Introduction
Retention Consent represents the applicant or contact agreeing for you to retain their data on itris.
Additionally this area allows you to set Email, SMS and Postal communication preferences as well as an applicants’ preferences around having their CV Marketed out, and Contact’s preferences on receiving Marketed CV’s. These preferences are taken into account at the point of mass communication being attempted of the applicable form and determine if the applicant or contact is included or not.
For greater flexibility, records can be Opted In or Out or it can vary across these marketing preferences.
Additionally, expiry dates can be set on the opt in or opt out. For example, you have an applicant that is taking a 6 month contract elsewhere and wants to opt out of receiving mass communications during this time. Or you have a Contact that has a large recruitment project upcoming and so for a short period of time want to opt in to receive Marketed CV’s (where usually they wouldn’t want to).
Preferences can be set at record creation or managed after creation in the Consent tab.
Managing consent and marketing preferences is permission based, please see the User Management | Permissions article.
For setting consent and marketing preference defaults for new records please see the Settings | General Settings article.
Consent and Marketing preferences for applicants and contacts are searchable, please see the Applicant Searching and Contact Searching articles.
Retention Consent and Marketing Preferences can also be updated in bulk, see the Bulk Actions article for more details.
Applicant & Contact Records
When adding consent and preferences to applicants and contacts you can choose to add them as opted in or out and set the expiry date. Additionally, you can add any notes which may be the explanation of the chosen settings.
Once saved there are two states the consent will appear as Permitted and Prohibited. This is controlled by the combination of Opt in/out status and expiry dates.
With no expiry dates set the states are simply Opt in / Permitted, or Opt out / Prohibited.
However, once expiry dates are set and subsequently exceed that date the previous state will have expired.
For example, you have an applicant that opted into receiving SMS marketing until a specific date, and up until that expiry date the state would have been Opt in / Permitted.
However, once that expiry date has passed the state would change to Opt in / Prohibited. The original opt in/out option would not change as it will allow users to know the history and for example, search on recently expired consent.
Company Records
On the company record and in the new company form you can set company-wide default marketing preference for all contacts at that company.
Setting the marketing preferences at the company level is very similar to setting them for applicants or contacts, however instead of setting a specific expiry date for opt in/out you set a number of months in the future (as an expiry date would soon pass).
To update all contacts at the company you can use the Bulk Actions available via Searches and Groups. For example you could run a Focused Search on a company and from the Search results bulk update consent options, see these articles for further guidance: Converting & Focused Searches, Bulk Actions