Recruiter Manual

Table of Contents:

Part One - System Overview:

Part Two - The Employee Record:

Part Three - The Order Record:

Part Four - The Assignment Record:

Part One - System Overview:

Definition of Record Types

Employee: Includes all applicant, candidate, and hired employee details regardless if they are active, terminated, etc.  The employee record holds data such as contact method information, messages, pay history, past jobs, documents and much more.

Customer: Includes all data regarding prospects, and any former, or current clients. The customer record is created for a specific company, corporation, building, etc. Within the customer record additional details such as sales information, documents, invoice setup, defaults, and more can be seen.  

Order: Contains information regarding all job openings (requisitions, openings, requests) placed by customers'. Order records hold valuable information including shift times, start dates, financial details, worksite details etc.

Assignment: Contains data regarding all placements made by your organization(s). Assignments are created off order records and are what tie the employee to a position. The information gathered from assignment records directly communicates to the back office (payroll and invoicing) portion of Enterprise.

Contact: Relates to specific people at a customer that your organization communicates with. This is where records for hiring managers, supervisors, invoice recipients, etc. will be housed.

*Note- Records cannot be "deleted" from Enterprise. In the cases where an employee moves away, a customer goes out of business, or an order or assignment closes, the record is then updated to an inactive status.

Active records are always noted with a bright green light in the avatar section:

Inactive records are always noted by having the green light "off" in the avatar section:

Hierarchy Overview:

The hierarchy area is found by clicking on your user name at the top right corner of Enterprise:

There are two sections within the hierarchy: the level and the branch.  Both sections will have an affect on what you can view, or enter in the system:

The Level:

The level you are in determines what records are viewable.

System: Allows access to total data across multiple entities. Run reports and searches at this level to return results for your entire database. Likely a level that only executives and owners will have access to.  

  • Operating at System Level: Typically data is not to be entered (records are not created) at this level, as it is operating outside an entity (company). Attempting to operate at this level may result in an error message.

Entity: A company. In general, an entity is typically tied to a specific Federal ID, creating a separate 941 filing. Using this hierarchy layout allows you to have multiple Federal ID’s within one database. If you have multiple Federal ID’s (entity’s), and have employees' who cross over, you must enter that employee record within each Federal ID (Entity).

  • Operating at entity level: Records entered will be available to view in any area (ClassVsTemp, Branch, etc.) within/below that entity, but not from within another entity.

ClassVsTemp: Allows for a separation between staff (internal) and temporary payroll. Class equates to staff employees', and temp equates to temporary employees'. Only select users will have access to the class/staff side. This means a company can share data across temp branches while keeping staff payroll under lock and key.

  • Operating at ClassVsTemp Level: Allows a service rep to see records across all temp branches, or all records across staff branches, but never both at the same time.  

Branch: Can-but does not necessarily have to- be physical locations of a staffing company.  Can also be lines of business. For instance: Technical vs. Clerical vs. Professional vs. Industrial vs. Health Care, etc.

  • Operating at branch level: Users are only able to view records that were entered at (or above) that level and specific branch.

*Note - Each hierarchy is set up uniquely for a company's operation, thus you may see levels additional to the ones described here, including, but not limited to:  District, Region, Super Entity, Sub System, etc. Also, because each hierarchy is setup uniquely, at what level records are entered is also unique to your operation.        

The Branch:

After determining the level, select a branch within that level to make that branch the one which you, the service rep, operate out of. For example, by selecting "Memphis SE" as shown below, all Enterprise activity and new records created (i.e. employees, customers, orders, and assignments) will by default, be associated with the Memphis SE branch.

Navigation Tips:

Tip One: Look to the left.

By looking to the left, users can always determine where they are in Enterprise.

For example, in the image below by looking to left users can tell they are currently viewing an (1.) employee record. Continue to look up and users will see they are in the (2.) visifile of that record. Whose record exactly? The (3.) avatar area in the upper left hand corner tells users this is Kate Austen's record.

This principle follows through all of Enterprise - no matter where you are in the system you can always look to left to determine what record you are currently viewing.

