Invite a New User to Talent Platform

Administrators can invite new users to Talent Platform from Configuration > Settings > Users. This article explains how to send an invitation, assign the user a role, and link the user to their Bullhorn ATS account.

Common Reasons You Might Need This Article

You need to give a new recruiter, coordinator, or manager access to Talent Platform.
You want a new user to have a specific level of access, such as Viewer or Administrator.
You want to link a new Talent Platform user to their Bullhorn ATS account.
An I-9 Form I-9 to verify the identity and employment authorization of individuals hired for employment in the United States. workflow stalls after the candidate finishes because the authorized representative has not completed their profile.
A user's Talent Platform account is locked because the user has not logged in for 90 days.

Before You Begin Inviting a User

Confirm the following before you send an invitation:

You have the Administrator role in Talent Platform. Only Administrators can create and invite new users.
You have the email address of the user you want to invite.
Optional: You have the user's Bullhorn ATS User ID, if you want to link the Talent Platform user to their ATS account.

Talent Platform sends user invitations from alerts@ableteams.com. Invited users can reset their own password by clicking the Forgot Password? link on the login screen.

User Roles Available in Talent Platform

When you invite a user, you assign the user one of the following roles. By default, these roles are available:

Administrator: Can view and edit all records. Recommended to limit number of admins.
Manager: Can view and edit most records. Cannot edit account settings.
User: Can view and edit applicant records. Can view SSN.
Creator: Can view and edit applicant records. Can create a signature request.
Viewer: Can view applicant records. Can create a signature request.

Administrators can create additional custom security roles for your instance. For instructions, see Creating Custom User Roles.

Steps to Invite a User to Talent Platform

Follow these steps to send an invitation and assign the user's role.

In Talent Platform, click Configuration > Settings.
On the Company Settings page, click Users.
On the User Management page, click + Invite a User.
In the Email Address field, enter the email address of the user you want to invite.
Under User Types, select the role you want to assign to the user.
Optional: In the External User ID field, enter the user's Bullhorn ATS User ID. To find the ATS User ID, see Locating External User ID.
Click Send Invite.

What the Invited User Does Next in Talent Platform

After you click Send Invite, Talent Platform emails the invited user an invitation to activate their account. To finish activation, the invited user completes these fields on the activation form:

First Name
Last Name
Job Title
Create a Password
Confirm Password

After completing the fields, the invited user clicks Submit.

Make sure each invited user completes activation. If a user who has not finished activating their account starts an I-9 workflow as the authorized representative, the workflow stalls after the candidate finishes and the candidate cannot sign. The I-9 workflow can resume after the authorized representative completes their profile.

Users who have not finished activating appear under Pending Users on the User Management page with an Invite Pending status. To send the invitation again, click Resend next to the user.

Troubleshooting User Invitations in Talent Platform

A User Has Not Finished Activating Their Account

In Talent Platform, click Configuration > Settings > Users. On the User Management page, expand Pending Users, find the user, and click Resend. The user receives a new activation email.

An I-9 Workflow Is Stalled After the Candidate Finished

This happens when the authorized representative who started the I-9 workflow has not completed their profile. Ask the authorized representative to finish activating their account. The I-9 workflow can resume after the authorized representative completes their profile.

A User's Account Is Locked

Talent Platform locks user accounts that have not been logged into for 90 days. Locked accounts appear under Locked Users on the User Management page. Administrators can unlock a locked account by following the steps in Unlocking Users.

FAQs About Inviting Users to Talent Platform

Can I invite a user without a Bullhorn ATS User ID?

Yes. The External User ID field is optional. If you enter the ATS User ID, Talent Platform connects the invited user to their ATS account when the user opens the custom tab in the ATS.

Why does an invited user need to complete the activation form?

The activation form collects the user's first name, last name, job title, and password. Talent Platform uses the user's name when the user starts an I-9 workflow as the authorized representative, so an incomplete profile can stall the workflow.

What is the difference between inviting a user and bulk uploading users?

Inviting a user adds one user at a time, and the user must activate their account. To add many users at once, see Bulk Upload Users. Users added by bulk upload do not need to create a password or log in to get access.

Can I change a user's role after I send the invitation?

Yes. For instructions on updating a user's access, see Changing User Permissions.