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.

Goals can be displayed full page, ideal for displaying on a TV screen. To open a goal in full screen view, first generate a Goals report from [Dashboard > Reporting]. Scroll to the required goal and click on the share icon located next to the goal’s title [1].

Features include:

• Use the goal’s unique URL in any web browser on any device.*
• Real-time tracking (refreshes every 10 seconds)
• Can be switched between dark and light mode.
• Arrange browser windows to show two or more goals.

*To revoke access to previously generated full-screen goals, reset your Goals API Key in [Settings > System Settings > Goals].

A wide range of detailed reports can be generated under the following headings. Start by selecting a report from the dropdown list.

* Data is unavailable before 1st April 2015. This is when logging first started for these reports.

To generate a report, simply select which report, the desired date range and optionally a specific consultant/team and then click the Generate button.

A note on date ranges: Month to date refers to 1st of the current month to today’s date. Year to date refers to 1st January to today’s date. Current Week refers to Monday to Sunday of the current week.

Export to CSV

Once a report has been generated, you can export the data to a CSV file by clicking Export to CSV at the top of the page. You can view the CSV file in any spreadsheet editor.

• Summary Export: Exports the summary/totals table located at the bottom each report.
• Detailed Export: Exports details from the table, available for the following reports: CVs Sent, Interviews, Journals, Pipeline Activity, Placements & Revenue.

If you wish to save a report as a PDF file, you can do this by using your web browser’s print function.

Archived users:

• are excluded from graphs and grids that display totals per consultant.
• are included where a list of records are shown, for example, the ‘Consultant’ column in the CV Sent report.

Email / SMS Reports

These reports show information of senders, recipients and quantity of emails and SMS messages sent from the system.

Graphs

• Email/SMS Sent will show the number of emails/SMS messages sent from the system on each date and by each consultant.
• Recipients shows the types of recipients that emails/SMS messages were sent to: Candidates, Consultants (other users of the system) and Contacts. On the Email report, ‘Other’ represents recipients that had their email addresses manually entered and were not in the database.

Report summary

Located at the bottom of the page shows how many emails/SMS messages were sent by each consultant to each recipient type (candidates, consultants, contacts, other). The Total row also shows each consultant’s sent emails/SMS messages as a percentage of the total sent from all consultants.

Click ‘Export to CSV‘ located at the top to export the report’s summary.

How Emails Are Counted

The way emails are counted depends on the sending method used. As an example, if you were to send an email to 5 recipients and use the “bulk” sending method then this would count as 5 emails (as 5 individual emails are being sent). If you were to send an email to 5 recipients and use the “single” sending method then this would count as 1 email (as only 1 email is being sent with all the recipients in the “to” field).

New Record Reports

These reports shows information about how many candidates/clients/contacts/vacancies were added to the database and by which consultant. It will also show the sources of the records where applicable.

Graphs

• New Records shows total records added on each date and by each consultant.
• Sources displays the number of records added from each source (candidates and clients reports only).

You can add your own custom sources from [Settings > System Settings > Fields]

Grids

• The Records Grid lists the newly added records. You can sort the grid by clicking on the column headings.
• The Sources Grid shows the number of records added from each source and by each consultant (candidates and clients reports only).

Note: the report is based on records that currently exist. For example, if you added 1000 records and deleted 500 in the date range of the report, it would only show 500 records added.

CVs Sent Report

Here you will see totals for CVs sent from each consultant and for which vacancies. Totals include both agency and original CVs sent. The system registers a CV being sent any time that you send an email from the system with a CV attached from a candidate record (regardless of which method you used to get to the compose email screen).

The report can be filtered by the type of CV sent:

Vacancy CVs are linked to a vacancy.
These are sent from the vacancy record’s Pipeline screen (Pipeline Actions menu).

Speculative CVs are not linked to a vacancy.
These are sent from elsewhere in the system, for example from Dashboard > Email, or from a record’s Overview screen using the Email CV button.

