Overview
This article helps you set up and manage candidate accounts on your Access Volcanic website. Candidate accounts allow users to register, apply for jobs, manage their applications, and subscribe to job alerts. You'll learn how accounts are created, where to manage them in the Admin Area, and how to configure account-related settings.
Key benefits
Allow candidates to register and manage their job applications easily.
Enable job alert subscriptions to keep candidates engaged with new opportunities.
Provide secure login options including LinkedIn sign-in for streamlined access.
Centralise candidate data management through the Admin Area for better organisation.
Support automated account creation through quick apply (one-click applications) to reduce application friction.
Maintain legal consent records for compliance and data protection requirements.
Before you start
Before managing candidate accounts, make sure you have:
Admin access to your Access Volcanic platform.
Understanding of your data retention and privacy policies.
📌 Note: This guide covers candidate accounts only. For admin user management, look out for our upcoming guide on admin accounts.
How candidate accounts are created
Candidate accounts can be created in several ways on your Access Volcanic website.
Standard registration
Candidates can create accounts directly through your Register page by providing their email address and completing your registration form.
Candidates visit your registration page.
They enter their email address and complete required fields.
The system creates their account immediately.
They can set a password and begin using the site.
📌 Note: See our User account management guide to learn more about managing passwords for your site.
Quick apply account creation
When non-registered users apply for jobs, Access Volcanic automatically creates a candidate account using their application email address.
A candidate applies for a job without registering first.
The system automatically creates an account using their email.
An email is sent prompting them to set a password.
Their application is linked to the new account for tracking.
📌 Note: You can require users to sign up or log in before applying for jobs in your site settings.
Job alert registration
Users can subscribe to job alerts using just their email address, which creates a basic account for alert delivery.
Candidates enter their email on job alert forms.
A basic account is created for alert delivery.
They can later complete their profile or apply for jobs.
📌 Note: You can require users to sign up or log in before creating job alerts through your site settings. Learn more from our Job alerts guide.
LinkedIn sign-in
Enable LinkedIn authentication to allow streamlined account creation and login..
📌 Note: See our LinkedIn Sign-in guide to learn more
Managing candidate records
Access and manage all candidate information through your Admin Area.
Viewing candidate profiles
Log in to your Admin Area.
Click Roles in the top navigation.
Click View next to Candidates.
Use the search function to find specific candidates by email or name.
Click the Edit icon to open a candidate's profile.
Reviewing legal consents
Open a candidate's profile using the steps above.
Click the Legal Consents tab.
Review the list of documents and their timestamps.
Use this information for compliance and communication decisions.
📌 Note: This consent information supports your data processing activities and retention policy decisions.
Configuring account settings
Adjust how candidate accounts work on your website through various settings.
Account creation notifications
Configure automated emails sent after account creation.
Log in to your Admin Area.
Click Settings in the top navigation.
Select Notification Centre (under Site) from the dropdown menu.
Here you can find two main tabs. Use these to set up and update your registration emails.
Active notifications: See all your current active notifications. Click the edit icon to update emails sent from your website.
Inactive notifications: See all the inactive email notifications. To activate notifications, click the edit icon to fill in the relevant details and click Submit.
🤓Tip: Do a keyword search (e.g. Ctrl+F) for registers to find the notifications sent when users create an account
Job alert restrictions
Require users to register before creating job alerts.
Log in to your Admin Area.
Click Settings in the top navigation.
Select Site (under Site) from the dropdown menu.
Scroll to Job Alerts & Notifications.
Tick Require users to be logged in to sign up for job alerts.
Click Submit to save your changes.
Registration requirements
Force candidates to complete registration before applying for jobs.
Log in to your Admin Area.
Click Settings in the top navigation.
Select Site (under Site) from the dropdown menu.
In the Admin Area, go to Settings.
Enable Require users to be registered before applying for a job.
Save your settings.
⚠️ Important: Even with this setting enabled, candidate accounts are still created for every job application to support application tracking and communication. This core functionality cannot be disabled.
LinkedIn sign-in setup
Enable LinkedIn sign-in functionality for streamlined access.
📌 Note: Contact support through the Digital Assistant if you need to disable LinkedIn sign-in functionality.
Removing candidate accounts
Manage account removal for individual candidates or bulk cleanup operations.
Suspending an candidate
Log in to the Admin Area.
Go to Roles in the top navigation.
Click the View icon next to Candidates.
Click the edit icon for the relevant candidate.
🤓Tip: Use the filter to search by email address
Tick Suspend User near the bottom of the form
Click Submit to save changes
Deleting a candidate account
Log in to your Admin Area.
Click Roles in the top navigation.
Click the View icon next to Candidates.
Search for the specific candidate.
🤓Tip: Use the filter to search by email address
Click the Delete icon to remove their profile.
Right to be forgotten requests
Right to be Forgotten (RTBF) requests allow candidates to request deletion of their personal data directly through your Access Volcanic website, supporting your GDPR compliance with an auditable process.
Bulk account cleanup
Data deletion tools help you remove candidate accounts and personal data to maintain GDPR compliance, manage database quality, and respond to deletion requests.
📌Note: See our Compliance Tools guide to learn more about RTBF requests and data deletion tools.
Best practices
Follow these guidelines to manage candidate accounts effectively:
Keep registration forms simple to encourage completion.
Use consistent data capture across registration and application forms with matching permalinks.
Review and clean inactive accounts regularly to maintain database quality.
Monitor legal consents before processing personal data or sending communications.
Document account deletion procedures and follow internal policies consistently.
Test LinkedIn sign-in thoroughly before enabling on live sites.
Review notification templates regularly to ensure they remain relevant and helpful.
FAQs
Q1: Can I disable automatic account creation during job applications?
Answer: You can require candidates to register before applying, but candidate accounts must always be created for job applications to support application tracking and communication. This core functionality cannot be disabled.
Q2: Does LinkedIn sign-in import full candidate profiles?
Answer: No, LinkedIn sign-in only uses the candidate's email address for authentication. No CV data, work history, or other profile information is imported through this feature.
Q3: What happens if a LinkedIn user resets their password on my website?
Answer: They can then log in using their email and new password instead of LinkedIn sign-in. This may change their preferred sign-in method going forward.
Q4: Can I require login before candidates create job alerts?
Answer: Yes, enable this option in your site settings under Job Alerts & Notifications to prevent basic accounts being created through alert subscriptions alone.
Q5: How do I handle data deletion requests from candidates?
Answer: Use the Right to be Forgotten process, following your organisation's data retention policy and considering any legal exemptions. Document all deletion activities for compliance purposes.
Q6: What's the difference between registration and application forms?
Answer: Registration creates the initial account, while application forms capture job-specific information. Use matching permalinks (identical field names/IDs) to ensure the same data points are captured consistently across both forms.
Q7: Can I customise the emails sent to new candidates?
Answer: Yes, edit the relevant templates in Notification Centre to match your communication style and brand voice while maintaining essential functionality.
Q8: How do I find a specific candidate in the Admin Area?
Answer: Go to Roles, click View Candidates, then use the keyword search function to find candidates by email address or name.