User Admin
💡 Note: This page is for TalentForge admins only. If you don't see User Admin in your sidebar, you aren't an admin — ask your admin for access changes instead.
User Admin is where admins add HR Business Partners, choose which business units they can see, grant access to extra modules, and remove access when someone moves on.
To open it, click User Admin (the shield icon) near the bottom of the module list in the sidebar. The page is titled User Access Management and has six tabs:
| Tab | What it's for |
|---|---|
| Users | Add, change, revoke and delete accounts |
| Sign-in domains | The company email domains allowed to sign in with Google |
| Activity | A log of every change made on this page |
| Integrations | Sync status for Workable and SWORD |
| Ingestion | A record of each monthly employee-data update |
| Architecture | A diagram of how TalentForge is deployed, for technical admins |
Users Tab
The table lists every account with:
- Person — name and email, with badges for ADMIN, INTERVIEWS (has Interview assessments access) and YOU
- Access — All business units, or how many business units they can see
- Sign-in — GOOGLE, or PASSWORD for older username-and-password accounts
- Status — ACTIVE or INACTIVE
- Last sign-in
Use the search box to find someone by name, username or email. You can also filter by pillar, business unit and status (Active and inactive, Active only or Inactive only). Click Clear filters to reset.
Adding a User
- Click Add user.
- Fill in:
- Full name
- Work email — they'll sign in with Google using this address. There's no password to set, and the email's domain must already be on the Sign-in domains list.
- Choose their business units — either tick Every business unit, or pick units from the list (see Choosing Business Units).
- Tick any extra permissions:
- Can administer users — gives them this page.
- Can open Interview assessments
- Can open Talent movement
- Leave Email them that their account is ready ticked to send a welcome email. It explains how to sign in and names the business units they can see.
- Click Create user.
TalentForge creates their username from their email address. If the welcome email couldn't be sent, you'll see a message saying so — use the mail icon on their row to try again.
Changing an Existing Account
Each row has a set of icon buttons. Hover over an icon to see what it does.
| Icon | Action |
|---|---|
| Sliders | Change business units |
| Envelope | Re-send the account-ready email |
| Clipboard | Turn Interview assessments access on or off |
| Two arrows | Turn Talent movement access on or off |
| Shield | Make them an admin, or remove admin rights |
| Person with a cross | Revoke access (reversible) — becomes Restore access on an inactive account |
| Bin | Delete permanently |
Granting Interview Assessments and Talent Movement
These two modules are switched off for new accounts. Turn them on per person — with the checkbox when you create the account, or with the clipboard or two-arrows icon on their row.
- Admins can always open both modules.
- The person sees the new menu item the next time they open or refresh TalentForge.
Choosing Business Units
Click the sliders icon on someone's row to open their business units.
- Every business unit gives access to the whole organisation, and new business units are added automatically.
- Otherwise, pick units from the list. It's grouped by pillar — search by unit, group or pillar name, and collapse pillars you don't need.
- Some units are withheld: they're kept out of "Every business unit" and must be granted one by one. Click Show withheld units to see them. They're marked withheld.
- You must choose at least one business unit, or tick Every business unit.
- If someone has Every business unit, the list you pick is kept as their access in case all-access is removed later.
Click Save scope. Saving a change ends the person's current sessions, so they'll be asked to sign in again.
Revoking vs. Deleting Access
| Revoke access | Delete permanently | |
|---|---|---|
| How | One click on the person-with-a-cross icon | Bin icon, then type their username to confirm |
| Effect | They're signed out and can't sign in. Their plans and history are untouched. | Removes the account, its business units and its sessions |
| Undo? | Yes — Restore access gives back the access they had | No |
⚠️ Warning: In most cases, revoke rather than delete. The delete window offers Revoke access instead for this reason. When you do delete someone, a full snapshot of the account is saved in the Activity tab.
Safety rules:
- You can't revoke, delete or remove admin rights from your own account.
- TalentForge must always keep at least one admin.
Sign-in Domains Tab
This list controls which company email domains can sign in with Google. The table shows each Domain, its Note, how many Accounts use it, and who added it.
- To add a domain, type it under Allow a new domain, add an optional note (such as which company it's for), and click Add domain. The change takes effect immediately.
- To remove a domain, click the bin icon on its row. You can only remove a domain once no accounts use it.
💡 Tip: A domain on this list doesn't give anyone access by itself. Each person also needs an account on the Users tab.
Activity Tab
A log of every change made in User Admin — newest first. Each entry has a badge (Created, Updated, Scope, Deleted, Domain +, Domain − or Workable), the account or domain affected, who made the change, when, and a short summary.
Integrations Tab
A health check for TalentForge's two outside connections. It's mainly for technical admins.
- Workable ATS — shows whether the Workable connection is switched on and set up, and when it last synced. Test connection checks that Workable accepts TalentForge's access, and Run hot sync starts a refresh of vacancies and applicants (refresh the tab after a few minutes to see the result).
- SWORD interview cache — shows whether the SWORD connection is set up and when it last synced. HRBPs read the actual verdicts on Interview assessments, not here.
Ingestion Tab
Each time TalentForge loads employee data from HRIS, it records a cycle: cycle 1 is the new monthly snapshot, and cycle 2 is the mid-month update to it. The table shows each cycle's snapshot, headcount before → after, and how many people Joined, Left, Changed unit and Changed position.
Click Open on a cycle to see the people behind those numbers. You can filter by change type (All, Joined, Left, Changed unit, Changed position), by business unit, or search by name or employee ID.
For the full history since 2024, use Talent movement.
Architecture Tab
A diagram of how TalentForge is deployed: its services, data stores, security controls, scheduled jobs and outside connections. It's meant for technical admins who need to explain or troubleshoot the platform.
- Click a component to highlight how it connects to the rest. The toolbar lets you zoom, switch between light and dark, go full screen and export a copy.
- The diagram is only ever sent to admins, and only inside the app. It names internal infrastructure and suppliers, so don't share it, or screenshots of it, outside the team.