Job Configuration
      Back to home
      1. Firefish Software Help Centre
      2. Configuration
      3. Job Configuration

      Manage Your Contract Workflow Settings

      How to customise the settings of your contract jobs workflow

      You can make changes to the workflow settings of your contract jobs whenever necessary.

      To find your Contract Workflow settings, click the cog icon in the top menu section of the page. Then, select Job Configuration from the drop down menu.

      In the Job Configuration section, click on Contract Workflow.

      Click the links below to jump straight to a section or keep scrolling.

      Contract Workflow

      In the Contract Workflow section, you can pick which fields are enabled on the Summary of a Job, enable Job Authorisation and choose the unit settings that should be used.

      ContractWorkflow2

      Customise your fields

      Just like the Custom Fields in the Permanent Workflow settings, you can decide which fields to enable for contract roles, and which fields are mandatory.

      The fields available to you are:

      • Job Type- This will always be set to 'Permanent' in the Permanent Workflow
      • CV Deadline - Sets the deadline for sending CVs to Hiring Managers or the closing date for applications
      • Job Source - Record where/how each job was sourced
      • Team - Allows permanent jobs to be grouped by a team or discipline i.e. Commercial, Construction or M&E
      • Subject To - Add anything additional you require for a successful placement i.e. References or mandatory qualifications. This field is filled in at the Offer stage.

      You can also create your own custom fields. To find out more check out the Properties settings page.

       

      Authorisation on Job

      Choose Super Users or Compliance Users who will be responsible for checking company details and the stage that these must be checked at before jobs can be progressed any further. They will receive an email whenever a new job is created.

      Have a look at the Company Compliance page for more info on this setting.

       

      Unit settings

      The unit settings allow you to choose your default rate type (per day or per hour) and the default number of hours in a day.

      Remember you can still change this for individual jobs within each job record.

      You can also choose if weekends are included by default when the number of days is being calculated on a job.

      When the ‘Include Weekends’ setting is enabled, include weekends will be checked by default for all new jobs created.

      When the ‘Include Weekends’ setting is disabled, include weekends will be unchecked by default for all new jobs created.

      Sales settings

      Decide how you would like your sales to appear in your sales figures in Firefish.

      For contract roles, you can choose:

      • a default pay type (PAYE or Self Employed)
      • PAYE Working Time Directive percentage
      • a default PAYE National Insurance percentage
      • PAYE Pension percentage
      • a display name for your Base Rate.

      You can also set to calculate your sales figures for contract roles based on margin or markup.

       

      Additional rates

      Here you can add additional rates such as overtime and weekend or night shift pay to contract workflows.

      Just click + Add New then enter a Name for your rate and a shorter Display name which will appear on the job record.

      Recruiter Interviews

      Whilst there are no settings on the recruiter interviews tab, you'll find a helpful link to the Interview Workflow Properties where you can customise your recruiter interview type values.

      You can also disable the recruiter interview stage for the contract workflow using the toggle on the tab.

       

      CVs Sent

      In the CVs Sent section, you can decide which documents are attached to the contact email when sending a CV on the job workflow.

      CV Document

      Choose whether a candidates original CV or formatted CV are attached to the contact email when sending a CV on the job workflow.

       

      Terms

      Choose whether the terms document for a job is automatically attached to a 'CV Send' email. This will be enabled by default but can easily be disabled by unchecking the box.

       

      Candidate Cover Notes

      Choose whether a candidates cover notes are attached to the contact email when sending a CV on the job workflow. This will come from the Cover Letter field within the Documents tab of the candidates record.

       

      Interview Notes

      Choose whether interview notes are attached to the contact email when sending a CV on the job workflow. This will come from the Interview Notes field within the Documents tab of the candidates record.

       

      Candidate Screening

      Choose whether a candidates screening notes are attached to the contact email when sending a CV on the job workflow. This will come from the Candidate Screening field within the Documents tab of the candidates record.

