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| User Access Role Required: | AccountAdmin |
| Important Note: | This article assumes that your SSO is set up with Authentication Mode as ‘AuthenticationOnly’ and New User Access as ‘ESS – eSS Employee’. (Our recommended set up options) |
If your account is set up with SSO, when onboarding a new employee you need to consider the order and process in which they are set up in both Citation HR Software and your company Identity Provider (IdP) e.g. Microsoft, G Suite etc. This will depend on your onboarding process and how you are using Citation HR Software.
The steps outlined in this article will take you through the process of onboarding a new candidate in Citation HR Software, either using our Pre-employment Checklist and using eSS to assist with their onboarding, or by creating a new candidate or employee record and giving them access to eSS through your IdP.
How to onboard new employees using our Pre-employment Checklist
During the onboarding process, you will typically be using the candidate’s personal email address to contact them, until they become an employee. If you use our pre-employment checklist to onboard your candidate, this will create an eSS User with their personal email address as their Username.
Prior to setting the candidate/employee up in your company Identity Provider (IdP), you will need to update their eSS Username in Citation HR Software so it matches the username/email address you will use in your IdP. This should authenticate them as an SSO User once they are created in your IdP. If your new employee will be a management user, you will also need to check and update their security settings and access in Citation HR Software .
These steps assume you have already created your Candidate Record (using the SEEK integration, Applicant Portal, Importer or manually), and may have already used the Interview and Shortlist Candidate Checklist.
1. Onboard your candidate using our Pre-employment Checklist
Prior to setting the candidate/employee up in your IdP, follow the next steps in Citation HR Software . If you don’t do this, your IdP may create a new (duplicate) eSS user for your employee in Citation HR Software.
2. In Citation HR Software, navigate to Settings
3. Click on Usernames and Passwords
4. Select the eSS Users tab
5. Locate the employee’s name
6. On the Details tab, click Edit
7. Edit their Username in Citation HR Software to match the username/work email address you will use in your IdP and click Update
8. Notify the candidate to advise them that their username for eSS has been updated to their new work email address
9. When you are ready, set the candidate/employee up in your company IdP (ensuring their email and username match Citation HR Software)
10. Check that their user is authenticated as an SSO user. (It may take time to sync, and you may need to logout and back in to see the change).
If the employee that you are onboarding is a management user, you will also need to:
11. Upgrade the eSS User to a User
12. Update their User Access Control Settings, including Branches and Roles
13. Update their Alert Subscriptions
Providing access to eSS through your IdP for a new employee
Only complete these steps if you are not using our Pre-Employment Checklist or getting the candidate/employee to register for eSS, prior to setting them up in your IdP.
1. Create your candidate or employee record in Citation HR Software, using your chosen method (SEEK integration, Applicant Portal, Importer or manually)
2. Set up the new candidate/employee in your IdP (ensuring their details match in both systems)
Once your IdP syncs with Citation HR Software, it will create a new eSS User for your candidate/employee. You need to link the candidate/employee record to the eSS User.
3. Navigate to Settings, then Usernames and Passwords
4. Select the eSS Users tab
5. Locate the new eSS User that has been created by your IdP
6. Navigate to Access Control then Linked Record
7. Click Edit and under Record, search for your new candidate/employee, click Update
If the employee that you are onboarding is a management user, you will also need to:
8. Upgrade the eSS User to a User
9. Update their User Access Control Settings, including Branches and Roles
10. Update their Alert Subscriptions
This User does not need to register for eSS as they will be authenticated as a SSO User by your IdP.
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