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Activity Sets

About

Activity Sets are used to automate workflows throughout a business and assign both tasks and timelines to a set of users.


Usage

You can use the Activity Set function across any type of business process and these can be assigned to Candidates, Companies, Contacts & Jobs.

For example, you may have a defined business process around recruiting candidates and want the same set of steps/tasks being applied each time a candidate is recruited - eg;

  • Book Interview
  • Interview Candidate
  • Check Right to Work
  • Confirm Licences/Qualifications
  • Complete Registration (payroll details, candidate agreement)
  • Complete Candidate OH&S Induction
  • Enter Interview Notes
  • Enter Compliances
  • Enter Reference Checks
  • Enter Candidate keywords

As you construct an Activity Set you can select which order a step/task appears, how many days it is due after the start of the Activity Set and who the task is assigned to.


Define an Activity Set

To access the Activity Set Control Panel - click

Other>Advanced>Systems Administration>Activity Set Control Panel


Activitysetcontrol.png


To Create an Activity Set;

  • Assign it as either a Candidate, Company, Contact or Job Activity Set - by selecting the appropriate one from the dropdown list then click Display Activity List
  • Enter Activity Name (eg Temporary Staff Onboarding)
  • Enter a Description of the Activity Set and what it is used for
  • Click Add Activity


To Add or Edit a Task associated with an activity set - click

Add Tasks


Activitysettasks.png


From here you can add each of the process tasks, the number of days it is due after the start date and the order number of the task;

* Enter Task Name
* Enter the number of days the task is due from the start date
* Enter Step # 


Note: When applied to a Candidate, Company, Contact or Task the task list will order by date due and then the step number.

Editing an Activity Set

To Edit an Activity Set;

 * Click on the Edit link  next to the Activity Set Name 
 * Edit the details as needed '
 * To make the Activity Set InActive - change Active to NO 

Adding an Activity Set to a Candidate

To add an Activity Set to a Candidate;

* Search for the Candidate that you wish to add an Activity Set to 
* Click on Diary & Tasks on the Candidate Menu
* Select and Click Activity Sets


Candidateactivity.png


* Then Select the relevant Activity List you wish to add to the Candidate. 
* From here you can change the dates (if needed) and also assign tasks to different team members


Activitysetprogress.png

Adding an Activity Set to a Contact

To add an Activity Set to a Contact;

* Search for the Contact that you wish to add an Activity Set to 
* Click on Diary & Tasks on the Company/Contact Menu
* Select and Click Activity Sets
* Then Select the relevant Activity List you wish to add to the Contact. 
* From here you can change the dates (if needed) and also assign tasks to different team members

Adding an Activity Set to a Company

To add an Activity Set to a Company;

* Search for the Company that you wish to add an Activity Set to 
* Click on Diary & Tasks on the Company/Contact Menu
* Select and Click Activity Sets
* Then Select the relevant Activity List you wish to add to the Company. 
* From here you can change the dates (if needed) and also assign tasks to different team members

Adding an Activity Set to a Job

To add an Activity Set to a Job;

* Search for the Job that you wish to add an Activity Set to 
* Click on View/Edit on the Job Menu
* Select and Click Activity Sets
* Then Select the relevant Activity List you wish to add to the Job. 
* From here you can change the dates (if needed) and also assign tasks to different team members

Activity Set Reports

To see a report of Activity Set (and other tasks) for a user;

* Click on Tasks & Diary on main top toolbar
* Click on Activity Set Report
* Select the User & Date that you want to start the report from
* Click View Activity Sets button
* Note: if you hover your mouse cursor over the progress bar it will show what tasks are outstanding


Activitysetreport.png

FAQ

Once I Add an Activity Set to a Candidate, Contact, Company or Job how do I see the tasks?

All of the Tasks associated with an Activity Set will appear in the task list of the user assigned each task. These can be found from the main Dashboard (home screen) or from the top toolbar - Tasks & Diary

How does a colleague know when a task has been assigned to them?

As you add an Activity Set to a Candidate, Contact, Company or Job the assign to will default to you. Where you change this to another team member, they will be notified of the task by email and it will also appear in their Tasks (as per above)