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From Advert to Invoice

OH&S, Legal & Financial

Core Process

ROL

Sales Call to Client

ROL & PinvoiceR

  • Present Terms and Conditions to Client.
  • Present credit application to Client.
  • Provide brochures & services information.

Inbound or outbound sales call to Client.

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First Rule of ROL “If it’s not in ROL it did not happen”

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Initial Client Meeting

Sales & Marketing

To learn more about the Company and Client Contact requirements and discuss how these can be fulfilled.

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  • Use Add Company to add a new Company to your ROL database - remember, to avoid duplicates, always check to see if the Company has already been created. Once the Company has been added, you can then add a Contact at the company and also the relevant Company and Contact keywords
  • Use Contact: Add Sales List in ROL to manage your sales Opportunity Pipeline.
  • Set sales target amounts to measure the potential value of the sales opportunity.
  • Set Sales Status to map the progress of each sales opportunity.
  • Set contact rate to auto complete next contact date following a call or meeting.
  • Filter sales pipeline by keyword, sales status, call schedule to focus your sales activity.
  • Use the Newsletters Manager to compose, target and send email newsletters to Client contacts.
  • Use Candidate Flyer to create a newsletter specifically on star candidates that that you wish to market to your Client contacts.
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KPIs & Activities

  • Log your notes from sales calls, sales visits and other activities.
  • Schedule next contact date and add contact to your Contact/Sales list.
  • Customise your activity note types and associated KPI point values.
  • Assign KPI targets individually to staff.
  • Individual KPI targets and weekly results to date published to dashboard.
  • Report on KPI current and historical activity across teams
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FileManager

Use FileManager to store, access and send standard documents across the business

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OH&S, Legal & Financial

Initial Client Meeting

ROL Client Portal

  • Present charge rates to Client - Use Rates Calculator
  • Present Terms and Conditions to Client.
  • Client credit application and approval obtained.
  • Undertake Client Site Hazard Assessment.
  • Undertake Job Safety Analysis for each relevant job at the Client Site.

Provide Client with their ROL Client portal login details. Demonstrate the ROL Client portal features :

  • Online Ordering
  • Daily Bookings
  • Referred Candidates
  • Online Timesheets
  • Order History
  • WHB Candidates
  • Vacancy Requests
  • Interview Question DB
  • File Manager
  • Risk Manager
  • Invoices
  • Statements
  • Reporting
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  • Create username and password for Client Contact in ROL.
  • Add relevant PinvoiceR client permissions for Client Contact in order for them to be able to see invoices, statements and reports.
  • Add Daily Booking Function permission for the Client Contact to be able to use the Daily Booking System (DBS) online to order staff.
  • Use WHS Info to create and set the correct WHS Info against the Rates Schedule.
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Documents in ROL

  • Upload and save completed and scanned documents against the Client record in ROL.
  • Select which Company: Documents you wish the Client Contact to see when they are logged onto their Client portal.
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OH&S, Legal & Financial

Job Profiling

ROL Add Job Brief

  • Confirm any ‘Candidate: Compliances’ needed for the role - eg valid Forklift Licences, Police Check, Red Card etc
  • Gain an understanding of the Client’s work environment and culture.
  • Obtain job description in line with the commercial needs of the Client and a candidate specification in line with the requirements of the job.
  • Obtain PPE and Client OH&S induction procedures.
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  • Use the Company: Add Job function in ROL to take a detailed job description of the role the Client is seeking to fill.
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ROL Job Profile

  • Use the Job Profiles function in ROL to create the candidate keyword and compliance(s) search criteria needed for the role.
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OH&S, Legal & Financial

Charge Rate Calculator

  • Confirm pay/charge rates and Client has agreed to terms and conditions of business
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Add Rates Schedule

  • Use the Company: Add Rates Schedule function in ROL create all of the relevant pay/charge information around each pay classification quoted.
  • Alternatively, make any previously created Charge Rate Calculations into quotes.
  • Add Job Profile to Rates Schedule
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OH&S, Legal & Financial

Temporary/On Hire Booking

ROL Add Booking

  • Confirm that OH&S processes (e.g. Client Site Hazard Assessment and Job Safety Analysis) have been completed and are current.
  • Ensure the Client has completed account set up (eg signed terms, credit application approved, agreed to charge rates) and has ordered a temporary/on hire staff member - add a Contact note to ROL reflect the conversation.
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ROL Add DBS Booking

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Searching for Candidates

Filling a Booking in ROL

The best way to fill a vacancy is to search those candidates that have already been interviewed and assessed and place them into a vacancy. This method is more efficient and cost effective than having to advertise and recruit for each vacancy - it is also better for the Candidates that are already registered. The key determinant here is to both have a well maintained candidate database and know how to find the people you are looking for.

