Managing Users in Your Findem Instance

Table of Contents

Adding Users

Removing Users

Transferring User Licenses

Managing Admin Users

Handling Multiple Organization Instances

Adding Users

Due to specific permissions requirements for adding new users in Findem, this action is limited in your instance. Please contact your Account Manager or Customer Success Manager to add new users. Our team will work with you every step of the way to set the appropriate permissions for all your Findem users.

When requesting to add new users, you'll need to provide the following information for each user:

• Full Name
• Email Address
• Role at the company (e.g., Recruiter)
• Country
• Manager information (including Name and Email)

For users who require access to Analytics, additional details like Location and Organizational Level may be necessary.

When submitting your request to Findem Support, it's helpful to also specify:

• Whether the account should be a User or an Admin
• Any special permissions or flags needed (for example, ESP-only or executive functionality)
• The exact organization or company instance the user should be added to
• Whether this new user is part of a license/seat swap and, if so, which existing user's seat should be reassigned

When the Findem team creates a new account as part of a license or seat transfer, the incoming user will receive an email invite with instructions to log in and activate their account.

Currently, Just in Time (JIT) provisioning and SCIM are not supported by Findem's SSO integrations, so users will need to be added manually.

Removing Users

Findem allows removing users who no longer need a Findem account. Those with Admin permissions can remove users in your organization.

Note:

We STRONGLY recommend working with our Findem Support team before removing any existing users from your Findem account. This allows Findem to have better tracking when it comes to your account health and future updates to your Findem plan.

When handling user deactivation for employees exiting the company, consider these important steps before proceeding:

1. Check if the users have any active or recent projects
2. Determine if project data needs to be merged before deactivation
3. Review any project attachments that may need to be preserved
4. Confirm with the appropriate team before proceeding with user removal
5. Ensure no critical data will be lost during the deactivation process

If you are requesting that a user be deactivated and their subscription seat reassigned (for example, a seat swap), include the following details in your request:

• The account or company the change applies to
• The full name (or username) and email of the user to deactivate
• The full name and email address of the new user who should receive the seat
• Whether active projects should be transferred to the new user or left unchanged
• Which existing user's permissions the new user should mirror (for example, the current seat holder's permissions)

To remove a user from your Findem instance:

1. Click the Organization Settings menu in the left-side options panel. Under the User Settings tab, you should land on Manage Users.
2. From the Actions icon (...), click the Delete button for the user you want to remove.
   
3. Before deleting the user, you can transfer all their data to another user. Select the respective user you want to transfer data to. Then click Transfer Data Then Delete.
   

Reactivating User Accounts

If you need to restore access for a previously deactivated user, Findem allows for user account reactivation. When reactivated, users can regain access using their existing email address.

To reactivate a user account:

1. Contact your Account Manager, Customer Success Manager, or Findem Support to request reactivation.
2. Provide the email address of the user account that needs to be reactivated.

Transferring User Licenses

If you need to transfer a user license (seat) from one person to another, you can generally follow this process:

1. Remove access for the departing user following the steps above.
2. Contact your Account Manager, Customer Success Manager, or Findem Support. Request the same permissions and access levels as the previous user, or clearly specify any changes that should be made.

To avoid delays when requesting a seat swap or seat reassignment, include the following details in your request:

• The account or company the change applies to.
• Which user seat to deactivate (full name and/or email of the current seat holder).
• The full name and business email address of the new user who should receive the seat.
• Whether the new user should be a User or an Admin, and which existing user's permissions they should mirror (for example, the current seat holder or another teammate with the desired access).
• Whether active projects and other data should be transferred from the original user to the new user, or left unchanged.
• Any relevant timing or context (for example, "current user is leaving the company next week" or "pilot access has ended"), so Support can schedule the change appropriately.

When requesting a license swap, make it clear whether the existing user's data (such as projects and project attachments) needs to be migrated to the new user or whether the old account can simply be deactivated without data transfer. If no data migration is required, Support can create the new account for the incoming user and deactivate the former user's account as part of the same request.

If you need project or data migration as part of the transfer, explicitly state that all projects (and any associated data) from the source account should be migrated to the target account and whether the original account should be deactivated or removed once the migration is complete. You can also ask Support to notify you when the transfer is complete or if additional information is required.

After a license/seat transfer or license swap is processed, the new user will receive an email invite (activation email) with instructions to log in and activate their account.

Optionally, you can also include the new user's role or title (for example, Talent Acquisition Manager) and a link to a professional profile (such as LinkedIn) if helpful for identity verification.

Always communicate your specific data preservation needs with the Support team when adding new users, removing existing ones, or requesting seat swaps. The Support team can help you migrate any data attached to profiles and ensure your existing data remains accessible throughout user transitions.

Managing Admin Users

If you need to change the admin user for your company's account or add an additional admin (such as an IT contact), you'll need to contact the Findem Support team. They can help you add a new admin while properly managing existing user access.

Admin-only users (for example, IT administrators who only need access to security or SSO settings) are not charged against your paid user seats. When requesting that an admin-only user be added, clearly include:

• The person's full name
• A valid email address
• The exact organization or account name they should be added to
• A clear statement that they should be added as an Admin (for example, "Please add as admin-only")

Once added, the new admin will receive a login email. If they do not receive it, Findem can resend the login email.

The process typically involves verifying the current account details and making the requested changes to user roles.

Handling Multiple Organization Instances

If you notice multiple instances of your organization in the Findem platform, this can cause confusion with access, user management, and data validation. To resolve this issue:

1. Contact the Findem Support team to help clean up and consolidate your instances.
2. The Support team will help remove incorrect or duplicate instances.
3. This ensures only the correct, active instance remains in the system.

Offboarding Partner Accounts

If you need to offboard a partner account,, you can request removal through your Account Manager, Customer Success Manager, or Findem Support.

To avoid delays, include at minimum:

• The name of the partner account to be removed
• The reason for offboarding (for example, "Insight Partner Pilot access has ended")

Providing these details up front helps the Findem team identify the correct partner account and process the offboarding as intended.