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Understanding the Arcoro People Menu & Unified Permissions

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David N

This article covers a limited-release feature and will be available to everyone in the future. Content is subject to change.

The "People" page allows you to set up and manage your users' permissions from a single page instead of needing to navigate to the respective Arcoro module. Many of the fields and permissions shown are the same ones you have grown accustomed to, just laid out in one place for easy access and setup. Menus and options may differ depending on what has been enabled for your organization, so you only see what is relevant to your you.

When you begin using the "People" menu, it will become the only place for you to set up your users. The original menus and pages for managing user permissions will not accept any edits. More information can be found here.

Table of Contents

Navigating to the People Menu

Click People from the side menu on the Arcoro homepage.

UNIFIED - Navigation - People - 00.png

Using the Unified Page

Understanding the Menu

UNIFIED - People - 01.png

The "People" menu will provide the following columns:

  • Actions - Click the "Eye" icon to view the details of the user.
  • First name
  • Last Name
  • Employee ID
  • Email
  • Username
  • Features - The number of Arcoro modules/features the user has access to.

Adding a User

  1. Click Add next to the search bar.
    UNIFIED - People - Add - 07.png

  2. Enter the basic information for the user. Click Add when finished.

    • If they need access to log in to Arcoro, enable "Create login". If you would like additional time to set up the user's permissions before they log in for the first time, you can uncheck "Send Invite Email" to send an invite later.

    UNIFIED - People - Add - 01.png

  3. Enter the user's information and set up their access/permissions. Required fields will be marked with an asterisk (*). Save your changes and complete other fields as needed.

    UNIFIED - People - Add - 08.png

    General

    The "General" tab is for the user's general information such as their name, address, email address, phone numbers, etc.

    UNIFIED - People - Add - 02.png

    Employment

    The "Employment" tab is for employment information such as their employee ID, hire date, performance manager, etc.

    UNIFIED - People - Add - 03.png

    Talent

    The "Talent" tab lists the user's documents, certifications, goals, evaluations, succession plans, knowledge base history, work history, learning plans, and courses. This can be skipped as there is typically nothing for a new user.

    UNIFIED - People - Add - 04.png

    Core HR

    The "Core HR" tab does not currently list anything. 

    UNIFIED - People - Add - 05.png

    Access & Permissions

    The "Access & Permissions" tab lists what the user can access, what they have permission to do, and their previous logins. You can learn more about access and available permissions here.

    UNIFIED - People - Add - 06.png

  4. Clicking Edit will put the user's profile into edit mode where you can update their information, access, and permissions.
    UNIFIED - People - Edit - 00.png
  5. Save your changes when finished and as you progress through tabs.
  6. If you enabled "Send Invite Email" from the initial "Add" menu, the user will receive an email like the one below. If the user does not receive the email, have them check for any troubleshooting methods here.
    UNIFIED - People - Send Invite - 02.png

Managing Existing Users

  1. Click the eye icon under the Actions column.
    UNIFIED - People - Details - 00.png

  2. The profile is initially read-only and will have multiple tabs:

    UNIFIED - People - Details - General - 01.png

    General

    The "General" tab lists the user's general information such as their name, address, email address, phone numbers, etc.

    UNIFIED - People - Details - General - 00.png

    Employment

    The "Employment" tab is for employment information such as their employee ID, hire date, performance manager, etc.

    UNIFIED - People - Details - Employment - 00.png

    Talent

    The "Talent" tab lists the user's documents, certifications, goals, evaluations, succession plans, knowledge base history, work history, learning plans, and courses.

    UNIFIED - People - Details - Talent - 00.png

    Core HR

    The "Core HR" tab does not currently list anything. 

    UNIFIED - People - Details - Core - 00.png

    Access & Permissions

    The "Access & Permissions" tab lists what the user can access, what they have permission to do, and their previous logins. You can learn more about access and available permissions here.

    UNIFIED - People - Details - Access Permissions - 00.png

  3. Clicking Edit will put the user's profile into edit mode where you can update their information, access, and permissions. You can view the available access and permissions here.
    UNIFIED - People - Edit - 00.png
  4. Save your changes when finished and as you progress through tabs. 

