There are five types of records in Beyond. This article discusses each type of record, record statuses (active versus inactive) and the components you will find in common with each record type (visifile, details, messages, etc.).
Employees are defined as current employees, past employees, potential candidates, and applicants. Each employee will have their own record in your system. Think of each employee record as its own file folder, with each file containing information about that employee. Within each employee record you have the ability to store all kinds of information and details such as the employee's contact information, resume, and even their preferences on how they want to be paid. The more information you store in an employee record, the more complete their profile and the easier your life will be when you need to find this information later. The employee record was designed to help you build and maintain valuable relationships with your employees and give you visibility on their performance as well as your own.
Trainer tip: Make sure you are documenting all of your interactions with your employees by adding messages to their record!
The customer record is where you will document sales activity and service rep interactions with your current, previous, and future customers. This type of record was designed to not only help you establish and grow your partnerships but also track important metrics like where they are at in your sales cycle, upcoming hiring needs, current pain, and even your competition. The customer record is where you will find work site addresses, contact information and billing setup. Use the customer record to measure your success, and store documents like customer-specific benefits information, employee safety information and release forms.
Trainer tip: Make sure you enter correct and updated information here. Information from the customer record will automatically flow to the order and assignment records.
Who answers the phone when you call up your customers? Who are the hiring managers coming to you with new orders to fill? Who are the gatekeepers making it tricky to reach your intended recipient of e-mails and phone calls? These are your contacts, and you'll want to keep track of each one - past, present, and future. Use the fields on the contact record to store notes on all of your interactions, sales leads, and future opportunities.
Trainer tip: Contacts may include hiring managers, supervisors, receptionists, and even members of the C-Suite!
The order record tells your recruiters about the positions that need to be filled. Here you will enter information like job title, job description, pay rate, bill rate, and how many resources are needed. Order records can be searched and viewed individually or by category like customer, order status and more.
Trainer tip: When your customers request more than one employee for the same job, you can choose to either create one new order that requests multiple employees, or you may create multiple new orders, each requesting one employee.
Information from the employee record like address, zip code and pay setup details combines with information from the order record like work site address (which flows from the customer record) and results in the final product - the assignment record. Whether you created one order requiring multiple employees, or one order requiring one employee, every time you assign an employee to an order you will create a separate assignment record. The assignment record is what ties the employee, customer, and order records together. It is what generates the timecards used to pay your employees and bill your customers.
Trainer tip: Any changes made to the assignment record (i.e. bill rate and pay rate) will affect the timecards generated for that assignment in the future.
Active Records vs Inactive Records
Active records are records we want to use. Inactive records are records we don't want to use. You can tell if a record is active by looking to see if there is a green or grey bubble in the "Charms" right next to the record name. If the bubble is green (shown below), the record is active. If the bubble is grey, the record is inactive.
1. VISIFILE: The visifile will give you an overview, or a snapshot, of the information on that record like status, contact information, and the history of messages logged here.
Trainer tip: You can individually customize the order in which the cards appear on the "Visifile" by clicking 'CUSTOMIZE' in the top right corner and then dragging and dropping the cards to your desired location.
2. DETAILS: Here, you may add and edit the record to include additional information like addresses and status.
3. DOCUMENTS: Click the documents tab to access, upload, and store electronic files specific to this record. On an employee record, you might store their resume here, whereas on a customer record this is where you might choose to store your customer's benefits or employee handbook packets. Other examples of documents may include contracts, legal files, on-boarding instructions, and process manuals. Think of the documents section as an electronic filing cabinet.
4. MESSAGES: The messages section contains the history of messages logged on this record. This is also where you may add new messages. Each interaction you have with the subject of this record should be logged here, including actions like phone messages, e-mails and interviews.