Tip Two: Icons

It can be easy to overlook a small and discrete icon - but do not be one to fall into such a trap, icons offer users:

1. Functionality that cannot be reached in other areas of Enterprise. Specifically the actions menu (hand icon in the record avatar) and reports icon (pie chart) offer additional options and reporting specific to the record you are viewing.

2. Shortcuts. So often in Enterprise we run into times when records are related to another. For example, customers and contacts - a contact record is always associated directly with a customer record. Or an assignment is always tied to one employee. This being the case there are icons built into the system to help users quickly interact with and jump to those related records.

Tip Three: Navigation and History Icons:

These three icons are so helpful for navigating through Enterprise they get a special mention.

Whether you are in a sales, recruiter, or payroll role one thing you have in common is that you work in a fast paced industry. In just one day you could talk to 50 people - so what is an easy way to jump between all these people? The navigate back icon, navigate forward icon, and history dropdown:

Use these icons in the same fashion as you would in any internet browser to easily jump back to a record if an employee or contact returns a voicemail.

Tip Four: Right-Click:

Anytime you come across a table in Enterprise (search results page, message list, assignment list, etc.) you can essentially guarantee yourself that right-click functionality is available to you. Similar to icons, right-clicking an item within a table will open new options and shortcuts that were otherwise hidden from you. For example, by right-clicking an employee from a search results page, the ability to log a message, email, text, and more is available:

Tip Five: Keyboard Shortcuts:

Not a fan of the mouse? Use built in keyboard shortcuts to refresh pages, save records, change your hierarchy, navigate to different areas of the software, and to create entirely new records.

For a full list of keyboard shortcuts available, select the E  button  keyboard shortcuts:

Part Two - The Employee Record:

How to Add an Employee Record:

There are three main ways to create a new employee record:

  1.  Manual Entry
    • Users key in employee information, such as name, address, phone number, and past jobs by hand.
  2.  Resume Parser
    • Creates employee records by pulling data from a resume (text based documents) and post-filling that information into matching fields of the employee record. To access the resume parser select "all options" from your navigation tree and select "resume parser".
  3.  Online Application/HRCenter
    • From your website applicants will apply online, thus creating and populating their own employee record.

*Note: It is recommended to run an employee search before entering a new employee as a way to avoid entering duplicate records.

1. Manual Entry:  

Step 1: Hover your mouse over employee in your nav tree and click the plus button (1.), or use the hot key combination of Alt + 1. This will open the add new employee form.

Step 2: Complete the add new employee form. At the very least users are required to enter a first and last name (required fields are noted with  !  icons).

*Note- If an invalid or duplicate ssn is entered you will receive a  !  in front of the ssn field. Hovering your mouse over the  !  pop up will show what is "wrong" with the number you have entered. For example:

*Note- When entering address information, it is generally recommended to key in the Zip Code first. By keying in the employee's zip codes, their city will be on the dropdown list. Select their city from the dropdown list and it will auto-populate the corresponding city and state fields.

*Note- If you do not have the federal & state exemptions or marital status for this employee at the time you are initially entering their information, the exemptions will default to zero and the marital status will default to single (this will put the employee into the highest tax bracket). When you do receive their w-4 information, this datum can be updated on the employee's pay setup form.

Managing Employee Records:

The Visifile:

The visifile is the main landing page where important employee information can be reviewed at a glance, and recruiter activity can be documented. As a general best practice, the visifile should be reviewed before contacting or moving forward with assigning an employee. To emphasize the value of the visifile, below are example questions of what can be gained by reviewing this page:  

  • "What is this employee's phone number?"
    • See the (2.) phone/email table
  • "When was the last time we talked to this employee?"
    • See the (3.) messages table
  • "Is this employee currently working for us?"
    • See the (1.) employee snapshot and (4.) assignments table
  • "Where has this employee been assigned?"
    • See the (4.) assignments table
  • "What are this employee's skills?"
    • See the (5.) interest codes table

Documenting Recruiter Activity:

Anytime a reach out (leaving a voicemail, email, text) or contact (phone call, interview) with an employee is completed, that activity should be documented as a message in Enterprise.

To log a message, select the (6.) bubble icon in the upper right hand corner of the messages table.