Sending Invites

If an user cannot find their account verification email or if you need to send them an email for the first time, you can send an invite through their profile.

  1. Click the eye icon under the Actions column.
    UNIFIED - People - Details - 00.png
  2. Click the Access & Permissions tab.
    UNIFIED - People - Details - Nav - Access - 00.png
  3. Click Edit from the top-right.
    UNIFIED - People - Edit - 00.png
  4. Click Send Invite.
    UNIFIED - People - Details - Access Permissions - 02.png
  5. Click Send to confirm the invite.
    UNIFIED - People - Send Invite - 01.png
  6. The user will receive an email like the one below. If the user does not receive the email, have them check for any troubleshooting methods here.
    UNIFIED - People - Send Invite - 02.png

Access & Permissions

Access

UNIFIED - People - Access - 00.png

  • Status - Determines the user's access to the Arcoro platform as a whole.
  • Last Login - The last time the user logged in to Arcoro.
  • API Management Access - If the user has permission to the API page.
  • Username
  • Email Verification - If the user verified their Arcoro account.
  • Require Multi-Factor Authentication - If the user is required to use multi-factor authentication to login..
  • Login History
ATS

UNIFIED - People - Details - Access Permissions - ATS - 01.png

  • Access - Grants access to the ATS.
  • Roles - Roles that grant permission to various aspects of the ATS. A user can have 
    • Contact User Only - The user can be sent applicants/candidates via email to review and provide feedback on, but cannot access the ATS software to create jobs, etc. 
    • Job Req Override - If you have a job requisition process in place, any users with this role can override that process if need be.
    • Reports Access - This user can only log in to the ATS and access the reports. For example, this role is for an intern to have access to run weekly reports or for a director/department head who wants information on hired candidates.
    • System Administrator - This user will have access to all parts of the ATS.
  • Additional System Responsibilities
    • Hiring Manager - Allows the user to be assigned to a job requisition.
    • Requisition Approver - Approve/Reject requisition submissions.
    • System Guided Dispositioning - Aids in working candidates through the hiring process.
  • Job Application Notifications - How to notify the user of new applicants.
    • Don't notify
    • Every Applicant
    • Daily Summary
    • Weekly Summary
  • Agency Assignment
Onboarding

UNIFIED - People - Details - Access Permissions - ONB - 01.png

  • Status - Grants access to Onboarding.
  • Role - Select the role to list the available permissions for the given role.
    • Administrator - Allows the user access to the Admin menu for setup purposes and to view new hires, but cannot be assigned as a hiring manager for new hires.
    • Manager/Admin - Has access to all features and can be assigned as a Hiring Manager.
    • Manager - Allows the user access to new hires as a hiring manager, but cannot access the Admin menu. 
    • Kiosk - The Kiosk User role will be available if Kiosk mode has been enabled. The Kiosk rule allows the user access to hiring templates that are enabled for the locations they are assigned to. They do not have access to the Admin menu and cannot navigate to other areas of Onboarding.
  • Locations - This field will be presented for those with a manager or kiosk role. This allows the user to view hiring templates related to the location.

  • Permissions - The permissions listed will differ depending on the role selected.