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It is important to remember that ROL enforces business logic and will only allow candidates who meet the following to be assigned to bookings;

  • Their status is 'Active' or 'Currently Working'
  • They are registered as looking for 'Temporary / Contract Work'
  • They have been 'Reference Checked'
  • They have been 'Interviewed'
  • They have not had “'Do not send to' set against their record for that Client.
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Use the Job Profile Search

  • From the Open Order view, use the pre-defined Job Profile to search the database for suitable Candidates.
  • Note the distance between the Job and the Candidate (requires Post Code on both Candidate and Client Records)
  • Note those Candidates with expired Compliances (eg do not have a valid Police Clearance).
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Other ROL Searches

  • Other ROL Searches
  • Candidate Keyword Search
  • Name Search
  • Documents - Candidate Resume Search
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<<<The processes below focus on Advertising & Recruiting Candidates >>>

Advertising Jobs

ROL - Recruiter

  • Internet advertising on your website
  • Posting online jobs to 3rd party jobs sites such as Seek, Indeed, CareerOne, Gumtree
  • Positing jobs to Blog/Social Media sites
  • Making your Print Advertising work with ROL
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  • Use the Recruiter function in ROL to Add/Edit Job Advert
  • If your Organisation uses 3rd Party Job Sites such as Seek.com (SEEK Advertising) use the Seek Advert function (under the Edit menu) to post the job to Seek.
  • Use the social sharing icons (on the main job screen - when looking at a Recruiter job) to share the job advert to sites such as Facebook/LinkedIn and other media/blog sites.
  • If advertising a role in print media - include the JREF# (on the main job screen - when looking at a Recruiter job) and your website in the advert so that all applications are submitted online.
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Screening Applicants

ROL - Applicants

  • Whether someone applies to a job from your website or from a 3rd party website suck as Seek (where your organisation has requested an integration) then that application comes straight into the ROL database, you are notified of the application and the task of screening the application appears on your Dashboard.
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  • From your Dashboard, click on the Applicants tab to see all of the Candidates that you are yet to screen.
  • Click on the Candidate's name to see their details.
  • Click on the Job to see and change their Screen Status (you can also do this from the Candidate's record by clicking on Applications.
  • Remember, if you speak to them, to add a note (selecting the appropriate note Activity Type) of your conversation.
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ROL - Screens/Custom Forms

  • If your Organisation has requested it, there may be an automatic screening/application process that is used for Candidates applying to a role. These screens can be generic to the organisation or specific to the type of role being recruited for. Check with ROL if your organisation wishes to have this feature.
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Booking Interviews

ROL - Interviews

  • Once a Candidate has satisfied the first steps of the screening process an interview needs to be booked.
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  • From the Candidate's record in ROL, select the Diary & Tasks tab, then select the 'type' of interview that the Candidate is going to be booked in for.
  • Note - as part of the ROL set up your organisation can decide on Interview types that suit the process within your business (e.g. there may be a differing process for a Permanent Job Interview vs. a Temporary Job interview.)
  • Once you have selected the interview type you can alter the message sent to the Candidate and select who will be interviewing the Candidate.

Once booked, the interview will be added to the ROL diary.

