Giving each person the right role means your team can do their work without seeing or changing more than they need to. Beamery Administrators manage this from one place. This article covers how to invite users, choose their role, and disable or delete them when their situation changes.
You manage users in the Manage app at manage.beamery.com/users. It is a single place to manage users across Beamery products, including CRM and Work Architecture. Everything you could do on the old CRM Settings > Users page works the same way, with clearer labels. The Manage app displays in the language set on your user profile.
Table of Contents
How to Invite a New User
How to Create a SSO User
Understanding Beamery User Roles
Which User Role is Right for a New User?
Deactivate vs. Delete a User
What Happens if a User is Deleted or Deactivated Who Owns an Object in Beamery?
Reinstating Deleted Users
How to Invite a New User
To open the Manage app from Beamery CRM:
Click your name in the top-right corner and select Settings.
Under Company Settings, click Users.
You can also go straight to manage.beamery.com/users and bookmark it.
To invite a user:
On the Users page, click Create user in the top-right corner.
Enter the user's First name, Last name and Email. This is the email address they sign in with, and it must be unique.
Leave Contact email is the same as the sign-in email selected, or clear it to enter a different Contact email. The contact email is where Beamery sends mail, and it does not have to be unique.
Choose a role from the Role dropdown. See Understanding Beamery User Roles below.
Click Send invitation.
Beamery confirms with an Invitation sent message and opens the new user's details. The user receives an email invitation. They click Accept invitation and set a password of at least 14 characters that includes at least three of the following: lowercase letters, uppercase letters, numbers and special characters.
Invitations expire after 30 days. If your company uses Single Sign-On, see How to Create an SSO User below.
Pending Invitations
Users who have not accepted their invitation yet appear in the main list with the status Invited, along with a tag showing when the invitation was sent, for example Sent 20 days ago. Once an invitation expires, the status changes to Invite expired. Invited users do not count toward your seat limit.
If a user has not received their invitation, ask them to check their spam folder. To send it again, click the three-dot menu at the end of their row and select Resend invitation.
To cancel an invitation, select Revoke invitation from the same menu, then click Revoke invitation in the confirmation window. This cancels the invitation link and removes the invited user. You can invite them again afterwards.
Changing a User's Role
You can change a user's role at any time. Click the three-dot menu at the end of their row and select Edit. Update their First name, Last name or Role, then click Save changes. A user's email address cannot be changed from this page.
How to Create a SSO User
If your company signs in to Beamery with Single Sign-On (SSO), you invite users the same way: open the Manage app and click Create user. The form confirms that the user gets an email invitation and signs in with your company's SSO. SSO invitations do not expire.
Email is the address the user signs in with. If Beamery should send mail to a different address, clear Contact email is the same as the sign-in email and enter a Contact email.
SSO identifier is only needed when your SSO provider sends a Subject Name ID that is not the email address. In that case, enter the user's SSO login identifier here.
If your company uses SSO and the SSO identifier field does not appear, contact support@beamery.com. For how SSO is set up, see SSO Configuration.
How to Find and Filter Users
The Users page lists every user in your company with their Name, Email, Status, Created date, Role and User ID. To find someone quickly:
Search by email address with Search user email.
Filter the list with Any role and Any status. The status options are Active, Disabled, Invited and Invite expired.
Sort by Name, Email or Created using the arrows next to each column heading.
The seat count in the top-right corner shows how many of your company's seats are in use, for example 6 of 55 seats in use. Click a user's name to open their details, including when their invitation was sent and when it expires.
Understanding Beamery User Roles
Each role controls what a user can see and do in Beamery. Choose the role that matches the work the person does. The descriptions below match the ones shown in the Role dropdown.
CRM Roles
Super Admin: The role with the highest permission level. Super Admins have full administrative control and visibility over the Beamery system. Limit this role to one person or a small group.
Marketing Admin: Similar permissions to Super Admins. Marketing Admins can access all Marketing Suite modules, and can also create vacancies.
Marketing Standard: Broad access to the Marketing suite and CRM, including Campaigns. Cannot create or edit Recipes, or publish Pages and Forms.
Marketing Limited: For users who need oversight. Can only see contacts shared with them or in public pools, and can only create and send campaigns for their own personal workflows.
Sourcing Admin: Full access to CRM and Recipes, and the associated Campaigns, Reporting, Automation Settings and Contact Management. No access to Pages, Forms or the Marketing suite.
Sourcing Standard: Access to the CRM, including Reporting, Contact Management and Campaigns. Cannot access Pages and Forms, Marketing or Recipes, and cannot create email templates.