    Permission Permission Description Roles with Permission
    Manage Job Titles
    • Add, edit, and delete job titles.
    • Administrators without permission to manage job titles can still view job titles from the Administration page.
    • Administrator
    • Manager/Admin
    Manage Policies
    • Add, edit, and delete policies.
    • Administrators without permission to manage policies can still view policies and add, edit, and delete document types from the Administration page.
    • Administrator
    • Manager/Admin
    Manage Users Add, edit, and delete users.
    • Administrator
    • Manager/Admin
    Manage Government Forms Manage form activation settings for Government forms.
    • Administrator
    • Manager/Admin
    Manage Custom Fields Manage form activation settings for Custom forms.
    • Administrator
    • Manager/Admin
    View I-9 View I-9 document from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    View Federal W-4 View Federal W-4 from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    View State W-4 View State W-4 from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    View Policy Acknowledgements View Policy Acknowledgements from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    View Employee Summary View Employee Summary from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    Manage Locations
    • Add, edit, and delete locations.
    • Administrators without permission to manage locations can still view locations from the Administration page.
    • Administrator
    • Manager/Admin
    Manage Notifications
    • Add, edit, and delete notifications.
    • Administrators without permission to manage notifications can still view notifications from the Administration page.
    • Administrator
    • Manager/Admin
    Manage New Hires
    • If enabled for Managers, allows the manager to view and take actions available within the Electronic Filing Cabinet
    • For Administrators, this option is enabled by default, even if this option is not enabled on this page. 
    • Administrator
    • Manager/Admin
    • Manager
    View Custom Documents View Custom Documents from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    Edit New Hire Record
    • If enabled for Managers, allows the manager to view and edit new hires.
    • For Administrators, this option is enabled by default, even if this option is not enabled on this page.
    • Administrator
    • Manager/Admin
    • Manager
    Edit Pay Rate
    • If enabled for Managers, allows the manager to update the pay rate for new hires from the Electronic Filing Cabinet.
    • For Administrators, this option is enabled by default, even if this option is not enabled on this page.
    • Administrator
    • Manager/Admin
    • Manager
    View VSI View Voluntary Self-Identification from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    View Direct Deposit View Direct Deposit from Electronic Filing Cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    View All New Hires
    • If enabled for Managers, allows the manager to view all new hires, regardless of the assigned manager.
    • For Administrators, this option is enabled by default, even if this option is not enabled on this page.
    • Administrator
    • Manager/Admin
    • Manager
    Manage Hiring Templates Add, edit, delete, and manage hiring template activation settings.
    • Administrator
    • Manager/Admin
    View Job Applications View a new hire's job application if they were added through the ATS.
    • Administrator
    • Manager/Admin
    • Manager
    View Offer Letters View a new hire's offer letter if they were added through the ATS.
    • Administrator
    • Manager/Admin
    • Manager
    Delete New Hire Record Delete a new hire record from the electronic filing cabinet.
    • Administrator
    • Manager/Admin
    Delete Employee Documents Delete employee documents from the electronic filing cabinet.
    • Administrator
    • Manager/Admin
    • Manager
    Create New Kiosk Hire Allow a Kiosk user to create a new Kiosk Hire outside of the Hiring Templates. 
    • Kiosk User
    Show Pay Fields Allow a Kiosk user to view and select the pay fields when creating a new Kiosk Hire.
    • Kiosk User
    Edit Pay Fields Allow a Kiosk user to view and edit the pay fields when creating a new Kiosk Hire.
    • Kiosk User
Talent

UNIFIED - People - Details - Access Permissions - Tal - 01.png

Status - Grants access to Talent. 

Permissions for Built-In Roles

Permission Permission Description
360 Admin
  • Access to “360 Admin” menu in the 360 Evaluations Module
  • Can assign out 360 Evaluations, create projects, and specify rater relationships
360 Manager Access to “Manager Tools” menu in the 360 Evaluations Module
360 Report Viewer Not tied to reports
Evaluation Admin
  • Adds the Performance Admin Tab in the Evaluations Module
    • Add/Edit Evaluations
    • Schedule Evaluations
    • Add/Edit Competencies
Evaluation Manager
  • Adds the Manager Tools Tab in the Evaluations Module
    • Approval Queue
    • Manage Goals & View Goals
    • Assign Evaluation
    • Notes
  • If a user with this role has direct reports, they will only be able to see approvals and goals and assign evaluations to their direct reports only.
Evaluation Report Viewer Not tied to reports
Instructor
  • When assigned to a course/class an instructor can do the following:
    • Create and edit a class
    • Manage the class by printing out a roster, managing completion status
    • Email employees enrolled in the class
    • Manage the waitlist if turned on at the class level
LMS Administrator
  • Access to “LMS Admin” menu in the LMS Module
  • Can create/edit and assign out certifications to all users
  • Can add new courses into the system
  • Can Require/Recommend Courses to all users
  • Can Add Course Exemptions
  • Can Manage employee course history for all employees
  • Can create/edit and assign out learning plans
  • Can add Instructors and Classrooms
Manager
  • Same access as Employee
  • Can assign training, certifications, learning plans, and historical courses to direct reports
  • Can view and edit course roster for direct reports
  • Can view an employee transcript of direct AND indirect reports
  • Can approve training, learning plans, certifications, and historical courses
Student