  • If you select a colleague to interview a Candidate, they will get an email notifying them of the interview and it will be added to their ROL Diary
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OH&S, Legal & Financial

Interview & Evaluation

ROL - Interview Notes

  • Confirm pay rate with Candidate
  • Evaluate the Candidate's health and fitness capabilities in line with the Job Safety Analysis that has been undertaken.
  • Discuss any previous and current injuries or health related issues that may affect the candidate’s performance in the position applied for.
  • Use both Behavioural and Competency based interviewing techniques. During the interview process, consultants can verify information by probing into previous work experience and the extent to which each duty was carried out.
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  • Add your interview notes to the Candidate's record.
  • Your organisation may use Custom Forms to record Interviews (e.g. a set of questions that they use generically or specifically for interview) if this is in place then select Tools-->Forms-->'The Interview Form you need' from the Candidate record. Contact ROL if your organisation would like to have this feature.
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OH&S, Legal & Financial

Right to Work

ROL - Candidate Compliances

  • Australian employers could face infringements or civil penalties if they allow illegal work regardless of whether they knew someone was an illegal worker.

A single check confirming citizenship or permanent resident status at the time of employment is all that is required. To confirm Australian or New Zealand citizenship an employer can sight:

  • Australian or New Zealand passport
  • Australian birth certificate and a form of photo identification
  • evidence of Australian citizenship and form of photo identification
  • certificate of Status for New Zealand citizens in Australia and a form of photo identification.

To confirm permanent resident status, an employer can sight:

  • certificate of permanent resident status and a form of photo identification
  • a passport issued by the government of another country along with a check using Visa Entitlement Verification Online (VEVO).
  • if an employer has reason to believe a worker is a non-citizen, they need to check the non-citizen’s visa does not have work restrictions.
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  • Scan a copy of their right to work document (or Vevo approval check) and add it to the Documents section for the Candidate
  • Once you have confirmed a Candidate's legal right to work then you may wish to add this to the Compliances section of their record - select Casual Management -->Compliance and add the details and expiry date.
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OH&S, Legal & Financial

Clearances, Qualifications & Licences

ROL - Candidate Compliances

  • Many roles will require Clearances (e.g. Police Check), Qualifications (e.g. Registered Nurse) and Licences (e.g. Car Licence) and Candidates for these type of roles will need to have their Clearances, Qualifications and Licences verified.
  • It is prudent to not only verify but to also have a process that allows monitoring and review of expiry dates.
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  • Once verified, scan a copy of of each of the Candidate's Clearances, Qualifications & Licences and save to the Candidate's Documents section
  • Add the relevant Compliance ofr each one - select Casual Management -->Compliance and add the details and expiry date.
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OH&S, Legal & Financial

Registration, Photo & Payroll

ROL - Personal Details

  • Payroll Details
  • Emergency Contact Details
  • Candidate's complete Registration information captured
  • Candidate to complete Banking, TFN Declaration & Superannuation forms
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  • On the Candidate's record - select Edit-->Personal Details
  • Make the relevant changes to the record
  • Remember - you need to have Temporary/Casual selected as YES for the Candidate to be able to be booked into a Temporary/On Hire assignment in ROL.
  • Remember - you need to have Interviewed selected as YES for the Candidate to be able to be booked into a Temporary/On Hire assignment in ROL.
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ROL - Candidate Keywords

  • On the Candidate's record - select Edit-->Keywords
  • Make the relevant changes to the record
  • Remember - if you do not add keywords to the Candidate record it will make it more difficult to quickly find the candidates you need for a role. Also the Job Profile functionality relies on Candidate Keywords and it will not find Candidates where the relevant keyword(s) have not been added.
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ROL - Candidate Photo

  • On the Candidate's record - select Edit-->Photo
  • Upload a profile photo for the Candidate
  • Note - Some ROL Customers have requested an ID Badge creation form - where they can produce a custom PDF document to print off and turn into an ID Badge for a Candidate. Contact ROL if you would like this feature for your organisation.
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ROL - Emergency Contact Details

  • On the Candidate's record - select Edit-->Next of Kin
  • Click on Edit Attributes button
  • Add the Emergency Contact Details for the Candidate
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OH&S, Legal & Financial

