Bond International Software LTD: Adaptux 2.1 User Training Guide

Bond International Software Ltd
AdaptUX 2.1 User Training Guide
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Bond International Software (UK) Ltd | World Class Staffing & Recruitment Software
Courtlands, Parklands Avenue, Goring, West Sussex, BN12 4NG | www.adapt-recruitment-software.com
Contents
Version Control ........................................................................................................................................ 8

Introduction to Adapt............................................................................................................................... 9
Introduction to Agency Workers Regulation ............................................................................................ 10
The Home Pages..................................................................................................................................... 12
The My Adapt Home Page ............................................................................................................................. 12
The ‘People’ Home Page ................................................................................................................................ 13
The Companies Home Page ........................................................................................................................... 14
The Jobs Home Page ...................................................................................................................................... 15
The Search Home Page .................................................................................................................................. 16
The ‘Report’ Page........................................................................................................................................... 17
My Adapt Options .................................................................................................................................. 18
My Studios ..................................................................................................................................................... 18
Temp Desk ..................................................................................................................................................... 19
KPI’s (Key Performance Indicators)................................................................................................................ 20
Calendar ......................................................................................................................................................... 21
Journal............................................................................................................................................................ 22
Tasks............................................................................................................................................................... 23
CV Import ....................................................................................................................................................... 24
Document Library .......................................................................................................................................... 25
Adapt Help ..................................................................................................................................................... 26
Settings .......................................................................................................................................................... 27
Adapt Navigation Icons .......................................................................................................................... 28
Fastfind ................................................................................................................................................. 29
Flyouts ................................................................................................................................................... 30
Adding a Candidate Record .................................................................................................................... 31
Creating a Candidate record .......................................................................................................................... 31
Changing the Ownership of Records ............................................................................................................. 33
Batch Import CVs ................................................................................................................................... 34
Navigating the CV Import Window ................................................................................................................ 34
Importing CVs held on the User’s PC ............................................................................................................. 35
Importing CVs from Outlook .......................................................................................................................... 36
Assigning Attributes to Fields ........................................................................................................................ 37
Changing the data guessed in the CV Import ................................................................................................ 38
Running the Import ........................................................................................................................................ 38
Duplicate Records .......................................................................................................................................... 39
Temporary and Contract Candidates – AWR Compliance ......................................................................... 40
Monitoring the Qualifying Time..................................................................................................................... 40
Example of how working weeks for the AWR Clock are calculated .............................................................. 40
Accessing the AWR Clock ............................................................................................................................... 41
Adjusting the AWR Clock Manually ............................................................................................................... 42
Previous AWR Work History by the Candidate .............................................................................................. 42
Overview of Recording Breaks for Temps and Contractors ....................................................................... 44
Recording Breaks ........................................................................................................................................... 44
AWR Clocks which have been reset by the system ....................................................................................... 44
Logging Unavailability for Agency Workers ................................................................................................... 45
Amend Unavailability ..................................................................................................................................... 46
AWR Request for Information ................................................................................................................ 47
To log an AWR Related Request: ................................................................................................................... 47
Responding to an AWR Information Request .......................................................................................... 48
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Responding to an AWR Request .................................................................................................................... 48
Adding Organisation and Contact Records .............................................................................................. 49
Why Would I Use a Head Office Record? ...................................................................................................... 49
Client structure and AWR .............................................................................................................................. 49
Why Would I Use an Invoice Point? ............................................................................................................... 50
Add Head Office ............................................................................................................................................. 51
Add Client....................................................................................................................................................... 52
Quick Client .................................................................................................................................................... 53
Create Lead Client .......................................................................................................................................... 54
Add Contact ................................................................................................................................................... 54
Create Invoice Point ....................................................................................................................................... 55
Organogram ................................................................................................................................................... 57
Company Records: Storing Facilities and Comparator Information ........................................................... 58
Client rates ..................................................................................................................................................... 58
Rate Changes ......................................................................................................................................... 59
Updating an existing Temp Regular rate from a Client Record ..................................................................... 59
Creating a New Rate ...................................................................................................................................... 59
Rate Changes within the AWR Qualification Period ...................................................................................... 59
Viewing Journal, Tasks & Document Library Entries................................................................................. 60
Journal............................................................................................................................................................ 60
Filters ............................................................................................................................................................. 61
Adding Journal notes to existing entries within the Journal ......................................................................... 62
Tasks............................................................................................................................................................... 63
Adding a New Task ......................................................................................................................................... 64
Document Library .................................................................................................................................. 66
Acquiring a document using the Acquire Wizard .......................................................................................... 66
Adding Jobs............................................................................................................................................ 68
Selecting the appropriate type of Job............................................................................................................ 68
Adding a New Permanent Job........................................................................................................................ 68
Create Temporary Regular Job ...................................................................................................................... 69
Create New Temporary Shift Job ................................................................................................................... 71
Create New Contract Job ............................................................................................................................... 72
Sending out Email and Letter Documentation ......................................................................................... 74
Sending Emails ............................................................................................................................................... 74
Sending Letters .............................................................................................................................................. 75
Permanent Workflow ............................................................................................................................. 77
Longlist Candidates ........................................................................................................................................ 77
Shortlist Candidates ....................................................................................................................................... 78
Sending CVs.................................................................................................................................................... 79
Arranging Interviews ...................................................................................................................................... 81
Amend Interview ........................................................................................................................................... 83
Interview attended ........................................................................................................................................ 84
Interview Feedback ........................................................................................................................................ 85
Reject Candidate ............................................................................................................................................ 86
Offer ............................................................................................................................................................... 87
Accept/Reject Offer ....................................................................................................................................... 88
Placement ...................................................................................................................................................... 89
Temporary Regular Booking Workflow ................................................................................................... 92
Filling the Job ................................................................................................................................................. 92
Temporary Shift booking workflow ......................................................................................................... 96
Creating Shifts ................................................................................................................................................ 96
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Shift Ranges ................................................................................................................................................... 97
Add Shift Range.............................................................................................................................................. 97
Shift Patterns ................................................................................................................................................. 97
Unfilled Shift Details ...................................................................................................................................... 98
Amend ............................................................................................................................................................ 99
Delete ............................................................................................................................................................. 99
Filling Shifts .................................................................................................................................................... 99
Allocating Shifts ........................................................................................................................................... 100
Contract Workflow ................................................................................................................................102
Shortlist Candidates ..................................................................................................................................... 102
Other Contract Job related workflow .......................................................................................................... 103
Filling the Assignment .................................................................................................................................. 103
Permanent Post Placement ...................................................................................................................105
Permanent Assignment Record ................................................................................................................... 105
Perm Check In .............................................................................................................................................. 106
Change Assignment Rates............................................................................................................................ 106
Change Start Date ........................................................................................................................................ 107
Un-assign Job ............................................................................................................................................... 107
Permanent Invoice ....................................................................................................................................... 108
Permanent Credit Note ................................................................................................................................ 109
Amend Consultant Split ............................................................................................................................... 109
Change Invoice Point ................................................................................................................................... 110
Temporary Post Placement....................................................................................................................111
Temp Check In.............................................................................................................................................. 111
Extending Temp Regular Booking ................................................................................................................ 113
Temp to Perm .............................................................................................................................................. 113
Update Assignment Rates ............................................................................................................................ 114
Amending Splits ........................................................................................................................................... 114
Timesheets ................................................................................................................................................... 115
To print a single Timesheet.......................................................................................................................... 117
Invoice .......................................................................................................................................................... 118
Temporary Credit Note ................................................................................................................................ 118
Timesheet Lines Page................................................................................................................................... 119
Amending a Timesheet ................................................................................................................................ 120
Unbook/Amend Shifts.................................................................................................................................. 120
Unbook Shifts ............................................................................................................................................... 120
Amend Shifts ................................................................................................................................................ 121
Create Booking Form ................................................................................................................................... 122
Contract Post Placement .......................................................................................................................123
Issue Contract .............................................................................................................................................. 123
Contract Check In ......................................................................................................................................... 123
Change Assignment Dates ........................................................................................................................... 124
Contract Docs Sent Back .............................................................................................................................. 125
Unbook Assignment ..................................................................................................................................... 125
Create Booking Form ................................................................................................................................... 126
Contract to Perm.......................................................................................................................................... 127
Change Assignment Rates (Pre and Post AWR) ........................................................................................... 127
Amend Consultant Spilt ............................................................................................................................... 128
Timesheets ................................................................................................................................................... 129
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Ad-Hoc Timesheet........................................................................................................................................ 129
Deleting a Timesheet ................................................................................................................................... 130
Invoice .......................................................................................................................................................... 130
Contract Credit Note .................................................................................................................................... 131
Extensions .................................................................................................................................................... 132
Post AWR Qualification Rate Uplift for Temporary and Contractor Candidates........................................133
Pay between Assignments .....................................................................................................................135
AWR Benefit uplift for Pay between Assignments ...................................................................................... 135
Data Searching ......................................................................................................................................137
General Candidate Search ........................................................................................................................... 138
General Information .................................................................................................................................... 138
Some general tips on fields within the Search Template. ........................................................................... 138
Coded List Options ....................................................................................................................................... 139
Searching on parents, siblings and children ................................................................................................ 140
Level searching on skills ............................................................................................................................... 140
Clear All Option ............................................................................................................................................ 140
Show Results ................................................................................................................................................ 140
Running the Search ...................................................................................................................................... 140
Saving the Search Results ............................................................................................................................ 141
Document Library / Notes Contains field .................................................................................................... 142
Overview of available Searches within the system. .................................................................................... 143
Document Search......................................................................................................................................... 144
An example document search ..................................................................................................................... 145
Choosing document classes ......................................................................................................................... 145
Entering Search Criteria ............................................................................................................................... 145
Applying brackets to search criteria ............................................................................................................ 146
Running the Search ...................................................................................................................................... 147
Scoring the Results....................................................................................................................................... 147
Working with Search Results .................................................................................................................148
Viewing Records........................................................................................................................................... 149
Highlight Results .......................................................................................................................................... 149
Unhighlighting Results ................................................................................................................................. 149
Lose and Keep Results ................................................................................................................................. 150
Add Entities to Results ................................................................................................................................. 150
Printing Search Results ................................................................................................................................ 151
Export as CSV ............................................................................................................................................... 151
Show Availability .......................................................................................................................................... 151
Make Active ................................................................................................................................................. 153
De-activating the “Active Search” mode ..................................................................................................... 153
Reformatting Results ................................................................................................................................... 153
Removing Fields from the Reformat List ..................................................................................................... 154
Changing the Order of the Fields in the Reformat List ................................................................................ 154
Adding new fields to the reformat list ......................................................................................................... 154
Viewing document categories in the Re-formatter ..................................................................................... 155
Filtering Search Results in the Re-formatter ............................................................................................... 156
Save Selected As .......................................................................................................................................... 157
Batch Menu within Search Results .............................................................................................................. 157
Entity Preview .......................................................................................................................................158
Switching the Entity Preview Pane Off ........................................................................................................ 158
Working with Saved Search Results .......................................................................................................159
Highlighting a Search ................................................................................................................................... 159
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Un-highlighting a Search .............................................................................................................................. 159
Make Active ................................................................................................................................................. 159
De-activating the “Active Search” mode ..................................................................................................... 160
How to run Batch Processes from Search Results. ...................................................................................... 160
SMS Messaging from Adapt ......................................................................................................................... 161
Contact Send SMS ........................................................................................................................................ 161
Journal Entry ................................................................................................................................................ 162
Acknowledge CV .......................................................................................................................................... 162
Assign Task ................................................................................................................................................... 163
Notify Candidates ........................................................................................................................................ 163
Send CV’s From Multiple Candidates ........................................................................................................... 164
Send CV ........................................................................................................................................................ 164
Shortlist ........................................................................................................................................................ 165
Shortlist Jobs ................................................................................................................................................ 165
Creating Labels ............................................................................................................................................. 165
Print Batch Documents ................................................................................................................................ 166
Update Web Recruit Details ........................................................................................................................ 166
Send Web Recruit Login ............................................................................................................................... 167
Email Timesheets ......................................................................................................................................... 167
Payrun / AWR Payrun .................................................................................................................................. 167
MailShots And Eshots From Adapt .............................................................................................................. 168
Renaming a Search....................................................................................................................................... 170
Sending Searches To Another Consultant (Move and Copy Selected Searches) ......................................... 170
Joining Searches ........................................................................................................................................... 171
Deleting Searches ........................................................................................................................................ 172
Keep Only Selected Searches ....................................................................................................................... 172
Duplicate a Search ....................................................................................................................................... 173
Reprocess CVs .............................................................................................................................................. 173
Re-Run.......................................................................................................................................................... 173
Refine ........................................................................................................................................................... 174
Refresh Searches.......................................................................................................................................... 175
Refresh Screen ............................................................................................................................................. 175
Viewing other users Searches ...................................................................................................................... 175
Reports .................................................................................................................................................176
In order to run a Report ............................................................................................................................... 176
Performance Reports ............................................................................................................................177
Running the Performance Reports .............................................................................................................. 177
Activity & Financial Analysis ........................................................................................................................ 177
Analytics Report ........................................................................................................................................... 178
Candidate Source Report ............................................................................................................................. 180
Client League Table ...................................................................................................................................... 180
CVs sent and Interview Analysis .................................................................................................................. 181
Forecasted / Generated Revenue ................................................................................................................ 181
Phone Calls Analysis ..................................................................................................................................... 183
Pipeline ........................................................................................................................................................ 183
Lead Jobs (Perm, Temp, Contract)..........................................................................................................185
Lead Jobs ...................................................................................................................................................... 185
Creating a Permanent Lead Job ................................................................................................................... 185
Creating a Contract Lead job ....................................................................................................................... 186
Creating a Temporary Lead job.................................................................................................................... 186
Running Workflow within a Lead Job .......................................................................................................... 187
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Grading a lead. ............................................................................................................................................. 188
To grade a lead............................................................................................................................................. 188
Searching for leads....................................................................................................................................... 188
Temp Desk ............................................................................................................................................189
To access the Temp Desk: ............................................................................................................................ 189
Filters for the Temp Shift Planner ................................................................................................................ 190
Date Range Tabs .......................................................................................................................................... 190
Running Workflow ....................................................................................................................................... 190
Viewing more details about a shift .............................................................................................................. 191
Shifts Filter ................................................................................................................................................... 191
Temp Candidate view .................................................................................................................................. 191
Other Candidate Filters available ................................................................................................................ 191
Filling shifts using the Temp Desk ................................................................................................................ 192
Booking a Temp into a Shift using the Temp Desk ...................................................................................... 192
Amending Shifts in the Temp Desk .............................................................................................................. 193
Unbooking using the Temp Desk ................................................................................................................. 193
Adding extra shifts within the Temp Desk ................................................................................................... 193
My Studios ............................................................................................................................................194
Viewing Standard Studios ............................................................................................................................ 194
Creating Custom Studios.............................................................................................................................. 195
To create a brand new studio ...................................................................................................................... 196
Renaming a Studio ....................................................................................................................................... 197
Refreshing a studio ...................................................................................................................................... 198
Applying filters to the studios ...................................................................................................................... 198
Adding columns of information into a studio .............................................................................................. 198
Changing the colours within a studio .......................................................................................................... 199
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Version Control
Version Date Author Comments