Role is unnecessary to assign to everyone.

  • Access to courses assigned to them
  • View past course history through transcript
  • Access to all courses in the catalog, UNLESS a catalog restriction is applied to a course for only certain Locations, Departments or Groups
  • Submit historical course and certification information for approval by the manager and training admin
Training Admin
  • Access to everything
  • Access to LMS Admin tab in LMS Module
  • Ability to approve certifications and historical courses for employees
  • Has access to the Account Admin section
  • Has access to the Reports Module
  • Does not give any additional roles/permissions for Performance, Only LMS
Training Report Viewer
  • Allows the user access to the following reports if added to their company in the SysAdmin > Talent Reports area:
    • Certifications by Location
    • Assigned required courses by Location
    • Complete training by Company Location
    • Certification by business unit
    • Assigned required courses by business unit
    • Complete training report by business unit
  • The user will see Employee information for anyone they are assigned to as a Manager, or any Employees who are part of a Business Unit they are assigned to as a Business Unit Controller (if applicable).
    • *Note: Any user who is not a Manager or business unit controller and is given the Training Report Viewer role would not see any data in the reports if added to the company.
Core HR

UNIFIED - People - Details - Access Permissions - Core HR - 01.png

  • Access - All users will have basic access to Core HR through the employee portal.
  • Admin Access
    • Administrator - Grants this user the Core HR administrator role with the visibility scope and settings configured. Turning it off suspends the role and keeps its configuration, so turning it back on restores everything.
    • View full SSN - When on, this admin sees full SSNs in employee lists they have access to. When off, SSNs are masked to the last four digits.
    • Approval admin - Sends this administrator an email notification when an employee completes an event that requires approval. The administrator must have a valid email address on file.
    • Contact admin - Displays this administrator's contact information on the Employee Self-Service portal so employees can reach them with questions.
    • Multi-factor admin - Allows this administrator to configure and reset multi-factor authentication. When the company requires MFA, at least two active Multi-factor admins must remain on the account.
    • Test site access - Allows this administrator to access the Core HR test site.
    • Place legal hold - Allows this administrator to place a legal hold on employee documents.
    • Remove legal hold - Allows this administrator to remove a legal hold on employee documents.
    • Template - Apply a template to quickly configure a user's permissions.
  • Employee Visibility - Selecting "Inclusive" or "Exclusive" will present additional fields to specify 
    • Inclusive - Grants visibility to employees if they match any configured dimension.
    • Exclusive - Denies visibility to employees if they match any configured dimension.
    • All Access - Allows permissions to all employees.
  • Settings
    • Home Page Widgets - Controls which cards/tabs appear on the administrator's Core HR homepage.
      • Summary
      • My profile
      • My workflows
      • Alerts
      • Scheduled exports
      • Notes requiring follow-up
      • Account activity
      • Resource center
      • Events pending approval
      • ACA
      • Accruals
  • Page Access - Grant the Administrator No access, View, or Edit permission to Core HR pages. Only pages under Employee, System, and Data can be view-only; everywhere else, View is unavailable, and a granted page is always editable.
    • Employee
      • Profile
      • Demographic Info
      • Notes
      • Documents
      • Emergency Contacts
      • Assets
      • OSHA Injuries and Illnesses
      • Benefits
      • Dependents & Beneficiaries
      • Beneficiary Assignments
      • Additional Benefits
      • Prior Coverage
      • Alternate ID's
      • Payment Tracking
      • ACA Profile
      • Compensation
      • Pay Stubs
      • Direct Deposit
      • Taxes
      • Deductions
      • W2
      • Prefilled Forms
      • Surveys
      • Wellness Campaigns