With the message window now open, choose an (7.) action code that describes the type of activity that took place. Message action codes are searchable and reportable. By being diligent in selecting accurate message action codes, users will be able to determine...

  • "How many people have I left messages for in the past week?"
    • Action code: LMTC
  • "Who has reported 'available' for work since Monday?"
    • Action code: Available
  • "How many times has this person been late in the last six months?"
    • Action code: Late
  • "Who have I phone screened this month?"
    • Action code: Phone Screen

...by running searches and reports by action code.

Additionally, users can expand on a specific activity by entering details into the (8.) body of the message window. Text entered into the message body is also searchable.

Adding Interest Codes:

Within Enterprise you can track and search an Employee's skills, languages, certifications, shifts that they are willing to work, etc. via the interest codes section of the employee record. This allows users to locate employees' with the skill sets and experience needed for a job order.

 To manage interest codes on an employee, select the (9.) pencil icon.

With the manage interest codes window now open, codes can be moved from the available to the assigned table and vice versa by using the arrow icons or by double clicking any code (in either table).

Employee Details:

The Details Page:

(1.) Personal Information

  • Name: Recommend that the first name and last name be entered using proper capitalization as the employee's name will display on paychecks, w2s, and correspondence where their name has been merged into an email.
  • SSN: Based on your Enterprise security roles, you may only see the last four digits of an employee's SSN.
  • ID: An automatically generated Enterprise unique identifier. Imagine having 15 John Doe's in your system - the ID works as a way to differentiate these records from one another, as you may not always have an employee's SSN.

(2.) Addresses

  • Permanent: The address used in tax calculations for payroll. Cannot be a PO Box.
  • Temporary: When entered and the "use temporary" box is selected, all physical mailings (including pay checks/check stubs, W2s, etc.) will be sent to this address, while all tax calculations will work off the permanent address. The temporary address can be a PO Box.

(3.) Hiring Information

  • Hire Status: Specifies whether or not someone is eligible for hire by your company.
  • Washed Status: Defines whether or not someone has been screened to your standards and is known well enough to be placed on an assignment. By default, an employee's washed status must be listed as "familiar" to be assigned.
  • I9 On File: Select this check box when an I9 is uploaded and saved to an employee record. This box will automatically be selected when an I9 is completed through HRCenter. If an employee is assigned without having an I9 on file, service reps will be warned (with an assignment restriction pop up) that the I9 is missing.
  • Resume on File: This box will automatically be selected when an employee record is created via the resume parser, when an applicant attaches a resume in their online application, and when the document type of "resume" is manually uploaded to an employee record.
  • Numeric Rating: A scale (0-3, 1-5, 1-10) determined by your team to give an overall score to an employee. Numbers entered can be between zero and 999999999.
  • Branch: The office/group that the employee record is tied to. This is especially important as any search and nearly all reports can be run/grouped by branch. Additionally, depending on what hierarchy level service reps operate out of, they may or may not be able to view/interact with an employee record based on that records branch.
  • How Heard Of: The "how heard of" may be automatically populated when an employee record is created via the online application (if the applicant answered this question).

Details Sub Pages:

There are over 15 pages in the employee details section, which really allows users to deep dive into specific areas of an employee's background. The details section is also where recruiters can document specifics regarding the employee screening process.

Employee Checklist:

Every staffing company is different in the what they look for in employees', and how they screen employees' - because of this, our TempWorks recommendation is that you explore this area together as a team to decide what pieces will help in completing your internal processes and in growing your business. Below is a list of true/false statements to answer as a team, with recommendations based on the answers you give.

"The job orders we receive are fast moving and often are opened and filled in the same day"
TrueFalse
Likely, you will not need to use the candidacy page. Use the candidacy page in employee (and the candidates page from the job order details section) to track the hiring process and all steps therein - candidates, submittals, interviews, job offers, and starts.
"Our employee screening process is in depth and involves phone interviews, in person interviews, and reference checks"
TrueFalse

Explore the interview questionnaire, interpersonal, and work experience page(s). There you can document information gathered in interviews you complete with employees'.  Reference checks can be documented from the past jobs page.

