In this article, you can read about staffing assignments and how to start, handle, and end them.
This article outlines the process of hiring a candidate and creating a job on a customer project. We will also discuss the collective agreement associated with the job, logging hours as a system user, and editing existing jobs. In summary, the following steps are involved:
- Hire a candidate, giving them the Employee status.
- Send an employee agreement.
- Create a job on a customer staffing project.
- Review and manage the job details based on the Collective Agreement.
- Send an order confirmation to both the employee and the customer.
By following these steps, the job should be ready, and the candidate will be able to log their hours. They can do this by logging into their profile at page.recman, using the Employee app, or having a RecMan system user log their hours for them.
The job creation process
Step 1 - Hiring a candidate
To create a job in RecMan, you must first employ a candidate by approving them for staffing. Doing this will classify them as an Employee. This can be done from the top right of the candidate card and will extend the candidate card with additional tabs such as Jobs, Employment, Logged work, and "work calendar." By going to the Employment tab and inputting additional information such as salary and position percentage, this will be applied as well when creating a job.
Step 2 - Send an employee agreement
One additional step to ensure the formalities are in order is sending an Employee agreement. This can be done from the candidate card by clicking on Agreements. For more information, see creating an employee agreement.
Step 3 - Creating a job
With an employee, you can create a job connected to a customer with a staffing project. This can be done in 3 locations:
- The candidate card - By clicking Employ in the top right corner.
- The project card (staffing) - By clicking +Add under the Jobs field.
- The staffing calendar - In the Project plan - Month view
This will open the Create job page where you input the job period, salary and invoice, collective agreement and additional details.
- Name: Name of the job. It is advised to name the job so that the employee won't mistake it for another one.
- From- and To date: Period of the job, this can't be outside of the employment period.
- Log work: Whether the employee should be able to log their own hours. If set to no, a system user will have to log the hours for the employee.
- Responsible co-worker: Which system user should be responsible for the job.
- Description: For additional information about the job.
- Salary and invoice: Here you input the salary and invoice basis for the job. This will also be applied to the selected Collective agreement.
- Salary type: What kind of salary the employee should have. Usually set to Hour salary.
- Collective agreement: Select which collective agreement. This agreement contains information about how the salary and invoice should be calculated, as well as which permissions the employee has in regard to logging work.
- Employment: If the employee has several employments, you can choose the correct one here. Employment is created in the process of hiring the candidate.
- Separate invoice: Separate invoice can be selected in order to group several employees on the same job to create one invoice instead of one for each.
- Holiday salary: You may also define the holiday salary for the employee, input as a percentage.
Once you are satisfied, press the green Create in the top right corner.
Once the job is created, the system will automatically associate the employee with the department you belong to, the customer connected to the project, and connect the responsible co-worker to the employee.
With the relevant fields filled out, the job can be created, and the employee should be ready to start logging hours based on the content of the collective agreement.
Step 4 - The collective agreement
When a job is created, the next screen that appears is the Job settings, which are based on the Collective Agreement chosen for that job.
The Collective Agreement is a template that defines the employees' permissions with regard to logging work, which articles can be logged, and when addition/overtime rules will apply. A created job receives a unique job number, and any changes done here will only be applicable to that specific job.
When a collective agreement is added to a job, the system will automatically take the hour- and invoice basis and input these into the collective agreement. As such, the collective agreement is often set up with a factor of 1 (100%), meaning that the hourly wage is calculated as 354 * 1, whereas the invoice may have a factor of, e.g., 1.76, resulting in an invoice of 634 (see image below). For more information about collective agreements, you can read this article.
It is recommended to review the rules set up to ensure everything is in order before employees start logging their hours. This is in case of an error, where you will have to delete the registered hours and re-register them again after updating the agreement.
Step 5 - Creating and sending an order confirmation
To create an electronic agreement for the employee and the customer with job details, navigate back to the project card, click on the Offers tab, and then click on the "+ Create" button.
