You can control what each user can see and do in Vincere by adjusting their permissions in User Management. This article covers how to update permissions for editing placements, grant export access, and resolve common issues caused by permission settings.
📌Note: You need administrator access in Vincere to manage user permissions.
Update permissions for editing placements
If a user's placement fields are greyed out and cannot be edited, their role may only have view-only access to those fields. Follow these steps to grant edit access.
📌Note: Some fields in placement records are mandatory and cannot be disabled through Field Configuration.
Click Settings, then click User Management.
Click the user's name to open their profile.
Go to the Permissions tab.
Scroll down to the ATS section and locate section 3. Candidates.
Enable the Edit Placement option.
Click Save.
What happens if Edit Placement is not enabled
If the Edit Placement permission is not enabled, the user will not be able to modify placement details. They can still:
Move candidates to placement stages.
Create new placements.
Grant export permissions
To export contacts and candidates in Vincere, a user must have the Administrator user role assigned to their account. Without this role, the export option will not be available.
Click Settings, then click User Management.
Locate and open the user's profile.
From the User Role dropdown, select Administrator.
Click Save.
Ask the user to sign out and sign back in for the changes to take effect.
Once updated, the user can access the export CSV function through Advanced Search for contacts or candidates.
📌Note: Users without export access should contact their administrator to request a role update.
Resolve locked placement records
A placement record may show as "currently being edited by me" even when you are not actively editing it. This typically happens if you clicked Edit on the FastTrack tab without clicking Save or Cancel.
To unlock the record:
In FastTrack, go to Maintenance, then click Locked Profile.
Unlock the profile from this section.
Return to Vincere and resume your updates.
⚠️Important: If you do not have access to FastTrack, ask someone with the appropriate permissions, such as your manager, to unlock the profile on your behalf.
Timesheet and placement start date issues
The undo submit timesheet option may be greyed out if a timesheet has already been submitted in FastTrack. Vincere reads this status from FastTrack and cannot override it.
If the timesheet has been submitted:
The undo option in Vincere will remain disabled.
Changes to the placement start date must follow your FastTrack permissions and workflow.
Coordinate with your FastTrack administrator to handle changes in this situation.
FastTrack integration: key considerations
FastTrack integration affects how placement records and timesheets are managed across both systems. To avoid issues:
Ensure permissions are correctly set in both Vincere and FastTrack.
Resolve any locked profiles in FastTrack before making updates in Vincere.
Manage timesheet submissions in line with your organisation's workflow.
Troubleshooting
Issue | Resolution |
Fields are greyed out and cannot be edited | Update the user's permissions in Vincere to enable Edit Placement. |
Export option is not available | Assign the Administrator user role to the user's account. |
Placement record shows as locked | Unlock the profile via Maintenance > Locked Profile in FastTrack. |
Undo submit timesheet is greyed out | Coordinate with your FastTrack administrator Vincere cannot override a submitted timesheet. |