Likely,  you will not need to use the interview questionnaire, interpersonal, or work experience pages. Instead, use the visifile to document employee availability (messages) and skills (interest codes).  
"A sizeable portion of our business involves direct hire"
TrueFalse
Use the direct hire page to document specifics related to this type of opening - current and desired salary,  preferred locations, wish list and professional summary information can be saved here. In all likelihood, you will not need to use the direct hire page.
"Knowing what shift an employee is available for is not enough - we need to know specific days and times an employee can work"
TrueFalse
Use the activity tracker to save information regarding an employee's recurring availability. Availability documented within the activity tracker can be searched from the employee enhance search area. In all likelihood, you will not need to use the activity tracker.
"Our job openings typically include requirements related to certifications, licenses, and exams"
TrueFalse

Explore the required documents page. From here, licenses, proof of certifications, exams and subsequent expiration dates can be saved and tracked.

*Note- By default required documents are not searchable. However, configurations are available and can easily be activated to make this section searchable. See your project manager, account manager, or TempWorks support for help.

In all likelihood, you will not need to use the required documents page.
"Being able track employee transportation is crucial in being able to place candidates in proper openings."
TrueFalse

Use the transportation page to track whether an employee has available transportation and what type of transportation they can use.

*Note- By default the transportation page is not searchable. However, configurations are available and can easily be activated to make this section searchable. See your project manager, account manager, or TempWorks support for help.

In all likelihood, you will not need to use the transportation page.

Before moving on to the search section of this manual, meet with your team to answer the following questions (answers should be based on your company's processes):

Question:

                                                       Answer:                                    

What do you consider required fields within the employee record?


What must be completed before an employee is considered fully screened?


What do you to do to signify that an employee is ready to be placed? For ex: Log a message? Update the washed status?
Do you have agreed upon message action codes to use for certain activities? For ex: Do you log the "Availability" message when an employee reports as available?

Searching Employees':

*Note- Users can always strike the enter key on their keyboard or select the "search" button.

*Note- Before beginning a new search, it is recommended to always first select the "clear criteria" button. This removes all search criterion that was entered in the users last search, allowing users to begin with a blank canvas.

*Note- Consider the employee search your own report builder. All searches can be exported to XMLSS or CSV file, or copy and pasted into Excel.

General Searches:

Searching any of the fields across the general search bar (last name, first name, SSN, ID, document text) are friendly to partial search criteria, wildcards, and brackets.

Partial search criteria: Suppose you are trying to find "Jack Smith" in your system, entering Smi as the last name and J as the first name is enough to pull Jack Smith in a list of results. Additionally, all employees' that fit the criteria (37 total in this example) will also be returned in the results page.

Wildcards: If you are unsure how to spell an employee's name, use wildcard functionality to open up search criteria.  The wildcard is simply the percent sign - %. When entered before search criteria, the search will look for any employees' that contain the entered text anywhere within the field. In the following example, when %th is entered in the last name search field, 188 results are returned.

Brackets: If your searches return the message "Large number of results returned - showing first 1000." consider using bracket functionality to narrow the scope of your search. By entering [a-c] in the last name field, Enterprise will only pull employees' who have a last name beginning with A, B, or C.

Enhanced Searches: 

The employee enhance search allows users to compile criteria before running a search. Select "Enhance Search" to open the menu of options. (1.) Categories of the employee record available for searching are listed on the left hand side. Selecting a category will then display a (2.) list of fields within that category that can be searched.

Enhance Search Key
ItemDefinition
Magnifying GlassA flag to notify that you have entered search criteria in this category/field.
+Add

Allows users to add additional criteria to a field search. For example, say you wanted to see everyone who had a message logged between 1/1/2016 and 5/1/2016:

Show in ResultsWhen checked, will add the selected field as a column in your search results page.
=Is an exact match
Not =Does NOT match
LikeStarts with
Not LikeDoes NOT start with
ContainsSomewhere within the field the characters exist
<Less than
<=Less than or equal to
>Greater than
>=Greater than or equal to
Match Any

Allows users to broaden searches only requiring one item within a specific search field (when multiple are added). For example, if I am recruiting on an order that requires employees' be at minimum 5 panel drug tested, I will search both 5 panel and 7 panel drug tested employees':

Match All

Allows users to narrow the scope of the search by requiring multiple criteria be met in order to pull into the results page. For example, I am recruiting on an order that calls for a certified forklift operator who is available for second shift:

Saved Searches: 

When you build a search that you would like to run on a regular basis, save the search so that you can quickly refer to it again later as opposed to building it from scratch.

