As a Super User, Admin Settings gives you full control over how your system is configured and how it behaves for everyone in your organisation.
Understanding each tab and what it controls helps you manage your system confidently, keep data compliant, and tailor the experience to your team's needs. This article walks you through every section so you always know where to go.
⚠️ Important: You must have Super User permissions to access Admin Settings. Changes made here apply system-wide and affect all users.
Configure Admin Settings as a Super User
To open Admin Settings, click the Settings (cog) icon in the bottom-left navigation panel.
Admin Settings is organised into six tabs:
General Settings
Email Settings
Access Evo Settings
System Preferences
GDPR | Data Privacy
Document Settings
Select the relevant tab below for a full breakdown of what each setting does.
General Settings
The General Settings tab contains the core operational settings that control how your account is structured and how users interact with it day to day.
Click General Settings, then select Edit next to the setting you want to configure.
The following settings are available:
Organisational Settings — Manage your task categories, statuses, sub-statuses, and sources. These values appear throughout the system wherever tasks or records are categorised.
Quota Management — Review used, allocated, and remaining credits for your account. Click View to see a breakdown of your current usage.
Archived Candidates — Review all candidates that have been archived. Click View Archived Candidates to see the list and permanently delete records where required.
Approval Process — Set whether offer approval is a required or optional step in your placement process. Click Edit to toggle the setting.
Default Setting for Formatted CV — Configure the default auto-creation settings for formatted CVs. Click Edit to update the preferences.
Reporting Period Management — Adjust the reporting period used to display data on your Analytics dashboards.
Click Edit to change the period.
Default Timezone — Set the default timezone that is applied to new candidate records.
Click Edit to update this setting.
Candidate Rejection Reasons — Create, edit, or delete the reasons available when rejecting a candidate from the Application stage.
Click Edit to manage the list.
📌 Note: Any changes made to Candidate Rejection Reasons apply to all users across the system immediately.
9. LiveList™ Settings — Configure whether LiveList™ is shown or hidden by default.
Click Edit to update the display preference.
10. Week Period Setting for Goal Console — Change the day the week starts on within the Goal Console.
Click Edit to update this setting.
📌 Note: This setting applies to Goal target data and affects how weekly performance is calculated for all users.
11. International Phone Numbers Formatting — Enable or disable international phone number formatting. When enabled, the system uses country code dropdowns and displays country flags in phone fields.
Click Edit to toggle this setting.
12. Activities Settings — Configure whether Activities are shown or hidden by default across the system.
Click Edit to update the display preference.
13. Compliance Settings — Configure whether Compliance is shown or hidden by default.
Click Edit to toggle visibility.
13. Compliance Expiry Check — Configure how the system checks compliance document expiry against contract end dates.
Click Edit to manage this setting.
15. Placement Amendment Settings — Manage the reasons available when a user submits a Placement Amendment.
Click Edit to add, edit, or remove reasons.
16. Multi-Factor Authentication (MFA) — Set whether Multi-Factor Authentication is required for all users or left optional.
Click Edit to update the MFA policy.
17. Quick Add Settings — Configure the default behaviour when a user adds a new entity record using the Quick Add function.
Click Edit to manage these preferences.
Email Settings
The Email Settings tab controls all outbound email configuration for your system, including accountant communications, system-generated emails, and bulk sending.
Click Email Settings, then select the relevant button next to the setting you want to configure.
The following settings are available:
Accountant Emails
Set up the email address and delivery schedule used for accountant communications.
Click Edit Accountants to configure.
System Mail Settings
Configure the email address used for all system-generated emails. Any email sent from the system uses this address as the sender.
Click Edit Email Settings to update.
📌 Note: If no system email address is configured, all outgoing emails are sent from noreply@vincere.io by default.
Bulk Email Settings
Set up and manage the bulk email feature for your tenant.
Click Edit Bulk Email Settings to configure sending limits and preferences.
Email Fallback Settings
Control whether the system falls back to a secondary email provider when a user's primary email provider fails.
Click Edit Email Fallback Settings to manage this option.
Access Evo Settings
The Access Evo Settings tab lets you configure AI-assisted features powered by Access Evo within your system.
Click Access Evo Settings, then click Edit next to the setting you want to configure.