1.0 5th May 2016 Jackie Read New version updated from release 9.5 to
AdaptUX 1.0
1.1 28th July 2016 Jackie Read Small changes on Task, Calendar and Saved
Results settings for release AdaptUX1.1.
1.2 26th January 2017 Jackie Read Updated for release UX2.1
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Introduction to Adapt
Bond Adapt is a highly flexible software solution which has been designed specifically for recruitment
agencies.
Adapt deals with the entire placement cycle, from recording client, candidate and vacancy details, through to
letter generation and email submissions, placements and follow-up requirements. The system's online
integrations give controlled access by candidates and clients to provide an unprecedented level of service.
The system improves the productivity of individuals and teams by eliminating mundane and repetitive
tasks. By focusing on more profitable areas, Adapt enhances the consultant's professional skills and
improves earning potential.
One of Adapt’s unique features is its workflow which has been designed to mirror the recruitment
consultant's working practices and the company's business practices. Workflow simplifies critical tasks and
improves business efficiency; it saves administrative time and improves consultant's productivity.
Information on new and existing candidates is held within the database and can be instantly retrieved. This
allows consultants to identify and assess the suitability of a candidate for a particular job. Advanced tools
allow the database to be searched to retrieve jobs, candidates and companies quickly and easily.
The system automatically produces and holds CVs from information held on the candidate records. The CV is
attached to the candidate's record and can be viewed and printed as required. A CV import tool allows
candidate records to be automatically created from candidate CVs.
Adapt has a diary and time management system which includes a to-do list for calls and other actions as well
as appointments and room bookings calendar. Specific user tasks can be created and then updated as they
are completed.
Timesheets are produced by Adapt as part of the bookings procedure and are processed by entering the
actual hours on a weekly or monthly basis. Client and contractor invoices and gross payroll information can
be generated automatically.
Adapt has been enhanced to comply with the Agency Workers Regulations.
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Introduction to Agency Workers Regulation
The Agency Workers Regulation (AWR) directive came into force on 1st October 2011. The primary purpose
of the regulation is to ensure that agency workers (temps, contractors etc.) get no less favourable treatment
with respect to basic employment and working conditions than a direct hire (Permanent) employee doing the
same job.
‘Basic employment and working conditions’ covers things such as:
 Access to facilities (staff canteens, child care etc.)

 Access to vacancies (i.e. the right to be informed of vacancies at the hirer)
 Pay
 Duration of working time
 Night work
 Rest periods
 Rest breaks
 Annual leave
 Paid time off for ante natal appointments
The AWR is the UK implementation of the EU Agency Worker Directive (AWD). Each country in the EU has
implemented the AWD in its own way, and negotiated its own levels of flexibility. A key element of the UK
AWR is the inclusion of a qualifying period before equality has to be provided in some of the areas listed
above.
From day one the AWR provides the right to equality on:
 Access to facilities (staff canteens, child care etc.)

 Access to vacancies (i.e. the right to be informed of vacancies at the hirer)
For the other items on the list the agency worker has to have worked for the same employer in the same role
(but not necessarily the same job/assignment) for a ‘continuous’ 12 week period before they are entitled to
equality.
Calculating a ‘continuous 12-week period’ is not as straightforward as it sounds, as breaks in the period and
even previous assignments organised through other agencies might contribute to the accumulation of 12
weeks of continuous employment. The key elements are:
 The 12-week period is actually 12 calendar weeks, with day one of the assignment being the first
day of week one. Any amount of work performed within a 7-day period based on that start day
counts as a calendar week worked (so even if the agency worker only does an hour or two a
week it still counts as a week worked).
 To count towards the qualifying period the worker has to be with the same hirer in the same
role. In this context ‘hirer’ is the legal entity (i.e. not the division, branch or manager), and ‘role’
is job role based on responsibilities, skills etc. (i.e. no necessarily job title). For example different
assignments as a shelf stacker, reporting to different managers at different branches of
Sainsbury’s could all count as one continuous period of employment.
 Based on the above, it is also the case that the accumulated weeks don’t have to be in placements
made by the same agency – it’s based on the same role for the same hirer and is therefore
Page 10 of 199
independent of the agency making the placement.
 It is recognised that an agency worker might work for multiple hirers in a week and it is therefore
possible to have multiple qualifying periods running concurrently.
 A break of less than six weeks for any reason simply ‘pauses’ the accumulation of qualifying weeks.
This can be a break within the scope of an assignment (holiday, sickness etc.) or between
assignments. For some specific conditions (maternity for example) the break can be 6 weeks or
more and still only pause the clock.
 During a break the agency worker is free to carry out other assignments for other hirers (or even the
same hirer in a different role) because this falls under the concept of working for multiple hirers.
 Starting a new role with a new hirer obviously ‘stops’ the clock and the agency worker begins
accumulating qualifying weeks from scratch.
 While there are some exemptions from the AWR they are fairly limited and it’s almost certainly true
to say that just about all temps and contractors, whether PAYE, Umbrella Company or Limited
Company will be covered by the new regulations.
Two key exemptions are:
 Workers operating through their own limited company that are ‘genuinely in business for
themselves’ and have a business-to-business relationship with the end hirer. The average temp or
contractor that uses their own limited company or an umbrella company will not qualify for this
exemption.
 ‘Pay Between Assignments’ workers (sometimes referred to as the Swedish Derogation) will also be
exempt. In this instance the worker is a direct hire of the agency, and is paid by them even when
they aren’t out on assignment at a client. This arrangement may be popular with agencies that have
on-going service contracts to supply large numbers of agency staff.
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The Home Pages
The My Adapt Home Page
My Adapt Home Page holds the links to the main components of the system.
My Adapt- Home Tools to enable the User to manage their daily activity. The icons
on the left-hand side are the main consultant work areas and
these are detailed in Chapter 2 ‘My Adapt Options’.
Calendar User’s current appointments
Tasks User’s current Tasks
History User’s fast links to recently accessed records
Favourites User’s fast-links to ‘Favourite’ records
Searches User’s fast-links to recent Searches
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The ‘People’ Home Page
The People Page enables Users to locate any Candidate or Contact records.
People Tools to enable Users to locate their Candidates and Contacts.

The “search fields” on the left-hand side of the screen help Users
to identify records.
Person Search Type in search criteria to find the record and click ‘Find’
Select the record to be accessed by clicking on the hyperlink
N.B. The columns of information displayed in the ‘Quickfind Search
Results’ section can be adjusted by clicking on ‘Reformat’ and
adjusting the field selection.
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The Companies Home Page
The Companies Home Page enables Users to locate their Clients, Head Offices or Invoice Point records.
Organisations Tools to enable Users to locate their Client, Head Office and Invoice
Point records.
Companies Search Type in search criteria to find the record and click ‘Find’
N.B. The columns of information displayed in the ‘Quickfind Search
Results’ section ca be adjusted by clicking on ‘Reformat’ and adjusting
the field selection.
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The Jobs Home Page
The Jobs Home Page enables Users to locate Vacancy records.
Jobs Tools to enable Users to manage their Job records.
Job Search Type in search criteria on the left to find the record and click ‘Find’
N.B. The columns of information displayed in the ‘Quickfind Search Results’
section can be adjusted by clicking on ‘Reformat’ and adjusting the field
selection.
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The Search Home Page
The Search Home Page enables Users to manage Searching for records within Adapt.
Search A ‘Quickfind’ or record look-up for records of all types ‘Searches’

contains the system Data searches.
’Search Results’ lists the User’s saved search results and offers
options to edit and run processes.
Role Selection Tree Select the type of record to be searched.

Options proceeded by a ‘+’ contain sub options inside.
Quickfindable The field options listed here will vary according to the role types
Attributes selected in the ‘Role Selection Tree’.
QuickFind Search Lists any records that match the defined criteria.
Results The records can be accessed via the record hyperlink.
The ‘Select’ box to the left-hand side can be ‘ticked’ to allow the
User to add a record to ‘Favourites’ by clicking on ‘Go’ at the
bottom left hand side of the window.
The record criteria displayed in the list can be adjusted using the
‘Reformat’ option at the bottom of the window.
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The ‘Report’ Page
The Report Page lists available Reports within Adapt. Users can select a Report, and enter the criteria.
Report Lists all available Reports.

To run a Report, select an option and fill in the required criteria.
Mandatory fields are highlighted in red (please see Figure 1 below) and
then click on ‘Confirm’.
Figure 1.
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My Adapt Options
My Studios
The Studios display Recruitment activity overview in summary or graphical format. The User selects the
Studios to display and can configure how they are displayed using filters. Users can also run workflow from
the studios.
Users can select from a list of predefined “system” studios on the right-hand side. Users are also able to
create their own studios.
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Temp Desk
Temp Desk The Temp Desk page gives an overview of unfilled Temporary Shift jobs
within the system.
Users can view the unfilled shifts within the top window.
The bottom window displays the available Temps, based on availability.
Users are able to refine the list of temps by selecting certain

qualifications and rates, locations or skills.
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KPI’s (Key Performance Indicators)
KPI’s (Key Performance The Key Performance Indicator dashboard displays an overview of
Indicators) recruitment and sales activity. Users can filter the data based on
Office, Team, Consultant or time Period.
There is a separate guide to KPI’s. Please ask your Bond

representative for a copy.
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Calendar
Calendar The Calendar details the User’s Diary appointments.
It is accessed from the ‘My Adapt’ menu.
Within the settings option users can view another group or user’s calendar. Select ‘Another User’ or
‘Another Group’ and click on the drop down list to search.
Calendar can also be accessed from the Calendar icon on the menu navigation bar:
The Calendar icon shows the number of entries on a badge, then lists Calendar items due today in time order
with a shotcut link to your Calendar at the bottom:
And from the pages menu in any record:
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Journal
Journal The Journal is an audit trail of all actions run by Users.
It logs all processes that have been run against a

candidate, company or job record e.g. Phone Calls,
Interviews, and Placements.
Journal records can be accessed either from the icon across the top of each page navigation menu or from
the My Adapt’ menu:
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Tasks
Tasks The Task area is a “to do list” that provides access to the User’s upcoming
and outstanding Tasks.
Tasks are accessed from ‘My Adapt’.
Tasks can also be accessed from the Task icon on the menu navigation bar:
The Tasks icon show the outstanding number on a badge, then lists tasks due today followed by overdue in
date order (to a max of 25) with a shotcut link to your tasks at the bottom:
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CV Import
CV Import The CV Import Tool provides a method to create and populate a new
Candidate record by using an electronic CV. The Tool allows some
information to be automatically populated, such as the name and address,
and also enables additional information to be manually extracted from the
CV to populate the new record.
Select ‘CV Import’ from the ‘My Adapt’ menu.
Please see the chapter ‘Batch Import CV’s’.
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Document Library
Document Library The Document Library is a storage area for the User’s
documentation.
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Adapt Help
Adapt Help Adapt Help contains links to the latest Adapt user guide, all our Social
Media and information relating to the Bond Training Team (including
Tip of The Week).
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Settings
Settings
Password Allows the User to change their password.
Profiles Allows the User to view details of Profiles they have been
assigned to.
Language Allows the User to view the language settings.
Printer Allows the User to set a default printer.
Reset UI Settings Allows the User to set the user interface settings back to the
default.
Installers Allows the User to install other modules for Adapt (subject to
licenses). Please contact your Account Manager for details.
View Mode Allows the User to change the view.
My Details Allows the User to view their profile, language and domain
Email Signature Allows a use to set an email signature for their browser based
mail client.
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Adapt Navigation Icons
Throughout Adapt there are generic icons.
Icons Found Within Records
- This is a Coded Group icon. When clicked, this will display all the Code options available for that
specific field.
There are 2 different types of Coded lists. First is a single list as shown below. To choose an Code double click
over it and it will drop into the field.
The other option will display many Codes, (shown below). To update Codes into these fields, firstly, click over
the Code to add then click on the single arrow and this will put the selection in the right hand side.
To multi select if hold down the CTRL key, then click on OK.
- This is the Go To icon. This icon next to a field with the name of a record inside. By clicking on this
icon this will take the User into that record.
- This is the Quickfind Lookup icon. When clicked this will take the User into the quickfind, in order to
search for a record.
- These are the Date icons. Clicking the blue diamond input todays date. The left and right
arrows will move the date backwards or forwards. The calendar icon will bring up a calendar for the User to
select a date.
- This indicates a Time field. Selecting the blue diamond will input the current time. The
format is HH:MM using the 24 hour clock.
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Fastfind
FastFind provides a single ‘Google style’ search box that can be used to quickly search and locate records
within the Adapt database.
FastFind categories can be added to a domain profile which allows defining roles for each category. For
each role in the category, the columns to be displayed in the results window and the workflow options
(via a menu) can be configured.
FastFind allows Users to:
 Search entities based on a selected category and search words.

