Creating Jobs is essential if you want to record any steps in the recruitment workflow from application to placement. Tracking each stage of the workflow will allow for a better understanding of your clients and applicants alike, and will also allow for you to view statistics around the process.
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Starting Points & General Information
There are a number of places from which you can start creating a job record.
- You can choose to open the new job form using the option in the Main Menu.
- You can create new jobs via the New Record Hub, accessed via the Navigation bar (see related article).
- When in the process of creating any new record you can click the plus icon in the top right.
- You can create a new job using the New job button on a Company's or Contacts action bar. If selecting from this route, the company/contact details will be automatically populated.
- From the job tab on a contact record you can click New Job. If selecting from this route, the company & contact details will be automatically populated.
- From the job and contact tabs on a company record you can click New/New Job. If selecting from this route, the company & contact details will be automatically populated.
- From a relevant email in the inbox you can choose to create a new record. This is probably the most common route if you have been sent a job spec, see below for more details.
- You can duplicate an existing job to create a new one.
There are several system mandatory fields when creating a job record as shown below, however, you can stipulate additional fields to be mandatory in the itris Management Utility (IMU), please see related articles for more information.
- Work Type
- Job Title
- Company Name (in some cases this is automatically)
- Contact Name
- Pay/Charge (these can be zero)
- Address (selected from the Company addresses)
Creating the record
When you have entered all the mandatory details and any additional information you will be able to create your job record. If any fields require validation, or mandatory fields have not been completed the Validation (exclamation mark) icon will show.
Creating a job from email
Once you locate the relevant email within your itris inbox you'll have the Create New option, where you can choose to create the new job from the email body text or an attachment (e.g. the job spec). If you are choosing to create the job from an attachment itris will automatically attach the document under the Job Descriptions tab, as well as using the text within the document to populate the overview.
When adding a job record from an email, you will get an additional tab in the creation window called Email, from here you can drag and drop (or copy and paste) data into the new job window. This will be useful if the email includes additional information about work hours, pay and charge etc.
There is a plethora of data fields available in the details area, much of which can be used for searching, such as work type (see below for more information), job title, status, career level and client reference etc.
You can add your job to one or more groups, including your favourites, set the maximum number of CVs the contact wants to be sent for this job and set a deadline for submission. You will receive warnings if you exceed the maximum number of CVs and/or the CV deadline has been reached (see the related article).
Adding a Fill Chance, which is searchable, helps you target the jobs to work first, i.e. you might want to spend your time working on those that you are more likely to fill.
Work Type, Rates & Shifts
There are three work types in itris: Permanent, Contract and Temporary. Depending on which you choose, there will be different options when completing the pay and charge fields.
When creating a job you will need to add in the Pay, which can be a range or set to zero. If you are creating a job in a different currency to your default, you can use the drop down to select the relevant one.
In itris there are two Rate types: Fixed and Timesheet orientated.
Fixed rates jobs are those where the charge rate will be a fixed fee, this includes all Permanent jobs (no matter whether the charge is set as a percentage or one off fee) and any Contract or Temporary jobs set with a One off fee (as per below image).
Timesheet orientated jobs are contract and temporary jobs with an interval charge (as per below image).
On Timesheet orientated jobs you will also be able to add in Additional Rates.
All job types will allow you to add in one or more shifts.
See the related articles Rates & Shifts for more information.
If terms are agreed with the company you are creating the job against you can view those details via the view (eye) icon in the Base Charge area. This may act as a guidance to help you accurately complete the charge field.
See the related article Company Terms, Fees & Rebates for more information.
Under the Additional tab you will need to ensure the Invoice details are completed, and choose to add a Purchase Order (PO) Number. If you tick to enforce the PO number, this will be required at placement stage.
You can link your job to a previously occurred Marketing Event at the company you are creating the job against, please see the related article for further information.
Finally, you can add in the recruitment process required for this role, this might describe hoops you need to jump through to fill the job.
Keywords are used simply to identify a specific record, for example, you may use keywords to note specific skills or attributes required for the job. They make searching for records quicker and more efficient.
The creation and management of keywords occurs in the IMU, as this will allow you to centrally control the keyword data in itris.
See the Keywords Assignment article for more information on manually assigning keywords, ratings and Lifetimes/Obtained on.
A Custom Field is a custom piece of data defined by your organisation to cater for data that itris does not accommodate. Custom Fields allows you to customise itris to work alongside your business and workflow, and are searchable fields.
Custom fields are created and managed via the itris Management Utility (IMU) Data area.
Please see the related article for more information on assigning custom fields.
Assignees are used to associate a user or users with a record as either an Owner, Watcher or FAO (for the attention of), and are searchable. See the related article for more information.
As mentioned above, if you have created the job from the inbox using an attachment to an email, the text of this document will be automatically populated into the Job Descriptions Overview area.
If you have not created the job using the above option, you can choose to add a job description by simply creating a new overview in the overview area, or attach a document using the attachments area, this text can also be automatically populated into the Job Descriptions Overview area if you choose to do so and will overwrite any existing overview.
Job descriptions are searchable, please see the related article for more information on Job Descriptions.
Duplicating a Job
Perhaps one of the quickest ways to create a job, particularly if you already have a very similar job, is via the existing job and the Duplicate button in the Action bar.
You can change any of the fields that have been pre-populated, including work type and company.
- Company Terms, Fees & Rebates
- Custom Field Assignment
- CV Marketing Hub
- Data | Custom Fields
- Data | Keywords
- Data | List Items
- Data | Locations
- Job Searching
- Keyword Assignment
- Location Assignment
- New Record Hub
- Record Groups
- Settings | Mandatory Data
- Warnings tab