To save a search, select the save icon (floppy disk) in the upper left hand corner of Enterprise.

This will open the save search window where users will be asked to name, describe, and select whether or not they would like to share their search with other users.

*Note- Anytime your search includes a date or date range, it is recommended to select to be prompted for the date/date range every time the search is run, as this will change every time you wish to pull this data.

Search Checklist:

Searches that are saved will be available to run by selecting "saved searches" from the employee search dashboard.

Before moving on to the order section of this manual, meet with your team to answer the following questions (answers should be based on your company's processes):

Question:

                                                                                            Answer:                                                                                      

Are there certain saved searches that have been setup for you to run? If yes, when are you to run these?


What are the areas of the employee record that you will be consistently searching? Message action codes? Interest codes? Previous assignments?


Part Three - The Order Record

How to Create a New Order:

Step 1: Select the + icon from the order bar of the navigation tree or use the hot key combination of Alt + 3. This will  open the "new order" window.

Step 2: From the "new order" window, specify the customer and order type. Select finish when done and you will be redirected to the details page of the new order.

"Must Have" Order Fields:

Described below are the minimum recommendations for field entry in order to have thorough and accurate job orders. As every staffing company is different, adjust these recommendations to best fit your business.

Order Details Page:

(1.) Customer Information:

Worker Comp: The type of work associated with the job order. Codes used on orders will figure into worker comp costs and will be used in worker comp breakout, summary and worker comp list reports.

Work Site: The actual physical location temporary employees' are being sent to. Work sites will be used in employer tax calculations. Imagine if an employee lives in one state and works in another - appropriate tax calculations depend on an accurate employee address and work site address.

(2.) Job Information:

Required: The number of employees' requested by the customer. When the number of employees' assigned is equal to the number of employees' required an order will automatically "flip" to filled. Imagine if an order called for 5 people and we left the required at 1. After assigning only one employee Enterprise would consider the order filled and it would no longer display in open order searches and reports.

Order Type: Differentiates the type of order request - temporary, temp to full time, daily pay, direct hire, etc. The type of order selected can determine how the order and assignment behave and what the pay/bill process will be. Additionally, searches and reports can be run by order type including the Assignment Register and Order Type - Job Title Metrics reports.

Job Title: The position. Besides being important for the obvious reasons - to identify what the order is seeking, the job title is also important as this is what will display on the customer's invoice, on your TempWorks job board, and within searches and reports. Specifically, reports that include job title grouping/sorting are the New Employee, EEO, Assignment Register, Order Register, Order Fill Ratio, Order Interview Turnover Ratio, Order Time to Fill Ratio, Order Time to Hire Ratio, and Order Type - Job Title Metrics report.

(3.) Financial Details:

Pay Periods: How often the employee is paid (monthly, semi-monthly, bi-weekly, weekly). Will figure into payroll and tax calculations.

Pay Rate: The employee's rate of pay per hour. Will figure into payroll and tax calculations.

Overtime Pay: The employee's rate of pay for hours that qualify as overtime based on the order's OT Plan. Will figure into payroll and tax calculations.

Doubletime Pay: The employee's rate of pay for hours that qualify as doubletime based on the order's OT Plan. Will figure into payroll and tax calculations.

Bill Rate: The customer's per hour bill rate. Will figure into invoice calculations.

Overtime Bill: The customer's bill rate for hours that qualify as overtime based on the order's OT Plan. Will figure into invoice calculations.

Doubletime Bill: The customer's bill rate for hours that qualify as doubletime based on the order's OT Plan. Will figure into invoice calculations.

Overtime Plan: Determines at what point hours are considered overtime. Will figure into payroll and invoice calculations.