 Display the searched entities grouped by role, in the form of a dialog.
 Highlights the matching words.
 Sort entities within a role based on a column.
 Add an entity to favourites and remove an entity from favourites.
 Delete an entity.
 Display the menu configured for a role.
 Execute workflows from the menu.
 Open an entity and navigate across the entities in a role returned by search.
A user’s category selection and the entered search words are remembered and persisted between logins
so that the last FastFind performed can be easily and quickly repeated.
Search word entry box

Search and category selection button
Enter the criteria. Select the Category to Search, for instance, Clients or Everything. Please note that the
option selected acts as a default. Click on the icon to launch the search.
Note: You must enter at least 3 characters in a search and If you want to search using part of a word you
must use the wildcard * symbol.
Any records matching the criteria will be displayed in a separate window grouped by role with the
matching word highlighted. If the word is not highlighted in the role column, it means it’s been located
elsewhere in the record, e.g. the address of the Contact. To access a record, click onto the associated
hyperlink on the left-hand side.
Users can choose to add the record to the Favourites list by clicking . Once an entity is displayed on
the Favourites list, it can be removed by clicking the icon.
Should Users wish to delete an entity, click . Please note that the record is deleted permanently from
the database. Please note that Users must have the relevant permissions in order to be able to delete
from the System.
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Flyouts
Users can navigate to a Quickfind, hover over a selected entity and display information about the entity
without opening it. The window which is presented to a User is called a “Flyout”. Flyouts work in any
Quickfind. Users can run a Workflow from within any Preview window, these include Log a Call, Leave a
Message, Log a Journal Note, Google Client.
Users can lock the Entity Preview using the “Locked” button. This ensures that the Entity Preview stays open.
Users are able to move the Entity Preview by dragging it to another part of the screen.
To close the Entity Preview please ensure the Locked function is not ticked and then click the cross icon.
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Adding a Candidate Record
Creating a Candidate record
 Click People tab, then select New Candidate.

 Complete the fields on this page.
Fields with a red border denote mandatory fields. A record cannot be created unless these are populated.
A validation box is shown alongside all postcode fields in Adapt. Once a postcode has been entered the user
needs to tab off the field to enable it to be identified as a valid postcode. A red tick will then appear in the
box. Every postcode entered is checked against a postcode radius database (which uses Ordnance Survey
postcode data). Once validated, northing and easting values are stored in the address table allowing the user
to perform a postcode radius search against this data from all searches that contain address fields.
The default view field determines which template view is primarily associated with the Candidate. Different
views offer opportunities to populate different criteria e.g. in a Permanent view, Users can enter salary
information, in a Temporary view, Users can enter expected rate details and in a Contract view, Users can
enter limited company information.
If a Candidate is either a Temp or a Contractor, please complete the following fields:
 AWR Exempt?
 Reason for Exemption
 Click Confirm to create the new record.

 Depending on the choice made in the Send Docs By field, correspondence will now be generated in
either MS Outlook or Word.
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 The Profile page displays the main details about the Candidate. Use ‘Edit’ to change information or
run workflows from the links or Activities menu.
 Navigate to the other pages in the Candidate record such as ‘Personal Information’ and ‘Leads’ by
clicking on the page navigation menu:
These pages can be put into Edit mode to

change and update the fields. Before
navigating to another page the changes must
be saved or cancelled.
 Actions relating to Candidates such as Send an Email, Shortlist and Change Status can be run from
the Activities menu or by using the shortcut icons on the navigation menu bar:
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Changing the Ownership of Records
If a record has been added to the system that no longer belongs to the allocated Consultant, Team, Office, or
Region, record ownership can be updated by running the Change Consultant, Team Office or Region
workflow from the relevant record.
These are in the Activities menu (under ‘General’) of all Candidate, Contact, Client, Job and Assignment
records:
In this example, select the ‘New Owning Office’ and add notes if required. Select ‘Confirm’ to complete.
Note: The ‘Update Owning Region’ box will update the Region above the Office at the same time, if ticked.
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Batch Import CVs
The CV Import Tool provides a method to create and populate a new Candidate record by using an electronic
CV. The Tool allows some information to be automatically populated, such as the name and address, and
also enables additional information to be manually extracted from the CV to populate the new record.
Navigating the CV Import Window

Details guessed by the
upload process
CV
selected
Pop up box
from the
‘Upload…’
button
A Guide to the main options
SCHEMA This field defines the view of the new record e.g. Contract Candidate. Select the
appropriate one.
Upload… Use this button to upload a CV from a Folder, Mailbox or Web search (the
Upload file(s)… box will pop up).
Delete Use this button to remove the selected CVs
Import Use this button to run the import on the selected CVs
Folder Use this button to import a CV from a folder on the PC/Network
Mailbox Use this button to import a CV from Outlook
Web Search Use this option to import CV’s directly from the Clients website. (Please note
this is a configurable option. Please contact your Account Manager in order to
have this option enabled.)
Document Shows a preview of the CV with ‘guessed’ data for import highlighted in
Preview tab corresponding colours to the schema fields.
History tab Shows a history of all changes made to the selected CV and a list of any errors
encountered in parsing.
Note: The maximum number of CVS a user can import in one transaction is 80.
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Importing CVs held on the User’s PC
Select ‘CV Import’ from the ‘My Adapt’ tab.
Select ‘Upload…’. If importing from a directory, select ‘Folder’, ‘Add files’ and navigate to where the CVs are
stored.
Users can multi select documents by holding down the control key (Ctrl) and using the mouse to individually
pick out the CV’s to import.
Click ‘Open’ to select the files and ‘Upload’ to load the files into the CV Import page ready for selection.
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Importing CVs from Outlook
If importing from Outlook, select ‘Upload…’ and choose the ‘Mailbox’ button.
Outlook will open. Navigate to the relevant email that contains the CV(s).
Please ensure that the Attachments have been selected or, if required, select the Body Text of the email.
Use Shift and click on the first and last email for batch highlighting, or Ctrl and click for individual ones.
Tick the ‘Import the email attachments’ box, located in the grey window and this will Import the selected
emails with CVs.
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Assigning Attributes to Fields
Individual CVs can be viewed by selecting the grey hyperlink of the appropriate CV name. This will display the
details in the lower preview pane.
The information highlighted in the preview is what will be used to create the Candidate’s record and has
been populated in the schema fields on the left-hand side. The different coloured highlights relate to the
different sections in the schema. The colour keys are shown at the top of each section of the schema.
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Changing the data guessed in the CV Import
To change or remove the information that’s guessed for import, select the schema field and edit the
contents.
By default, all records created this way will have a status of ‘Registration Incomplete’.
To change this, Users can edit the Status field, and select a different status.
Any fields which have been edited will be shown on the ‘History’ tab.
The ‘Import’ button will only be enabled if the CV has been selected within the list. We recommend checking
what has been automatically guessed before creating the records.
Running the Import
Select all the CVs to be included in the import.
Run the import by selecting the ‘Import’ button on the main toolbar. This will create a new Candidate record
for all of the CVs selected.
Once the import is complete, review the records by clicking on Saved Results within the Search tab. The top
search result will contain the list of Candidate records.
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Duplicate Records
When using the CV import tool, the tool will identify any duplicate records (records that already exist on
Adapt). The following screen will appear if a duplicate is identified:
The duplicate window will appear highlighting the personal data within the CV. This will help with identifying
a duplicate record.
Options available at this stage:
Update will allow Users to update any existing information within the current record.
Create will create a new record.
Skip Resume will ignore the CV
Cancel will abort the import.
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Temporary and Contract Candidates – AWR Compliance
Monitoring the Qualifying Time
The “AWR Clock”
The AWR Directive states that the Agency Workers qualifying time needs to be monitored. To this end,
Adapt has been enhanced to contain an “AWR Clock”. An Agency Worker will have an AWR Clock created, if
one does not already exist, for the same Hirer and same role and, where not exempt. Each “AWR Clock” is
created, upon running the “Check In” workflow. An Agency worker will have one AWR clock created for the
same “Primary Job Category” for the “same company”.
For instance, if John Smith is checked into ABC Ltd as an Administrator, from 1 October 2012 to 1 January
2013 then he will have an AWR clock created. If John has a break then is booked in again (same company,
same job category), then the initial AWR clock will be used and time will continue to accrue into this AWR
clock.
If John Smith then starts to work as a Helpdesk Engineer for ABC Ltd, upon check in, he will have a new AWR
clock created. This is because the Primary Job Category will be different.
An Agency Worker may work for multiple hirers in a week and it is therefore possible to have multiple AWR
Clocks running concurrently.
Example of how working weeks for the AWR Clock are calculated
The AWR clock is automatically updated by using the data held in the Assignment Entity. Adapt
automatically calculates ‘Last Week Worked’ as the last day worked for the last week derived from the
Assignment Start Date. Please see the example below for an explanation:
The Assignment Start Date is Wednesday 2nd January 2012. The Temp will normally work 2 days a week on a
Monday and Friday. The Temps first working day is Friday 4 January 2013; this is when the “Check In”
workflow will be run. The “Check In” Date and the Assignment Start date do not necessarily need to be the
same within the system. Furthermore, there is an “Auto Check In” function, now available with the AWR
release. The Auto Check In function imitates the “Check In” workflow.
The Assignment End Date is Friday 1st February. The Temps last shift is worked on Friday 25th January.
The “Last Worked Week” for AWR purposes is Tuesday 29th January. Using this example, 4 weeks would be
added to the Temps AWR Calendar. Please see the Calendar below for a graphical explanation of how the 4
weeks are calculated.
Please see the next page for a visual representation.
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Accessing the AWR Clock
To access an existing AWR clock:
 Open a Temporary Candidate record.

 Click onto the AWR page (as shown in the screen print below)
 Click onto the hyperlink of the record within ‘AWR clock’ to access.
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 The AWR Clock entity will open as per the screen print below:
Adjusting the AWR Clock Manually
Users are able to adjust the AWR clock manually within the System. For instance, if the Temp was sick two
weeks ago, but did not report it, the AWR clock would have accrued time, when in fact the Temp was not
working.
To adjust the AWR clock:
 Open the Candidates record and select the AWR page.

 Click onto the hyperlink of the AWR clock to show the AWR Clock record as above
 Select the AWR Clock Adjustment button
 Enter the new number of weeks and click confirm.

 The “Qualifying Adjustment” field will be updated.
Previous AWR Work History by the Candidate
The calculation of weeks of employment for AWR purposes is independent of the temporary work agency
that placed the worker – meaning that it’s not just placements made through Adapt that potentially
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contribute to the calculations, but placements made by other agencies. The Agency worker must have
worked at the same hirer in the same role. The Temporary Workers Agency (TWA) is responsible for
gathering such information.
In order to log the fact that information relating to previous work has been requested:
 Open the relevant Candidate record, Profile page

 Click onto the Emp History Request action within the activities menu
 Fill out any relevant notes.
 Click Confirm.
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Overview of Recording Breaks for Temps and Contractors
Recording Breaks
The AWR Directive states that Temporary Workers Agency will need to accurately record breaks
(Unavailability) by the Agency Worker. To this end, the Unavailability workflow within the system has been
enhanced to record the following information:
 The Date of the Unavailability

 The Reason for the Unavailability
Different types of Unavailability affect the AWR clock in different ways. Once the AWR clock has started
accruing certain circumstances can cause the clock to pause / reset to 0 or continue. Below is a list of
scenarios and how they affect the AWR clock:
Scenario Effect on the AWR Clock

Sickness (for up to 28 weeks) and Agency Worker Clock is paused
returns to same role
Annual Leave Clock is paused
Jury Service (for up to 28 weeks) Clock paused
Regular and planned Client Shutdown (e.g.) Clock paused
Christmas
Industrial Action at Client site Clock paused
Adoption, Paternity or Maternity / Pregnancy Clock keeps ticking
(during pregnancy and up to 26 weeks after
childbirth)
Working Elsewhere or any break between Clock is reset to 0
assignments of 6 weeks or more which does not
pause the clock or keep the clock ticking.
Agency Worker starts working for new Agency and Clock is reset to 0
for different hirer and different role.
Break between Assignments for the same hirer of Clock is reset to 0
more than 6 weeks.
Agency Worker remains with the same Hirer but in a Clock is reset to 0
different role
Agency Worker starts working for new Agency but Clock keeps ticking
stays with same hirer and same role.
AWR Clocks which have been reset by the system
If an Agency Workers AWR clock has been reset to 0 by the system then it is not possible to restart that
particular AWR clock. The workflow which should be followed is to close the Vacancy, detailing that it is
closed to the AWR clock being reset. A new Vacancy record will need to be created and the “Booking” and
“Check in” workflow must be run.
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Advice on the Unbook and Unavailability workflow.
Users will need to decide whether to log Unavailability or Unbook for Candidates, based on the following
scenario:
Workflow Reason
Unbook This workflow is run from the Assignment. Users need to select a
Shift record from future days working.
Run this action if the Candidate is to be removed from a shift and

replaced with another Candidate. Users also have the ability to
select an option to make a Candidate unavailable.
Unavailability This workflow is run from the Candidates ‘Availability’ page.
Run this action to record details of dates that the Candidate is

unavailable. The reason selected for the Unavailability affects the
Candidates AWR clock. Users can also select which Assignments the
unavailability affects.
Logging Unavailability for Agency Workers
To record a pause in the Calendar for reasons such as sickness / holiday, users need to record unavailability.
In order to record unavailability open the ‘Availability’ page from the Candidate record:
 Click onto the ‘Log Unavailability’ button.
 Fill out the relevant details such as the Start and End Date of the Unavailability, Start and End Times,
and the Reason for the Unavailability.
 Click Confirm. Note: If the reason for the Unavailability is entered as Sickness Absence and the
Candidate has shifts booked, the user should select the relevant assignment. The user will then be
warned by the following message to refill the shifts with a suitable replacement, if necessary.
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 Users will need to click OK on the warning message.
 The Unavailability records will be displayed on the ‘Availability’ page. In order to access any of the
Unavailability records, click onto the associated hyperlink.
 Once the Unavailability action has been completed, this will be picked up by the AWR Qualifying
period calculations batch schedule, run nightly, and it will check to see if there is an impact on the
AWR Clock in accordance with the table on page 18.
Amend Unavailability
If, for any reason an Agency Workers Unavailability needs to be amended, for instance, holiday dates have
changed or the planned shutdown at the Hirers site has been postponed, then the associated Unavailability
previously recorded within the system, requires amendment.
In order to change an Agency Workers Unavailability:
 Open an Agency Workers Candidate record and navigate to the ‘Availability’ page.
 Select the Unavailability record to amend.
 Click onto Amend Unavailability.
 Complete the relevant details.
 Click Confirm.
 The amended Unavailability record will appear within the Availability page.
 The Agency Workers AWR clock will be updated.
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AWR Request for Information
Once a Temp or Contractor has been placed and checked in, should the Temp / Contractor request
information covered by the AWR, for instance, the requesting further information on their rate or the
associated benefits, Users will need to log the request within the System.
To log an AWR Related Request:
 Navigate to the Candidates record.
 Click on the AWR page.
 Click onto the Request Received button.
 Complete the relevant details. Please note that a request type field must be filled in. The options
are as follows:
Request Type Definition

