Candidates

This section deals with the creation and management of Candidates:

To ensure they are fully compliant and active before going into your Workforce Management System (TempBuddy), we recommend Candidates are created in the Adapt CRM. 

Updates to the Candidate record can be done in either Adapt or TempBuddy and changes will be reflected in the other (see the Candidate Updates – Adapt or Candidate Updates – TempBuddy sections for details on which fields will be updated).

We recommend a Candidate’s Compliance and Onboarding checks are created prior to making the Candidate ‘Active’ in Adapt. We also recommended any administration of Compliance items continues to take place in Adapt.
When a Candidate’s compliant status changes in Adapt, it will be reflected in TempBuddy (see the Removing/Updating existing Compliance Items in Adapt section below).

When creating a Candidate in Adapt, we recommend the following information is completed, if available:

Once the Candidate has been confirmed and created, the user should add the required Compliance Items/Packages in Adapt before making the Candidate ‘Active’.

Navigate to the Compliance & Onboarding page of the Candidate record and use Assign Item or Assign Package to add items (see the Compliance and Onboarding in Adapt articles for more details on Compliance).

In the following example, 3 Compliance Items have been added to a Candidate, but are currently ‘Incomplete’ and as 2 of the Items are ‘Required’ the Candidate is not currently compliant:

When each item has been completed, the user needs to select the Item and use Update Item to changes the status to Complete. An Expiry Date can be added at this point.

When all allocated Onboarding Request Items with a ‘Hire Requirement’ of Required have an ‘Item Status’ of Complete, a tick will appear in the Required Checks Complete? box at the top of the page. This will ensure the Candidate has a status of ‘Available’ when it is created in TempBuddy. Note: If the Candidate does not have its required checks completed, then it will be created in TempBuddy with a status of Unavailable. 

Each Required, Complete Onboarding Request Item is checked for an Expiry Date in Adapt and if one exists, the Compliant Until date field at the top of the screen is populated with the expiry date that is the soonest:

Note: If the Candidate has a Compliant Until date, it will be created in TempBuddy with a status of Available Until with the Compliant Until date alongside.

Important Note: Candidates must have their Compliance & Onboarding Items created and completed in Adapt prior to being made ‘Active’, otherwise they will be created in TempBuddy with a status of ‘Available’ inferring they are compliant when no checks have been done.

Once all the Candidate information is complete in Adapt, the user is ready to update their status to Active. When a Candidate with a role type of Temp in Adapt has its status changed to Active, it will be created in TempBuddy. Activities that can change the Candidate status to Active are as follows:

1. Running the Change Status activity from the General section of the Activities menu:

2. Running the Add Role activity from the General section of the Activities menu and ticking the Temporary Candidate role then selecting Confirm (on a Candidate with a status of Active where the previous role was not Temporary Candidate):

Once the status has been changed to Active in Adapt, the record is created in TempBuddy:

Fields Mapped

 The following fields will be populated in TempBuddy from Adapt:

Note: All Adapt Skills are copied to the Custom Attributes section in TempBuddy as part of the Data Transfer process. These can be manually selected in either system but will not be copied across so should be done in both.

Important Note: *Mandatory field* – Where these fields are empty on the Adapt Candidate record, the record will NOT be created in TempBuddy.

When a Candidate record is updated in Adapt, any field changes may be reflected in the corresponding TempBuddy record. Activities that can update Adapt fields are as follows:

 1. Running the Candidate Change Address activity from the Profile page of the Candidate record: 

2. Fields updated when using Edit mode then Save on the Candidate Profile page: 

3. Fields updated when using Edit mode then Save on the Candidate Contact page:

4. Fields updated when using Edit mode then Save on the Candidate Payroll page: 

5. Running the Convert to Non-PAYE activity run from the Payroll page of the Candidate record: 

Note:  If the Candidate already exists in TempBuddy (regardless of status), the Candidate will be updated, if it does not exist, it will be created if the Candidate has a status of Active and a role of Temp in Adapt.

When using the Change Status activity to update a Candidate’s status in Adapt, the status of the corresponding TempBuddy Candidate will now be set to ‘Unavailable’ if the status is changed to anything other than ‘Active’.

Fields Mapped

The following fields will be updated in TempBuddy from Adapt when the Candidate is updated using one of the listed activities:

Important Note: *Mandatory field* – Where these fields are empty on the Adapt Candidate database, the record will NOT be created in TempBuddy as they are considered mandatory. 

Users may update or remove existing compliance Items in Adapt on a Candidate that is already Active, perhaps due to new rules or because items have expired.

Using Update Item or Remove Item to change compliance items can potentially change the Required Checks Complete? flag and the Compliant Until date visible on the Compliance & Onboarding page in Adapt. This in turn will update the compliance status of the Candidate in TempBuddy.

Compliance status changes can occur in TempBuddy when the following activities are done on the Compliance & Onboarding page in Adapt:

Note: Compliance status changes can also occur in TempBuddy when 2 Candidate's are merged in Adapt using the Candidate Merge tool. Because copied Compliance Items may be out of date, Adapt will re-check the status and expiry of all Compliance Items on the merged Candidate, and will in turn update the corresponding TempBuddy record.

The following fields will be updated in TempBuddy from Adapt when the Candidate Compliance is updated as listed above:

Important Note: If a Candidate is made Active in Adapt without any compliance items, and compliance items are subsequently added/assigned to this Candidate, the Candidate status in TempBuddy will NOT be updated. That will only happen when the compliance Item is updated as explained above.

When a Candidate record is updated in TempBuddy, any field changes may be reflected in the corresponding Adapt record. Activities that can update TempBuddy fields are as follows:

1. A Recruiter editing the Candidate details. Note: Field changes that will NOT update Adapt are as follows:

2. Updates to the Candidate details by Candidates using the TempBuddy app.

Fields Mapped

The following fields will be updated in Adapt from TempBuddy when the Candidate is updated using one of the listed activities:

Note: When Adapt accepts the TempBuddy postcode, it will validate it in the same way all postcodes are validated within Adapt. 

Note: If a Candidate NI Number is updated in TempBuddy, Adapt will only update the NI No of the corresponding Candidate in Adapt if the field is empty.

A Candidate can be identified as a potential duplicate in Adapt. In this case a new record is not created but the existing candidate is updated. Duplicate check rules are currently as follows:

If there is more than one potential duplicate, a new Candidate record is created. Potential duplicates can be found on the existing Duplicates page in Adapt.