HCM User Creation and User Management

This excerpt is part of a master overview article, and for the complete links, you can access the full article here.

This article guides users on creating, editing, and managing user accounts in the system, covering steps to update contact information, including images within specified limits, and setting various options such as Click to Dial, Talent Apply Emails, Job Emails, and Timesheet Reminders. Additionally, it provides insights into deactivating and reactivating users with relevant warnings and notifications.

• Creating Users
• Editing and Managing Users

Creating Users

It's important to note that a Back Office user will be created for every BOLD user automatically, regardless of whether they need to login to Back Office. If the new user also needs access to login to Back Office, you will first want to create the user in Avionté User Manager (AUM).

1. Click on Account & Settings
2. Click on User Accounts

3. Click on the Create New HCM User button

   Note: You must have the User Account Admin user permission in order to create new users in BOLD.

   

4. Fill out the information regarding the new user:
   1. First Name: Enter their First Name
   2. Last Name: Enter their Last Name
   3. Email Address: Enter their email address
   4. User Type: Select an existing User Type or edit permissions individually.
      1. User Types
   5. Home Office: Select the office in which this user works. This will be the default office for this user.
   6. Office Access: Check off all Offices to which this user should have access. If an office is not selected here, the user will not be able to see records from any offices which are not selected.
   7. User Groups: (Optional) Add the User to an existing User Group (to have access/permissions)
      1. Editing a User Group
   8. Welcome Email: Set this to Send if you want to send an email to this new user once you click Create.
      1. If you would rather send the user their credentials at a different time, set this to Don't Send.
   9. Send to: Select to send the Welcome Email to the new User or yourself. This option only becomes available when sending the Welcome Email.
5. Click on the Create button
   1. Keep in mind that if the new user does not see the email in their inbox, have them check their spam folder. The welcome email is sent from notifications@myavionte.com
   2. Once the user is created, their name will appear in the User Accounts list.
6. We recommend the new User login and set up some of their options.

Matching Back Office User Found
When creating new users in BOLD, before the matching Back Office user is automatically created, the system will check for duplicate records. This logic is based on First.Last Name from the BOLD profile, and looking for a Back Office profile with that Username.

In the event the user being created already has a potential user record in Back Office, the system will prompt with the opportunity to connect to the existing record.

If Connect to Existing is selected, the following prompt will let the user know the connection is permanent and ask for confirmation to connect.

If the potential match is not the same user and you don't want to proceed with connecting, select Create New User, the following prompt will let the user know a new Back Office user will be created and permanently connected to the new BOLD user account. Create must be selected to confirm this choice.

Editing and Managing Users

1. Click on Account & Settings
2. Click on User Accounts, or your User Profile
3. Search for the User using the Search field
4. Click on the Edit Profile button
5. If adding a picture, please see the limits below
   Max Dimensions: 600x600
   Aspect Ratio: 4:3
   Max Size (KB): 300 KB
   Accepted file types: .png / .jpg
   
6. Enter or edit the Contact information
   • First Name
   • Last Name
   • Status
   • Home Office
   • Office Access
   • Employee Id
   • Address 1
   • Address 2
   • City
   • Country
   • Region/State
   • Zip/Postal
   • User time zone
   • Email 1
   • Email 2
   • Mobile Phone
   • Work Phone
   • Home Phone

   • Fax

     Note: First Name, Last Name, User Branch Permissions, and Email updates sync to the connected Back Office user. Changes to the Back Office user do not sync back to BOLD.
7. There are additional options, usually set by the User
   1. Click to Dial Options:
      1. Protocol / Service
      2. When Clicked
   2. Talent Apply Emails: None, Only for my jobs, For all jobs
   3. Job Emails: None, Only for my jobs, For all jobs
   4. Timesheet Reminders: None, Once, or Daily
8. Click on the Save button

Back Office Account

Any user created in Front Office will have a corresponding account created and connected for them in Back Office. This happens automatically, and the Back Office Username field will be greyed out and display the username of the connected user.

Upon creation in BOLD, the user profile created in Back Office has the following information sync over: First Name, Last Name, Default Site, User Branch Permissions, and Email.

For HCM Users created prior to the release of automatic syncing that may not be connected to a Back Office User:

• The dropdown will be editable and show a list of Back Office Usernames a user can connect to and Save. Once this connection has been made, the dropdown will grey out and become uneditable.

Enabling Back Office Access

For users that need access to login to Back Office, you will first want to create the user in Avionté User Manager (AUM).

After creation click on Edit Access and enable the Back Office > Back Office Login permission. This will display a required dropdown field of AUM Usernames to connect to this user.

After selection, you will be prompted to confirm Enabling the user to login to Back Office with the chosen username. Your new user can now successfully login to Back Office.

Deactivate User

If someone is removed from the system, you can add them back in. This allows you to avoid a call to support to reactivate the user.

Warning Message When Setting A User As Inactive

Reactivate User

In order to be able to re-activate a user, you need to have Utilities access. Once you have moved the user from Inactive to Active, a message should appear with the proper billing notifications.

Talent Visibility Between Front Office and Back Office

Updates between a BOLD (Front Office) user and their connected Back Office account flow in one direction only: First Name, Last Name, Default Site, User Branch Permissions, and Email flow from BOLD into Back Office automatically, as described above under “Back Office Account.” Changes made directly in Back Office do not flow back to BOLD.

This has a practical consequence for talent visibility: a user's Office Access and branch permissions are governed by what's configured on their BOLD profile, not by anything set independently in Back Office. If a user's branch/office access is edited only in Back Office, that change stays local to Back Office — it will not update, and will not be overwritten by, the user's BOLD-side permissions the next time BOLD sends its updates to Back Office. The user's visibility into talent, jobs, and other branch-scoped records in each system is therefore governed separately: BOLD by the Office Access configured on the HCM user record, and Back Office by whatever branch permissions exist on the connected Back Office user (either inherited at creation time or set manually afterward).

In practice, this means a user can appear to have different talent/record visibility in BOLD versus Back Office if the two systems' branch permissions have drifted apart — most commonly when Back Office branch access was adjusted directly (bypassing BOLD) after the initial account connection. To keep visibility consistent across both systems, make office/branch access changes on the BOLD HCM user record when possible, since that is the side changes flow outward from; a Back Office–only change will need to be mirrored back manually if BOLD-side parity is required.