Company Record

Companies are crucial for any recruiter, and recording and maintaining accurate data is of great benefit. Such data could be used to see activity related to a specific company or to search for companies without terms agreed related to specific industries to target for business development. All of which, and more, can be managed via the company record in itris.

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Record Management
Nancy Cusack itris Expert
Laura Ford itris Expert

Introduction & Navigation

You have the ability to have multiple company records open at any one time and can return to the Company Record hub using the Hub icon in the top left.

At the top of each company record is the company name banner which will display an icon showing the type of company they are (Customer, Agency, Umbrella Company, Supplier or Competitor) their name, the industry they are in (if entered in the overview > details tab), their size and then the status of any terms. The colour the name banner information is displayed in is related to the colour assigned to the status (e.g. Client, Prospect etc. see the article Data | List Items).

The company’s name and company type can be edited, additionally a known as can be entered by clicking on the company’s name.

In the top right of each record, you will find: links to the company’s social media accounts; functions to mark the company as a favourite; record Refresh; the company’s record ID number and who and when the record was created. Additionally, if you have permission to you can archive or delete the record.

Each record type in itris has an action bar with actions relevant to the record type. On the company record, this includes creating new appointments and comments, sending emails, creating new contacts or jobs and placing applicants into a job. Please see the following articles for further information: New Appointments, Comments, Quick Comments, New Email Form, Using SMS, New Contact, New Job, Quick Placements, New Placement, Posting to Custom Integrations and Record Sharing.

Overview

In the overview area, you are able to add a picture of the company’s logo. If a picture is added, it will be displayed in the circle and appear under the attachments, if no picture is added the circle will display with a colour related to their status and the company’s first initial.

As Pictures are attachments against the record they may have Data Access Groups (DAGs) applied to them. DAGs restrict users’ views and manage access to attachments. Please see the Attachments article for further information.

Below the picture, their address(es) will be displayed, allowing you to easily view all locations. You also have the ability to copy the address(es) and/or postal code(s).

Details

Much of the information in the details area is linked to other parts of the company record. For example, terms are taken from the Terms tab (see the Company Terms, Fees & Rebates article).

The company status can be updated by clicking on the status itself. Assigning a company with a status will aid in searching, especially if you are searching your database for companies with a particular status. A colour is associated with each status and will impact how the name banner is displayed. See the article Data | List Items.

Parent Company displays the company’s parent company. If no parent company is assigned, N/A will be displayed. To set a Parent Company, click on the field title.

When a company is selected as the parent company, the subsidiaries field will be displayed and show the number of subsidiary companies linked to it (all levels below) with the ability to see a list of the companies when clicking on the view icon.

Sector displays the sector that the company belongs to in terms of Public, Private or Not For Profit.

Industry will display a list of industries created by you within the itris Management Utility (IMU). Business Types will be selectable if they have been created under the industry selected (see the following articles for more information: Data | Industries, Industries).

Recruits For will show a list of job functions that the company recruits for. You will be able to select multiple Job Functions. See related article Data | List Items for more information on Job Functions.

The Quick note is often used to display a short, but important note about the company that is useful to know. This is a searchable field.

Fee will display the agreed fees for the company. For flat fees, this will display ‘Flat Fee’ with a single monetary value. For fixed fees, this will display ‘Fixed Fee’ with a single percentage value. For fee scale, this will display ‘Fee Scale’ with a percentage value displaying the lowest percentage range to the highest percentage range with a view icon displaying the standard terms card. This will be hidden if there are no terms. See the Company Terms, Fees & Rebates article for further information.

Under Communication, the company’s default telephone number and email address will be displayed. These items and the icons below are quick links, for example, clicking on the email address or email icon will open the email form (see Communication Assignment article). You can also copy them to your clipboard by hovering to the right of the entry and clicking onto the copy icon that appears.

This area also displays the last contacted date, where you can switch between the last date you contacted the company or a contact at that company, or any user contacted the company/contact. This gives you a quick view of communication activity against the company record. Please refer to the article Data | List Items on how to set comments to update last contacted date.

You can also see the next scheduled contact date which is determined by the date and time of the first appointment where one or more relevant company or contacts are attendees, and the appointment starts today or in the future. Appointments with the type of “General” are not included. When the “Just Mine” filter is applied, only appointments where you (the current user) are an attendee are displayed.

Terms

Every company that has a professional relationship with any other company may have Terms of Business that both parties will agree on prior to doing business. From here, you will be able to view if terms are agreed/not agreed with that company. For further information, please see the Company Terms, Fees & Rebates article.

The consent tab is where you can set the default Marketing Preferences for contacts created against this company and use the Bulk Update Tool to change the marketing preferences on existing contacts.

For more information on Consent, please see the article Marketing Preferences (Consent).

Additional

In addition to showing the company’s registration number and Known As name (if entered on the overview > details tab), the Additional tab is where you can set if the company requires a purchase order (PO) number. This will force the user to add a PO number at the placement stage.

Information area

In the bottom left of the overview tab is the information area, where you can add further information to the record. Each tab in the information area has a separate article covering its functionality.

Please see the following articles: Addresses, Communication Assignment, Keyword Assignment, Custom Field Assignment, Assignees, Record Groups, Restrictions, Summary.

You also have the ability to copy the address(es) and/or postal code(s)

Contacts, Jobs & Placements

In the top right of the overview tab, you will find all contacts, jobs and placements associated with that company. From here, you can navigate to the relevant records, or create new contacts and jobs. Additionally, on the Contact tab you can covert the contacts from that company into a Focused Search or add to a Contact Group.

For further information, please see the following articles: Company & Contact | Job & Placement Tabs] Contact Record, New Contact, Job Record, New Job, Placement Record, New Placement, Converting & Focused Searches.

Filters

Each tab contains its own ability to filter allowing you to adjust the view, you can even set a default filter.

Submissions area

The submissions area tracks and manages certain stages of an applicant’s submissions (CV submissions, Interviews and Offers). Additionally, it will also track when the applicant is marketed to a contact at that company.

This area is essentially a mechanism that allows you to submit an applicant, and move them through the submission levels based on their successes.

Please see the articles for CV Marketing Hub and Submissions Area for further information.

Comments

Comments are a useful tool for tracking communications with a company. Recording comments provides transparency between colleagues and aids customer service by providing a log of all of the communication between your agency and the company. Depending on your company settings, in addition to comments you manually add, you may find emails sent to and received from contacts working at that company displayed here (with the email additionally visible via the attachments area). Please see the Comments article for further information.

Attachments

Attachments are an integral part of any database software, particularly in recruitment. Attachments is where the terms of business if agreed, will be stored. Please see the Attachments article for further information.

Organisation Chart

A Company’s organisation chart can be a powerful business development tool to give you an insight into your clients’ structure, hierarchy and departments. Please see the Organisation Chart article for more information.