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.

When you have the same person who is both a candidate and a contact then you can link the two records in Recruit So Simple. They will still exist as two distinct records, but you will easily be able to see that they are linked when viewing either of the records in the system.

To link a candidate and contact, just head into either of the records and click the Link With Candidate/Contact button at the top of the Overview screen. You will then be able to specify an existing record or create a new one to link with.

When a candidate and contact are linked, a banner will be shown at the top of the Overview screen on both records letting you know. Inside the banner, there is a checkbox that toggles the showing of journals and tasks from the linked record. Having this option enabled will allow you to see the tasks and journals for both the candidate and contact when viewing either of the records, ensuring you don’t miss any vital information.

To unlink a candidate and contact, simply click Unlink From Candidate/Contact at the top of the Overview screen from either record.

You can merge two records into one in Recruit So Simple. The most common reason for doing this would be in the case of duplicate records being added to the system. For example, you may have multiple candidate records who are actually the same person, but have been mistakenly added to the system more than once.

To merge two records, view either of the records and click the Merge button at the top of the Overview screen. You will then be asked to specify the record you wish to merge with.

The next screen will ask you which of the two records should be kept and explain which information will be merged and which will be discarded.

If you are merging duplicate clients and they also have duplicate contacts, you should merge the contacts one at a time first, before merging the clients.

Which Record To Keep?

At the end of the merging process, one of the records will remain and the other will be deleted. The remaining record will contain the merged data.

The Merge screen shows the list of information that will be merged or discarded. It is important to note that not all of the information on each record will be merged.

Generally, you should choose to keep the record with the most up to date and complete information. The important thing to consider is the information that will be discarded. Look at the list of information that is going to be discarded and decide if you need to manually add this to the record that is going to be kept, before merging.

Additional Information

By default, all documents from both records will be kept and will exist on the final merged record. Any documents that came from the discarded record will have a note added, “(From merged record)“. If you know that the documents on both records are the same, you should select the option Discard Doucments which will ensure that only the documents from the record that you’re keeping will exist on the final merged record.

When merging candidates, the two cannot both be listed for the same vacancy. If they are, you must remove one of them from the relevant vacancy’s pipeline before doing the merge. This is because each of the pipeline listings contains data that can’t be combined automatically. The merge tool will list any such vacancies so you can do this.

Merging Rules

There are rules that the system uses when merging certain information between the records, the following list explains these. If any of the information below is listed on both of the records that you’re merging, then we recommend that you’re aware of these rules.

Candidates:

• Employment history – If an entry on both candidates has an identical Date, Company and Job Title then it is considered to be the same entry and is ignored, i.e. none of the fields in the entry will be updated.
• Employment history – If both candidates have an entry that is set as Current then the entry on the candidate that is being discarded must have a newer From Date for this to be set as Current on the final merged record. Note that even if this isn’t the case, the entry will still be merged but will just not be set as Current.
• References – Only the Name field is used to decide if an entry is the same on both candidates.
• CVs – If the option to Discard Documents is not set, all of the documents on both records will exist on the final merged candidate. However, if the candidate being kept already has a CV of the same type (i.e. original or agency) that also exists on the candidate being discarded then the original/agency CV flag will be unset on the document from the discarded candidate.

Clients:

• Sites –  These will be treated as the same on both clients if the Name, Address Line 1 and Phone are identical (or blank on the client that is being discarded). Sites that are the same will not be merged, but if these sites have any contacts or vacancies assigned to them then these will be re-assigned to the corresponding site on the client being kept. Because of this, it is recommended to double-check the sites on both clients beforehand to ensure that the details are not identical if the sites are actually different. Otherwise, you may end up with contacts or vacancies on the final merged client that are assigned to incorrect sites.
• Contacts – The contacts from both client records will exist on the final merged client (even if they are are duplicates and have the same names). If you are merging duplicate clients and they also have duplicate contacts, you should merge the contacts one at a time first, before merging the clients.

Contacts:

• Vacancies – If the contact being discarded has any vacancies that are assigned to it, they will be re-assigned to the contact being kept, but only if both contacts are from the same client. Otherwise, the vacancies that were assigned to the contact being discarded will have their Contact field unset.

The Client’s and Contact’s Vacancies screen.

1. A list of vacancies.
2. A list of interviews.
3. Add a new vacancy.

The Client’s Sites screen

The address of a client is known as a site in Recruit So Simple. A client can have as many sites as needed. The site marked as the Main site will be the address that is displayed on the client’s Overview screen.

1. Site details.
2. Edit a site’s details.
3. Add a new site.
4. Show or hide archived sites.

A client’s main site address can be added when creating a new client.

Site Tags

Edit a site to add tags. This is useful if you want to later search clients or contacts based on specific sites. For example, sites tagged at HR Manager.

The Client’s Contacts screen

1. Lists the contacts for this client.
2. When you email a client the main contact is used. Click on a contact’s name to change this.
3. Add new contacts.

20GB of document storage as standard – enough for around 400,000 average sized CVs and documents (based on 50KB files).

Easily upload and store important files against any record type. Examples include candidate CVs, compliance certificates, driving licences, right-to-work documents, and contracts. Each document is securely stored and can be viewed, managed, and tracked in one place.

A record’s Docs screen:

[a] Denotes this document is used for Boolean CV Searches.

[b] This document has an expiry reminder task, and email reminder set.

[c] Orange colour denotes document is expiring, and red for expired.

[d] Document actions:

• Edit to change document type, make a CV searchable, set or edit an expiry date, add notes and additional details.
• Email the document.
• Delete the document.

Uploading documents

You can bulk upload up to 10 files at a time [e]

Document Types

Choose what type of file(s) you are uploading [f]:

Original CV
The candidate’s unedited original CV.

