You are going to want to track your placements in itris so you can monitor your starters and finishers, rebate periods, applicant availability, financials and more.
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Starting Points & General Information
There are a number of places from which you can start creating a placement record.
- You can choose to create the new placement using the option in the Main Menu.
- You can create new placements 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 placement from the action bar of an applicant, company, contact or job record
- From a relevant email in the inbox you can choose to create a new record.
- In the submissions area of an applicant, company, contact or job record you can progress the applicant to placement
There are a number of mandatory fields when creating a placement 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 (taken from Job)
- Work Capacity
- Company (taken from Job)
- Contact (taken from Job)
- Address (taken from Job)
- Job Title
- Pay (zero allowed)
- Charge (zero allowed)
- Filled By
- Start Date
- End Date (if Work Type set to Contract or Temporary)
- PO Number (if the Job or Company is set to require one)
Creating the record
When creating a new placement from anywhere other than the job, you will need to select the job you are making the placement against. When doing this you will have the ability to choose from a suggested list (for example on an applicant record this will suggest any live job to which the applicant was submitted), or Find the relevant job using the job name or ID number.
When creating from a job record, the suggested list of applicants will be the records you have most recently been into.
If the job you are creating the placement against has a job description this will automatically be added to the placement as the Role Description.
When you have entered all the mandatory details and any additional information you will be able to create your placement record. If any fields require validation, or mandatory fields have not been completed the Validation (exclamation mark) icon will show.
Creating a placement from an email
When adding a placement 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 placement window. This will be useful if the contact has included information about working times, pay & charge, notice period etc.
There is a plethora of data fields available in the details area, much of which will have been pre-populated from the job, and includes searchable data such as Job Function, Department, and Filled by. Additionally, you can add the notice period, placement reason and add your placement to one or more groups, including your favourites.
Work Type, Rates & Shifts
There are three work types in itris; Permanent, Contract and Temporary. Depending on which type the placement is, there will be different options when completing the pay and charge fields.
When creating a placement you will need to add in the Pay, which can be set to zero. If you are creating a placement 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 rate placements 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 placements set with a One off fee (as per below image).
Timesheet orientated placements are contract and temporary jobs with an interval charge (as per below image).
On Timesheet orientated placements you will also be able to add in Additional Rates.
All placements types will require you to add in one or more shifts.
See the related articles Rates and Shifts for more information.
If terms are agreed with the company you are creating the placement 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. Note in some cases the PO number may be a mandatory field depending on what has been set against the job.
For any Timesheet Orientated placements you can add the Employment type, and link those relevant to either a Trading Entity or an Umbrella Company (see related articles).
For Fixed Fee placements you can set the Rebate Stages, these are reported on in your Dashboard (see related article) to help you keep track of potentially "at risk" finances, you can also search on placements by their rebate stage.
Adding split fees allows you to recognise each user that has had a role in making the placement, and will feed through to the users Dashboard (see related article).
Keywords are used simply to identify a specific record, for example, you may use keywords to note specific skills or attributes required for the placement. 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.
Warnings exist to warn or forbid a user from carrying out an action at various levels of applicant submission and will flag up any issues of potential reasons why the user should be warned of something. This could potentially save you from an embarrassing situation. See the related article for more information.
Create as Contact
If the applicant you are making the placement for will also be a contact at the company, you can tick to create them a contact record, that will be linked with their applicant record.
Once you confirm the creation of the placement, the New Contact window will open, displaying the link. See the related articles for further information.
- Company Terms, Fees & Rebates
- Custom Field Assignment
- Dashboard | Active Business Intelligence
- Data | Custom Fields
- Data | Keywords
- Data | List Items
- Data | Locations
- Keyword Assignment
- Linking Applicant & Contact
- Location Assignment
- New Contact
- New Record Hub
- Record Groups
- Settings | Mandatory Data
- Submissions Area
- Trading Entities
- Umbrella Companies
- Warnings tab