Day 1 Facilities information. For instance “do I have access
to Staff Canteen?”
Rate Rate comparator information. For instance “what is
the normal rate of pay at ABC Client for a Data Entry
Clerk”
 Click on Confirm.
 The request will be logged and displayed within the AWR page. Please see below for a screen print:
 To access the request entity, click onto the ID hyperlink.
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Responding to an AWR Information Request
Responding to an AWR Request

Users will need to log responses to all AWR Information Requests from Candidates.
In order to log a response:
 Open the Candidate Record and navigate to the AWR page.
 Select the AWR request to which a response will be sent.
 Click onto Send Response.
 Complete the details.
 Click Confirm.
Please note that Users are also able to use the AWR Requests Dashboard and respond using the envelope
button.
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Adding Organisation and Contact Records
There are 4 types of organisation records that can be held in Adapt:
1. A Head Office
2. A Client
3. An Invoice Point
4. Contacts for Clients or Invoice Points
Why Would I Use a Head Office Record?
If dealing with a large organisation with many different sites, or departments, a Head Office record can be
setup. This record does not contain much information, as it is designed just to act as an umbrella record for
offices and departments, (Clients).
Using Bond International Software as an example, we have offices in the UK, Australia and the USA. As each
of these sites have different Contacts, each record would set them up as a separate Client, but make them
each belong to the same group.
To do this, firstly set up a Head Office to represent the umbrella record for the different Clients, and then
create the Clients from the Head Office so that they are linked:
BIS
Bond UK Bond USA Bond OZ
Client structure and AWR
For AWR purposes it is imperative that the client structure is set out correctly within the system. This is
because the AWR clocks accrue time based on the same role and same hirer (a client).
A “hirer” (Company) must be a legal entity. To this effect Users will need to ensure that the Client record
where the Vacancy is created is linked to a Client record containing a company registration number. If no
company registration number exists, Adapt will keep searching within the hierarchy until a company
registration number is found. If no Company registration number is found then Adapt will use the current
Client record, which may or may not have a Company registration number.
Using the Company structure on the next page, a Vacancy for a Store Manager is created at a Worthing Site
for Washing Machines Direct. Users must ensure that the Washing Machines Direct record contains a
company registration number, if it is to be used as the “Hirer”.
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Electrical
Appliances Ltd
(Head Office)
Washing Machines Televisions

Direct (Division) Direct (Division)
Hove Rye Worthing Liverpool Gwent Perth

Store Store Store Store Store Store
(Site) (Site) (Site) (Site) (Site) (Site)
The following table provides guidance based on the above example:
Scenario Adapt Data Solution

There are no subsidiary companies, just one Users need only create a Company entity and
office. ensure that a company registration number is
entered.
There are many two / three levels within the Users will need to create a Head Office entity
company hierarchy (as per the above example) (with its own company registration number). For
each Division / Subsidiary a record needs to be
created with its own company registration
number
Why Would I Use an Invoice Point?
Often, Invoice Contacts may work off site or away from the main office, and an Invoice Point record allows
Users to specify a different address for invoices to be sent to.
A Client may have multiple invoice points, therefore, a default can be set per client.
Postcode Validation
When creating or editing Client and Contact records, the postcode field has a validation box shown alongside
it. Once a postcode has been entered the user needs to tab off the field to enable it to be identified as a valid
postcode. A red tick will then appear in the box. Every postcode entered is checked against a postcode radius
database (which uses Ordnance Survey postcode data). Once validated, northing and easting values are
stored in the address table allowing the user to perform a postcode radius search against this data from all
searches that contain address fields.
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Add Head Office
Run from Companies Tab, click on Create Head Office.

Created journal entry for User and Head Office
 Click on the Create Head Office link and enter the information into the screen (all red fields are
mandatory). Click confirm to create the new record.
 To add Clients to a head office, go to the Clients page, and click on the ‘Create Client’ option. To add an
existing Client to the Head Office, click on the Link Client option. (Or use the shortcut icons in the
navigation bar.)
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Add Client
Run from Companies Tab, click on Create Client.

Created journal entry for User and Client
 Click on Create Client and enter the information into the screen (all red fields are mandatory)
 Click the Confirm button to create the new Client record:
 Information can be added or changed on this record by using the ‘Edit’ option. Additional Industries
can be added to the Client in the Parent Info & Requirements page.
 To create Contacts, use the ‘Create Contact’ link found within the Activities menu/shortcut icons or
from the ‘Create Contact’ link in the People menu.
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Quick Client
The purpose of this action is to allow Users to quickly enter details for a new Client and 2 new Contacts.
Run from Companies Tab, click on Quick Client.

Created journal entry for User, Client and Contacts
 Click on Quick Client
 Enter the information into the screen (all red fields are mandatory fields)
 Click Confirm to create a new Client record and 1 or 2 new Contact records.
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Create Lead Client
Users can create a “Lead Client”. A lead client is normally created when the client is a potential client so no
confirmed requirements exist.
To create a lead client:
 Click on Create Client

 Ensure Lead Client is ticked
 Complete the details and click confirm.
 A client record will be created with a status of “Lead” and actions can be run against this client.
Add Contact
Run from Companies Record, Summary Page, use the ‘Create

Contact’ link found within the Activities menu/shortcut
icons or the link from the People tab.
Created journal entry for User, Client and Contact
 Click on Create Contact, found within the Activities menu/shortcut icons or the link from the People
tab.
 Enter the information into the screen, as appropriate.
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 Click Confirm to create a new Contact record.
 Use ‘Edit’ to change any information on the Summary page. Additional information can be added to
this record using the other pages. For example, additional Industries can be added to the Contact in
the Leads & Skills and Preferences page.
 In the ‘Contact’ page there is an option to add ‘Carbon Copy (CC)’ email addresses to the contact
record. Once input, the user can chose to copy workflow emails to these addresses to keep the
recipients informed. Example workflows include Send CV, Arrange Interviews, Fill jobs, Invoice.
 If this Contact is the Client’s designated invoice Contact, return to the Client record by closing the
Contact record. In the client record open the Invoice Point page and run the Create Invoice Point
action (see instructions below)
Create Invoice Point
Run from Client Record, Audit & Invoicing page, click on Create Invoice Point
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Created journal entry for User, Client and Contact
Prerequisites Invoice Contact must exist
 Navigate to the Audit & Invoicing page. Click on ‘Create Invoice Point’.
 Enter the information into the screen.
 Click Confirm to create a new invoice point record:
 Create as many Invoice Points as required.
 Select the record to set as the default then click on the ‘Set a Default Invoice Point’ button.
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Organogram
Run from Head Office record and Client Record

Prerequisites Head Office or Client must exist
 Navigate to the Head Office Details page or Client Summary page.
 Click on ‘Organogram’ from the activities menu
 A structure chart (Organogram) will be displayed in graphical format.
 The presentation of the layout and hierarchy can be changed according to preference and the chart
printed.
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Company Records: Storing Facilities and Comparator Information
The AWR directive states that the Agency Worker will have “same access to the certain facilities provided by
the hirer”. To comply with this element of the directive a new Document Category called “AWR” has been
created within the Company Document Library.
Users will need to store any standard facilities and also Basic Terms and Conditions within the appropriate
section of the Document Library.
Please see below for a screen print.
Client rates
To remain compliant with the AWR, Agencies will need to ensure that once the 12-week qualifying period
has been met, an agency workers basic pay and conditions are the same as a directly employed member of
staff.
Enhanced functionality has been introduced so Adapt can:
1. Store Pre- and Post- qualifying rates against a client, vacancy and assignment
2. Apply the new rates once the qualifying period has been achieved
3. When timesheets are entered in Adapt, ensure that the rates are correctly applied even where this
occurs mid pay period.
Users will need to ensure that any Client specific rates are updated. Any new rates which come into effect
after the AWR qualifying period must be recorded. Ideally, this information will need to be recorded before
a Vacancy is created.
When creating Rates, complete both the Pre AWR and Post AWR Rates. Please note that the Pre-AWR Rate
will apply for the first 12 weeks whilst the Agency Worker is not AWR qualified. If the number of working
weeks on the AWR clock is greater than 12 weeks, then the Post AWR Rate will apply.
Note: Temp Regular rates are recorded on the ‘Financial Information’ page of the Client record. Temp Shift
rates are recorded using Rate Matrices and Frameworks. Please refer to the AdaptUX2.1 Guide to Temp Shift
re-design document for detail on how to create Temp Shift rates.
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Rate Changes
Users will need to ensure Pay and Charge rates are regularly checked and if required, updated within the
System, for AWR compliance.
Updating an existing Temp Regular rate from a Client Record

In order to Update an Existing Rate (either pre or post AWR qualification):
 Open the relevant Client record.

 Click onto the ‘Financial Information’ page.
 Existing client specific rates are shown within the Rate table:
 In order to access an existing Rate, click onto the ID hyperlink.
 The Rate entity will be displayed. Click onto the Update Client Rate action in the Activities menu.
 Update the relevant rates, please note that the Pre AWR heading is for any rate changes that apply
before an Agency Worker becomes AWR qualified.
 Click Confirm.
 The Rate will be updated and saved. Click Close to return to the Client record.
Creating a New Rate

In order to create a New Rate (either before or after AWR qualification):
 Open the Client record.
 Click onto the ‘Financial Information’ page.
 Click onto the ‘Add Client Rate’ button.
 Complete the Pre AWR and Post AWR Rates. Please note that the Pre-AWR Rate will apply for the
first 12 weeks whilst the Agency Worker is not AWR qualified. If the number of working weeks on
the AWR clock is greater than 12 weeks, then the Post AWR Rate will apply. Click Confirm.
Please refer to the AdaptUX2.1 Guide to Temp Shift re-design document for detail on how to create Temp
Shift rates.
Rate Changes within the AWR Qualification Period
The Post AWR rate change is only applied once the Agency Worker has completed more than 12 weeks in the
same role with the same hirer.
As a further example, an Agency Worker is working from Monday to Friday for 16 weeks from the 2 January
2013. A post AWR Rate change is logged in the system on the 1 February. The post AWR Rate will be applied
only when the on the 26 March 2012, as this is the earliest date of AWR Qualification.
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Viewing Journal, Tasks & Document Library Entries
Tasks, Journal & Document Library can be accessed from icons at the top of the pages menu on each record:
Tasks
Calendar
Journal
Document Library
Journal
The Journal is an audit trail of all workflow which have been run by Users.
The Journal is a record of all workflow which has been run by a user. Each Candidate, Company, Client, Job
and User has their own Journal. Workflow examples are Log a Phone Call, Interview, and Place.
The most recent updates will appear at the top of the screen, meaning the older processes will be displayed
at the bottom (in date/time order). Each entry displays the following information:
Actions Displays the type of action that has been run, it also displays any hyperlinks to corresponding
records.
Notes Displays any Journal notes that were added to the action by the user.
Documents Displays any email or letter correspondence sent out when confirming that particular action.
Date time Displays when the action was run. Selecting the hyperlink displays full details of the workflow.
User Displays the user’s name that confirmed / ran the action
Located on the right-hand side of the Journal is the icon for Settings . When clicking on this the
following screen will appear:
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View Detail Allows the Journal to be filtered in up to four different views:
All / Simple / Journal Notes / Documents.
Expand Notes If selected expands the notes entered by users to be visible.
Records Per Page Allows the user to view up to 15 actions on one screen.
Sort By Column Allows the user to sort through the Journal by selecting the column.
Sort Order The user to display the Journal in an ascending or a descending order.
Show in Groups If groups have been created within Adapt the user can display the Journal for a
whole group.
Default Filter Enables the user to choose a saved filter as the default setting.
Show Journal For Me or choose another User’s Journal.
NB – Whenever one of the above filter options is changed, click on ‘Save’.
Filters
Located on the right-hand side next to Settings is the Filters icon . When clicking on the link the
following screen will appear:
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Using filters can prevent the User from having to scroll through pages of entries.
Date Filters the Journal so that the user can see all actions that have been
processed between a specific date range.
Workflow Name Filters the Journal by the Workflow i.e. actions.
Groups / Users Filters the Journal so Users can view all entries made by a specific User or
Group.
Notes Searches words typed within the Journal notes
NB - Whenever one of the above filter options is selected click on Apply to view and Clear to take the filter
off.
If filters are applied, the icon will appear in orange:
There is a menu button for Journal views.