Agency CV
Your branded version of the CV.
Whenever you use an Email CV option, only the Agency CV is sent. If no Agency CV is present, you’ll see a warning message.

Other
For certificates, contracts, driving licences, and other compliance-related documents. Expiry dates and reminders can be set where applicable (see next section).

Notes
Add a short note [h] for each document, this will be shown on the Docs screen

Make Searchable
When selecting either Original CV and Agency CV, you’ll have the option to Make Searchable [g]. This parses the contents of the CV so it can be used when searching candidates by CV text. Only one document can be made searchable per candidate.

Compliance

Add an expiry date for a document [i].

Expiry reminders

Enabling Expiry Reminder [j] will automatically create a task on the record when the selected reminder threshold is reached [l].

A follow-up reminder is also set for 7 days after the threshold date.

• The task is assigned to the managing consultant of the record.
• For contact records, the task is assigned to the managing consultant of the client.

Emailing the candidate

Enabling Email Candidate [k] will automatically send an email to the candidate notifying them that a document is about to expire.

The email:

• Includes the document name and expiry date
• Asks the candidate to provide an updated version of the document

Important notes

• An Expiry Reminder task is only created if the record (or client record, for contacts) has an active managing consultant.
• If the managing consultant has been archived when the expiry date is reached, no task can be created.
• An expiry email to the candidate or contact will not be sent if any of the following apply:
  • Do Not Contact is enabled
  • The record does not have a valid email address
    (alternative email addresses are not used)
  • The record’s status is Archived
  • There is no managing consultant, or the managing consultant has been archived

On-screen notifications

On-screen warning messages [k] are always displayed and are independent of expiry reminder tasks and email notifications.

This ensures that any system user viewing the record’s Overview screen can see when a document is expiring or has already expired, regardless of other settings.

Document Storage

You can view your document storage usage in [Settings > System Settings > Company Details].

A warning will be shown to administrators on the Dashboard once 95% is used. If 100% is used then no more documents can be uploaded to the account.

Additional storage space can be purchased by opening a support ticket from [Dashboard > Help & Support]. Please check the Pricing page on our website for costs.

Candidate, Client, Contact and Vacancy records all have a Details screen. The contents and options set on the details screen are searchable. A Contact’s details screen contains, and can be used to update, the following information:

Contact details

• Name
• Address
• Contact information
• Site (a client may have multiple sites, specify which site this contact belongs to).
• Specify if this person is the main contact for the client. Main contacts are used when emailing clients.
• Notes (free text to add any additional information).

Social Media & Web

• Links to the candidate’s social media.

Tags

• Tags are our ad hoc labelling feature. You can read bout Tags here.

Other Details

1. Change the status of your contact to ‘Active’ or ‘Archived’.
2. Enable ‘Do Not Contact‘ to prevent this person from being emailed or SMS messaged.
3. You can move a contact to another client (while retaining journals and notes).

Candidate, Client, Contact and Vacancy records all have a Details screen. The contents and options set on the details screen are searchable. A client’s details screen contains, and can be used to update, the following information:

Client Details

• Company name.
• Business Area (add your own business areas from List Menus)
• Number of employees
• Standard business hours
• Standard holidays (add your own holiday periods from List Menus)
• Notes (free text to add any additional information)

Social Media & Web

• Links to the client’s social media.

Tags

• Tags are our ad hoc labelling feature. You can read bout Tags here.

Fees

• If you’ve set up fees in System Settings you’ll see them appear here. If you want to set individual fees for this client only, you can either edit an existing fee, or add a new one.

Other Details

• Change the status of your client’s (Active, Archived, Do Not Use, Folded, Prospective). Add your own client statuses from List menus.
• Source (for example, headhunted, web registration…). Add your own sources from List menus.
• Managing Consultant
• Enable ‘Do Not Contact‘ to prevent any emails or SMS messages being sent to this client’s contacts.

Candidates, Clients, Contacts and Vacancies all share an Overview screen, which shows the following information:

1. Details
   • Name, address and contact details.
   • The Candidate Overview and Client Overview screens include links to their social media.
   • The Candidate Overview includes the ability to send an agency version of their CV.
   • The Vacancy Overview shows details that include job title, salary and remaining places.
2. Journals
   • Journals are used to record communications. While emails create journal entries automatically, you can manually add journals to record conversations, meetings or telephone calls. You can add your own journal categories from [Settings > System Settings > Customisation].
   • Click on the journal’s subject line to view the contents, or click edit to update the journal.
   • A journal entry may be assigned to multiple records (max 10), making it viewable in each of their Overview screens.
3. Action Buttons
   • Perform common tasks including email or adding the record to a Group.
4. Tags
   • A list of Tags that have been applied to the record. Tags are our ad hoc labelling system, you can read about Tags here.
5. Tasks
   • Choose to view current  or completed Tasks.
6. Vacancies / Candidates
   • Lists all vacancies associated with the record (Candidate, Client and Contact overview screens only).
   • On the Vacancies Overview screen this section is replaced with ‘Candidates’.
7. Groups (not present on the vacancy overview screen)
   • Displays all groups that the record belongs to.
   • If the record doesn’t belong to any group s this section won’t be visible.
8. Interviews
   • Lists all interviews associated with the record.
9. Employment / Main Contact / Client & Contact
   • Employment (Candidate Overview only) shows the candidate’s current and required jobs.
   • Main Contact (Client Overview only).
   • Client and Contact (Vacancy overview only).
10. Notes
    • Free text, add additional information as required.
11. Other details
    • Various information depending upon the record type (Candidate, Client, Contact or Vacancy)