To create the employee confirmation, select the "Job - Employee Confirmation" type. Then, select the employee with the correct job from the drop-down menu, which will become the email recipient in the "To" field. To create the customer order confirmation, choose the "Job - Customer Order Confirmation" type instead, and the customer reference will become the recipient. You can find more information about electronic offers and agreements in this article.
Under the email box, you can write an email message to the recipient or select a message template to simply the process. Under the "Offer/Agreement" section, you can also select a template for the agreement and make adjustments if necessary. You can read more about templates and message templates in this article.
How to edit active jobs
On the project card, you will find a field named "Jobs," which displays all the employees currently assigned to jobs on the project. From here, you can view collective agreements, make changes, log work, or delete a job.
Since you may have an unlimited number of jobs on a single project, this list may become long. Each line represents one job, and one employee may have multiple jobs on the same project.
- First, we can see the names of the employees, along with the ability to check one or more jobs. Checking an employee will make the buttons on number 2 appear.
- These buttons appear once one or more employees are selected. These buttons let you, as follows:
- The envelope – Send an email to the employees.
- The calendar – Extend one or more jobs to date.
- The X – End the job (see end job further down).
- The trash can – Delete the selected jobs (this is not recommended as there is no way to get them back).
- Click here to create a new job.
- Here we can see some symbols. The clock takes you to the "register work" screen for the job. The briefcase takes you to the collective agreement for the job. The last symbol either represents an unsigned agreement (red) or that all agreements have been signed (green).
- To the far right, you can see two buttons. The first one, the "Pen" symbol, lets you change the responsible co-worker, the job name, the job description, the From and To date, whether the employee may record hours online and whether the job should be included on a separate invoice or not. The "Calendar" symbol shows the Work Calendar for the employee and job.
- This information box appears after pressing the arrow next to the employee’s name. It shows general information about the job and the collective agreement, as well as a summary of previously logged work.
You may create or sign an Order confirmation.
Logging hours as a system user
When all the steps above are settled, it is time to log hours. This is done by clicking the "register work"-icon in the Job overview, as depicted by a small clock. This can be done either from the project, or from the candidate card.
- Employee drop-down: This is where you can view a drop-down list of every job/employee on the project. Each job is viewed separately.
- Shortcuts: These shortcuts allow you to go back to the logged work module, the project, the candidate card, or to the job settings.
- Registration window: This is where you can register hours. In general, you need to input the start time, end time and select which days before pressing the Register button to record the work. Note that some article types are registered differently, and examples are provided below.
- Register button: This button is used to register hours for the selected days.
- Logged work: Here you can view the logged work, including days, hours, salary article, break, etc. To the right, you will see circles that indicate different statuses. Yellow circles indicate that the work has not been approved, green indicate that it has been approved, and blue ones indicate that it has been invoiced. Registered hours can only be edited when they are To be approved (with the yellow status).
- Summary: Here you get a summary of the recorded work, separated into regular hours, overtime, sick leave, etc., as well as salary and invoice price.
Anything registered here is based on the job's collective agreement. If you wish to change the outcome of recorded hours, you will have to change the collective agreement and then record them again.
Click the tabs to see how the different registration windows look:
Ending a job
You may at any time end an ongoing job. This is done easily from the Project Card under Jobs. This is only relevant when a job is canceled before the period runs out.
Select the job/employee and click End Job. You will now be presented with some options:
As you can see, you have the ability to give a reason why the job was canceled, give a rating on the job and add a comment at the end. Under reason, you have the following options:
- Job finished
- Trial period ended
- Bough out
- Fired by customer
- Cancelled by employee
- Cancelled by customer
Once you are satisfied, click End Job.
Before ending or deleting a job, ensure that hour recording, invoicing, and salary are completed. Once a job is deleted or ended, you will not be able to delete or make changes to the recorded work associated with the job.
About deleting ended jobs
While it is possible, it is never recommended to Delete a job. A deleted job is not recoverable, while an ended job is.