When a filter is applied, it can be saved as a ‘view’ by using ‘Save Current View’ from the drop down:
The User will be prompted to give the view a name.
This will then show under ‘My Views’. Views can be edited or deleted by
using the pencil or cross.
To use views created by other users select shared view. Use ‘Show All’ to go
back to showing all journal filters.
Adding Journal notes to existing entries within the Journal
Users can add a note to an existing Journal entry. This is particularly useful to add in any additional notes, if
for instance a particular update has occurred.
To add the notes
 Ensure the required Journal is open.
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 Click on the plus sign on the right-hand side of the Journal entry
 Enter any notes and click OK.
Tasks
Tasks are list of the Users things to do / action. It contains follow-up reminders such as Call Backs, Check-Ins
and Interview/CV Feedback. Reminders are populated by running the appropriate recruitment Workflow.
In order to access the Task area, click on the Tasks link from the My Adapt tab or use the Task icon on the
menu navigation bar:
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Tasks can be sorted by various criteria. Use sort :
There is no paging so if a user wants to see more tasks use ‘Load more items’.
There is now an ‘Activities’ menu which allows the user to select various actions such as ‘delete’ for the task.
Ticking the task box will enable the ‘Activities’ button. A refresh button is also available.
To change a task’s options, highlight the task (by clicking on the line) and click on ‘Show advanced options’.
Always use ‘save’ before exiting.
Adding a New Task

To add a task, just type in the blank field and click on ‘Add’. To create more task options such as reminder or
due date, use ‘Show advanced options’.
Fill in the details including Due Date and Notes.
‘Regarding’ will update if the task has been generated by running other actions (e.g. a candidate has been
short-listed and placed into a position). It will display the route which was taken to create this task – clicking
on each individual Segment will create a hyperlink.
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‘Assigned to’ gives Users the ability to add other users to the task.
Click on OK to save the task to the list.
NB - Users can change details on the progress of the task and update its status. Users can also set an alarm
call to be reminded at a particular time and date.
Users can vary the information displayed for the tasks by using Task Settings :
Select the required number of records, notes, links and columns and click on save.
Located on the right-hand side next to Settings is the Filters option :
Using filters can prevent the User from having to scroll through pages of entries.
Due Date Filters the Tasks within a date range.

Status Filters by Task Status e.g. All, Not Started
Subject Contains Search for a specific word
Category Searches for a specific category of task
NB - Whenever one of the above filter options is selected click on ‘Apply & Save’ to view and ‘Clear’ to take
the filter off.
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Document Library
The Document Library, is used for storing all the documents that relate to a particular record; such as
Candidate CVs, Company locations, Client letters and Job Descriptions, etc.
The Document Library will differ depending on the record type i.e. Candidate, Contact etc. A list of
Categories will be displayed within the tree view. Here are some of the Document Categories:
Application Forms Allows Users to view and acquire Application forms.

CV Allows Users to view and acquire Original and system-generated CVs.
Correspondence Allows Users to view and acquire Letters and Emails.
Acquiring a document using the Acquire Wizard

 Open the Document Library
 Click onto Add Document.

 Select the folder within the Document Library to which the Document is to be uploaded.
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 Click Forward to Step 2.
 The Step 2 Screen is displayed. Users will need to locate their document within this screen. To
locate the document click Browse.
 A File Browser is displayed, allowing Users to navigate to the file. Once located, click onto the file
name then click Open.
 Please add in the description of the document and then click Upload Documents.
 If there is more than 1 of the same document type, users can make one a default by selecting the
default box.
 Users will receive a confirmation message advising that the upload was successful.
 Should users wish to change any of the settings (document location or file type) click onto Go back
and make a change.
 Should users wish to stop the acquiring of the document, click Cancel.
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Adding Jobs
Run from Contact Record > New Temp Job or New Perm Job or
New Contract Job
Created journal entry for User, Client, Contact and Job
Selecting the appropriate type of Job

Users will need to select the appropriate type of Job to create. In order to assist the three types of Job are
defined below.
Temporary Regular Use this option if creating a job for a fixed length of time at an agreed rate
per hour. The Temporary will be paid directly by the Agency. The Agency
will be responsible for monitoring AWR compliance and holiday. The
Temporary will be responsible for submitting weekly Timesheets. The Job
can be closed or extended at any time.
Temporary Shift Use this option if creating a Job which has defined shift patterns. For
instance week 1, working Monday, Tuesday, Wednesday 08:00 to 14:00,
week 2 working 09:00 to 15:00. The Temporary will be paid directly by the
Agency. If they are PAYE, the Agency will be responsible for monitoring
AWR compliance and holiday. The Temporary will be responsible for
submitting weekly Timesheets. The Job can be closed or extended at any
time.
Contract Use this option if the Job is for a fixed length of time. The Contractor could
work through their own limited company. The Contractor would submit
weekly, monthly or ad-hoc timesheets. The Agency will be responsible for
monitoring AWR compliance. The Job can be closed or extended at any
time.
Permanent Use this option if the Candidate is going to work directly for the company on
a Permanent basis. The Candidate will be paid directly by the Client.
Adding a New Permanent Job
 Within a ‘Contact’ record, use the action from the Activities menu for ‘New Perm Job’.
Note: To access a Job, click onto the Job hyperlink within the Open Jobs section.
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 Enter the information into the screen:
 Click Confirm to create a New Permanent Job record.
Create Temporary Regular Job
 Within a ‘Contact’ record, use the action from the Activities menu for ‘New Temp Job’. Choose the
‘Temp Regular Job’ button.
 Enter the information into the screen, (all fields outlined in red are mandatory).
For AWR purposes a role is identified by the key skills, duties and responsibilities of the role, rather
than a job title or who the role reports to. For that reason Adapt now uses Primary Job Category
code group to determine the role.
 Vacancies include a primary job category which will be populated by the job category selected during
the “Create New Temp Regular Job” workflow.
 Existing vacancies will use the first job category in the existing list.
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 Users are able “back date” Temporary Jobs (regular or shift) by entering a start date earlier than
today’s date. Please note that the start date of the job when creating the Vacancy is a nominal date,
as it does not impact the date the Temp started working, as this is defined by the check in workflow.
 Placements have also been enhanced to include a job category. When a placement is made the
primary category from the vacancy will be used as a default, but there will be an option to change
the job category of the placement, both as the placement is made and at a later date.
The “Create New Temporary Regular Job” workflow has been amended to incorporate the following
fields:
Primary Job Category The Job Category associated with the Role. This is now
mandatory.
Day 1 Entitlement Information This field is used to determine where the Day 1 Entitlement
Information is stored within the Adapt Document Library.
Options include Employer Record, Job Record or not at all.
AWR Comparator Information This field is used to determine where the Post AWR Rate
 Click Confirm to create a New Temporary Job (regular) record. Should the Vacancy duration be
longer than 12 weeks, the User is notified via a Pop up Message that the Vacancy is subject to AWR.
This message is for information only and Users should click OK upon the message.
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Please see example below:
Once OK has been clicked the Vacancy record is created. To access the Vacancy, click onto the Vacancy
hyperlink within the Open Jobs section.
Create New Temporary Shift Job

 Within a ‘Contact’ record, use the action from the Activities menu for ‘New Temp Job’. Choose the
‘Temp Shift Job’ button.
 Enter the information into the screen, (all fields outlined in red are mandatory).
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Please refer to the AdaptUX2.1 Guide to Temp Shift re-design document for detail on how to create Temp
Shift jobs, Rate Time Definitions and Frameworks.
 Click Confirm to create a New Temporary Shift job record. Should the Vacancy duration be
longer than 12 weeks, the User is notified via a Pop up Message that the Vacancy is subject to
AWR. This message is for information only and Users should click OK upon the message. For
more information on how to create shifts please see the Creating Shifts section on page 129.
Please see example below:
Once OK has been clicked the Vacancy record is created. To access the Vacancy, click onto the Vacancy
hyperlink within the Open Jobs section:
Create New Contract Job

Within a ‘Contact’ record, use the action from the Activities menu for ‘New Contract Job’.
For AWR purposes a role is identified by the key skills, duties and responsibilities of the role, rather than a
job title or who the role reports to. For that reason Adapt now uses Primary Job Category code group to
determine the role.
Vacancies include a primary job category which will be populated by the job category selected during the
“Create Contract Vacancy” workflow.
Existing vacancies will use the first job category in the existing list.
Users are able “back date” Contract Vacancies by entering a start date earlier than today’s date. The start
date of the job when creating the Vacancy is a nominal date, as it does not impact the date the Contractor
started working, as this is defined by the check in workflow.
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Placements have also been enhanced to include a job category. When a placement is made the primary
category from the vacancy will be used, as a default, but there will be an option to change the job category
of the placement, both as the placement is made and at a later date.
Users can select the Pay Type (frequency) whether the amounts entered for Pre and Post AWR pay and
charge rates apply to an hourly, daily or monthly rate.
Users can also enter the normal number of days per week worked.
The ‘New Contract Job’ workflow includes the following fields:
Primary Job Category The Job Category associated with the Role. This is now
mandatory.
Day 1 Entitlement Information This field is used to determine where the Day 1 Entitlement
AWR Comparator Information This field is used to determine where the Post AWR Rate
 Enter the information into the screen (all fields outlined in red are mandatory).
 Click Confirm to create a New Contract Job record: Should the Vacancy duration be longer than 12
weeks, the following information message will appear:
 Click OK and the Contract Vacancy will be created.
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Sending out Email and Letter Documentation
There are lots of actions throughout Adapt that will offer the option to send out documentation. The default
options are by Email or Post and No Docs.
As an example, the Acknowledge CV workflow has been used.
Within the above screenshot the “Send Docs By” field is visible. It is the “Send Docs By” field which
determines what type of documentation is produced when running the workflow.
Sending Emails
In order to send an email, select the email option, click on OK.
The following screen will appear. (If an email address has been provided onto the Candidate’s record this
will automatically be populated into this screen in the Email field. If no email address shows then enter the
address).
A Follow-up Date can be entered if required, then click on Confirm.

The User is able to add a document to the email. To add a document:
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 Click on the Acquire icon . This will allow the User to browse their PC for the Document, (similar
to the paperclip in Outlook).
 Click on OK.
Adapt will automatically create the email through Outlook. This will then show up on screen for the User to
review. As well as the email showing the following pop up will appear, (shown below). Do Not ‘Cancel’ this
pop up. The purpose of this is so the email is ultimately tagged back into the Journal.
To minimise this message, simply click away.
As this is a normal email, Users are free to make any updates. Then send in the usual way.
Sending Letters
Now we will use the Get in Touch workflow as an example:
To send out a letter, select the Post option in the Send Docs By field. Once the action is completed click on
Confirm. The following window will be displayed:
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The next step is to display the document in order to print it out. To display the document, click on the Word
document shown on the screenshot above. Users are free to amend the document and then print it off.
Once the document is printed, click Confirm the above screen. This will save the document into the Journal.
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Permanent Workflow
The following section will guide Users through the workflow which reflects the recruitment processes
starting from an Unfilled Permanent Job through Longlisting, Shortlisting and Interviews to a Filled
Permanent Job.
Open an Unfilled Permanent Job record. ‘Edit’ can change details on the Summary page and workflows can
be run from any of the links.
Longlist Candidates
Users can create a longlist of Perm Candidates before shortlisting them. There is a Longlist workflow within
the ‘Activities’ menu. Candidates can be added individually to the longlist against a job, or from within a set
of saved search results using a batch function.
From the ‘Longlist’ page, select ‘Add’ to add a Candidate manually.
The user can add or update notes against each longlisted candidate, remove longlisted candidates from the
list and also shortlist selected candidates.
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Shortlist Candidates
To start the permanent workflow, Candidates need to be shortlisted for the Job.
Run from Job Record – Shortlist & CVs Page.

Creates documents (email / letter) Has option to send out email/letter confirming the
candidates have been shortlisted.
Email Template: Shortlist Candidate Email
Letter Template: Shortlist Candidate.
Created journal entry for: Job and Candidate Records.
Updates At a Glance page
Select the Shortlist & CVs page from the pages menu.
To shortlist the candidates, click on the action Add located on the right hand of the Candidate Shortlist box.
This will then bring up a separate window.
Enter the name of the candidate in the Candidate field. Alternatively, click on the icon to display the
Quickfind window, allowing the User find the Candidate. Click on Confirm and the Job record will be
displayed.
The Candidate will be shortlisted and will appear on the Shortlist page. Repeat this process to shortlist
additional candidates.
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There is a useful feature on the Shortlist & CVS page called Show on Google Maps which launches Google
Maps and plot locations by showing a pin for the Job (in red) and multiple pins (in blue) for all the Shortlisted
Candidates.
This also appears on the Candidate activity page of a Candidate record. Here it uses pins to show which
candidates are closest to the job being recruited for, and how many jobs are local to specific candidates.
Sending CVs
Run from Job Record – Shortlist & CVs Page.
Prerequisites Must have Candidates Shortlisted first.
Creates documents (email / letter) Has option to send out the CVs in an email or as a
letter.
Email Template – Send CV Email
Letter Template –CVs Send
Created journal entry for: Candidate, Job, Contact and Company Records.
Creates tasks for: If Users have selected to set a follow up reminder
on the Send CV action this will set the reminder in
the Task list.
The next step is to send the Candidates CV(s) to the Contact.

To complete the workflow:
 Tick the box to the left of the Candidate’s name that. A maximum of 10 Candidates can be selected
at once.
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 Click on the action Send CV located on the right hand of the Candidate Shortlist box. A separate
window will open.
 The screen will display all the Candidates that have been selected.
 The Contact name will be guessed across from the Vacancy record and is displayed in the Contact /
Booked By field.
 Select the method by which to send the CVs (Email or Post).
 Select the version of the CV to send, for each Candidate. Please see below the screen for the CV
types available:
 Make any notes as appropriate in the Journal Notes section.

