Your subscription includes 10 eSignature documents each month at no extra cost. Unlike many providers, we count documents, not individual signatures, so one document can include up to 10 signers without using up extra credits.

Your free monthly allowance renews on the 1st of each month and unused documents do not roll over. Need more? Upgrade to unlimited eSignature documents for £50 per month, excluding VAT, and cancel anytime to return to the included free plan.

Review your remaining documents, and upgrade or downgrade your eSignature plan in [Settings > eSignatures]:

How to create an eSignature document

1. Open a client, candidate or contact record’s Portal screen.
2. Upload the document [a] you want signed from your computer.
3. Give the document a title [b] and, if needed, add a message. This will be included in the invitation email.
4. Search for and add up to 10 signees [c]. Contacts, candidates and users from your organisation can all be added as signees.
5. When creating a document from a contact record’s Portal, you can save a copy to the client record [d]. This ensures the client keeps a copy, even if the contact is deleted later.
6. Review the list of signees. Each signee is colour coded [e].
7. Select a field [f], then place and resize it on the document [g].
8. When the document is ready, click Send for Signing [h].

You control which candidates and interviews to share, and can set rules for what contacts can see.

Important: Before you can use the Client Portal, you must first add your branding, along with links to your website, Privacy Policy and Terms & Conditions. You can do this from [Settings > Branding].

Contents

• Client portal at a glance
• Quick Start
• Client Portal Settings
• Inviting Contacts to the Portal
• Client record’s Portal screen
• Contact record’s Portal screen
• Vacancy record’s Portal screen
• Vacancy record’s Pipeline screen
• Automation
• Follow records to receive portal activity alerts

Client Portal at a Glance

Client Portal Settings

Choose which portal features are available, and customise your portal invite messages in [Settings > Client Portal].

Client record (Portal tab)

See which contacts have access to the Client Portal, remove access if needed, and review an overview of portal activity.

Contact record (Portal tab)

Invite a contact to the Client Portal, remove their access, and review their portal activity.

Vacancy record (Portal tab)

See which contacts have access to the vacancy and how many candidates and interviews have been shared with them. You can also set sharing rules, review portal activity and remove access.

Vacancy record (Pipeline)

Choose which candidates to share and which contacts to share them with. You can also see each contact’s decisions, comments and feedback.

Dashboard (Portal)

Review Client Portal activity across your database.

Quick Start

1. Add your branding in [Settings > Branding]. Your branding is used throughout the Client Portal, and Candidate Portal.
2. Enable the Client Portal in [Settings > Client Portal].
3. Invite a contact by sending them a portal link. You can do this from the contact record’s Portal tab, or from the client record’s Contacts tab.
4. Share a candidate with a selected contact from the vacancy record’s Pipeline tab.
5. Set the sharing rule for each contact from the vacancy record’s Portal tab. You can choose to share selected items, selected candidates, or everything (see sharing rules below).
6. Review feedback from the contact on the vacancy record’s Pipeline tab, including their decision and any comments they have left.

Client Portal Settings

[Settings > Client Portal]

Status

Enable or disable the Client Portal globally. When disabled, contacts will not be able to access their portal.

Portal Features

Choose which features and information are available to contacts in the Client Portal.

You can:

• Show or hide the managing consultant’s contact details on the portal dashboard.
• Show or hide the Vacancies section.
• Show or hide the Interviews section.
• Show or hide the Document Upload option.

Welcome Message
Customise the message contacts see at the top of their portal dashboard after logging in.

Invite Email
Customise the invitation email sent when you invite a contact to the Client Portal. The email includes their portal access link.

Inviting Contacts to the Portal

You can invite contacts to the Client Portal in any of the following ways:

• Click Add Contact [a] from the client record’s Portal tab.
• Click Send Link from the client record’s Contacts tab.
• Click Send Portal Link from the contact record’s Portal tab.

Portal invitation links can be sent immediately or scheduled to send at a later date and time.

Client record’s Portal screen

The client record’s Portal tab includes useful tools for managing access and reviewing Client Portal activity across the client.

