When your organization signs with BrightMove, your designated Super User (also called the Company Configurator) partners with BrightMove’s Head of Customer Success (Co‑Founder) to set up your company account and licenses. During that kickoff, the Super User can provision users within your company’s purchased license count. Only your company’s BrightMove Account Admin (billing/contract owner) can adjust the total license count. This is different from the in‑app Administrator security role. If your company is a child of a PEO, contact the PEO for license adjustments.
Important: For Hiring Managers, Super Users/Admins use Grant Access (requires an available HM license). Granting access sends the Welcome email.
After setup, Welcome emails are generated and sent when Grant Access is used for a Hiring Manager (license required). The email provides the user’s username and a secure link/code to create a password and log in for the first time.
Note: A Welcome email includes the username. A Password Reset email does not include the username.
Who receives a Welcome email
A Welcome email is automatically sent to the Recruiter License user when it is created.
The Hiring Managers is sent when this appropriate access path is completed:
The Hiring Manager has a user profile with Username and Email.
A Hiring Manager license is available.
A Super User/Admin clicks Grant Access for that Hiring Manager.
This triggers the Welcome email.
Note: If a Hiring Manager already exists but never received a Welcome email, using Grant Access will trigger it.
Admin prerequisites (Super User / Company Configurator)
Before expecting a Welcome email to send, confirm the user record includes:
Username (unique within your company)
Email address (valid and deliverable)
License (Recruiter, Hiring Manager, Executive/read‑only, etc.)
Then complete: Use Grant Access (requires an available HM license). If no HM license is available, contact your company’s BrightMove Account Admin (or your PEO if applicable) to adjust your license count first.
Changing your license count
Only your company’s BrightMove Account Admin (billing/contract owner) can increase or decrease your license count. If you are a child company of a PEO, contact your PEO for license adjustments. After the Account Admin/PEO completes the change, your Super User can assign the new licenses and proceed with Grant Access for Hiring Managers.
What’s in the Welcome email
The Welcome email contains:
A warm greeting (e.g., Welcome to BrightMove!), with the recipient’s name and role if known.
The user’s Username so they know which account was created.
A Set Password button (secure link) and a one‑time code to complete first‑time password setup.
A fallback URL in case the button is blocked by the recipient’s email client.
Support contact information (e.g., [email protected] and Lighthub link for assistance.)
A friendly sign‑off from BrightMove.
First‑time login: steps for new users
Open the Welcome email you received from BrightMove.
Click Set Password (or paste the fallback link into your browser) and, if prompted, enter the one‑time code shown in the email.
Create your password following the on‑screen requirements.
Log in with your Username (from the Welcome email) and your new password.
If your organization enforces Two‑Factor Authentication (2FA), complete the on‑screen steps to verify.
Didn’t get the email? Check spam/junk, verify with IT that secure.brightmove.com is allowed, and confirm your Super User used Grant Access and a Hiring Manager license was available.
Password resets vs. Welcome emails
Users who cannot log in later can use Forgot Password on the BrightMove login page.
Forgot Password email: Used for password resets; does not include the Username.
Welcome email: Sent when Grant Access is used for a Hiring Manager; includes the Username.
Need your Username? Anyone who can view your Employee or Hiring Manager profile in BrightMove can see your Username. In most companies, this includes users with a Full user license (Recruiter and above), such as the Super User/Company Configurator and Admins.
Important Note: We do not recommend using a full email address as your Username. Email-style usernames can cause issues and may be flagged as suspicious activity, which can trigger a password-reset prompt.
Setting up Security Questions (optional)
If your company has Security Questions enabled, you can set them up from your profile by going to:
My Quick Links > Settings > Security Questions
Choose three questions and provide answers you can remember but that aren’t easily guessable or public.
You may be prompted to confirm your current password or a verification code.
Keep your answers private; they function as an alternate verification method during password resets.
If Security Questions are not visible, your company has not enabled this option.
Resetting your password with Security Questions
If your account has Security Questions configured, you may reset your password by answering them instead of using a code. Steps:
On the BrightMove login screen, click Forgot your password?
Enter your Email Address and click Submit.
On the reset options page, choose Answer Security Questions (if available).
Answer all three of your security questions correctly, then choose a new password, confirm it, and click Save.
After saving, you’ll be logged in immediately.
Availability of this option depends on your company’s setup. If you do not see Answer Security Questions, use the standard reset flow (email/SMS/2FA) or contact your Super User.
Roles & responsibilities
Head of Customer Success (Co‑Founder): Partners with your Super User during onboarding and licensing decisions.
Super User / Company Configurator: Owns user creation, license assignment, and activation. Verifies username & email are set. Triggers Welcome emails by licensing and activating users.
End Users (Recruiter, Hiring Manager, Executive): Complete first‑time setup from the Welcome email and follow any company policies (e.g., 2FA).
Troubleshooting & tips
No Welcome email received: Confirm the Hiring Manager has a user record with Username and Email, that a Hiring Manager license is available, and that Grant Access was used. Ask the user to check spam/junk and safelist BrightMove.
Username unknown: Only the company’s Super User can provide it. Password reset emails will not include the username.
“Username or password is incorrect” loop or frequent resets: Clear saved credentials, ensure the correct username is used, check Caps Lock/keyboard language, and consider company‑enforced password rotation policies.
2FA issues: Ensure the user can receive the verification method your company selected (email, authenticator app, etc.).
Admin checklist: sending Welcome emails reliably to Hiring Managers
Hiring Manager has Username and Email in the record
Hiring Manager license is available
Grant Access was used for the Hiring Manager
Confirm the user received it (and completed setup)
Super User Onboarding & Account Configuration Checklist
Use this checklist as you progress through BrightMove Customer Onboarding to ensure critical setup is complete.
Status Page – I subscribed my admins and users to receive BrightMove system notifications.
I have added my users to the account.
License count changes — To increase/decrease licenses, I contacted [email protected] or submitted a ticket via the chat widget (lower-right in BrightMove).
I have assigned all users a security role.
I have sent the login creation (Welcome) emails out to all my users.
I have set up the integrations my account needs.
I have verified my email address in my account profile.
I have managed the Profile Customizations within the Settings menu.
I have set the Company Preferences to work best for my company.
I have customized my Submittal Workflow to match my company's processes.
I have created and assigned any Communication Templates needed to my Submittal Workflow.
I set Default starting Statuses within my Submittal Workflow.
I viewed and customized the Security Role for each user type within my account.
I created any Basic Qualifications needed for my company.
I created any User Defined Fields my company may need.
My Candidate Experience Portal has been configured and branded.
I know my BrightMove Email Parser address.
I have set up any Communication Templates I may want for my users.
I have set up my support email address and support phone number.
If you have completed all items above, then you have completed your basic account set‑up, Well done! Your onboarding manager will reach out if any remaining questions or unfinished items need assistance.