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Home > How to guide > Guide for Administrators > Settings > Users: Access Controls

Users: Access Controls

EasyCruit Access control rights are used to manage the levels of access users have to the system. By default there are three levels of access: complete access, mid-level access and limited access. A fourth type of access -  department administrator access - is dependent on your implementation using the department administrator module. These levels should cater for a typical implementation of EasyCruit, but the ability to fully customize access levels exists by simply selecting or clearing access options. This enables the system to accurately reflect the organizational requirements of a company.

There must be at least one user designated as an administrator within the EasyCruit system at all times.


The four levels of access, in default form, can be used as follows:

  • Complete Access - This level of access should be given to the administrators of the EasyCruit system and by default they have administrator rights enabled. These users are responsible for setting up other users in the system and for managing different objects in the system that are used in the recruitment process.
  • Department Administrator Access - This level of access typically provides a user with complete access levels of control to only those departments to which the user belongs. This includes the ability to create new users and configure other recruitment objects for those specific departments.
  • Mid-level Access - This level of access enables the user to manage all of the day to day tasks of the recruitment process. This user can partake in all recruitment activities, with the exception of making a job offer and can also post jobs and use the various communication options. In a larger organization this access level suits senior recruiters who must be able to complete their recruiter tasks, without having to get involved in setting up and managing the recruiter environment.
  • Limited Access - This level of access would be applicable to junior recruiters who would be responsible for specific applications and candidates. While they can do standard tasks, such as adding candidates, rejecting applicants and publishing vacancies, they cannot move applicants between projects or have access to CV search.

Department Administrator Users

Department administrator functionality is beneficial for larger companies, as it provides a simple, scalable solution to delegate and compartmentalize specific administrative responsibilities within an organization. This means that a company's EasyCruit implementation is not always reliant on one or two high level administrators to manage the entire system.

Department Admin Users (1).png

EasyCruit users, given department administrator access, have administrator level user rights for specific departments (but not their sub departments). Users with department administrator access can create new users, edit the department structure, define templates for the department and have access to all vacancies and candidates in the department.

Key points regarding department administrator functionality include the following:

  • Department administrator users can view and edit vacancies (projects) associated with a department they have access to, with full administrative privileges.
  • Department administrator users have full administrative access to candidates who applied for a vacancy in a department that they have access to.
  • When searching candidates, the department administrator user can see prospects, CV candidates and employees who are associated with projects the user has access to, but are not associated with any departments.
  • At the EasyCruit administrator level, the department administrator feature can be enabled and disabled customer wide. This means if a customer no longer needs the feature it can be disabled and all department administrator users are converted to standard users.

Access Control Options

While there are a number of default user types that can be created with pre-selected options, any option can be selected to customize the users of the system.

  1. To view a user's access control details, from the Toolbar select Settings then Users to display the Users page.
  2. Select a user's name then click the Access Control tab.


The following topics describe the available access rights.

Administrator Properties

  • Is administrator - Enables the administrative features that are accessed via the Settings page. When this option is disabled, users can only see Your Information, Departments and Guidelines. It also enables a user to change their own access control settings.
  • Is department administrator - Provides the same functionality as an administrator, but only for specific departments.

Application and CV

  • Access to CV search - Provides access to the Search feature on the Start page. This includes the ability to search for Candidate, CV Candidate, Prospect and Saved candidate types.
  • Access to the application process list - Enables the Recruitment Activities List tab.
  • Access to documents and notes regarding the application(s) - Enables the Documents/Notes tab.
  • Access to deleted applications - Provides access to the Delete Applications feature on the Start page.
  • Disable access to edit application form - Removes the user's ability to edit an application form. The default application forms in the system can be associated with a vacancy by the user, but they cannot be modified.

Recruitment Activities

  • Access to add candidates - Enables the Add Candidates feature on the Start page to manually add candidates.
  • Access to invite candidates to initial meeting/telephone interview - Enables the user to use the Further Progress and the Type of Interview list to invite a candidate to an initial meeting or telephone interview.
  • Able to invite candidates to interview - Enables the user to use the Further Progress and the Type of Interview list to invite a candidate to a first or second meeting or telephone interview.
  • Access to invite candidates to third interview - Enables the user to use the Further Progress and the Type of Interview list to invite a candidate to a third interview.
  • Access to transfer applicants to other projects - Enables the user to use the Further Progress list to transfer a candidate from one vacancy to another.
  • Able to reject applicants - Enables the user to use the Further Progress list to reject a candidate.
  • Able to make job offers - Enables the user to use the Further Progress list to make a job offer to a candidate.
  • Access to delete applicants - Enables the user to use the Further Progress list to delete the candidate's application and have them added to Deleted Applications.
  • Access to create "Classification - Project profile" questions - Enables the user to record internal applicant classifications and to use those attributes for reporting.


  • Able to publish / edit vacancies - Enables the user to publish and edit vacancies. When this option is disabled all of the settings available from the Edit Vacancy tab are inaccessible.
  • Able to close and delete vacancies - Enables the user to close a vacancy and delete it.
  • Access to edit Response mails - Enables the user to change response emails for a specific vacancy.
  • Open for the use of WYSIWYG - Includes the WYSIWYG editor toolbar when creating a vacancy. This allows styling and formatting of the vacancy advert.


  • Able to send email - Enables the Send email value in the Further Progress list so the user can send an ad hoc email to the candidate, without having to change the status of a candidate or work within the recruitment workflow.
  • Able to send SMS - Enables an internal user to send an SMS message to a candidate who has a valid mobile phone number. To work correctly this feature requires some initial configuration work by an EasyCruit representative.
  • Able to use two-way email - Enables the Two-Way Email tab, which is accessible from the candidate's Application and CV page.


  • Access to reports - Enables the Reports feature on the Start page.
  • Access to CBS Reports - Enables the use of the Central Bureau of Statistics (CBS) report, created to meet compliance regulations in the Netherlands.
  • Access to edit guidelines - Enables the Guidelines feature on the Settings page, which is where guideline information can be added to different parts of the system.
  • Allow user to modify contact persons in projects - Enables the user to change the contact persons who are visible in the job advertisement. These do not have to be the same individuals who receive notifications relating to a job advertisement.
  • Access to employee-classification - Enables the Classification tab which is accessed from the Application and CV page.
  • Access to view multiple applicants across all departments - Enables the user to view all the applications a candidate has made across the entire company.
  • Access to view multiple applicants across own departments - Limits the user's view to only those applications made for vacancies in departments the user has access to.
  • Disable access to view multiple applicants - This is the default system option and prevents the user from seeing the multiple applications of a candidate.
  • Access to employee details - Enables the Employees feature on the Start page.
  • Disable forwarded items - Prevents users seeing the history of any forwarded candidates.

User Interface

  • Use simple graphical user interface - This is a redundant option and does not need to be enabled.
  • Use Password Control - Ensures that a user has to enter unique passwords for five password changes before they can reuse a previous password.
  • Login user only via Single Sign On (SSO) – Enables users who log in to EasyCruit using Internet Explorer, Windows Single Sign-On (SSO) to use their Windows credentials from the Microsoft Active Directory. Users are thus not required to remember an additional user name/password combination.


  • WebService Access – This is optional and is only displayed if it is enabled. Read further information about web services here.
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