Portal Access, Status and Activity

See which contacts have portal access, when they last accessed the portal, and which vacancies have been shared with them. You can also remove a contact’s portal access if needed.

The activity summary shows how many CVs have been viewed, how much feedback has been given, and how many vacancies have been shared.

Contact record’s Portal screen

The contact record’s Portal screen has similar functionality to the client record’s portal page, but just for that particular contact.

Vacancy record’s Portal screen

Control Client Portal access and sharing options for an individual vacancy:

• Add contacts to the vacancy [a]
• See which contacts the vacancy has been shared with [b]
• Set the sharing rule for each contact [c]
• Remove a contact’s access to the vacancy [d]

Sharing Rules

Selected Items
The contact only sees the specific candidates and interviews you have shared with them.

Selected Candidates
The contact only sees the specific candidates you have shared with them, and they can see all interviews for the vacancy.

Everything
The contact sees all current and future candidates and interviews for the vacancy.

Vacancy record’s Pipeline screen

Sharing a candidate

Share a candidate with one or more selected contacts from the Actions menu [a] on the vacancy record’s Pipeline tab.

Candidates are shared anonymously, showing only their first name and the initial of their surname.

To view a contact’s comments and rating (Approve, Maybe or Reject), click the badge in the Portal column [b].

Sharing an interview

Interviews can be shared independently of candidates.

To share an interview with one or more contacts, select Portal Sharing from the Actions menu for the required interview. Shared interviews will then be visible in the contact’s Client Portal.

Note: The contact’s sharing rule (Selected Items, Selected Candidates or Everything) also determines which interviews they can see. See Sharing Rules above for details.

Automation

In [Settings > Automation], you can create automated tasks, alerts, notifications and other actions triggered by Client Portal activity.

For example, you could automatically create a task or notification. whenever a contact approves or rejects a candidate.

Automations can help you keep track of important portal activity without having to manually monitor individual candidate records.

Follow records to receive portal activity alerts

To keep notification alerts and emails manageable for portal activity, you can follow just the client, contact, candidate and vacancy records that you’re interested in.

Follow a candidate record to be alerted when a candidate does something in their or portal. You can choose any or all of the following actions:

• Details updated
• CV Uploaded
• Document uploaded
• Document signed
• Questionnaire completed
• Consent updated
• Deletion requested

Follow a client record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Shortlist feedback
• Document uploaded
• Document signed

Follow a contact record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Document uploaded
• Document signed

Follow a vacancy record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Shortlist feedback

Keeping track of who you are following

You can review and manage the records you are following from [Settings > Account > Following].

From here, you can choose which events [a] you want to receive alert notifications for, and unfollow any records you no longer need.

The Candidate Portal provides candidates with a secure login where they can update their personal details, upload CVs and documents, manage their privacy and consent preferences, complete questionnaires, provide Right to Work information and, coming soon, electronically sign documents.

You can create custom questionnaires, request specific documents from candidates, and create document packs for groups of documents that you frequently request together.

Important: Before you can use the Candidate Portal, you must first add your branding and links to your website, Privacy Policy and Terms & Conditions. You can do this from [Settings > Branding].

Candidate Portal at a Glance

The Candidate Portal has three main areas:

• Candidate Portal Settings – Choose which portal features are available, customise your messages, and create questionnaires and Document Sets.
• Portal tab on a candidate record – Invite a candidate to their portal, assign questionnaires and document requests, and review their uploaded documents and answers.
• [Dashboard > Portal] – Review Candidate Portal activity across your database, including outstanding requests and candidate responses.

Contents

• Candidate Portal Settings
• Candidate record’s Portal page
• Dashboard Portal
• Candidate Portal (candidate view)
• Automation
• Managing Email, SMS and GDPR consent

Candidate Portal Settings

Settings > Candidate Portal

Status

Enable or disable Candidate Portal access globally for all candidates.

Portal Features

Personal Details

Allow candidates to review and update their own contact details. Their name remains read-only. If a candidate needs to change their name, this can be updated by a consultant directly on the candidate’s record.

CV Upload

Allow candidates to upload a new or replacement CV. You can choose whether previous CVs are kept or automatically deleted using the Delete Replaced CVs option below.

