Enabling Split Fees

Split Fees is switched off by default. An administrator can enable it under System Settings → Company Details. Turning it off again simply stops new splits from being created — any splits you’ve already recorded stay exactly as they were.

Adding Fees

Once enabled, a new Split Fee section appears on the placement form. Simply tick Split this fee between consultants, add each consultant, and set their percentage — the live total makes it easy to see you’ve reached 100%. From that point on, both the revenue and the placement count are attributed fractionally to each consultant in the split, so a 60/40 placement credits 0.6 and 0.4 of a placement respectively.

Reporting

These figures flow straight through to your reporting, dashboard goals and the team leaderboard, giving you an accurate per-consultant picture without ever-changing your company-wide totals. There’s also a dedicated Split Fees report that breaks every split placement down by consultant and share.

• + 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:

You can delete multiple records at once by selecting the records from a main grid or search results screen, then selecting Bulk Actions from the menu in the bottom-left. Then, on the Bulk Actions screen, click the Delete button.

Clients and contacts can’t be deleted if they have any vacancies associated with them.

Vacancies can’t be deleted if they have candidates in their pipeline, unless deleting multiple records at once using the ‘Bulk Actions’ menu on the vacancies main grid.

When a record is deleted, it’s stored for up to 30 days in Recently Deleted (Settings > Recently Deleted), after this time the record will be permanently deleted and cannot be recovered.

If you wish to restore a deleted record, then head to Recently Deleted and locate the record. Select the record and then choose Restore from the menu in the bottom-left.

Note that when restoring a deleted contact, if the client it belongs to is also deleted, then this will be restored as well.

You can also permanently delete records if you wish to. This action requires the Permanently Delete Records security permission, which only administrators have by default.

You can see where each document that’s stored in the system has been emailed to by clicking the View Sent History button in the bottom-left of the Docs screen inside any record.

The list of all sent documents will be shown, if the document still exists then the file name will be a link to download it. If a document is a CV then this will be shown next to the file name. You can also view the journal for the relevant email, unless the journal has since been deleted.

You can download the list as a CSV file which can then be opened in your spreadsheet editor. You can also choose to email the recipients of the documents if you need to.

The history will show documents that were emailed on 25/03/2018 and later, this is when the logging was added to Recruit So Simple. CVs (either ‘Agency’ or ‘Original’) emailed between April 2015 and 25/03/2018 will also be listed, these will only show “CV” instead of the file name.

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.

Also available form the vacancy’s Pipeline screen:

• Change the candidate’s Status.
• Email selected Candidates.
• Email selected candidate’s CVs.
• Add an Interview.

1. Enable and configure the Website Integration module from [Settings > System Settings > Web > Website Integration].
2. Copy your Integration Code.
3. Paste the integration code into your web page (your web designer will be able to help with this).

Share an existing vacancy

1. From the Vacancies main grid click on Ref to view the vacancy.
2. Go to the vacancy’s Share screen.
3. In the Preferences panel enable the Website option.
4. Your vacancy will now appear on your website.

Share a new vacancy

1. At the bottom of  the [Vacancy > Add Vacancy] screen, enable Show on Website.
2. Your vacancy will now appear on your website.

Import applicants

1. You’ll find your web applications from [Candidates > Web Import].
2. Review and add applicants as desired.

The Actions menu includes many useful options:

When sending to clients, you are given the choice of sending to just the main contact, or all contacts for the selected clients.

1. Use the searching tools to find the records that contain the Tags that you wish to delete.
2. Choose Select All Records from the Actions menu.
3. Choose Bulk Actions from the Actions menu.
4. On the Bulk Actions page select the Tags that you wish to remove.*
5. Repeat until you have removed the Tags from all record types (Candidate, Client, Contact and Vacancies)
6. Delete the Tags from the system entirely from [Settings > System Settings > Tags]

The Actions menu includes many useful options:

Don’t click the Delete button on the bulk actions page as this will delete the records themselves.