      • Workflows
      • Education History
      • Work History
      • Other History
      • References
      • Employment Screenings
      • Positions
      • Goals
      • Skills
      • Training and Achievement
      • Reviews
      • Time and Attendance
      • Time Off
      • Expense Tracking
      • Activity
      • Email
      • Demographic Changes
      • Exports
      • Benefit Changes
      • Payroll Deductions
      • Premium Billing
      • Facility History
      • Homepage
      • Enrollment Windows
      • To Do List
      • General
      • Account Management
      • Add New Employee
    • System
      • Audit Log
      • Failed Email Log
      • Employment Screenings Log
      • New Hire Eligibility
      • Onboarded New Hire Eligibility
      • Termination Eligibility
      • Demographic Change Log
      • Benefit Change Log
      • Deduction Change Log
      • COBRA Log
      • Imputed Income Log
    • Reports
      • General
      • Demographic Changes
      • OSHA Form 300
      • Demographics Dashboard
      • Time Manager Hierarchy
      • Performance Manager Hierarchy
      • Compliance
      • Status Summary
      • Started but not Completed Detail
      • General
      • Participation Summary
      • Enrollment Rosters
      • Billing / Reconciliation
      • Benefit Statements
      • Before and After
      • Payment Tracking
      • Activity Changes
      • Carrier Billing
      • Employee Groups
      • Data Comparison Utility
    • Settings
      • Payroll - Admin Portal
      • Payroll - Employee Portal
      • Employee Portal Links
      • Employee Portal Documents
      • Affordable Care Act
      • Applicant Tracking
      • Benefit Management
      • Onboarding
      • Payroll
      • Positions
      • Priorities and KPI's
      • Goals
      • Skills
      • Training and Achievement
      • Reviews
      • Performance Log
      • General Settings
      • Prefilled Forms
      • Surveys
      • Time and Attendance
      • Time Off Tracking
      • Expense Tracking
      • Wellness Campaigns
      • Workflow Management
      • Documents
    • Setup
      • Setup Properties
      • Administrators
      • Required Fields
      • Billing
      • Web Service Dashboard
      • Integrations
    • Data
      • Standard
      • Custom
      • Pay Stub PDF
      • W2 PDF
      • Manage
      • Schedules
      • History
      • Audit Log
Advanced Analytics

UNIFIED - People - Details - Access Permissions - Advanced Analytics - 01.png

  • Role - Specify what level of access the user has to Advanced Analytics.
    • No Access
    • Viewer
    • Administrator
  • Available Licenses - The number of licenses available to grant permission to users.

Please Note

  • When you begin using the "People" page to set up and manage your users' permissions, the original user/employee and permission administration screens within the modules will stop accepting edits. When using your respective modules:
    • Arcoro Time (Formerly ExakTime) - Employee and access screens send administrators to the Arcoro homepage. Creating, editing, and deleting custom web and mobile security roles moves to a dedicated page on the Arcoro homepage, and built-in roles stay view-only.
    • Applicant Tracking - On User Maintenance, the Add user button, the people grid, and the include deactivated users toggle are no longer shown, and permission administration pages stop accepting edits. Business Unit maintenance and Import and Export Users are unchanged. An Employee Management link is added to the Admin menu. Roles continue to be created and maintained in the product and are assigned from the person record.
    • Onboarding - The User tab is replaced with a short message and a link to the person record. Every other Onboarding page is unaffected.
    • Talent - On Account Admin, People, the Add a Person button and the people grid are removed, and the People link takes administrators to the Arcoro homepage. Import stays on that page and works as it does today. The permissions screen redirects to the Arcoro homepage.
    • Integrations - User permission management becomes view-only, and permissions are set on the Arcoro homepage. The integrations themselves keep running.
    • Advanced Analytics - Nothing changes inside the product. Access is granted from the person record.
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