Delete Replaced CVs

Choose what happens to an existing CV when a candidate uploads a replacement. When enabled, the previous CV is deleted. When disabled, previous CVs are retained and marked as Other.

Document Uploads

Allow candidates to upload documents through their portal. This includes documents you have specifically requested, as well as other documents the candidate chooses to provide.

Privacy & Consent

Show the Privacy tab in the Candidate Portal.

Candidates can manage their marketing preferences for email and SMS, provide consent for you to store their information, and request deletion of their data.

Document Signing

Feature coming soon

Show documents that you have sent to the candidate for electronic signature. This option only appears in the candidate’s portal when they have a document waiting to be signed.

Questionnaires

Allow candidates to complete questionnaires that you have created and sent to them.

Consultant Details

Show the candidate’s managing consultant’s name, email address and phone number on the Candidate Portal home page.

Right to Work

Show the Right to Work tab in the Candidate Portal.

Candidates can review their Right to Work status and submit a Home Office share code for you to verify.

Welcome Message

The greeting candidates see at the top of their portal when they sign in. This is intended to be kept short and friendly.

Merge fields can be used to personalise the message with the candidate’s name and your company name.

Invite Email

The email sent to a candidate when you invite them to access their portal.

Invitations can be sent from the Portal tab on an individual candidate’s record, or from an Actions menu, for example after selecting one or more candidates from the Candidates grid.

A fresh, personalised portal link is generated for each candidate at the time the invitation is sent.

Questionnaires

Create reusable sets of questions for candidates to complete in their portal.

Creating a questionnaire set does not automatically make it visible to candidates. A set only appears in a candidate’s portal once it has been assigned to them from the Portal tab on their candidate record. This is also where you can view their submitted answers.

Questionnaire sets that have already been assigned can be made inactive, but cannot be deleted, as their answers form part of the candidate’s record.

Individual questions can be made required, and you can choose whether candidates are allowed to change their answers after submission or whether they are locked.

The following question types are available:

• Short Answer
• Long Answer
• Yes/No
• Multiple Choice
• Date
• File Upload
• Acknowledgement – a checkbox for the candidate to confirm or agree to something

Documents

Create reusable document requests for candidates and group frequently requested documents together into Document Sets.

Document Sets can be assigned to a candidate from the Portal tab on their candidate record. The requested documents will then appear in their portal, ready for them to upload.

Individual document requests can be marked as required where necessary.

Privacy

Configure the consent and marketing preferences available from the Privacy tab in the Candidate Portal.

You can request candidates to provide or update:

• GDPR consent
• Marketing by email consent
• Marketing by SMS consent

Candidate record’s Portal page

The Portal page on a candidate’s record is where you manage their individual Candidate Portal activity.

From here, you can send the candidate an invitation to access their portal, request individual documents or assign Document Sets. Document Sets are groups of commonly requested documents that you can create in [Settings > Candidate Portal].

You can also assign questionnaires that you have created in [Settings > Candidate Portal].

The candidate record’s Portal page lets you review:

• Uploaded documents
• Questionnaire answers
• Marketing preferences and GDPR consent
• Portal activity

Portal Activity shows a history of activity between the candidate and their portal, including what happened, when it happened, and whether the action was performed by the candidate or a consultant.

Activity can be filtered by event type, making it easy to find specific actions, such as Signed a document.*

*Document signing is coming soon.

Dashboard Portal

The [Dashboard > Portal] page gives you an overview of Candidate Portal activity across your database.

At a glance, you can see information including:

• Outstanding document requests
• Open questionnaires
• Candidates with portal access
• Uploaded documents waiting to be reviewed

Similar to the main Dashboard, the Portal Dashboard can be customised. You can choose which widgets to display and arrange them on the page to suit the way you work.

Candidate Portal (candidate view)

When a candidate receives an invitation, they can use their personal portal link to log in to a secure area.

You can revoke a candidate’s access or issue a new portal link at any time from the Portal page on their candidate record.

A portal link is valid for 30 days.

The Candidate Portal consists of several pages, depending on the features you have enabled in [Settings > Candidate Portal].

Home

The Home page gives the candidate an overview of their information and any actions that require their attention.

