The first step in setting up your Vincere account is to add users to the system and configure their accounts. This ensures each user has access only to the parts of the system they need.

📌 Note: You must have Administrator permissions to perform these actions.

Access User Management

To access the User Management page:

Go to Settings from the sidebar menu.
Click User Management.

On this page, you can view the following details for each user:

Field	Description
User Name	The name of the user.
Email	The user's email address.
Email Connected	Indicates if the user has an active Nylas or IMAP connection.
Email Status	The connection status of the user's email.
User Role	The role assigned (Administrator, Director, Manager, Consultant, or Resourcer).
Brand	The brand associated with the user.
Identity Provider	Specifies whether access is managed by Access Group or Vincere.
MFA Status	Displays whether Multi-Factor Authentication (MFA) was enabled during the last login.
Company List / Distribution List / Talent Pool	Number of lists owned by the user.
Location	The region the user is responsible for.
Last Login	The date and time of the last login.

To filter users:

Toggle between Active and Inactive using the filter at the top right of the screen.

Add New Users

To add a new user:

Click Add New User at the top of the User Management page.
Ensure you have available licenses in your subscription.
If more licenses are needed:
- Go to Settings, then Billing, or
- Contact the Vincere Support Team.
- For detailed steps, see How to add licenses/ seats.

⚠️ Important: Depending on the user’s Identity Provider, the following actions are available:

Provider	Available Actions
Vincere	Update User Role, Deactivate, Reallocate Entity Pool, Delete, Reset Password.
Access Group	Update User Role, Deactivate, Delete.

📌 Note: For users managed by Access Group, contact Vincere Support for password changes.

Update User Roles

To change a user’s role:

Go to User Management and select the checkbox next to the user.
Click the three-dot menu (…) at the top right, then select Update User Role.
Choose the new role from the dropdown, then click Save.

⚠️ Important: If you see a “Brand is required” pop-up: This happens because the Brand field in the user’s Organizational Settings is mandatory.

Click on the user’s name to open their profile.
Scroll to the Organizational Settings section.
Use the dropdown to assign the user’s role.
Then, select at least one Brand to allocate to the user.
Save your changes.

Once a brand is assigned, you can successfully update the user’s role.

Configure User Responsibilities

User Responsibilities determine what areas of Vincere a user can access.

Responsibility	Description
Administrator	Full access to all system areas, including Admin Settings, User Management, Field Configuration, and Export functions.
Director / Manager / Consultant / Resourcer	Used for internal record-keeping only. These do not grant special permissions by default.

⚠️ Important: Assign Administrator responsibilities only to MD-level or database administrators. This role provides unrestricted access to all areas of Vincere.

To access responsibility settings:

Go to Settings, then Admin Settings.
Under General Settings, select Organizational Settings.
Go to Application / Candidate Sources to review and manage responsibilities.