How CVs Are Counted

The way emailed CVs are counted depends on the sending method used. As an example, if you were to send an email with a CV attached to 5 recipients and use the “bulk” sending method then this would count as 5 CVs (as 5 individual emails are being sent). If you were to send an email with a CV attached to 5 recipients and use the “single” sending method then this would count as 1 CV (as only 1 email is being sent with all the recipients in the “to” field).

When selecting a Contact from the Email Composing screen, if they have both a primary and alternate email address, you can choose to send to either one or both. If both email addresses are selected, the CV Sent count is still recorded as one.

Additional filters are available, allowing you to filter by any number of Candidates, Recipients and Vacancies or a combination of all three.

Graphs

• Top 5 Consultants By CVs Sent will show the consultants that have sent the most CVs.
• Top 5 Clients By CVs Received shows which clients have received the most CVs. The figure is calculated by totalling the CVs sent to all of the client’s contacts.
• CVs Sent shows the number CVs sent on each date and by each consultant.

Grids

• Candidate Grid shows which candidates’ CVs were sent.
• The Total Grid shows total and percentage of CVs sent by each consultant.

Notes:

• For a sent CV to be associated with a vacancy, it must be sent from the system using the “Email CVs” option from either the [Vacancy > Pipeline] screen or from [Searching > Matching > Results].
• A sent CV is logged once it’s successfully sent from the system. This means it has to have left your Outbox and not failed.

Goals Report

The goals report will list each goal in the system and the progress of each consultant it’s assigned to. Goals can be set up under [System Settings > Goals].

Goals can be displayed in full-screen mode, ideal for displaying on a TV screen. Simply click the Share icon located next to the goal’s title.

Each goal on the report has a “total” row at the top so you can see an overview of the progress for all of the consultants it applies to. The exception to this is if the goal is an individual goal and is only assigned to a single consultant, then no total row will be shown.

Note that for “shared” goals, the percentage shown for each consultant is the percentage of their contribution to the total that has been achieved by all the consultants. For example, consider this scenario: A shared goal has a target of 10 CVs being sent per month, 8 have been sent between all the consultants, and John has sent 4. In this case, John will show 50% as he has contributed 50% of the CVs that have been sent.

Each goal has its own defined date range and by default this will be used (and displayed next to each goal’s title). If you wish to specify your own custom date range for the report then uncheck the option at the top and select a date range.

Interviews Report

This report shows you information about interviews in the system. You can either base the report on the date that each interview was actually added to the system or the date that each interview took place, using the option at the top. You can also choose which consultant gets credit for each interview and you can filter by specific clients if necessary.

The graph shows how many interviews were added or took place (depending on your choice) on each date by each consultant.

Grids

• Interviews Grid lists the interviews.
• The Total Grid shows the total and percentage of interviews by each consultant.

Note that this report is based on interviews that currently exist. If you wish to see how many interviews were added (even if subsequently deleted) then use the ‘Interviews Added’ metric on the ‘Pipeline Activity’ report.

Journals Report

This report shows you the journals added to the system along with their type.

You can filter by the type of journals, and which records a journal is assigned to. If you filter by a client, then journals assigned to any of that client’s contacts will also be included (this is the same behaviour as when viewing journals on the [Client > Overview] screen).

Graphs

• Journals will show the journals added on each date and by which consultant.
• Types shows how many journals of each type were added on each date.

Grids

• Journals Grid shows each of the journals and associated data. Click on the subject to view the content of a journal and the list of records to which it’s assigned.
• The Type Grid shows how many of each type of journal each consultant has added. The total and percentage of journals added by each consultant is shown at the bottom.

This report is based on currently existing journals, so if any are deleted then these won’t be accounted for.

Pipeline Activity Report

This report shows information regarding candidates that are in the pipeline and associated changes that have been made.

The vacancy status filter at the top allows you to exclude closed vacancies from the report. You can also filter by a list of clients which will then only include those clients’ vacancies in the report.

Graphs

• Top 5 Consultants By Candidates Added To Vacancies shows the top consultants based on the number of candidates that have been added to vacancies.
• Top 5 Consultants By Candidates Progressed shows the top consultants based on the number of candidates that have been progressed in the pipeline. A candidate is progressed when their status is changed to another status that is higher in the order. You can setup your statuses and their order from [System Settings > Customisation > Vacancy Pipeline Statuses].
• Candidates Added To Vacancies shows the number of candidates added to vacancies on each date and by each consultant.
• Candidates Progressed shows the number of candidates that have been progressed in the pipeline on each date and by each consultant.

