New user guide for Administrators

Manage your company profile by clicking the profile icon at the top right and selecting Company Profile.

You can update everything except the company name. Contact Cezanne support if you need to change the company name.

You can update details such as your phone number, logo, website, and more.

Upload a logo to make your profile stand out. It also appears on your application page.

You can also add a phone number if you want it available as a merge field in email templates.

Click Save when you're done.

Go to Settings > Company Settings to manage:

• Data retention: keep CVs indefinitely, or set a retention period from 3 months to 2 years.
• AI CV scoring: opt out for all current job processes if you don't want CVs scored by AI.
• Candidate opt-ins: manage opt-in options for current and future job processes, shown to candidates on the application page. Candidates who don't opt in for future processes have their data deleted 30 days after their role closes.
• Inclusion compliance: enable demographic questions to support Equal Opportunity reporting. These preset question sets can't be edited to keep them compliant, and feed directly into diversity reporting.
• SMS settings: set up a sender ID to send SMS reminders. This can't be changed once set.
• Two-step authentication: enable as the default for all users.
• Rejection settings: make it mandatory to give a reason when rejecting a candidate.

If you manage more than one brand, each brand's company settings need to be configured separately. You can switch brands from the dropdown highlighted below.

Go to Team > Users to add or invite someone.

Enter their name and email and click Save. They'll get a welcome email and a dedicated Cezanne email address, so their personal address stays hidden from candidates.

They'll need to approve that address before they can start emailing candidates.

To edit an existing user's access, find them in the Users section and click the green pen icon. See User Permissions Overview in this guide for what each permission level allows.

You can also remove a user here. To delete an administrator, mark them inactive first, then delete them.

Cezanne Recruitment has three user types: Normal User, Admin, and Super Admin.

'What Admins and super admins can do by default:

• Grant or remove the Admin role. Super Admin only.
• Access company settings, careers page, application page, job listing, hiring flow, integrations, API, custom fields, and billing settings.
• See and manage every job in the account. Normal users are restricted to jobs they own or are assigned to.
• Access the Users/team management page, and invite, update, or delete users.
• Access the full reporting suite.
• Edit shared email templates.
• Manage favourite recruiters.

What Normal Users can do regardless:

• Create, update, and publish jobs and act on candidates, but only for jobs they own or are assigned to.
• Edit their own custom email templates.
• Use inbox, messages, and notifications.
• Edit their own profile and settings.

What Normal Users can do if an Admin grants the specific permission:

Access the CV database, Favourite Recruiters, the Recruiters feature, Forms & Documents, Contracts, and Job Requisitions.

Only Super Admins can reveal sensitive candidate custom-field answers, sensitive Forms & Documents answers, and grant or remove the Super Admin role itself.

This area allows you to add in recruiters you like working with, so you can easily notify them when setting up a new job posting.

Go to Team > Favourites > + Add Favourite and enter the agency's name.

If they're already registered on Cezanne Recruitment, they'll appear automatically.

If not, click + Request for Recruitment Agency to ask for them to be added.

Contact support if you run into any issues.

Hiring Flow reflects the stages candidates move through on your jobs, and can be customised to match your process at the company level or per job.

Setting your company default (Administrators)

Go to Settings > Hiring Flow.

Reorder the existing steps as needed, add new ones with the + icons and use + Add Custom Step for something bespoke.

Remove steps with the trash icon.

This default then applies automatically to every new job.

Customizing the flow for one job (anyone posting/editing a job)

When posting or editing a job, you'll reach the Configure Hiring Flow step. You can also go to it directly via the job's left-hand menu.

Your default stages load in. Add extra stages or remove ones you don't need with the bin icon, then save to apply your changes to just this job.

Screenshot: the Settings > Hiring Flow default configuration screen.

Have a look at Posting a job to see all the steps involved when posting a job.

The New CV Notification auto-response is a setting you control company-wide.

Go to Settings > User Settings to turn it on or off.

If enabled, it applies to every user, and every application triggers the auto-response.