This includes alerts for missing information, such as their address or contact details, as well as outstanding document and questionnaire requests.

If a managing consultant has been assigned on the candidate’s Details page, their name and contact details can also be displayed here. You can choose whether to show the managing consultant card from [Settings > Candidate Portal].

My Details

Allows the candidate to review and update their address, phone numbers and email address.

The candidate’s name cannot be changed through the portal. If a name change is required, a consultant can update it directly on the candidate’s record.

My CV

Allows the candidate to upload a new or replacement CV.

In [Settings > Candidate Portal], you can choose whether previous CVs are deleted when a replacement is uploaded or retained and marked as Other.

Documents

This is where candidates can view document requests and upload documents.

You can request individual documents from the Portal page on a candidate’s record, or create reusable Document Sets in [Settings > Candidate Portal] for groups of documents you commonly request together.

Candidates can also upload additional documents that have not been specifically requested.

Privacy

Allows candidates to manage their marketing preferences and GDPR consent for storing and using their personal information.

Candidates can also request deletion of their data from this page.

Automation

In [Settings > Automation], you can create automated tasks, alerts, notifications and other actions triggered by Candidate Portal activity.

For example, you could automatically create a task whenever a candidate updates their marketing preferences or GDPR consent. The task can be assigned to the appropriate consultant or user, allowing them to review the change and take any necessary action.

Automations can help you keep track of important portal activity without having to manually monitor individual candidate records.

Managing Candidate Email, SMS and GDPR Consent

You can use the Candidates Grid to find and manage candidates based on their Email or SMS marketing consent, or GDPR consent. There are two ways to filter candidates by their consent status:

Using Column Filters

On the Candidates Grid, use Show/Hide Columns (from the toolbar above the grid) to add the Email Consent and/or SMS Consent and GDPR Consent columns.

These columns can be filtered by:

• Granted – the candidate has given consent
• Not Recorded – no consent preference has been recorded
• Withdrawn – the candidate has withdrawn their consent

For example, filtering Email Consent to Granted [a] will show only candidates who have given email consent.

You can combine this with other filters on the Candidates Grid, such as tags, location/postcode radius, consultant or other candidate information, to create a more targeted list.

Using Advanced Search

Alternatively, you can use the Advanced Search on the Candidates Grid to include email, SMS or GDPR consent as part of your search criteria.

For example, you could create a search for candidates who:

• Have granted email consent [a]
• Include a Boolean CV Search
• …and any other criteria

This allows you to build more detailed searches while ensuring that the results only include candidates with the required consent status.

Using the Advanced Search means you don’t need to use one the maximum 12 columns allowed on the grid.

Saving Your Search

Once you’ve configured the Candidates Grid with the filters you need, you can save the search for future use.

Saved searches retain your selected columns, filters and other grid settings, and you can also set a saved search as your default view.

This can be particularly useful if you regularly need to find candidates who have granted email or SMS consent.

Follow records to receive portal activity alerts

To keep notification alerts and emails manageable for portal activity, you can follow just the client, contact, candidate and vacancy records that you’re interested in.

Follow a candidate record to be alerted when a candidate does something in their or portal. You can choose any or all of the following actions:

• Details updated
• CV Uploaded
• Document uploaded
• Document signed
• Questionnaire completed
• Consent updated
• Deletion requested

Follow a client record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Shortlist feedback
• Document uploaded
• Document signed

Follow a contact record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Document uploaded
• Document signed

Follow a vacancy record to be alerted when a contact does something in their or portal. You can choose any or all of the following actions:

• Shortlist feedback

Keeping track of who you are following

You can review and manage the records you are following from [Settings > Account > Following].

From here, you can choose which events [a] you want to receive alert notifications for, and unfollow any records you no longer need.

You can create your own labels, choose a colour for each, and display them as a column on the relevant grid for quick reference. Each record can have one label, making it a clear and consistent way to highlight its current category or priority.

Labels can be used however you like. For example, you could label vacancies as On Hold, Pending or create client labels such as Prospective, or Exclusive.