Candidate Induction

ROL - Candidate Forms/Documents

  • Signing Organisation's Registration/Confidentiality Agreement Forms
  • Organisation's OH&S Induction Process
  • Organisation's Timesheet & Payroll Process
  • All Candidates sign to confirm that they have completed the Organisation's OH&S Induction and that have been provided with the Organisation's OH&S information for future reference.
  • Fair Work Information Statement (AUS)
  • Candidate to complete and sign Organisation's Temporary/On Hire and Confidentiality Agreement.
  • Timesheet & Payroll Process explained
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  • On the Candidate's record - select Documents-->View & Upload
  • Upload scanned copies of signed agreements and inductions.
  • Note - Some ROL Customers have requested Custom Forms for both Inductions & Secured Signing (electronic) of their documents. Contact ROL if you would like this feature for your organisation.
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Candidate Portal

ROL - Candidate Portal

During the induction explain how the Candidate is able to login to your organisation's Candidate Portal from your website. Discuss the following features;

  • Updating their details
  • Updating their Skills & Position sought
  • Updating their Emergency Contact Details
  • Updating their Availability & Candidate Status
  • Subscribe/UnSubscribe to Candidate Newsletters
  • View their Applications to your Organisation
  • Subscribe/UnSubscribe to Job Alerts
  • Search for Jobs Advertised
  • View their resume & other files
  • Update a calendar of Shifts that they are available for
  • View their Temporary/On Hire work history with your organisation
  • View/Download their payslips
  • Submit Online Timesheets
  • View previously submitted Online Timesheets
  • Change their Candidate Portal password
  • To check if a Candidate has been provided with a Candidate Portal logon - on the Candidate record select Edit-->Personal Details and scroll down to the bottom of the page.
  • Click Edit Logon Details to either create or reset the logon details and to also Email these to the Candidate.
  • Did you know that the Candidate Portal can be customised to suit your organisation's needs. For example - you may want to have the same look/style as your existing website or include some generic organisation information (e.g. a welcome video, brochures, pdf timesheets, etc). Contact ROL if you would like this discuss these features for your organisation
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Closing off the Job Advert

ROL - Notify Unsuccessful Candidates

  • A universal complaint from Candidates is that they never hear back from organisations that they have applied to and so it is important to keep Candidates informed about the status of their application.
  • In some instances, you will know straight way if a Candidate is suitable for a role but it is likely that you would want to wait at least 24 hours from their application to inform them that they are unsuccessful.
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  • In ROL you are able to both advise Candidates individually or in bulk that they are unsuccessful for a role.
  • To do this for an individual Candidate click on Applications-->View and then select to reject the Candidate by Email or Note.
  • Generally, if you have interviewed the Candidate it would be appropriate to call them to let them know that they were unsuccessful. In instances such as these you would make the note of your conversation with the Candidate and then subsequently select the 'Note' option as per the above process.
  • To send bulk Unsuccessful Emails then follow the Recruiter: Close Job process.
  • Note - when you close off a Recruiter job in ROL all of the Candidates who have applied for the job but were not advised of their application will appear on the Not Advised tab on your Dashboard.
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<<<The processes below resume the Filling Bookings steps >>>

OH&S, Legal & Financial

Filling a Temporary/On Hire Order

ROL - Filling a Booking

  • Ensure the Temporary/On Hire Staff member knows the pay rate & payroll process
  • Ensure the Temporary/On Hire Staff member understands the PPE requirements of the Client site.
  • Ensure the Temporary/On Hire Staff member is aware of the induction process at the Client Site.
  • Ensure the Temporary/On Hire Staff member understands what to do in respect of any OH&S issues.
  • Ensure the Temporary/On Hire Staff member understands that they must notify the Organisation immediately if the job materially changes from the one they have been booked for.

Contact the relevant Candidate and book them to start the Temporary/On Hire assignment. Information given to the Temporary/On Hire Staff member includes;

  • Client Company’s name & Address.
  • Name of Client Contact.
  • Start & finish times.
  • The responsibilities and duties of the role.
  • The expected duration of the assignment.
  • The appropriate type of clothing and footwear needed.
  • Lunch and meal break facilities available at the Client site.
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  • Locate the open order in ROL - from top toolbar-->Jobs-->Open
  • Select the order you wish to fill and either click the search for a Candidate Icon or the Job Profile Search Icon
  • Select the Candidate you have placed in the job and change the Order Status (Filled = Person placed but yet to commence e.g. booked today for a start tomorrow; In Progress = person placed and started)
  • Select the Email Candidate checkbox if you wish to email the details of the job to the Candidate and then click Save Changes
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ROL - Filling a DBS Booking

