Overview
This article helps you manage admin accounts for your Access Volcanic website. Admin accounts give selected team members access to post jobs, create content, manage data, and perform other administrative tasks. Access is controlled through customisable roles that determine what each admin can see and do in the Admin Area.
Key benefits
Control who can access your website's administrative functions with role-based permissions.
Create custom admin groups for different teams like consultants or content managers.
Manage Data Representative permissions for GDPR compliance requirements.
Invite new admins directly or promote existing candidate users to admin status.
Suspend or remove admin access safely when team members leave your organisation.
Troubleshoot admin access issues efficiently with clear permission structures.
Before you start
Before managing admin accounts, make sure you have:
Admin access to your Access Volcanic platform.
Knowledge of which team members need admin access and what permissions they require.
Understanding of your GDPR compliance responsibilities if using Data Representative roles.
📌 Note: Access Support staff cannot view, edit, or manage your site's user accounts. You'll need to designate a primary admin internally to manage the user lifecycle.
Understanding admin roles
Admin access is controlled through roles with configurable permissions. Your site includes two default roles:
Candidates for external users who apply for jobs.
Admins for internal team members with administrative access.
You can create custom admin groups to give tailored access to different team members. Common examples include Consultants with access to Applications and Jobs only, Content Managers with access to Content Management features only, and Data Protection Team with access to Compliance tools.
⚠️ Important: Always enable the Dashboard permission for every admin group. Without it, users will see a blank screen after logging in.
Understanding GDPR roles
The Main Data Representative (DPO) is a special role with access to the audit area for managing Subject Access Requests, Right to be Forgotten requests, and data export requests.
📌Note: See our Compliance Tools guide to learn more Data Representatives roles and managing data requests.
Manage admin accounts
Add new admin users
You can add admin users using two methods.
Direct invite method
Log in to the Admin Area.
Click the Roles tab in the top navigation.
Click the Eye icon next to the Admin group.
Select Invite User.
Enter the new user's name and email address.
Click Send Invite.
Promote registered candidate method
Ask the user to register on the website as a candidate.
Log in to the Admin Area.
Click the Roles tab in the top navigation.
Click the Eye icon for Candidates.
Search for the candidate account.
🤓 Tip: Use the filter to search using the user's email address
Click Edit.
Change their Role to Admins using the dropdown menu.
Click Submit.
📌 Note: We recommend using the promote candidate method if you're having trouble receiving emails. This means the admin sets their email and password upon registration and can access the admin area without needing an email.
Create custom admin groups
Follow these steps to create a new admin role with specific permissions.
Log in to the Admin Area.
Click the Roles tab in the top navigation.
Click the green New button.
Enter a name for the role, e.g. consultants.
Toggle the permissions required for this group.
⚠️Important: Enable the Dashboard permission to avoid login issues.
Click Submit to save.
Manage admin roles and permissions
Follow these steps to view and manage admin roles.
Log in to the Admin Area.
Click the Roles tab in the top navigation.
View all Admin and candidate roles available.
Click the Edit icon to view and edit permissions.
📌Note: Only permissions for custom admin roles can be editing. Permissions for full admin and candidate roles are set as standard and can't be changed.
Suspend admin users
Follow these steps to temporarily block an admin's access.
Go to the Admin Area then Roles.
Click the Eye icon to view the Admin users list.
Click the Edit icon for the user.
Tick Suspend User.
Click Submit.
Delete admin users
Follow these steps to permanently remove an admin's account.
Follow steps 1-2 above to view Admin users.
Click the Delete icon (bin symbol) for the user.
When prompted, click the red Delete button to confirm.
⚠️ Important: You cannot delete or suspend the Main Data Representative until the role is reassigned to another admin. Only the current Main DPO can reassign this role.
Configure sign-in options
Admins can use Sign in with LinkedIn to register and log in, but this isn't recommended because any LinkedIn sign-in issues could potentially affect access to the Admin Area. Standard email and password sign-in provides more reliable access.
Best practices
Assign a primary website admin to oversee account access and Data Representative responsibilities.
Use direct invite for clean onboarding rather than candidate promotion unless necessary.
Keep admin roles minimal and purpose-specific.
Enable Dashboard permission on every admin group.
Ensure there's always a Main Data Representative, assigned with backup Secondary Data Representatives ready for promotion if needed.
FAQs
Q1: Do all admin roles need the Dashboard permission?
Answer: Yes, always enable Dashboard for every admin group to prevent login errors for users.
Q2: Why can't I delete the Main Data Representative?
Answer: You must first reassign the Main DPO role to another admin, and only the current Main DPO can perform this handover.
Q3: What's the difference between suspending and deleting an admin?
Answer: Suspending temporarily blocks access and can be reversed, while deleting permanently removes the admin's account.
Q4: Do I need to create a candidate account before making someone an admin?
Answer: No, use the direct invite method to add admins without requiring candidate registration first.
Q5: What should I do if an admin can't see the dashboard after logging in?
Answer: Check that the user's role includes the Dashboard permission, as this is required for proper access.
Q6: Can Access Support staff help me manage admin accounts?
Answer: No, for security compliance, Access team members cannot invite, view, amend, or delete your site's users.
Q7: What happens if an admin loses access using LinkedIn sign-in?
Answer: Switch them to email and password sign in for more reliable access, and consider sending a new direct invite to reset their access method.