Labels can help with team working by giving everyone a shared visual reference when reviewing records. Labels work alongside record statuses, tags and user ratings, giving another flexible way to organise and manage your database.

You can add labels for candidates, clients, contacts and vacancies in [Settings > Fields].

Apply a label to a record by clicking the record’s label in the header:

Add labels to the grid for sorting and filtering:

Bulk Actions

Select records from the grid and choose Bulk Actions from Actions menu to apply a label to multiple records

• Summarises the 3 most recent journals into a clear, easy-to-read overview.
• Review recent communications without opening individual journal entries.
• Enable, disable, and reposition the Journal Summary widget on the Overview screen.
• Automatically refreshes whenever a new journal is added.

Catch up on recent communications

The Journal Summary widget appears on the record’s Overview screen and highlights the key points from recent journals, making it easy to get up to speed at a glance.

Like other widgets on the record’s Overview screen, it can be enabled or disabled and positioned anywhere on the Overview screen.

Type @ followed by a name, then choose a colleague or record from the list.

Mentioning a colleague [a] sends an email notification and on-screen alert to that user.

Mentioning a record [b] creates a link to the related record.

Assign To Record [c] allows you to add the same journal to up to 10 additional records. The journal can then be viewed and edited from any of the assigned records.

Enable/Disable mention notifications

You can disable Mention notifications (email and on-screen alert) in [Settings > My Account > General].

Filter Journals by Mentioned Me

On a record’s Overview screen, click the Filter button (located next to New Journal) to show only journals where you are mentioned. If you also select one or more journal types, only mentions within those journal types will be shown.

Recent Mentions (dashboard widget)

Add the Recent Mentions dashboard widget, available on the Consultant View, to see who has mentioned you and in which journals.

• Filter by journal type – only journal types containing mentions of you will be shown.
• Click Show Message to view the journal entry.
• Click Quick Preview to preview the candidate’s record.

Candidate Matching helps you quickly find the most relevant candidates for a vacancy. Not just a generic AI search of your candidate CVs, it reads the vacancy details, extracts the key requirements, then searches candidate records for matching job titles, desired roles, CV skills, experience, qualifications, education, and previous roles.

The system produces a match score out of 100. This score combines AI relevance scoring with practical checks such as salary expectations, work type, location, industry, experience, and how recently the candidate record was updated. These checks can be included or excluded from Matching Settings if you want to broaden or narrow the results.

Each result includes a short explanation showing why the candidate may be a good fit, including strengths and any considerations. Candidates already on the vacancy pipeline, archived candidates, deleted records, and very weak matches are excluded from the main results.

Results are cached for speed, but you can re-match candidates at any time to refresh the shortlist.

On a vacancy record, click Matching [a] to initiate a search.

Matching Settings [b] allows you to customise the matching calculation by including or excluding:

• Industry (see below)
• Location
• Salary (candidate target salary)
• Work Type (candidate preference for full-time, part-time, perm and/or contract)
• Experience (Candidate employment history)

Results can be further filtered [c] by tag(s), candidate job title, minimum salary, when the candidate record was last updated and availability.

Results can also be filtered by candidate status and vacancy ranking (traffic light).

Use the score slider to widen or narrow the results shown.

To add a candidate to the vacancy, click the Add button.

Select records, and apply bulk actions [d].

Industry is available as a column in the vacancy and candidate grids.

Seniority

Candidate record: Employment History

Seniority levels are fixed (Junior, Mid-level, Senior, Leadership, Executive), and applied automatically for each position in a candidate’s employment history. You can review and change seniority if needed.

Seniority is not industry-specific, so just apply the level that best fits your particular sector.

Highlights

Candidate record: Employment History

Highlights are AI-generated summaries for each position on a candidate’s employment history. These can be reviewed and edited by editing the employment history entry.

Industry

Industry is assigned to both candidates and vacancies, and is used as part of the matching algorithm. It is intended as a broad classification to help improve matching accuracy, rather than as an exhaustive list of sectors.

Industry is available as a column on the Candidates and Vacancies grids, allowing you to sort and filter records by industry.