Its content and template are managed under Email Templates. See Creating & Editing Email Templates in this guide, where you can customise it.

Note: individual language and time zone preferences are set per person under each user's own Settings > User Settings.

See Your Notifications & Calendar Settings in the Hiring Managers & Recruiters guide. There isn't a separate company-wide language/time zone default beyond that.

Calendar integration lets interviewers' real availability show up directly in the interview scheduler.

This covers connecting Office 365 via Cronofy, our calendar middleware.

How it works: each user connects their own Microsoft 365 account individually via OAuth, rather than through a tenant-wide connection.

Cronofy only ever accesses that one user's calendar to read availability and create, update, or cancel events as needed.

Connecting a user's calendar

1. Go to Settings > User Settings > Calendar Integrations and select Office 365.
2. Click Connect. You'll be redirected to Microsoft login (Entra).
3. Approve the consent screen Microsoft shows you.
4. Once approved, Cronofy links the connection and calendar integration is complete.

As an admin, you can check who on your team is connected under Your Teams, and send a direct request to anyone who isn't.

If a user sees "Admin consent is required"

This means your organisation's Entra policy requires an admin to approve third-party apps before individual users can connect.

It's a policy choice made by your Microsoft 365 admin, separate from Cezanne's own SSO app.

To grant admin consent in Entra:

1. Sign in to the Microsoft Entra admin center as an administrator who can manage enterprise applications.
2. Go to Enterprise Applications > All Applications and search for Cronofy for Office 365. Confirm the Application ID is f573e3d3-ea9c-4d8d-9d8f-20107b8cedbd. Don't confuse it with any other Cronofy app.
3. Open Security > Permissions and click Grant admin consent for [your company].
4. Confirm the permissions page no longer shows "No admin consented permissions found."
5. Ask the affected user to retry connecting from Cezanne Recruitment.

If it still fails, collect the timestamp, affected user, error code, and correlation ID from a fresh failed attempt, and raise a ticket with Cezanne support.

Restricting who can connect: if you want to limit this to specific people, enable User assignment required on the enterprise application in Entra and assign only the allowed users/groups.

This controls who can sign in, since each connection is already limited to that person's own calendar.

Quick FAQ

Is this tenant-wide access to everyone's calendar?

No. Each user authorises only their own calendar.

Does Cezanne SSO cover this too?

No. Cronofy is a separate Entra application from Cezanne's SSO app.

If you're stuck, send Cezanne support:

• A screenshot of the error, with personal data redacted.
• Your Microsoft 365 tenant domain.
• The timestamp and user involved.
• Whether anyone else in your organisation has connected successfully.

Screenshot: Settings > User Settings > Calendar Integrations, showing the Connect button for Office 365.

Screenshot: the Entra admin center's Enterprise Applications > Permissions screen with "Grant admin consent" visible.

Templates save time by letting you respond to candidates at scale while keeping a personal touch. They're usable at every hiring stage and in your message centre.

Anyone can create and edit their own templates. Only Admins and Super Admins can edit shared (public) templates.

Creating a new template

1. Go to Templates then select Email Templates and click + New Template.
2. Enter the template name, type, and subject.
3. Write the email body. Use template fields to auto-populate details, for example {my_company_name} inserts your company name automatically. Copy the field and paste it as plain text.
4. Click Save.
5. Choose whether the template is public, meaning shared with your team, or private.

Example template

Name: Application Unsuccessful

Type: CV Reject

Subject: Job Application Update

Dear {candidate_name}, thank you for your interest in working with {my_company_name}. There has been a high volume of applicants for this role. We've reviewed your application but don't feel you're the right fit for {job_title} at this time. We'd like to keep your CV on file for future opportunities. If you'd rather we didn't, let us know at {my_email}.

{my_name}
{my_company_name}

Editing a template

Go to Templates, click the edit icon next to the one you want to change, make your updates, and save.

Email signatures

You can add a signature to your templates, but be mindful of the message file size limit.

If your signature includes images, keep them as small as possible.