 A reminder prompt can be created by placing a tick in the box for Create CV Follow-up task? Enter
the date required for the reminder. A reminder will be put into the Users diary.
 Terms of Business can also be sent to the contact at this stage. In order to run this workflow, place a
tick in the box for Send Terms of Business?
 Once the fields have been completed click Confirm. Once the documentation (email or letter) has
been displayed the User will be taken back into the Job Record.
 The Candidates have now moved onto the next stage (CV Sent) within the Shortlist & CVs page.
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Arranging Interviews
Run from Job Record – Shortlist & CVs Page

Prerequisites Must have Candidates Shortlisted first.
Creates documents (email / letter) Has option to send out confirmation of the Interview
by letter or by email. The action will generate
confirmation to both the Candidate and Contact.
Contact Email Template: Interview Confirmation
Contact Email
Contact Letter Template: Interview Confirmation
Contact
Candidate Email Template: Interview Confirmation
Candidate Email.
Candidate Letter Template: Interview Confirmation
Candidate.
Created Journal entry for: Candidate, Job, Contact and Company Records.
Creates Task and Calendar entry for: Will put a Task in the Users Task list to show the
Candidates Interview and an entry in the Users
Calendar showing the Interview stage.
Updates Reports Will update the Interview Analysis report
The next step will be to arrange Interviews for Candidates.
 Select the Candidates to send for Interview by placing a tick in the box to the left of the Candidate’s
name. A maximum of 10 Candidates can be arranged at any time.
 Once Candidates have been selected, click on the Interview button located on the right hand. This
will then display a separate window.
 If arranging a 2nd, 3rd interview etc. ensure that the Interview Type is changed to the correct option.
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 At this stage, a different contact can be selected (if for instance the Interviewer is not the main
contact linked to the Vacancy). To change the contact name, simply select a new Contact in the
Contact/Booked By field.
 To automatically create a job specification when arranging or amending interviews, tick the box
‘Send Job Spec to Candidate’.
 Add any relevant notes in the Interview Notes section, if applicable. The notes will then be added
into the documents sent to both the Candidate and Contact.
 The Interviewee names will be displayed, the User will need to enter the Interview Date, Start Time
and End Time for the Interview for each Candidate. NB the End Time will automatically calculate an
hour from the Start Time.
 It is possible to select Client address, Contact address, Job address and ‘other’ address for ‘Interview
to be held at’, enabling the user to specify the address for the interview.
 Select the method of how the Interview Confirmation documentation will be sent, within the ‘Send
Docs By’ field.
 Click Confirm. Once the documentation has been produced & sent, the Job record will be displayed.
The Candidates have now moved onto the Interviews & Placements page.
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Amend Interview
The Amend Interview workflow allows Users to change the date / time of an existing Interview.
Run from Job Record – Interviews & Placements Page

Prerequisites Must have an Interview arranged first
Creates documents (email / letter) Has option to send out confirmation of the
amended Interview by letter or by email. The
action will generate a confirmation to both the
Candidate and Contact
Contact Email Template: Amend Interview

Contact Email
Contact Letter Template: Amend Interview
Contact
Candidate Email Template: Amend Interview
Candidate Email.
Candidate Letter Template: Amend Interview
Candidate.
Created Journal entry for: Candidate, Shortlist and Interview Record

To amend an Interview:
 Click on the tick box to the left of the Candidate’s name. Select one Candidate at a time.
 Click on the action Amend Interview located on the right hand side on the Interview box. This will
then display a separate window (shown above).
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 Select a New Interview Type e.g. from First to Second Interview. Please note that there is an option
for Cancelled Interview.
 Input the New Interview Date, New Start Time and New End Time for the Interview.
 Choose the method of sending the documentation within the Send Docs By field. If the Contact /
Candidate are being notified by telephone, select the “No Docs” option.
 Click on Confirm. Once the documentation has been sent, The User is taken back into the Job Record
where the updated information can be seen.
Interview attended
Users can record the fact that the Candidate has attended an Interview.
 Navigate to the Interviews & Placements page.
 Select the Candidate and click on the Interview attended button on the right hand side of the page.
 The system will record the fact that the Candidate attended the Interview. A “Yes” will be recorded
in the ‘Attd’ column.
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Interview Feedback
Run from Job Record – Interviews & Placements page
Prerequisites Must have an Interview arranged first
Created Journal entry for: Candidate, Job, Contact and Company Records.
Updates Reports Will update the Interview Analysis report
 To log Interview Feedback, the User can choose to log Client Feedback or Candidate Feedback.
 Select the Candidate and click on either the Client Feedback or Candidate Feedback button on the
right hand side of the Interview box. A separate window will display (shown above).
 To complete the action simply enter the Feedback or copy and paste the information into the Journal
Feedback Notes box.
 Click Confirm
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Reject Candidate
The next workflow step would be to reject the unsuccessful Candidate(s).
Prerequisites Candidate must be at either Shortlist, CV Sent

or Interview stage.
Creates Documents (email / letter) Has option to send out confirmation of the
Rejection.
Candidate Email Template: Reject Candidate

From Job Email
Candidate Letter Template: Reject Candidate
From Job
Contact Email Template: Rejected By Client
Email
Contact Letter Template: Rejected By Client
OR
Contact Email Template: Rejected By
Candidate Email
Contact Letter Template: Rejected By
Candidate
Created Journal entry for: Candidate, Job, Contact and Company

Records.
To reject a Candidate:
 Click on the tick box to the left of the candidate’s name. Only one Candidate can be rejected at a
time.
 Click onto the Reject button located on the right hand side of the Interview box. A separate window
will display.
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 Select a Reject Reason.
 Choose how the documentation is to be produced within the Send Docs By field. There is a No Docs
option if notifying the Candidate/Contact by phone.
 Choose the Rejected By option whether the Client has rejected the Candidate or the Candidate
doesn’t wish to go any further with the position.
 Make any relevant notes in the Journal Notes section.
 Click on Confirm. Once the documentation has been completed the User will be taken back to the
Job Record where the rejected Candidate will disappear from the Interview screen.
 The rejected Candidate will then be moved to the At a Glance page.
Offer
Prerequisites Must have arranged the interview for the candidate
Creates documents (email / Has option to send out confirmation of the offer. The
letter) confirmation will be sent to both the candidate and the
contact.
Contact Email Template: Make An Offer Contact Email

Contact Letter Template: Make An Offer Contact
Candidate Email Template: Make An Offer Candidate Email
Candidate Letter Template: Make An Offer Candidate
Created journal entry for: Candidate, Job and Contact Records
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Updates KPI’s Under Recruitment Activity will update the Offers Made
section
Updates Reports Will update the Activity Analysis report
The next step will be to offer the remaining Candidate the position.
 Click on the tick box to the left of the Candidate’s name.
 Click on the Offer button located on the right hand side of the Interviews box. A separate window
will display.
 Enter the Salary/Rate of the offer for each Candidate which has been selected.
 Select how the documentation is to be sent with the Send Docs By option. Choose the No Docs
option if the Candidate / Contact is notified by phone.
 Make notes using the Journal Notes section.
 Click on Confirm. Once the documentation has been completed the Job Record will be displayed,
and the Status of the Candidate will have automatically updated to Under Offer.
Accept/Reject Offer

Prerequisites Must have made an offer to the Candidate
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Created Journal entry for: Candidate and Job records
The next step is to log whether the Candidate has Accepted or Rejected the Offer.
 Click on the button ‘Acc/Rej Offer’ located on the right-hand side of the Interviews box and a
separate window will display (shown above).
 Choose whether the Candidate has Accepted or Rejected the Offer by selecting the appropriate
option in the Status field. Users have the option of selecting ‘thinking about it’ in case there is not a
definitive response.
 Input any notes in the Journal Notes section.
 Click on Confirm. The job record screen will be displayed whereby the Status of the Candidate will
have automatically updated.
NB. If a Candidate has rejected the offer but at a later stage change their mind, then Re-Offer the job in the
same way.
Placement
The last action in the Workflow will be to place the successful Candidate into the Job.
Run from Job Record – Interviews & Placements page
Prerequisites Candidate must be at either shortlist, CV sent or Interview stage.
Creates documents Has option to send out confirmation of the Placement. This will
(email / letter) be sent to both the Candidate and the Contact.
Contact Email Template: Fill Perm Contact

Contact Letter Template: Fill Perm Job Contact
Candidate Email Template: Fill Perm Candidate
Candidate Letter Template: Fill Perm Job Candidate
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Created Journal entry for: Candidate, Contact, Job and Company records.
Creates Tasks for: Perm check in action located on the Users task list

Updates Reports Will update reports:
Perm Pipeline
Activity Analysis
Activity & Financial Analysis
To run the Placement workflow:
 Click on the ‘Place’ button located on the right hand side of the Interviews box, a separate window
will display (shown above).
 The Start Date will have automatically come across. The Start Date can be amended, if required.
 Update the Salary and the Fee %, if required. The fee amount will automatically calculate.
 Select the method of how the documentation will be produced within the Send Docs By field. The
option of No Docs should be selected if contacting the Candidate/contact by phone.
 If the Placement has been split with another Consultant, Users have the option to include the details.
First choose the other Consultant and then input the percentage of the split.
 Users have the option to update any notes in the Journal Notes section.
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Once the documentation has been sent out this will then take the User back into the Job Record where the
Candidate will have moved to the Placement section.
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Temporary Regular Booking Workflow
The following section details how to run the Temporary booking workflow. For details on how to run the
following workflow, please refer to the permanent workflow.
 Shortlist
 Send CV’s
 Arranging and amending interviews
 Attending interviews
 Offers – accept and reject
Filling the Job
The last action in the Workflow will be to book the successful Candidate into the Job.
Run from Job Record – Candidate Activity page
Prerequisites Candidate must be at either Shortlist, CV sent or

Interview stage.
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Creates Documents (email / letter) Has option to send out Confirmation of the booking.
This will be sent to both the Candidate and the
Contact.
Contact Email Template: Temp Regular Confirmation

Contact Email
Contact Letter Template: Temp Regular Confirmation
Contact
Candidate Email Template: Temp Regular
Confirmation Candidate Email
Candidate Letter Template: Temp Regular
Confirmation Candidate Email
Created Journal entry for: Candidate, Contact, Job and Client records.
Creates Tasks for: Temp check in action located on the Users own task
list
Updates KPI’s Under Recruitment Activity will update the
Placements section
Updates Workers studio Will update the Candidate in the Workers studio
Updates Reports Will update reports:
Temp Pipeline
Activity Analysis
Working Temps
 Click on the tick box to the left of the Candidate’s name. Only one Candidate can be selected
however, if, for example the Number Required field displays “5” this workflow can be repeated until
the Job is filled.
 Click on the ‘Book’ button located on the right hand side of the screen and a separate window will
display, (shown on the next page).
 If a different Contact needs to be selected, do this by selecting a new Contact in the Contact/Booked
By field.
 Select how to send out the documentation with the Send Docs By option. Select the option of No
Docs if advising the Candidate/Contact by phone.
 The Start Date, End Date, Start Time, and End Time will have automatically come across from when
the was created.
 Enter in the hours in the Paid Hours field. Select whether the booking is to Include Weekends.
Please see below for an explanation of the AWR related fields:
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Field Definition Impact
AWR Exempt Is the Worker exempt from AWR for The AWR Clock does not start within the
the duration of this booking? system for this particular booking if exempt
Reason for A reason why the Worker is exempt
exemption from AWR.
Hiring Entity The Company record that the Job is An Agency worker can qualify for AWR rights
associated with. The Hirer will have its after 12 weeks in the same role for the same
own legal entity which usually has a hirer.
Company Registration number and
which books Agency Workers through
a TWA.
Primary Job The Job Category associated with the An Agency worker can qualify for AWR rights
Category Role. after 12 weeks in the same role for the same
hirer.
Has worked for Has the Temp who is being booked Users will need to ensure that the correct
same client into the Job worked for the same client information is entered as this impacts on the
within the last 6 weeks? AWR clock
Accumulating The number of weeks the Temp has The AWR clock does not start from 0 but from
Qualifying Weeks worked at the client. the number of qualifying weeks entered if the
Verified field has been set to Yes.
Verified Has the information for the “Has The accumulated Qualifying weeks will only
worked for same client” and be included in the clock calculations if the
“Accumulating Qualifying Weeks” been Verified field has been set to Yes.
verified from the Client?
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 If the booking has been Split with another Consultant, enter the Split details on this screen. Select
the other Consultant and input the percentage of the Split.
 If the Pre and Post AWR pay or charge rates have changed since the Vacancy was registered, please
update them on the right-hand side of the screen.
 Add in any relevant noted into the Journal Notes section.
 Once the documentation has been sent, the Job Record will be displayed. The Candidate will have
moved to the Assignments page.
 A message will be displayed if the Booking duration plus Accumulated Qualifying weeks is greater
than 12 weeks (for AWR qualification).
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Temporary Shift booking workflow
The following section details how to run the Temporary shift booking workflow. For details on how to run
the following workflow, please refer to the Permanent workflow section.
 Shortlist
 Send CV’s
 Arranging and amending interviews
 Attending interviews
 Offers – accept and reject
Open up the Job record.
Creating Shifts
During the Creating Shifts workflow, Users will need to select between adding Shift Ranges and Shift
Patterns. Both of these options can be found in the Activities menu or from shortcut icons on the navigation
tool bar.
Run from Job Record – any page
Prerequisites Job must be created
Created Journal entry for: Job record
To run the workflow:
 Select either Add Shift Range or Add Shift Pattern workflow. Please see the next page for an
explanation of each option.
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Shift Ranges
A Shift Range is used to enter blocks of days working, with the options of including or excluding weekends.
Add Shift Range

Selecting this option allows the User to create a new Shift Range.
Note: For details on Temp Shift jobs, associated Rates and ‘Shift Type’, please refer to the AdaptUX2.1 Guide
to Temp Shift re-design document.
Shift Patterns
Shift Patterns are used if there is a definitive pattern for days that the Temp will work. For example 4 days
working, 4 days off. The pattern is built by inputting dates into this page.
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Example: A Temp is required from 28 June 2013:
Inc Days: the first day of the pattern is entered in the Day 1 row. Therefore Inc Days represents how long it
will be until that stage of the Pattern is repeated.
Recur: the requirement for this Booking was 4 weeks, (the Pattern was repeated 4 times).
Once the Shift requirements have been added, enter any notes in the Journal Notes section.
Click on Confirm. The Job record will be displayed. The Shifts will appear in the Unfilled Shifts and Shift
Allocation sections of the ‘Shift Info’ page.
Note: For details on Temp Shift jobs, associated Rates and ‘Shift Type’, please refer to the AdaptUX2.1 Guide
to Temp Shift re-design document.
Unfilled Shift Details