Industry is assigned automatically (see below), but can also be changed manually on:

• Candidate record: Details screen
• Vacancy record: Details screen

Industry is assigned automatically in the following situations:

• Parsing a CV in [Candidates > Add Candidate]
• Bulk importing candidates (either from a CSV file or a ZIP file containing original CVs)
• Forwarding a CV into your database using the MailDrop feature
• Adding a candidate from [Candidates > Web Import]
• Adding a vacancy by parsing a job description, or by pasting job description text into [Vacancies > Add Vacancy]
• Manually entering text into the vacancy’s Job Description (Private) field on the Details screen. NOte that sufficient text will need to be added for a more accurate result.

If preferred, Industry can be excluded from the matching criteria in the Matching settings.

The available industries are intentionally broad. If selecting manually, choose the option that best suites the candidate’s or vacancy’s primary sector.

Note: is not possible to add your own industry sectors.

• + means must have (like AND )
• – means exclude (like NOT )
• A space (no symbol) is treated as either/or (like OR )

This guide provides examples that compare traditional Boolean searches with their equivalents in the Search Builder.

Special Characters

Boolean ignores special characters such as &, #, +. To include a word or phrase that has special characters, add a Contains or Does Not Contain as shown below:

• Saved Searches [1]
• Column Picker [2]
• Advanced Search [3]
  • CV Search
  • AI Search
  • Search Builder
  • Journal Search
• Clear Search [4]
• Actions [5]
• Search Candidates [6]
• User Rating [7]
• Save Options [8]
• Quick Preview [9]
• Postcode and Postcode Radius
• Tag searching
• Unique to each Grid (Candidates, Clients, Contacts)

The Main Grids let you customise your columns, along with sorting, filtering, column order and other grid preferences. You can also add search criteria – allowing you to save [8] your preferred layouts and searches, set a default view, and quickly load saved searches whenever needed.

Also see our video tutorials.

[1] Searches

Save columns and searches – set a default layout and load searches whenever you need them. Click on a search to load it.

[2] Column Picker

• Choose a maximum of 12 columns to display in the grid.
• To change the column order, click and drag a columns heading.
• Click and drag between column heading to resize a column.

[3] Advanced Search

Includes:

• CV Searching (search candidate CVs with Boolean)
• AI Search (Natural language searching)
• Search Builder (build complex searches with specific criteria)
• Journal Search (search records by journal type and date)

Also see CV Searching.

CV Searching

Use AND, OR, NOT Boolean logic, this will be automatically translated into our symbol based syntax (see below) and loaded into the Search Builder:

Searches candidate CVs marked as ‘Searchable’. This is set by default when a CV is parsed into the database. You can change which document is searchable by editing it from the Docs screen on the candidate’s record.

The Quick Search looks across all columns. A space acts as an AND, so you can find a name from one column and a job title from another in the same search. It also returns partial matches – for example, searching for birm will return results like Birmingham.

[7] User Rating

Each user can rate candidates individually. Ratings are user-specific, meaning a candidate’s rating may vary between users. For example, one user might rate a candidate as green, while another might rate the same candidate as amber.

Use the column filter to find candidates based on their rating – for example, to display only candidates rated as green or amber. You can also sort candidates by rating by clicking the column header.

The user rating is also displayed, and can be changed in the Quick Preview, the candidate’s record, and the Vacancy Pipeline. It is also shown as read only on the Dashboard Pipeline.

To clear all user ratings, select “Clear All Ratings” from the Actions menu.

[8] Save Options

• Save the current grid as a new search, or update the currently loaded search.
• You can also reset the currently loaded search.

[9] Quick Preview

Quick Preview [a] allows you to see and update a candidate’s record without leaving the grid – useful for working through a list of results.

Choose which page to view [d]. CV is selected by default. If you choose a different page [b], your selection is remembered when viewing different records, until you refresh or leave the Candidates Grid.

• Overview: Key information from the record’s Overview screen
• Journals: You can add a new journal via the ‘Quick Journal‘ option.
• Vacancies: Also shows interviews for the candidate.
• CV: Shows a preview, and will highlight search criteria following a CV Search.
• Notes: View and edit the record’s notes – simply type in the text field and save.
• Docs: See a list of documents on each candidate’s record.