Contact the relevant Candidate and book them to start the Temporary/On Hire assignment. Information given to the Temporary/On Hire Staff member includes;

  • Client Company’s name & Address.
  • Name of Client Contact.
  • Start & finish times.
  • The responsibilities and duties of the role.
  • The expected duration of the assignment.
  • The appropriate type of clothing and footwear needed.
  • Lunch and meal break facilities available at the Client site.
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  • Locate the DBS open order in ROL - from top toolbar-->Jobs-->Fill Bookings
  • Select the DBS order you wish to fill and either click the Fill Booking button
  • Search for the Candidate using the menu options listed
  • Select the Candidate you have placed in the job and click the Place in Job button
  • Select the Save Order & Email Candidate button
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OH&S, Legal & Financial

Contact Client

ROL - Start Bookings

  • Ensure that the Client is aware of the organisation's timesheet and payroll process.
  • Ensures that the Client is aware of their OH&S responsibilities to Temporary/On Hire staff
    • Wear the required PPE while on the Client site.
    • Are given an OH&S induction prior to first starting work at the Client site.
    • Understand what to do in respect of any OH&S issues.
    • The the Organisation is notified prior to any material change in the Temporary/On Hire Staff member’s job.
  • Contact the Client to let them know who has been booked in for Temporary/On Hire assignment
  • Contact the Client to confirm that the Temporary/On Hire Staff member has arrived on site
  • Contact the Client at the end of the first day of the assignment to check on the progress of the assignment
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  • In ROL bookings that have been filled and are due to start 'today' will appear on your Dashboard under the Starts tab
  • You can also find them by selecting Jobs-->Filled in the toolbar
  • Click on the icon to commence the booking (i.e. this changes the order status from Filled to In Progress
  • Remember to record a note of your conversation with the Client when you call them to book in or check on Temporary/On Hire Staff members
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OH&S, Legal & Financial

Regular Client Calls & Visits

ROL - Client Calls

  • Through regular contact with the Client the organisation can address issues such as any OH&S, payroll and billing questions that arise.
  • OH&S Reporting - any accidents or near misses need to be reported to the organisation
  • Any changes to the risk or hazards on the site can be identified and acted on
  • While the Temporary/On Hire assignment is in progress, regular weekly basis contact with the Client allows the organisation to check on progress of the assignment and discuss/resolve any issues that arise
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  • In ROL set the next contact date for your Contact as a way of managing the calls you need to make
  • Search the Current Temporary/On Hire placements (select Jobs-->Current in the toolbar) to see the customers that need contacting
  • Remember to add the notes of your calls with the Client Contact
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Regular Candidate Calls

ROL - Candidate Calls

  • Through regular contact with the emporary/On Hire Staff member the organisation can address issues such as any OH&S, payroll and assignment questions that arise.
  • OH&S Reporting - any accidents or near misses need to be reported to the organisation
  • Any changes to the risk or hazards on the site can be identified and acted on
  • While the Temporary/On Hire assignment is in progress, regular weekly basis contact with the staff member allows the organisation to check on progress of the assignment and discuss/resolve any issues that arise
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  • Search the Current Temporary/On Hire placements (select Jobs-->Current in the toolbar) to see the Temporary/On Hire staff that need contacting
  • Remember to add the notes of your calls with the Candidate

End of Temporary/On Hire Assignment

ROL - Closing off a booking

  • The organisation is notified by the Client that the Temporary/On Hire assignment has finished.
  • The Temporary/On Hire staff member is contacted to confirm the end of the assignment and their availability status
  • The Booking is closed off in ROL by clicking the close order icon next to a current order
  • The Candidate's Availability status is adjusted accordingly
  • The Candidate's Rating status is adjusted if necessary
  • The Candidate's Next Available Date is status is adjusted accordingly
  • The Assignment Finish Date is set
  • Will have back for this job set (YES or NO)
  • Will have back for this Client set (YES or NO)
  • Quality Assurance notes added (if necessary)