Sourcing Limited: Limited permissions. Can access contacts shared with them or in shared pools. Cannot access the Marketing modules or Reporting.
Sourcing Confidential: Built for executive search workflows. Has all the access of Sourcing Standard, and can also create and share confidential candidates.
Recruiter Standard: Similar to Sourcing Standard, with the added ability to use the Events module. Has the same limitations as Sourcing Standard, and also cannot use CSV Imports.
Recruiter Confidential: Can do everything Sourcing Confidential can, except use CSV Imports. Can also use the Events module.
Restricted: The most limited level of access. Can only view public candidates or candidates shared with them, and write notes.
Hiring Manager: For hiring managers. Gives access to view contacts, pools and vacancies.
API User: The same permissions as Super Admin, but only for the public API, with no access to the Beamery UI. This role is deprecated in favor of service-specific OAuth clients. To set up access to the public API, contact support@beamery.com.
Work Architecture Roles
Work Architecture data feeds other systems, such as your HCM and Workforce Analytics dashboards, so it matters who can change it. Work Architecture has three roles:
Skills Admin: Full access to Work Architecture. Can view and edit data, and approve edits proposed by Skills Suggesters. Typically a skills lead or skills SME. Skills Admins update roles in the Role Comparison tool and accept or reject the pending suggestions on each role. Each decision is recorded in the role's history with the suggestion, the reason, the decision and the date.
Skills Suggester: Can view Work Architecture data and suggest edits, but cannot edit the data itself. Typically a business leader, hiring manager or recruiter. Can see all suggestions, including those made by others, which helps avoid duplicates, and must give a reason for each suggested change.
Skills Read Only: Read-only access to Work Architecture data. Cannot edit data, propose edits or approve edits.
User can have more one role, so a user can have a CRM role and a Work Architecture role at the same time. Only Skills Admins can assign Work Architecture roles.
For the full breakdown of what each Work Architecture role can do, see Work Architecture User Roles.
Which User Role is Right for a New User?
Each user type comes with its own set of permissions access. Below is a flowchart to help you decide which role is best for a particular user.
To get the most value out of the platform and make more collaborative hiring decisions, we strongly advise inviting your entire talent team to use Beamery. After all, it is intended to be your organization's single source of truth for talent.
Note: Only Super Admin, Marketing Admin and Sourcing Admin users can invite new users, delete current users and manage user permission levels. Only Super Admins can invite or edit permissions for other Super Admins.
Disable vs. Delete a User
Disable a user when they are stepping away from Beamery but expect to come back. Delete a user when they have left your organization and should not regain access. Disabling is usually the safer choice, because it keeps your reports and audit trail intact.
| Disable | Delete | |
| Use it for | Users temporarily not using Beamery who are expected to return. |
Offboarded users who should not regain access. |
| User list | Stays in your list with the status Disabled. |
Removed from your list. |
| Can be undone | Yes. Select Enable at any time. |
No. You can recreate the user (see Reinstating Deleted Users). |
| Seat limit | Disabled users do not count toward seat limits |
Does not count toward seat limits. |
To disable a user: click the three-dot menu at the end of their row and select Disable. A confirmation window asks: "Are you sure you want to disable this user? You can enable them again later." Click Disable user. The user's status changes to Disabled.
To delete a user: click the three-dot menu at the end of their row and select Delete. A confirmation window asks: "Are you sure you want to delete this user? This action cannot be undone." Click Delete user.
What Happens if a User is Deleted or Deactivated Who Owns an Object in Beamery?
Before you remove someone, check what they own. Here is how each type of object behaves:
Pools: The Owner and Manager fields show as empty. You can assign a new Owner or Manager with no issues.
Convert Flows: The creator field shows "unknown user". You can still update the flow without an active owner.
Recipes: When a user is deleted, their recipes lose the owner field and show only the creation date. These recipes fail because they no longer have an associated user. Disabling a user does not cause their recipes to fail.
Campaigns: Campaigns stop sending when their creator is deleted or disabled. To keep a campaign running, duplicate it from an active user's profile and update any recipes linked to it. If the original campaign was already in progress, add a filter such as
CAMPAIGN RECEIVED IS NOT <original campaign name>Deleting a user also deletes the records associated with them, which changes your reports. Disable users instead of deleting them to keep an accurate audit trail.
Reinstating Deleted Users
If you deleted a user by mistake, or they rejoin your organization, create them again with Create user, using the same sign-in email address. You cannot reuse an email address that is already in use. If the user was disabled rather than deleted, select Enable instead. If you have trouble recreating a user, contact support@beamery.com.