Perform a range of actions [c] (email, text, add to vacancy, add to group and more).

Close the preview [e].

Your user rating can be changed directly in the Quick Preview panel [f].

Postcode and Postcode Radius

Ensure ‘Postcode’ has been added to the grid, and click on the column filter [a] to access the Postcode Search. You can search using a full, or partial postcode, for example B15. To filter by a specific postcode, simply leave the distance field empty.

Choose between UK postcodes or US ZIP codes [b]

Tags

Add Tags to the Grid and click the column filter [a]. If no categories are selected, all tags [c] will be listed, or find tags by category [b].

Choose the Boolean logic [d] for your search: OR returns records with any of the selected tags. AND returns records whose tags include all the selected tags.

Tags with the Advanced Search Builder

Although the column filter (above) should be your primary method for tag searching, you can further refine your tag search with the Advanced Search Builder. The example, below, will return records where a tag includes ‘Adobe’.

In the example, below, either ‘Adobe Photoshop’ or ‘Adobe Illustrator’ will be returned.

Selecting Records

Select All Records (Actions menu [7]): Select all records returned with current filters and search criteria applied. Excludes archived records if the filter is set to ‘hide archived’.

Select records per page: Records can be selected per page.

Unique To Each Grid

Candidates Grid

Clients Grid

Postcode (Sites)
Perform a geographical search based on any of the client’s site addresses.

Tags (Sites)
Search clients by tags applied to their sites. For example, find clients with sites tagged HR Management.

Email Main or All Contacts
When emailing selected clients, choose whether to email only the main contact or all contacts linked to those clients.

Bulk Actions
Update Status, Source, Managing Consultant, Business Area, and toggle the Do Not Contact (DNC) setting. If DNC is enabled on a client, none of its contacts can be emailed or sent SMS messages—even if their individual DNC setting is disabled.

Contacts Grid

Business Area (Client)
Search contacts by the tags applied to their associated client. For example, find contacts belonging to clients tagged with Engineering.

Consultant (Client)
Filter contacts based on the managing consultant assigned to the client (contacts themselves don’t have a management consultant).

Status (Client)
Search contacts by the status of the client, for example, clients with a status of Active.

Tags (Client Sites)
Find contacts based on tags applied to the site they’re linked to.

Tags (Client)
Search contacts by tags assigned to their associated client.

Using this tool, you can send an email to a selection of candidates and allow them to provide you with information by clicking a button in the email and then choosing between 2 possible responses. For example, you may wish to send an email asking each candidate if they would like to continue to be emailed by you with job opportunities, and you could provide the responses “Yes” and “No”. Each candidate’s response is recorded on their record and you can also specify actions that should be automatically performed based on their response.

Insert the {response button} merge field in the email body where you wish the button to be shown. The text shown on the button is set in the Response Button Text field. For example, you could set this to “Click here to respond”.

Check that your email settings are correct and that you can successfully send email from the system before you create a new info request. You must also be sure that your email provider will allow you to send the quantity of emails that you wish to. You can change your hourly email throttle setting under [Settings > My Account > Email Settings].

You can specify these actions to be automatically performed once a candidate responds:

• Add a journal or tag to the candidate
• Change their status
• Set ‘Do Not Contact’ – This will prevent emails and SMS messages from being sent to the candidate in the future

The Request Text is the text that will be shown to the candidate once they click the button in the email. For example, this could be “May we continue to email you with job opportunities?”.

The Success Message is what the candidate will see once they have selected a response.

Once the Expiry Date is reached, no further responses will be accepted from the candidates. The expiry date can be up to 12 months from when you send it, but usually you would want to set this to a much shorter period such as 1 week or 1 month to give candidates long enough to respond before you take any action. Once an info request is expired, you can then perform further actions on the candidates by viewing the info request.

Make sure that you click the Send Preview Email button which will send an email to your address so that you can check the email looks correct before sending it to the candidates.

After you’ve sent a request, check your email outbox [Dashboard > Email > Outbox] to verify that the emails have been sent.

Under each candidate’s record, the Info Requests screen will list all of the requests that have been sent to that candidate along with their responses.