(4.) Other Information:

Branch: The office that received the order and takes responsibility for filling and managing the order. Assignments, timecards, paychecks and invoices will follow the branch of the order. Thus having an accurate branch listed is crucial for reports related to gross profit, invoice aging, and order statistics that can be grouped/sorted/filtered by branch.

Searching Orders:

*Note- Users can always strike the enter key on their keyboard or select the "search" button to run a search.

*Note- Before beginning a new search, it is recommended to always first select the "clear criteria" button. This removes all search criterion that was entered in the users last search, allowing users to begin with a blank canvas.

*Note- Consider the order search your own report builder. All searches can be exported to XMLSS or CSV file, or copy and pasted into Excel.

Begin by selecting the magnifying glass from the order bar of the navigation tree to access the order search dashboard.

Finding Open Orders:

To find all open orders in Enterprise,  set the toggle buttons in the center to Unfilled and Active, then run the search.

*Note- Consider using the other search options (including "enhance search") to pull orders by branch, customer, start date, job title, etc.

Organizing Search Results:

Results can be sorted by selected a column header. Users can tell what columns are currently being used for sorting as a (1.) carrot icon will be adjacent to the column name.

Results can also be grouped by (2.) dragging a column header into the white header bar.  

How to Close Orders:

An order may need to be closed because...

  • The customer canceled their order request
  • The competition filled the order
  • The customer filled the order internally
  • No one accepted the role
  • Not able to find anyone qualified for the role
  • The opening closed

To close an order in Enterprise, simply navigate to the order details page and update the (1.) order status by selecting the option that best describes why the order is closing:

Order Checklist:

Before moving on to the assignment section of this manual, meet with your team to answer the following questions (answers should be based on your company's processes):

Question:

                                                                                     Answer:                                                                                                    

What are the "must have" fields for our team when entering new orders?


When do you create new orders in the system?



Do you copy orders? Why or why not?



Do you have any master orders in the system? If yes, for what customer and what job?
Are there any saved order searches or reports that you should be running on a regular schedule?

What fields/items should "flow" into the order from the customer record (Directions? Dress Code? Shift? Multiplier Code? Rate Sheets? Worker Comp Code? Contacts?)


What statuses should be used when closing orders?

Part Four - The Assignment Record:

How to Create an Assignment:

Step 1: Select the + icon from the assignment bar of the navigation tree or use the hot key combination of Alt + 4. This will  open the "add new assignment" window.

*Note- To create an assignment, you must first have viewed/navigated to the order you wish to assign an employee to. If you have not done so, the + icon will be grayed out and un-selectable.

Step 2: The "add new assignment" window will  automatically open.

  • The company and order fields will prefill with information related to the last order viewed in the system. Note that these fields are grayed out - if you wish to create an assignment for a different order, navigate to said order and then select the assignment + icon. Select save when done and you will be redirected to the details page of the new assignment.
  • The "employee" field will automatically prefill to the last employee record you viewed. If this is incorrect, select into the employee field and locate the employee you wish to assign by entering their last name, first name, aident (Enterprise employee ID), or the last four digits of their SSN.  
  • The start date will match the start date listed on the order (if no start date was listed on the order, it will default to today's date). If this is incorrect, select into the start date field and update as needed.

Assignment Restrictions:

When users are greeted with the "assignment restrictions" window,  Enterprise is flagging the employee record as  not meeting all requirements needed to be assigned. There are two ways assignment restrictions are classified - as (1.) hard stops or (2.) soft stops.

(1.) Hard Stops: The restriction may not be approved. The underlying condition violating the restriction (ex. employee is unwashed) must be corrected before attempting to create the assignment. To navigate directly to the page on which the violation may be corrected, click on the "view" button (view customer, view employee, view order) to the right of the restriction description.

(2.) Soft Stops: This icon shows that the restriction may be approved by checking the "approve" checkbox to the right of the restriction description. It is important that the nature of each listed restriction is understood prior to the assignment's creation.

Auditing the Assignment Record:

The assignment record is a culmination of information from the employee, customer and order record. That being the case, there is very little that needs to entered within the assignment. Instead, users are tasked with the responsibility of auditing the assignment record to verify that the information that has automatically flowed into it is accurate.