Grids

• The Vacancies Grid shows all of the vacancies in the system (either open or closed depending on the filter option at the top). For each vacancy you can view associated information such as:
  • Candidates that are currently in the pipeline for the vacancy.
  • CVs that have been sent regarding the vacancy (see note below). This is the number of unique candidates that have had their CV emailed.
  • Interviews that have been added for the vacancy.
  • Candidates that are set as Placed for the vacancy.
  • A-I (Added – Interview) shows the average number of days between candidates being added to the pipeline and interviews being created for them.
  • CV-I (CV Sent – Interview) shows the average number of days between candidates’ CVs being sent and interviews being created for them. See the note below regarding the requirement for a sent CV to be associated with a vacancy.
  • A-P (Added – Placed) shows the average number of days between candidates being added and being set as placed.
• The Activity Grid shows statistics for each consultant including how many candidates they added to vacancies, how many were progressed, how many interviews were added and how many candidates were set to each status. Note that the number of candidates set to each status includes candidates that were added to vacancies with those statuses. The total row shows the totals for all activity for each consultant and also as a percentage of all consultants’ activity.

Note: for a sent CV to be associated with a vacancy, it must be sent from the system using the “Email CVs” option from either the [Vacancy > Pipeline] screen or from [Searching > Matching > Results].

Placements & Revenue Report

This report shows you information about placements that have been made and any associated revenue. The report is based on candidates that are currently set as Placed, if a candidate is placed and then subsequently changed to another status then they are no longer placed and will not be included in this report.

Make sure that the “Date Used For Placements & Revenue” option is set appropriately, as this determines which placements are included in the report – see below for more information.

At the top you will see options for how placements and revenue are calculated in terms of which consultant gets credit for the placement/revenue, and which date they are counted for.

• Consultant Credited With Placements & Revenue – You can either select the consultant who set the candidate to placed to receive credit, or it can be the managing consultant of the associated candidate/client/vacancy record. If you select one of the managing consultants to receive credit and the corresponding managing consultant field is blank, the consultant credited will show as ‘None’ in the graphs/grids on the report.
• Date Used For Placements & Revenue – The date the placements & revenue will be counted for can either be the start date of the placement (specified when the candidate was placed) or the date the candidate had their status changed to Placed.

If a candidate is set to Placed and subsequently set to another status, then again set to Placed, the date used for the placement will be the most recent one.

You can filter the report based on a list of specific clients’ vacancies using the option at the top.

Graphs

• Top 5 Clients By Placements shows the top clients based on how many placements their vacancies have had.
• Top 5 Clients By Revenue shows the top clients based on how much revenue their vacancies have generated.
• Top 5 Consultants By Placements shows the top consultants based on how many placements they’ve made.
• Top 5 Consultants By Revenue shows the top consultants based on how much revenue their placements have generated.
• Placements shows the number of placements made by each consultant on each day.
• Placed Candidate Sources shows the amount of placed candidates that originated from each source.
• Revenue shows the amount of revenue generated by each consultant on each day.

Grids

• The Placements Grid lists all of the placements that have been made within the date range.
• The Clients Grid shows the total number of placements and revenue per consultant for each client that has at least one placement in their vacancies.

Note that the revenue amounts displayed on the revenue graph and clients grid are in the main system currency as defined under [System Settings > Company Details]. If any of the individual revenue entries were in other currencies then these will be converted into the main currency.

Duplicate Records Report

This report will help you find duplicate candidates and contacts in the system. Once identified, the duplicates can be merged into a single record using the merge tool.

A record is deemed to be a duplicate if it has an identical email address (the person’s name is ignored).

Select either candidates or contacts using the option at the top and then click Generate.

From the list of potential duplicates (if there are any), click the Show Duplicates link to bring up the duplicates for that record, up to a maximum of 100 will be shown. Click the Merge link to open up the merge tool and follow the prompts to merge the records.