Searches for your organisation.
The "Users" link will take you to the Users Page for your organisation which allows you to change your own details. People with administration access can also change the details of others in their organisation from the "Users" page.
Click the "Help" link if you get stuck when using the system.
The "Logout" link will log you out of the system.
Create a new search by clicking on the "Add Search" link.
The "View" link in the row labelled 'Searches where no matches have been found after 30 days' takes you to your open, or current, searches that have had no matches after 30 days.
The "View" link in the row labelled "Open searches with no matches" takes you to your open, or current, searches that have had no matches.
The "View" link in the row labelled "Searches open for more than 30 days" takes you to your open, or current, searches that have been open for 30 days or more.
The "Open" link will take you to the searches that are currently running for your organisation.
The "Cancelled" link will take you to the cancelled, searches for your organisation. Searches can be cancelled by Work and Income only.
The "Closed" link will take you to the closed searches for your organisation. Searches may be closed after they have been open for more than 6 weeks, when a candidate is hired, or they may be manually closed.
Create new user
You will create a new user when another person from your organisation needs to access the Employers On-Line system.
From your homepage select the "Users" Link from the top or the bottom of the screen. The Users page will display.
Select the "New User" button, the Add User screen will display:
Enter the details of the new user. The fields marked with a red dot must be completed:
- First name
- Last name
- Email address (this must be entered twice)
- Phone number.
The email address that is entered for the person will be the email address that the person uses to log in to the system; any messages from the system will be sent to that email address.
Select whether the person is an administrator. An administrator should be a dependable person as they will be able to add, edit and disable other users in their company.
The contact address should be entered if the person has a contact address that differs from the company's main contact address.
Once all required fields have been filled out, select the "Save" button. An email will automatically be sent to the new user asking them to verify their account.
Note: they must open the email and click on the link that was sent in the email within 24 hours, or it will expire.
When the new user verifies their account, they will also be asked to choose a new password.
You will edit a user when you wish to update a person's details.
Select the "Users" Link from the top or the bottom of the screen. The Users page will display:
Select the "Edit" link in the line of the user whose details are to be changed (if you are updating your own details, select the "Edit" link against your name) - the following screen with appear:
Update the details that need to be changed and select the "Save" button. Fields that are marked with a red dot cannot be left blank.
If the email address is changed, or the "Change Password" button is selected, an email will automatically be sent to the user's email address asking them to click on a link to verify their account details.
Staff member changes - disable user account
When a staff member leaves your company, or they change to a role where they are not managing recruitment, or if they have been using the system inappropriately, then their Employers On-Line user account should be disabled. If the user account and/or email address is shared across the company and can not easily be disabled, then the password should be immediately changed instead.
To disable a user account, from your homepage select the "Users" Link from the top or the bottom of the screen. The Users page will display.
Select the "Disable" link in the line of the person whose account should be closed (you will not be able to disable your own account).
The value in the "User Type" column on the left hand side of the screen should now show "Disabled" next to the person's name.
Enable / Unlock user account
If a person attempting to login to the Employers On-Line service receives the message "Your user account is not active" or "Your account has been locked", and they are a person who should have access to the system, then their account needs to be re-enabled.
From your homepage select the "Users" Link from the top or the bottom of the screen. The Users page will display:
Select the "Enable" link in the line of the person's name whose account is to be re-enabled. The value in the "User Type" column on the left hand side of the screen should now show either "Standard" or "Admin" next to the person's name.
An account becomes locked when a user has entered the wrong password too many times; therefore, it may be useful to reset the user's password at the same time that their account is re-enabled.
A search that is being run by a particular person may need to be reassigned to another user for the company, due to a prolonged or unexpected absence by the original searcher.
From your homepage select the "Users" link from the top or the bottom of the screen. The Users page will display.
Select the "Reassign Searches" link in the line of the person whose searches are to be reassigned.
A message will appear asking to whom the searches should be reassigned. Enter the name of the user who is to be taking over management of the searches and select the "Continue" link. The user who is selected will now be the owner for the search, or searches, that were reassigned.