What
Once a Candidate accepts a job offer, a Placement record is made from the Vacancy record. This carries over all relevant information about the job and the Candidate without having to create a Placement from scratch (which is not recommended).
Where
Vacancy record > Candidates tab > Shortlists (List View / Board View)
How
NOTE: A Candidate must have reached a status of Offer Made in order to accept the offer. This stage cannot be skipped over.
Table of Contents:
Vacancy Record
From the Shortlists section, a Vacancy can be marked as accepted by a Candidate using two views:
List View
1. Select the blue tick-box of the Candidate to progress
2. Click Update
3. Select Accept Offer from the drop-down menu
Board View
Drag-and-drop Candidates from Offer Made to Offer Accepted. A grey box appears where the Candidate will move to.
Offer Information
When a Candidate accepts an offer, the pay/salary information will be shown in a pop-up window. However, no changes can be made at this stage, as by this point the values have been viewed and approved multiple times when moving the Candidate through the shortlist stages. See Shortlist Board - Candidate Shortlists for more information.
Click Confirm to progress the Candidate. If the window is closed, the Candidate will remain under their current status and no changes will be made.
Navigate to the Placement Record
Once the Placement record has been created (this process takes a few minutes), navigate to it in three ways:
1. Notifications
NOTE: This is part of Mercury Automate. See New Placement Notifications for more information.
2. Vacancy Record > Candidates tab > Placements
NOTE: This will only show active Placements.
3. Vacancy Record > Related Tab > Placements tab > Placement Associated View
NOTE: From here both the Vacancy Ref (PR/080544) and the PlacementID (016286/00/00) can be viewed for any cross-reference.
Placement Record
Below are some areas of note that can be filled in that are not initially included in the Vacancy record.
Basic Info tab
Rebate Instructions
Rebate information can be added in the event that a Placement is cancelled.
If rebate information is added but Rebated? is set to No, the Rebate Until field will calculate a date; this is a locked field and cannot be manually edited.
The other fields can be updated multiple times if necessary as long as Rebated? remains set to No.
If rebate information is added and Rebated? is set to Yes, this section cannot be edited again.
Worker Types
Group specific Compliance to a particular Worker Type rather than creating multiple agreements. Rather than having duplicates of agreements, Worker Types work in a more granular level to build up compliance from different sources.
See Worker Types for more information.
Admin & Activities tab
Ownership
Owner is a required field. This is pulled from the Hiring Manager field in the Vacancy record, but can be edited.
Paperwork and Documents
For the Candidate to have access to the Candidate Portal (which facilitates the process for Candidates to upload their compliance documents and manage their Timesheets & Expenses), toggle the Visible on Portal field to Yes.
You will not be able to change this field if the Placement record becomes read-only (e.g. if the Placement status updates to Terminated, Completed, Cancelled, etc.) or if you do not have sufficient permissions to update the placement.
See the Candidate Portal section of the Knowledge Base for more information.
Finance tab
Detailed Terms
It is only Temporary and Contract Placements that have required fields within the Finance tab: Standard Rate Type and Days Per Week.
See Placement Financial Calculations for more information.
Compliance tab
This where the Compliance process is managed for the placement. The Compliancy field will update once you approve the Placement and once the Candidate has completed their reference checks.
See Making a Placement Compliant for more information.
Validating a Placement
The majority of our clients opt-in to having an approval process set up, where one, or multiple check points, are run after validation. Approvals help insure correct information across financials, compliance, onboarding, etc.
To begin, click Validate Placement from the top navigation bar:
This will open the Placement Validation record. See Why run Validation on a Placement? to further understand the value of Placement validation and for step-by-step instructions,
Finalising a Placement
Validation not required
If validation is not required, mark the Placement as finalised using the drop down menu from the top of the Placement record.
Validation required
If a Placement requires validation, this must be completed before it can be finalised. After validating, select Finalise from the Placement Validation record.