Add Staffing Service Representative allows you to create a new staffing service representative in StaffSuite. In order for your employees to use the Operations and PayBill divisions of StaffSuite, they must be entered as staffing service representatives.

For more information on staffing service representatives, click here.

Using the Staffing Service Rep Add Wizard

The Staffing Service Rep Add Wizard takes you step-by-step through the information necessary to add a staffing service representative to your database. It is easily navigated using the following buttons:

• Next: Takes you to the next screen in the Add Wizard. Note: The Next button only becomes active when you have completed all the required fields on the current screen. Use this button to walk forwards through the Add Wizard.

• Back: Takes you to the previous screen in the Add Wizard. This is useful if you realize you made a mistake entering information during the Add Wizard.

• Cancel: Closes the Add Wizard WITHOUT adding a new staffing service rep.

• Finish: Only available on the final screen (Verify Staffing Service Rep) of the Add Wizard, this closes the Add Wizard and ADDS the new staffing service rep to your database.

The Staffing Service Rep Add Wizard Fields

The Staffing Service Rep Add Wizard contains the following fields (click the field name for detailed information):

1. On the Staffing Service Rep Add window:

2. Name Fields (Required)

   Allows you to enter the first, last, and nickname of the Staffing Service Rep. In most cases, the system will use the rep's nickname and last name to identify him/her.

   The first name automatically defaults into the Nickname (as these names are the same in a majority of cases). However, you can edit the Nickname, if necessary. Also, any further edits to the first name do not affect the Nickname field.

3. Stfg Svc Component (Required)

   Use to select the staffing service component that owns the home branch of the staffing service rep you are adding.

4. Branch Name

   Optional: Type the home branch of the staffing service rep you are adding.

   While home branch is a required field, StaffSuite does not require it on this screen. You may want to leave the field blank to make sure you have not previously added this rep. If you select a staffing service component, but not a branch, StaffSuite will search through all branches of that staffing service component to see if a match exists. If you select a branch, StaffSuite only searches for duplicates in that branch.

   If you do enter a branch, it defaults into the Home Branch field on the next screen of the Wizard.

2. On the Basic Information window:

3. Name Button

   The information in this field defaults from the first screen of the Add Wizard.

   Clicking the Name button opens a window allowing you to edit name information: Salutation (Mr., Mrs., etc.), First Name, Nickname, Middle Initial, Last Name, Suffix (Jr, Sr, etc.). When you are satisfied with your changes, click the OK button.

4. Nickname

   This field displays the Nickname of the Staffing Service Rep you are entering. You may not change the Nickname from this field.

   To change the Nickname, click the Name button just above this field.

5. Title (Required)

   Each representative is given a title that indicates the rep's security access to the various functionality in StaffSuite. The actual actions and screens each title can access is set up using Edit Title Security. It is here that you tell StaffSuite what access the rep will have in their home branch.

   Click to get a list of all the titles (system and user-defined) in your database. If you want to see the security access of a title, click on the title and then click Access. A navigator tree will display the different functionality available for the selected title.

   When you are satisfied with a title, make sure it is selected (highlighted) in the list and then click OK. This closes the title list and puts the selected title in the Title field.

6. Home Branch (Required)

   Use to select the Home Branch of the Rep being added. The list is filtered so that you only see those branches owned by the Staffing Service Component selected on the previous screen of the Add Wizard.

   Note: If you selected a Branch on the previous screen of the Add Wizard, that Branch will default here, but can be changed if needed.

7. E-Mail

   Enter the email address of this Staffing Service Rep.

8. Hire Date

   Use to display the StaffSuite calendar allowing you to select the date that the rep was hired.

   The system defaults to today's date.

   For more information about using StaffSuite's calendar, click here.

9. Active (Required)

   This area determines whether the rep is active or not. Active reps show up in drop-down lists when you have to select a rep (when completing an order, assignment, etc.).

   The system defaults to Yes and today's date. To inactivate the Rep, click the No radio button and select a date. You MUST have a date entered for the Next button to work.

3. On the Address Information window:

5. Address Type

   Use to select an Address Type (physical, mailing, etc.). You can add multiple addresses on this screen by using this field to select an Address Type and completing the information requested. Then, select another address type and complete information for it. Continue until you have added all needed address types.

   NOTE: The physical address of the staffing service branch associated with the new rep defaults into the fields on this screen.

6. Suite/Building

   Enter the Building or Suite number for the address type entered above.

7. Street Address

   Enter the Street Address for the address type entered above.