The following setting is available:
Access Evo OptimAlser Prompts
Set up and manage the prompts used by Access Evo OptimAlser. Click Edit to create or update your prompts.
System Preferences
The System Preferences tab controls how the system is presented to users and how key system-wide values are defined, including branding, naming conventions, and financial settings.
Click System Preferences, then select Edit next to the setting you want to update.
The following settings are available:
Company Logo
Upload the logo displayed on emails, letterheads, and system layouts.
Click Upload Logo to add a new logo, or click Reset to Default Logo to revert to the system default.
📌 Note: Logo requirements are: maximum width 180px, maximum height 80px, maximum file size 50kb.
Update Company Name
Set the company name used in emails, documents, invoices, and other system outputs.
Click Edit to update the name.
Currency Converter
View all currencies available in the system and edit their exchange rates.
Click Edit Currencies to open the currency table.
Change System User Names
Rename the default system user labels to match your organisation's preferred terminology.
Click Edit to modify the names.
Change System Names for Job Types
Rename the default job type labels to reflect your business's language.
Click Edit to update job type names.
Change System Name for CRM Stages
Rename the default CRM stage labels (chevrons) to match your workflow terminology.
Click Edit to update stage names.
Commission / Profit Split
Customise the commission sharing rate between job owners and candidate owners.
Click Edit to update split percentages.
📌 Note: You can control whether users with 0% ownership appear in Placements by default, creating cleaner views while preserving flexibility for special cases. The system also tracks who updated profit split settings and when, supporting governance and transparency.
Placement Probability by Stage
Set the probability percentages associated with each pipeline stage to enable Fee Forecasting.
Click Edit to configure stage measurements.
Forecast Fee
Set the default forecast method applied to jobs.
Click Edit to update the method.
Email Greetings
Configure the default greeting text used in email templates.
Click Edit to update the greeting.
Paid Time Off (PTO) Preferences
Manage the PTO codes available in the system.
Click Edit to add or remove codes.
Search Preferences
Edit system search preferences to adjust how search results are returned across the platform.
Click Edit to update.
GDPR | Data Privacy
The GDPR | Data Privacy tab helps you manage data consent, privacy policies, and email permissions in line with your data protection obligations.
Click GDPR | Data Privacy, then click Edit next to the setting you want to configure.
The following settings are available:
GDPR | Consent Management
Modify the consent request form and the consent management page shown to candidates and contacts.
Click Edit to update the form content.
Privacy Policy and Terms of Service
Upload or configure your organisation's Privacy Policy and Terms of Service.
Click Edit to manage these documents.
Email Permission Settings
Set the default email permission applied to new candidates and contacts.
Click Edit to update the default.
Document Settings
The Document Settings tab controls how documents, compliance checks, and quarantined files are managed in the system.
Click Document Settings, then select the relevant button next to the setting you want to configure.
The following settings are available:
Documents and Checks
Manage the document and check types available across the system.
Click Edit to add, edit, or remove types.
Onboarding Doc Check
Set up reminders sent to employees about outstanding document submissions during onboarding.
Click Edit to configure reminder schedules.
Quarantined Files
View the list of files that have been automatically quarantined by the system.
Click View to review the quarantined file list.
FAQs
Q1: What happens if I turn off International Phone Numbers Formatting?
Answer: When disabled, phone numbers are stored and displayed exactly as entered, without country code validation, formatting, or flag indicators. All numbers remain visible in phone fields, including those that would not pass validation — so no data is lost and integrations such as Ringover continue to work as expected.
Q2: What happens if I do not set up a System Mail email address?
Answer: If no system email address is configured, all outgoing system-generated emails are sent from noreply@vincere.io by default.
Q3: Who can access Admin Settings?
Answer: Only users with Super User permissions can access and make changes in Admin Settings.
Q4: Do changes in Admin Settings apply to all users immediately?
Answer: Yes. Most settings in Admin Settings are system-wide and take effect immediately for all users once saved. Settings such as Candidate Rejection Reasons and MFA policy apply to every user in the account.
Q5: Can I undo changes made in Admin Settings?
Answer: There is no automatic undo function. We recommend noting your existing configuration before making significant changes so you can revert manually if needed. If you need assistance, reach out through the chat messenger.