      You can also disable the CV Sent stage for the permanent workflow using the toggle on the tab.

       

      Employer Interviews 

      Whilst there are no settings on the employer interviews tab, you'll find a helpful link to the Interview Workflow Properties where you can customise your recruiter interview type values.

      You can also disable the recruiter interview stage for the permanent workflow using the toggle on the tab.

       

      Offers

      In the Offers section, you have some options to customise the offer stage of your contract job workflow.

      Authorisation on Offer

      Choose Super Users or Compliance Users who will be responsible for authorising job offers. They will receive an email whenever a new offer is created.

      Have a look at the Candidate Compliance page to perfect your Candidate compliance.

       

      Restrict Placement Action

      Enabling this setting means that only Super Users or Compliance Users will be allowed to place candidates. This setting is only available when Authorisation on Offer is enabled.

      Have a look at the Candidate Compliance page to perfect your Candidate compliance.

       

      Offer Emails

      • Candidate- This controls whether an email is sent to the Candidate when an Offer is created
      • Contact- This controls whether an email is sent to the Contact when an Offer is created

       

      Marketing Preferences

      You can choose to enable a pop-up which allows you to unsubscribe your candidate from future marketing emails, SMS and job alerts at the offer stage.

      Placements

      In the Placements section you have some options to customise the placement stage of your contract job workflow.

      Placement Confirmation

      HR Email

      When an email address is entered in this field an email will be sent to this address every time a placement is confirmed.

       

      Send CSV File To HR

      If this setting is enabled, a CSV file will be sent to your HR team each time a placement is confirmed.

       

      Accounts Email

      When an email address is entered in this field an email will be sent to this address every time a there is a fee to be billed or a new start is checked in.

       

      Send CSV File To Accounts

      If this setting is enabled, a CSV file will be sent to your Accounts team each time a placement is confirmed

      Timesheet Portal CSV File Endpoint

      You can select the endpoint to send a CSV to Timesheet Poral. Further information on timesheet poral can be found on the integrate with timesheet portal page. 

       

      Evertime CSV File Endpoint

      You can select the endpoint to send a CSV to Evertime. Further information on evertime can be found on the evertime integration page. 

       

      Non-editable placement fields

      Selecting any of the fields listed here will lock editing for everyone besides Super-Users and Compliance Users.

      Automation Rules

      Contract eSign

      In the Document eSign section you can enable a setting which allows you to add an electronic signature (eSign) option for you candidates and contacts - finalising contracts without the need for ever lifting a pen! You even have the option to add a countersignature if required, as well as an easy way to view the eSign status of all of your contracts straight from your Dashboard. Some setting up is required, which is explained here.

      Marketing Preferences

      You can choose to enable a pop-up which allows you to unsubscribe your candidate from future marketing emails, SMS and job alerts at the placement stage of the job workflow.

      Placement Owner

      You can choose to give placement ownership to the Job owner or the User who makes the placement (sales figures and KPIs will also be assigned to this user).

      Candidate Owner

      When this setting is enabled, the Placement Owner will also become the Candidate Owner.

      Close Adverts

      If this setting is enabled, then adverts will close when the Job is placed or closed.

      Time Capture

      Timesheet Approver

      When this setting is enabled, the Timesheet Approver fields will be available on the placements page.

      Time Capture

      When this setting is enabled, the Time capture lozenge and side panel will show when candidates have been placed on a contract job. The time captures recorded will be used in the Tempaid Integration. (Link to FT Page)

      Automation rules

      Manage who owns a placement and marketing preferences using the following fields:

      Candidate Owner

      When this setting is enabled, the Placement Owner will also become the Candidate Owner.

      Close Adverts

      If this setting is enabled, then adverts will close when the Job is placed or closed.

      Extensions

      Choose Super Users or Compliance Users to be notified anytime changes are made to Extensions.

      Terminations

      Choose Super Users or Compliance Users to be notified anytime changes are made to Terminations.