(1.) Assignment Information:

  • Review the Employee, Customer (and Department if you use this feature), and Order ID fields to verify that all items are correct.
  • The status field of "open" means that this is an assignment that is actively being worked. All other statuses are used as codes to describe why the assignment ended and/or what the employee's overall performance was.
    • Like all main records in Enterprise, assignments cannot be deleted. If you created an assignment by mistake (or if you have assigned an employee to an incorrect order or customer), simply update the assignment status to "Deleted/Mistakenly Entered". The assignment will be deactivated and no timecard will be created.

(2.) Job Information:

  • Verify that the job title is accurate and make any changes if necessary.
  • Verify that the start date is accurate. Users will notice there are two "start" fields - "start date" and "original start". The real start date, which drives timecard creation and pulls into related searches and reports, is the field titled "start date". This is the one users' should check for accuracy and update if needed.
    • Users will also see that there are two "end date" fields - "expected end date" and "actual date ended". The real end date, which ends (deactivates) an assignment, stops a timecard from being created, and pulls into related searches and reports, is the field titled "actual date ended". The expected end date strictly exists for reporting purposes (Ex. Users can run searches to anticipate "Who is scheduled to end an assignment this week? This month?").

*Note- A related order record (and other assignments tied to said order) will not be affected by status updates or job title changes made to an individual assignment.

(3.) Financial Details:

  • Verify and update any inaccurate pay and bill rate information - including the standard hourly pay/bill rates, unit pay/bill rates (it it applies), overtime pay/bill rates, and doubletime pay/bill rates are accurate.
  • Verify that the worker comp code listed is correct, and update as needed if the code is incorrect.  

*Note- A related order record (and other assignments tied to said order) will not be affected by rate changes or worker comp code updates made to an individual assignment.

(4.) Other Information:

  • Verify that the sales team and service rep listed are accurate. This is especially important if your company uses the Commission by Rep or the Commission by Sales Team report in determining who receives credit for placements.
  • Verify that branch listed is accurate. Timecards, paychecks and invoices will follow the branch of the assignment. Thus having an accurate branch listed is crucial for reports related to gross profit, invoice aging, and assignments statistics that can be grouped/sorted/filtered by branch.

How to Close Assignments:

Step 1: Navigate to the order that the assignment is tied to. The easiest way to navigate to the order is likely going to be from the employee's record. For example, imagine I get a call that Craig Boone's last day at Sasquatch Steel is 6/3/2016. In all likelihood I will have to email or call Craig and document this on Craig's record, so "jumping" to the order from here will be very natural.

Begin by verifying you are viewing the correct employee record by referencing the (1.) name and basic information from the avatar area.

Next, (2.) highlight the assignment you wish to close from the assignments table of the visifile (do not double click - remember, we are trying to get to the related order record).

Finally, select the (3.) view order icon in the upper right hand corner of the assignments table.

Image zoomed in for viewing convenience:

Step 2: Begin by confirming you are on the order record, then, expand the (4.) actions menu and select to (5.) update assignments. This will automatically open the "update assignments" window.

Step 3: Complete the "update assignments" form by reading it left to right and filling out the fields as you go.  

Following our example, we are (1.) updating (2.) Craig Boone's assignment. Sasquatch Steel has informed us that his (3.) performance was poor, so we will document this as a (4.) performance evaluation on his employee record and note that (5.) he was reported as slow worked with a poor attitude. His last day of work is (6.) 6/3/2016 and Sasquatch Steel has requested (7.) he not be assigned back to them again.

Upon selecting save the assignment will be closed and the performance code and notes will be logged on the related assignment, order, customer, and employee record:

Additionally, a "DNA" assignment restriction is automatically created preventing users from assigning Craig to Sasquatch Steel in the future:

Assignment Checklist:

The final step of this manual is to meet with your team to answer the following questions (answers should be based on your company's processes):

Question:

                                                                                                             Answer:                                                    

What must be completed before an employee can be assigned?


What information should be verified on the assignment record?


Do you perform first day, second day, weekly, or check in calls? If yes, how is this documented?


What steps must be followed when ending an employee's assignment?

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