WFM UK: ATS: Assigning Access to the ATS app from within HR

Overview

The Applicant Tracking System (ATS) app is accessed via Fourth Engage. The ATS utilises SSO (Single-Sign-On) for login, which ensures ease of access for all users. For login issues with SSO please see Engage - Mobile - Username and Password Reset.

This article describes the process of enabling the relevant permission within the HR module via the Access Level Hierarchy for administrators, and via the 'users' tab for individual users. 

Administrators - Updating the Access Level Template

The Access to ATS App permission within HR allows individuals to gain access to the Applicant Tracking System module. This permission can be assigned to multiple employees at the same time by updating the Access Level Template within the Access Level Hierarchy. To do so follow the steps below.

• Go to the HR Module
• Select Company Admin > Access Level Hierarchy from the drop-down menu

 
Fig.1 – Access Level Hierarchy

• Select Company Hierarchy > and the required Access Level

 
Fig.2 – Access Levels

• In the HR Module section, select Edit

 
Fig.3 – Edit in HR module

A pop-up will display with the Access Template.

• Scroll down to the Other section
• Tick the Access to ATS app box
• Save to apply this setting to the Access Level Template 

 
Fig.4 – Access to ATS App setting

Please note: An Access Template can be assigned to multiple levels in the Hierarchy, so please check this prior to updating the permission.

All users with access to the Permission Level have now access to the ATS from within the Fourth Engage app. If access cannot be assigned via Access Templates, then the below steps can be followed to assign access to individual users instead.

Please note: Assigning access via permission templates is recommended over assigning individual access. Permission templates are easier to keep up to date and change than individual users.

Individual Users

The ‘Access to ATS App’ permission within HR can be assigned to individual users following the steps below.

• Go to the HR Module
• Select User > Assign User Access from the drop-down menu

Fig.5 – Assign User Access 

• Select the required Employee
• Select the User Profile link

 
Fig.6 – User Profile Link

• Scroll down to the Other section
• Tick the Access to ATS App box
  Select Next to apply this setting to the individual user

 
Fig.7 – Access to ATS App setting for an individual user

• Select Next to confirm Location access
• Select Next to confirm division access on the following pages to apply the setting

Please note: Assigning ATS access via HR will grant the user access to their home location and to the lowest ATS permission level only. The ATS access will not reflect HR specific location access. Access to additional locations and a higher permission level in the ATS will need to be amended manually.

For more details go to WFM UK - ATS - Changing User Access.