8. City

   Enter the City for the address type entered above.

9. State

   Use to select the 2-letter abbreviation of the state for the address type entered above.

10. Zip Code

    Enter the Zip Code for the address type entered above.

4. On the Phone Information window:

5. Phone Type

   Use to select a Phone Type (office, fax, etc.). You can add multiple phone numbers on this screen by using this field to enter a Phone Type and completing the information requested (Phone Number). Then, select another phone type and complete the information for it. Continue until you have added all needed phone types.

   NOTE: The office phone number of the staffing service branch associated with the new rep defaults into the fields on this screen.

6. Phone Number

   Enter the Phone Number for the phone type entered above. Note: You do not have to add parenthesis or dashes.

5. On the Representative Roles window:

6. Default Employment (Required)

   Use to select whether the rep normally handles temporary or direct-hire orders.

   If Temporary is selected, the Temporary tab will be in focus on the Employee Basic window, the order type will default to Temporary when adding an order, and when displaying Activities, the Assignment label will be active (unless it is not applicable to the activity).

   If Direct-Hire is selected, the Direct-Hire tab will be in focus on the Employee Basic window, the order type will default to Direct-Hire when adding an order, and when displaying Activities, the Position label will be active (unless it is not applicable to the activity).

7. Enable Status Change During Employee Add

   If this field is checked, the staffing service rep can change an employee's Direct Hire or Temporary status from the system default to a different status during the Employee Add process.

   If the field is not checked, the rep must accept the system default status for the employee being added (note: The system defaults to the selection made in the Default Employment field).

   Clicking on the box toggles it from a checked to unchecked status.

8. Type/Choice Grid

   Use the grid to select the roles that this rep fills at the staffing service. This determines whether the rep will appear as an option when selecting a rep for matching fields throughout StaffSuite. For example, if you designate here that this rep fulfills a "Taken By" role, then you can use the Staffing Service Rep Lookup to find this rep's name in a field that calls for a "Taken By" rep.

   The available types are: Sales Representative, Filled By, Placed By, Taken By, Performed By, Temp Interviewer, Direct-Hire Interviewer, Service Rep, Recruited By.

   Since most reps fill more than one role, you may select more than one type of role, if needed.

   Clicking on the checkbox in the Choice column toggles the box between checked and unchecked. A check indicates that the rep fills this role. An empty box indicates the rep does not fill this role.

9. Exchange Integration

   This section allows you to determine if Activity and/or Company Rep information should be copied to Exchange.

   To allow activity information to be copied to Exchange, check the Allow Activity Integration checkbox. If you want new activities to automatically default to copy, check the 'Copy' Defaults to True on New Activities checkbox.

   To allow company rep information to be copied to Exchange, click the Allow Contact Integration checkbox. If you opt for this, you must provide a Mailbox Name in the Mailbox Name field. Clicking will default the first part of the email address (the part before the @) into the field - or you can simply type the name. If you want new company reps to automatically default to copy, check the 'Copy' Defaults to True on New Company Reps.

   These fields only become activated if the Staffing Service allows this integration. To set up the integration at the Staffing Service Component Level, click here.

   You may select both types of integration, one type, or none. Clicking the checkbox toggles it between checked and unchecked.

6. On the Staffing Service Rep Security window:

7. Logon Security

   Enter the Login ID and Password of the staffing service rep. This is the information the rep will use to login to StaffSuite.

   The Login ID and Password can be 4-8 characters in length.

   After you type the Password, retype it in the Confirm Password field. This ensures that you do not accidentally mistype your password.

   NOTE: The Password and Confirm Password fields appear as dots instead of letters/numbers. This is to insure that no one is able to "steal" the password by looking over your shoulder.

8. Branch/Title Grid

   This is where you tell the system the branches to which the rep has access, as well as the title that the rep will hold in each of those branches.

   The system defaults security to the rep's home branch and any other branches to which the home branch has access. The rep will have the same security title in each branch.

   To add access to a different branch, click New. To modify access to a branch in the grid, click on the branch and then click Edit. To remove access to a branch, click on the branch and then click Remove.

   If you select New, the New Branch Permission window displays. Use to select the branch for which you want to give security permission. Next, use (in the Title field) to select the title that the rep will have in that branch. The large box below will show the security defaults for the Title. When you are satisfied with your decision, click OK or Apply.

   If you select Edit, the Edit Branch Permission window displays. Use (in the Title field) to select the title that the rep will have in that branch. The large box below will show the security defaults for the Title. When you are satisfied with your decision, click OK or Apply.

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