As the shifts are currently unfilled the Unfilled Shift Details screen offers the following options:
 Amend
 Delete
 Fill (Shifts)
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Amend
Select a Shift by placing a tick next to the Shift to Amend. Click the Amend button.
 Users can change the Dates, Shift Type and Start and End Times. Click Confirm.
Delete
To delete Shifts, select the Shift to Delete by placing a tick next to it.
Click on Delete button. The workflow will open in a separate window.
 Check the details and click Confirm. The shift will be permanently deleted.
Filling Shifts
The last action in the Workflow is to allocate the Shifts to the Candidate. Users have the option to assign a
Candidate into multiple Shifts.
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Allocating Shifts
Run from Job Record – Shift Info page

Prerequisites Candidate must be at either Shortlist, CV Sent
or Interview stage.
Creates Documents (email / letter) Has option to send out Confirmation of the
Shift Booking. This will be sent to both the
Candidate and the Contact.
Contact Email Template: Temporary Shift

Booking Contact
Contact Letter Template: Temporary Shift
Booking Contact Document
Candidate Email Template: Temporary Shift
Booking Candidate
Candidate Letter Template: Temporary Shift
Booking Candidate Document
Created Journal entry for: Candidate, Contact, Job and Client records.
Updates Reports Will update Reports:
Working Temps
Temp Pipeline
Activity Analysis

 Select the Candidate. Please note only one Candidate at a time can be selected. If, for example,
there are a number Candidates to fill into multiple Shifts, the Shift Fill can be repeated until all the
Shifts have been filled.
 Once selected, click on the tick box next to each Shift which the Candidates will be booked into.
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 Click on the ‘Fill’ button and a separate window will display:
 This screen will confirm the amount of Shifts that are being booked.
 Please see the AWR section for an explanation of the AWR Related fields.
 A message will be displayed if the Assignment duration plus Accumulated Qualifying weeks is greater
than 12 weeks.
 Select the method of sending out the Documentation with the Send Docs By option. Users have the
option of selecting “No Docs” if the Candidate/Contact is being notified by phone.
 Enter any notes in the Journal Notes section, if required.
 Click on Confirm. If the Candidate is not available, a warning message will be displayed. Once the
Documentation has been sent out the Job Record will be displayed.
To view the Shifts which have been Filled look at the ‘Filled Shifts’ section.
Note: For details on applicable Rates, please refer to the AdaptUX2.1 Guide to Temp Shift re-design
document.
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Contract Workflow
In order to start the workflow, open the Job record. The next stage in the workflow is to Shortlist Candidates
for the Job.
Shortlist Candidates
The next stage is to shortlist the Candidate.
Run from Job Record – Shortlist & CVs page

Creates Documents (email / letter) Has option to send out an Email/Letter confirming the
Candidates have been Shortlisted.
Email Template: Shortlist Candidate Email

Letter Template: Shortlist Candidate
Creates Journal entry for: Job and Candidate Records
To Shortlist a Candidate, select the Shortlist & CVs page
 Click on Add, located on the right-hand side of the screen. A separate window will open.
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 Type in the name of the Candidate in the first field. Alternatively, click on the magnifying glass icon
which will display the Quickfind window in order to locate the Candidate.
 Add any Journal notes, if required.
 Click Confirm. Users can run the same process to Shortlist additional Candidates.
Other Contract Job related workflow
For details on the following workflow, please refer to the permanent workflow section:
Arrange interviews
Amend interviews
Attended interviews
Reject
Offer
Filling the Assignment
The last action in the Workflow is to book the successful Candidate into the Contract Job.
Run from Job Record – Shortlist & CVs page or Interviews & Assignments page
Pre-requisites Candidate must be Shortlisted as a minimum.
Creates Documents Has option to send out Confirmation of the booking. This will be sent to
(email / letter) both the Candidate and the Contact.
Contact Email Template: Fill Contract Contact Email

Contact Letter Template: Fill Contract Contact
Candidate Email Template: Fill Contract Candidate Email
Candidate Letter Template: Fill Contract Candidate
Creates Journal entry Candidate, Contact, Job and Company records.
for:
Creates Tasks for: Check-In Task created for the Start Date of the Contract.
Updates Workers studio The Candidate will now show in the Workers studio
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Updates At a Glance N/A
page
Updates Reports Will update Reports:
Contract Pipeline
Activity Analysis
Working Contractors
To run the Fill Contract Job workflow:
 Select the Candidate by placing a tick in the box to the left of their name.
 Click the Fill button on the right-hand side of the page.
 A separate window will open, (shown above). The Start Date and End Date will automatically be
populated with the Dates entered when the Job record was created. It is important to check and
amend these dates, if required.
 Enter the Standard Hours.
 Ensure the Pay Period is correct e.g. Daily, Weekly as this will ensure that the margin calculations are
correct.
 Enter the Notice Period for both the Client and Contractor.
 Select the method of sending out the Documentation with the Send Docs By option.
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 If the Assignment has been worked on by two or more Consultants, specify the Consultant names
and proportion of the fee split. Please ensure the total adds up to 100%.
 Click on the Confirm. If the Vacancy duration is longer than 12 weeks (the minimum to meet AWR
qualification) the following message will appear:
 Click OK. The successful Candidate will now be seen in the ‘Assignments’ section on the ‘Interviews
& Assignments’ page.
Permanent Post Placement

After the Candidate has been placed into the Job, Adapt will automatically put a Reminder into the Users
Tasks. This Reminder will pop up on the Start Date of the Job to remind the User to run the ‘Perm Check In’
action.
The job will now have a status of ‘Filled Perm Job’ (this can be checked on the Job Summary page). The
Candidate record will now have a status of “Placed by Us” (this can be checked on the Candidate Profile
page)
 Open the Candidate record and navigate to the Employment History Page. Click the appropriate job
link shown within the ‘Job Title’ list.
 The Permanent Assignment record will open. Within the Assignment Record Users have access to
the activities associated with Post Placement workflow.
Permanent Assignment Record
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Perm Check In
The “Check-In” workflow needs to be run on the Candidates first day. Select ‘Check In’ from the Activities
menu on the permanent assignment record. A separate window will display
 In the Journal Notes section complete the notes of the phone call with the Candidate.
 Click on Confirm and the Permanent Assignment record will be displayed. The status of the
Assignment record will show as ‘current’ from ‘future’.
Change Assignment Rates

Users have the option to Amend the Rates of the Placement.
 Click on the action Change Rates action from the Activities menu.
 Amend the Agreed Salary.
 Users are able to amend the Fee%. When Amending the Fee the Actual Fee field will automatically
update with the new amount.
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 Enter the reason for the adjustment and also any notes into the Journal Notes section.
 Click on Confirm. The User will be taken back to the Assignment record.
Change Start Date

Users are able to amend the Start Date of the Placement. Click on the action ‘Change Dates’ from the
Activities menu.
 Enter the date into New Start Date field.
 Select how the Documentation is to be sent within the Send Docs By field. Where a Contact /
Candidate has been notified by telephone, select the option of No Docs
 Make any relevant notes within the Journal Notes.
 Click on Confirm. Once the documentation has been sent out the User will be taken back to the
Permanent Assignment record.
Un-assign Job
Users have the option to Un-assign the Vacancy, in case the Candidate that had been placed was not
suitable, for example. Click on the action ‘Unassign’ from the Activities menu.
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 Select the method of how the Documentation is to be sent within the Send Docs By field. Should
Candidates / Contacts be notified by telephone, select the No Docs option.
 Click on Confirm. Once the documentation has been sent out, the User will be taken back to the
Permanent Assignment Record.
The status of the Permanent Assignment will change to Unbook, furthermore, the Job Status is changed back
to Unfilled Perm Job. The Job will now be open and Users are able to run recruitment Workflow.
Permanent Invoice
N.B before running this workflow, a Default Invoice Point will need to exist within the Client’s Record.
In order to send the Permanent Invoice, click the ‘Invoice’ activity from an assignment record:
 It is possible to choose an alternative Contact. For instance, the Contact receiving the Invoice differs
to the Contact linked to the Vacancy. Users are able to change the Contact by entering a different
name in the Contact/Booked By field.
 Select the method of sending the documentation within the Send Docs By field. If sending the Invoice
out by Post Users have the option to choose the Contact or Client’s address.
 If Users need to change the VAT amount, enter in the new VAT rate into the VAT % field.
 Make notes in the Journal Notes section and click on Confirm.
 Invoice Ref1 and Invoice Ref2 fields are on the standard invoice template. These are blank by default
but modifiable before sending or printing.
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Permanent Credit Note
Users can create a Credit Note.
 Click on the activity ‘Credit Note’ and a separate window will display.
 Users are able to select an alternative Contact to receive the Credit Note, please enter a new Contact
name within the Invoice Contact field.
 Select the method of how the documentation is to be sent out with the Send Docs By field. If
sending the Credit Note out by Post, Users can select whether it is sent to the Contact or Client
address.
 Users are able to change the VAT rate VAT % field. The amount of VAT is calculated automatically by
the system.
 Make any relevant notes within the Journal Notes section and click on Confirm.
Amend Consultant Split

The Consultant Split is the percentage of the fee each Consultant receives. Users are able to amend the
Consultant Split.
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 Click on the activity ‘Consultant Split’:
 Users are able to select up to 4 Consultants to share the split. Enter the percentage of the Split each
Consultant will receive.
 Make any relevant notes in the Journal Notes section and click on Confirm.
Change Invoice Point

Users are able to amend the Invoice Point details. Click on the activity ‘Change Invoice Point’.
 Select a New Invoice Point by clicking the arrow at the end of the Invoice Point field. The available
invoice points will be displayed.
 Make any relevant Journal Notes and click on Confirm.
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Temporary Post Placement
Once a Temporary has been booked into a job, Adapt will automatically put a Reminder in the Users Tasks. A
reminder will display on the Temps Start Date to remind the User to run the Temp Check-In workflow.
From the Candidate record details page, ‘Assignments’ section, select the relevant assignment link to open
the Temporary Regular Assignment record.
Temp Check In
 From the Assignment record, click on the ‘Check In’ action from the ‘Activities’ menu and a separate
window will display:
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 The following message may appear advising the user that the qualifying weeks have not yet been
verified.
 Click OK.
 Add any relevant Journal Notes, for instance, details of the phone call with the Candidate.
 The Check-In workflow will create the AWR clock if the Vacancy is longer than 12 weeks in
duration. The Check In workflow will change the status of the Assignment record from “Future”
to “Current”.
 Complete whether the Temp has worked within the same role for the same client, and any
qualifying weeks that may have been accrued by the Temp. Click on Confirm.
The Booking will appear in the Temp’s Calendar. The Calendar Booking will now prevent the Candidate from
being double booked and will not show them to be Available whilst in the Temporary Role:
To access the Temps AWR clock, please open the Temp Candidate record. Navigate to the AWR page where
the AWR clock will be displayed. To open each individual AWR clock, click on the clock reference number.
The AWR Clock record will be displayed as per the example below:
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Extending Temp Regular Booking
 To extend the Temp Booking click on the action ‘Extend Booking’ activity from the assignment
record. A separate window will display:
The Extend Booking From field will automatically be updated with the Original End Date.
 Enter in the new To Date and new Start/End Times and Rates.
 Select the method of generating the documentation out with the Send Docs By field. Users should
select the No Docs option, if notifying the Candidate/Contact by phone.
 The user can now extend a booking on all Job types even if the candidate has an interview during the
extension period. The user is warned before the workflow completes
Temp to Perm
Should the type of role change from Temp to Permanent, Users have the ability to change the Vacancy type
from Temporary to Permanent. The system will change the Vacancy type to a “Filled” Permanent Vacancy, if
the Temporary vacancy has a status of filled. Use the activity ‘Temp to Perm’ from an assignment record.
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Update Assignment Rates
To amend the rates of the Assignment use the activity ‘Update Rates’ from any page in the assignment
record. A separate window will display:
 Change the rate category, if required. Enter the Pay Per Hour and then the New Charge Rates for
both Pre and Post AWR. Update any of the other fields e.g. O/T 1, if required. Enter any relevant
notes in the Journal Notes section and click on Confirm.
Note: If they are Framework Rates, a message will display asking the user to amend rates on the Framework
record. For details on Framework Rates, please refer to the AdaptUX2.1 Guide to Temp Shift re-design doc.
Amending Splits
To amend the Consultant Splits. Click on the action ‘Consultant Split’ from the activity menu:
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 A total of four Consultants can share the split. Enter in the names of the Consultant(s) who are
sharing the Split. Enter the Percentage of the Split which each Consultant will receive.
 Make relevant notes in the Journal Notes and click on Confirm.

Users are able to amend the Invoice Point details. Click on the activity ‘Change Invoice Point’.
 Select a New Invoice Point by clicking the arrow at the end of the Invoice Point field. The available
invoice points will be displayed.
 Make any relevant Journal Notes and click on Confirm.
Timesheets
Timesheets are shown on the ‘Details’ page of an assignment record. To create a new Temp regular
timesheet, click on the action ‘Create Timesheet’ from the activity menu.
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A separate window will display:
The system automatically calculates the hours worked on a daily basis with information taken from the
Vacancy record. Users are able to edit the number of hours worked.
Users will need to enter any holiday and sickness totals within the Time Not Worked section. Please note
that the units entered depends on the pay period specified within the Vacancy. For instance, in the screen
print below, the Timesheet is calculated on an HOURLY basis and as such the Holiday and Sickness needs to
be entered in hours. The Candidate has been on holiday for one day, therefore, 9 hours has been entered. If
the Timesheet was on a WEEKLY basis, and the Candidate took 1 day as holiday, 0.14 (1⁄7) would be entered
into the Holiday field.
Post AWR Pay and Charge rates are automatically calculated from the first day an Agency Worker becomes
AWR qualified, otherwise Pre AWR Rates are assumed.
 Enter a Week Ending Date.

