Inform User Manual

Inform is a recruitment management system that has been specifically designed for 2nd tier vacancies. Its aim is to speed up recruitment processes and make it easier for tiered agencies to monitor and process their applications.

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ContentsThe basics:

Logging in ...................................................................................................................................................................... 3

Changing your password ....................................................................................................................................... 4

The recruitment process:

A new requirement ................................................................................................................................................... 5

Registering a candidate ......................................................................................................................................... 7

Filtering candidates ................................................................................................................................................ 10

Submitting candidates .......................................................................................................................................... 11

Monitoring the progress of applications ..................................................................................................... 13

Withdrawing candidates ..................................................................................................................................... 16

Arranging interviews ............................................................................................................................................. 17

Letter of hire .............................................................................................................................................................. 18

Successful placements ......................................................................................................................................... 20

Current contractors ................................................................................................................................................. 20

FAQ .................................................................................................................................................................................. 21

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Logging inOnce you have been registered on the system you will be emailed a username and a password. To log onto inform you need to go to https://informagents.mtgplc.com/agents. Enter your username and password details and click ‘log in’. Once you log into inform you will be automatically directed to your homepage.

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Changing your passwordClick on the ‘change password’ link.

Type your current password into the text box. Type in the new password and confirm it, then click ‘save changes’.

If you enter an incorrect password more than three times your account will be locked. If this happens please call Client Services on 01489 882 677 and we will be able to reset the password for you.

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A new requirementClient Services will register a new vacancy onto inform and an email will be sent to you (see below) requesting you to submit CVs. You should then log into inform as detailed on page 3.

On your homepage the new vacancy will appear in the ‘Vacancies without CVs’ section.

The vacancy can be found by using the reference number in the new vacancy e-mail. Enter it into the ‘Vacancy Search’ box in the main menu on any page and click ‘seach’. This will take you to the vacancies page.

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The new vacancy can also be found in the ‘Vacancy Manager’ page.

Vacancies can be filtered using the drop down in the top right by; ‘Active Vacancies’, ‘Vacancies without CVs’, ‘On hold Vacancies’ and ‘Inactive Vacancies’.

By clicking on the job title on any page you will be taken to the ‘vacancies’ page.

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Registering a candidateClick on the ‘Register Candidate’ link.

Enter the candidate’s details into the fields. It is important to input as much information as possible as this will help with the candidate’s application. The details that are required are:

• Salutation

• Name

• Job title

• Date of birth or National Insurance number

• Nationality

• Location of desired work

• Contract or permanent

• Desired pay

• Availability

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Upload the candidate’s CV. This is done by clicking on the ‘Browse’ button.

This opens up your ‘Choose File’ window which allows you to navigate to a pre-saved CV.

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Please place a tick in the relevant boxes in ‘EAA & Immigration Regulations’ when you have checked the candidate’s ID, work authorisation documents or references. Positions cannot be filled without this information.

You can also add any further notes or comments you feel are important before clicking on the ‘register candidate’ button.

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Filtering candidatesClick on the ‘View Candidates’ link.

Type the candidate’s name, job title or note text in the ‘look for’ box and specify the field(s) you require to search in. Click on the ‘Find Candidates’ button.

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Submitting candidatesFind the vacancy through your homepage, Vacancy Search or Vacancy Manager, then select the ‘Submit Candidates’ tab. This will take you to a list of all candidates that have been previously registered.

Click ‘apply’ on the candidate you wish to put forward for the vacancy. If your candidate is not displayed on this page either use the paging numbers on the botton of the candidate’s table or select ‘candidate search’ to display search for available candidates area.

Type the candidate’s name, job title or note text in the ‘search for’ box and specify the field(s) you require to search in and then click on the ‘find candidates’ button.

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The next page allows you to ‘Edit candidate’ details or view the vacancy details.

You can also add any important notes, and then click on the ‘Submit candidate’ button.

You can only submit a limited amount of candidates per vacancy. Please ensure your candidates are carefully selected.

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Monitoring the progress of applicationsClick on the ‘Applications Manager’ link.

Applications can be filtered by using the drop down in the top right corner by:

• Applications awaiting client action

• Filled and fill pending applications

• Applications with interview requests

• Applications with interviews arranged

• Applications with a letter of hire required

• Dead applications

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In the ‘Application Status’ column it shows the progress of the application:

• Agreed not to submit – Client Services and yourselves agreed the candidate was not suitable.

• Agreeing terms – The candidate has accepted an offer and a letter of hire to confirm the terms is needed.

• Awaiting action – Client Services has received the CV and is processing the application.

• Candidate declined – The candidate declined this role.

• Contract finished – This contract is complete.

• Interview arranged – An interview has been arranged.

• Interview requested – An interview has been requested.

• Job Fill – The candidate has been selected and accepted the job.

• Rejected by client – The client company has rejected this candidate.

• Rejected by Matchtech – Client Services rejected this candidate.

• Sent to client – The CV has been sent to client.

• Standby – This candidate is currently on standby and will be considered.

• Terms agreed – The letter of hire was completed successfully.

• Withdrawn – The candidate has been withdrawn by yourself.w

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Clicking on one the statuses in the status column will take you to the application’s history. This details all the of the transactions that have occurred with this application from submitting candidates, details of an interview or any notes on why they have been rejected.

Alternitavely you can select a vacancy and this will take you to the ‘applications made’ tab.

This tab details the candidates who have been submitted, their details and the status of their application. Click ‘history’ and this will take you to the application history page.

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Withdrawing candidatesClick on the ‘Applications Manager’ link.

Find the application to withdraw using the drop down menu and paging then click ‘Withdraw’. You will then need to enter the reason why the candidate is being withdrawn. Then click on the ‘Withdraw candidate’ button.

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Arranging interviewsWhen you are arranging an interview for one of your candidates you will be sent an e-mail with the interview details.

Alternatively, to retrieve the details of the interview you need to log in to Inform and go to the ‘Applications Manager’.

Select applications with ‘Interviews Arranged’ from the drop down in the top right corner and all applications with interviews arranged will be displayed with their date and time in red.

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Letter of HireWhen you are requested to complete a ‘letter of hire’ you will be sent an e-mail requesting that you log in to Inform.

On your homepage, the required letter of hire will be marked in your account overview. To view them, click on the ‘letter of hires outstanding’ link.

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This will take you to the ‘Applications Manager’ page, which will display any outstanding Letters of Hire.

Click on the ‘Letter of Hire’ button. This will take you to the Letter of Hire page where you must enter all of the details below to complete the fill;

• Consultant name

• Office location

• Telephone number

• Working hours

• Start date

• End date

• Pay type

• Basic rate of pay

• Fixed fee or percentage

• Mark-up

• EAA & immigration regulations

• AWR information

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Successful placementsYou can view all your ‘Successful Placements’ by selecting the report on the menu.

Current contractorsYou can view all your ‘Current Contractors’ by selecting this report on the menu.

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Frequently Asked QuestionsTo view our FAQ page on inform click on the ‘FAQ’ link.

Matchtech Group PLC1400 - 1450 ParkwaySolent Business ParkWhiteley, FarehamHampshire PO14 3AZ

t 01489 898 989

www.matchtechgroupplc.com