Adapt gives users the option to singularly or batch email or SMS Candidates to check their availability for a date period or for selected shifts of a Job.
Setting up request availability timescales
Within application settings in the Administrator profile there is a setting called ‘Batch Request Availability Timescale’. The time period entered here is used by the Request Availability workflow. When the request availability workflow is run, it will check if a Candidate has any availability or unavailability logged from today's date for this time period.
Note: (Please ask your Erecruit Representative to set this for you)
Request Availability Setting
On the Availability page, there is an option to ‘Request Availability’. This means, "can I, or should I contact this Candidate to check their availability?"
Note: When a new Candidate record is created, the Request Availability field will be set to No by default as all new Candidates have their Eshot, Text and this field initially set to No for GDPR compliance.
This field is set every night by an overnight process but can be set manually to ‘No’ or ‘Yes’ on each individual candidate (if permission is given). The overnight process checks all Candidates (temp and Contract) to see if they have any confirmed availability or unavailability logged on their record. If they haven't, then the system considers it acceptable to be able to request their availability.
The timescales checked are One Month, One Week and Two Weeks…. from today’s date. (These timescales are set in application settings using the Administrator profile as detailed above). It will also check to see if the Candidate has either Eshot or Text (SMS) set to No.
The ‘Request Availability’ flag is then set to either Yes or No by the overnight process.
Note: The overnight process will only set the Request Availability field to 'Yes' if either the SMS or Eshot? field is set to 'Yes'.
For example, the timescale has been set to Two Weeks and was run against the following 4 Candidates last night:
- Candidate 1 – Has manually had some availability set in the next 2 weeks. This flag was set to No.
- Candidate 2 – Has manually had some unavailability set in the next 2 weeks and has their Eshot? flag set to No. This flag was set to No.
- Candidate 3 – Has unknown availability in the next 2 weeks. Their Eshot? flag is set to Yes. This flag was set to Yes.
- Candidate 4 – Has unknown availability in the next 2 weeks but their flag for ‘Request Availability’ has manually been set to No. Their Eshot? flag is set to Yes. This flag was set to Yes.
Note: The overnight batch process request availability flag changes will over-ride any changes made to the flag during the day.
Once the flag is set on Candidates, users can run manual or batch ‘availability request’ workflows using email or SMS to prompt a Candidate to confirm their availability.
Manual Request Availability workflow
When the ‘Request Availability’ flag is set to ‘Yes’, the user can request the Candidate’s availability for a date range or certain shifts of a Job. Choose ‘Request Availability’ from the Activities, General menu:
Select the job and any unfilled shifts will be displayed. Tick the ones required, select send docs by email and click confirm. Alternatively, just input a date range to check availability.
An email will be sent asking the Candidate to confirm their availability for the shift/date range:
For SMS, select ‘Send Text’ from the Activities menu. From the SMS Messages code group choose ‘SMSRA’. The message will be populated and the user should edit the text to enter date and/or job information.
Note: If the ‘Request Availability’ flag is set to ‘No’ an error message will display preventing the user from doing these activities.
Batch Request Availability workflow
In addition, recruiters can Batch request (via email or SMS) availability from the search results.
Run a Candidate search, select the candidates then select ‘Batch’ and Request Availability.
Choose the job and any unfilled shifts will be displayed. Tick those required, select send docs by email and click confirm. Alternatively, just input a date range to check availability. All candidates with the request availability flag set to 'Yes' will be contacted.
An error report will be generated showing any failures to send, for example:
- The email could not be sent to the following Candidates because they do not wish to be contacted via Eshot.
- The request availability could not be sent to the following Candidates because they have Request Availability is set to “No”.
- The email could not be sent to the following Candidates because they do not have email addresses on file.
For SMS, select ‘Candidate Send SMS’ from the Batch menu. From the SMS Messages code group choose ‘SMSRA’. The message will be populated and the user should edit the text to enter date and/or job information.
An error report will also be generated showing any failures to send as above.