 Select the number of hours the Candidate has worked under which Rate, Standard, O/T 1 and O/T 2
etc.
 Enter the Number of Hours Sick or on Holiday. Leave this blank if there is 0.
 Enter in the Bill Expenses, if applicable.
 Make relevant notes in the Journal Notes section.
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 A warning message will appear if a user tries to enter a timesheet outside of the assignment dates or
tries to create a timesheet for a week where one already exists.
 Click on Confirm and the Timesheet will show as follows:
 To delete a Timesheet, select the relevant Timesheet and use the ‘Delete Timesheet’ button on the
right. A separate window will display confirming the deletion.
 Make any notes in the Journal Notes section and click on Confirm. The Timesheet will be removed
from the list.
Note: Temp Shift assignment timesheets are handled differently, please refer to the AdaptUX2.1 Guide to
Temp Shift re-design doc for more information.
To print a single Timesheet
 To print a Timesheet, select the relevant Timesheet and use the ‘Print Timesheet’ button on the
right. A separate window will display confirming the printing.
 Click on Confirm and the Timesheet will print.
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Invoice
Please note that prior to running the Invoice action a Default Invoice Point will already need to exist in the
Client’s Record.
To create an Invoice
 From the assignment record ‘Details’ page select which Timesheet is to be Invoiced.
 Select the ‘Invoice’ button on the right and a separate screen will display.
 Users are able to select an alternative Contact to receive the Invoice, please type in a new Contact in
the Invoice Contact field.
 Select the method of how the documentation is to be sent out with the Send Docs By field. If sending
the Invoice out by post Users have the option to choose whether the invoice is sent to the Contact or
Company specific address.
Temporary Credit Note
To create a Credit Note
 From the assignment record ‘Details’ page select the relevant Timesheet.
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 Select the ‘Credit Note’ button on the right and a separate screen will display:
 Users are able to select an alternative Contact to receive the Invoice, please type in a new Contact in
the Invoice Contact field.
 Choose the method of how the documentation is to be generated by selecting the appropriate
option within the Send Docs By field.
 If selecting the Post option, Users have the option to choose which Contact or Company specific
address.
Timesheet Lines Page

Users have greater visibility for the breakdown of the hours logged for each day within a completed
Timesheet. This information is presented within a page called ‘Timesheet Lines’, within the Timesheet
record.
The information is visible to Users should an Agency Worker or a Client have a query relating to the hours or
days worked and the categorisation of those hours.
The page displays the following information:
 Total hours worked

 Total Holiday hours
 Total Sick hours
Page
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In order to view the page:
 Select the Timesheet hyperlink from the assignment record ‘Details’ page to navigate to the
timesheet record.
 Select the Timesheet Lines page.
Users have a summary breakdown shown for each day logged within the Timesheet. In order to view more
details regarding a specific day click onto the hyperlink. Users are able to view whether the Pre or Post AWR
rates have been applied.
Amending a Timesheet
The Amend timesheet functionality allows Users to allocate working hours, breaks, holidays and sickness on
a daily basis.
In order to access the Amend Timesheets:
 Navigate to an existing Timesheet record.
 Click onto the ‘Amend Timesheet’ action from the activities menu.
 Complete the information within the Timesheet. Please note that the Pay and Charge amounts will
be automatically calculated by the system.
 Click Confirm.
The Amended Timesheet will be displayed within the Timesheet Lines page.
Note: Temp Shift assignment timesheets are handled differently, please refer to the AdaptUX2.1 Guide to
Temp Shift re-design doc for more information.
Unbook/Amend Shifts
To Unbook or Amend the Shifts from the Temporary assignment record, select the ‘Filled Shifts’ page. The
User can choose the relevant shift(s) and use either the “Unbook” or “Amend” buttons.
Unbook Shifts
To Unbook days from a Temporary Regular Booking:
 Tick the days to Unbook. Click on the ’Unbook’ button on the right.
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 Select a reason for Unbooking. Please note that the reason selected can impact the AWR clock. For
further information, please see the Recording Breaks section within this Guide.
 Users have the option to replace the Un-booked Candidate with someone else if needs be, enter the
name of the Candidate in the ‘Replacement Candidate’ field.
 Tick the box if the current Candidate is to be made available for the un-booked period.
 A warning message appears if the user unbooks the assignment where timesheets already exist.
 Select the method of sending documentation within the Send Docs By field. Users can select the No
Docs option if notifying the Candidate/Contact by telephone.
 Add any relevant notes within the Journal Notes section.
Note: For details on un-booking Temp Shift jobs, please refer to the AdaptUX2.1 Guide to Temp Shift re-
design document.
Amend Shifts
To amend a shift:
 Tick the relevant day to be changed. Click on the ‘Amend’ button on the right.
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 Amend the Date, Start Time, End Time, Rate Code and Paid Hours.
 Select the method of how the documentation is being sent out within the Send Docs By field. Users
can select the No Docs option if notifying the Candidate/Contact by telephone.
Note: For details on amending Temp Shift jobs, please refer to the AdaptUX2.1 Guide to Temp Shift re-
design document.
Create Booking Form

To send a Booking form to a Temp
 Within the assignment, click on the ‘Create Booking Form’ action from the Activities menu. A
separate window will display:
 Enter any relevant notes in the Journal Notes section
 Click on Confirm. The Contract will be attached to either the Email or Letter, depending on the
option selected by the User.
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Contract Post Placement
Once the Candidate has been booked into a Contract Job, Adapt will automatically put a Reminder in the
Users Tasks. The Reminder will pop up on the Start Date of the Booking in order to prompt the User to run
the Contract Check-In workflow.
From the Candidate record navigate to the profile page, ‘Assignments’ section. The status of the Candidate
was changed to Placed by Us following the Contract Placement workflow. Select the relevant assignment link
to open the Contract Assignment record.
Issue Contract
This is run from the Contract Assignment Record and generates a contract document to be sent to the
candidate. The document includes invoice frequency and estimated contract value.
Select the contract ‘type’ from the coded list of templates available and send the document via email or by
post. Further contract templates can be added by the System Administrator.
Contract Check In
The Contract Check-In workflow verifies that the Contractor has started on their first day and starts time
accruing on the AWR clock.
 From the Assignment record, click on the ‘Check In’ action from the ‘Activities’ menu and a separate
window will display:
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 The following message will appear advising that the accrued weeks from other Temporary Agencies
have not yet been verified.
 Click OK.
 If the contractor has worked for the same client in the same role, but with a different agency, please
enter the number of weeks. Any weeks entered will be added to the Contractors AWR clock. The
“Verified” field denotes whether the weeks have been verified by the other agency.
 Add any relevant notes into the Journal Notes section.
 Click on Confirm and the User will be taken back into the Contract Assignment record.
Change Assignment Dates

Click on the ‘Change Dates’ action from the activities menu.
 Enter a New Start Date and a New End Date.
 A warning message appears if the user changes the dates of the assignment, or unbooks the
assignment, where timesheets exist that would fall outside of the new assignment dates.
 Select the method of how the documentation is to be generated within the Send Docs By field. Users
can select the No Docs option if notifying the Candidate/Contact by telephone.
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 The user can now extend a booking on all Job types even if the candidate has an interview during the
extension period. The user is warned before the workflow completes
 Click on Confirm. Once the documentation has been sent, the User will be taken back to the
Contract Assignment Record.
Contract Docs Sent Back

Click on ‘Contract Docs Sent Back’ action from the activities menu. A separate window will display (shown
below).
 Enter in the date that the documents were received.

 Enter any Notes into the Journal Notes section.
 Click on Confirm. The User will be taken back into the Assignment Record. The “Contract Signed
Date” will be updated.
Unbook Assignment
To unbook the Contractor from the Assignment:
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 Click on the ‘Unbook’ action from the activities menu.
 Enter a New End Date for the Assignment.
 A warning message appears if the user changes the dates of the assignment where timesheets exist
that would fall outside of the new assignment dates, or unbooks the assignment where timesheets
already exist.
 Click on Confirm and the User will be taken back to the Assignment Record where the Status will
have changed to Unbook.
Create Booking Form
To send a Booking form to a Contractor
 Click on the ‘Create Booking Form’ action from the activities menu. A separate window will display.
 Select the method of sending the Documentation out with the Send Docs By option
 Click on Confirm. The Contract will be attached to either the Email or Letter, depending on the
option selected by the User.
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Contract to Perm
 Click on the ‘Contract to Perm’ action from the activities menu. A separate window will display:
 Enter a Start Date, Salary and add a Fee.

 Select the method of sending the documentation within the Send Docs By field.
 Enter any additional notes in the Journal Notes section.
 Click on Confirm. The Type field of the Assignment will change to Contract to Perm.
Change Assignment Rates (Pre and Post AWR)
To Amend the Rates of the Assignment:
 Select the ‘Rates’ page from the pages menu.

 Click on the ‘Change Rates’ action from the activities menu.
 Change the Pay Type of the Rates.

 Enter the New AWR (Pre and Post) Pay Rates and then the New AWR (Pre and Post) Charge Rates.
Once these have been entered the margins will automatically update.
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 Enter any additional notes in the Journal Notes section.
 Click on Confirm and the User will be taken back to the Assignment Record where the Rates will have
been updated.
Amend Consultant Spilt
Users are able to amend the Consultant Split for the booking.
 Click on the ‘Consultant Split’ action from the activities menu. A separate window will display:
 Users can have the option to select up to 4 Consultants to share the split. Enter the details of the
Consultant(s) and enter the Split Percentage for each consultant.
 Click on Confirm and the User will be taken back to the Contract Assignment Record.
Users are able to amend the Invoice Point details.

 Click on the ‘Change Invoice Point’ action from the activities menu. A separate window will display:
 Select a New Invoice Point by selecting a new Contact in the New Invoice Point field.
 Click on Confirm and the User will be taken back to the Contract Assignment Record.
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Timesheets
Timesheets are shown on the ‘Details’ page.
 Click onto the ‘Create Timesheet’ action from the activities menu. A separate window will display:
 Enter a Week Ending Date.

 Select the number of Units the Candidate has worked under the relevant Rate, Standard, Overtime 1
and Overtime 2. The Pay Period is worked out from the Assignment.
 Enter the number of hours sick or on holiday. Enter any Expenses.
 A warning message appears if a user tries to enter a timesheet outside of the assignment dates or
tries to create a timesheet for a week where one already exists.
 Click on Confirm and the Timesheet will display within the Timesheets section:
Ad-Hoc Timesheet
Users are able to create an Ad-Hoc timesheet for any Contract Assignments which are not subject to AWR.
To create a Timesheet, please ensure that the “AWR Exempt” status on the Assignment is set to Yes. To
access the workflow:
 Click on the ‘Create Adhoc TS’ within the activities menu.
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The message at the bottom of the screen provides Users with information on what units should be entered
within the Timesheet.
 Please enter the Start and End period of the Timesheet. Please note that when completing the data
within the Timesheet, the Time Worked field is to be entered in Days. For instance, two days worked
would be entered as 2 within the Period Total field. This rule also applies to the Holiday and Sickness
fields.
 Click Confirm. The Timesheet will be created and stored against the Assignment.
Deleting a Timesheet
To delete a Timesheet click on the button to the left of the Timesheets section with the Details page of the
assignment record.
 Enter any relevant notes in the Journal Notes section.

 Once this is completed click on Confirm and the Timesheet will be removed from the list.
Invoice
To create an Invoice:
 Select the Timesheet to Invoice. Please note that only one Timesheet can be selected at a time.
 Click on the ‘Invoice’ button and a separate screen will display:
 Users are able to enter an alternative Contact who will receive the invoice. Enter an alternative
Contact’s name within the Invoice Contact field.
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 Select the method of sending the documentation within the Send Docs By field. Users can select the
No Docs option if advising the Candidate/Contact by telephone.
 If sending the Invoice by Post, Users can select whether to send to the Contact or Company specific
address.
 Enter any relevant notes in the Journal Notes section and click on Confirm.
Contract Credit Note

Users can run workflow to issue a Credit Note.
 Select the relevant Timesheet record and click on the ‘Credit Note’ button:
 Users are able to select an alternative Contact by typing in the Contacts name into the Invoice
Contact field.
 Select the method of how the documentation is to be sent within the Send Docs By field. Users can
select a No Docs option if notifying the Candidate/Contact by telephone. If sending the Credit Note
by Post, Users can select whether the letter is sent to the Contact or Company specific address.
 Enter any relevant notes into the Journal Notes section and click on Confirm.
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Extensions
To create an Extension for a Contract:
 Navigate to the Extensions page from the assignment record:
To extend the Contract:

 Click on the ‘Extension’ action from the activities menu:
 The Start Date will be pre-populated with the day after the original End Date. Enter a new End date.
 Select the method of sending the documentation within the Send Docs By field. Users can select the
No Docs option if notifying the Candidate/Contact by phone.
 Enter any amended Rates and Consultant split, if required.
 Enter any relevant notes into the Journal Notes field and click on Confirm.
The Contract Extension will then show on the Extensions page of the Contract Assignment and in the Job
record on the Interviews & Assignments page, extensions section.
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Post AWR Qualification Rate Uplift for Temporary and Contractor Candidates
Once an Agency worker is AWR qualified, the Post AWR rates apply. To capture which Agency Workers are
eligible for the Post AWR rate, a User will be able to run a search for all placements that have accumulated a
specific number of qualifying weeks.
The User is then able to use a batch workflow to send out notifications, via email or letter, to advise the
Agency Worker and Hirer that a rate uplift to post-AWR rates will be applied.

 Please run an Assignment Search specifying the number of Qualifying weeks. Within the example
below 10 weeks has been used.
 Click on ‘Run Search’ and save the results by clicking ‘Save Results’. Enter a name for the Search
Results and click Save Results. Please note that it may be necessary to reformat and then refine the
search results.
 Place a tick next to the search result(s) for which the Post AWR letter /email needs to be sent.
 Click onto Batch and select ‘AWR Benefits Notification’.
 Select the method to send the documents.
 Enter a subject for the email / letter. Please note that the subject will appear on the Email or Letter
to both the Agency Worker and the Hirer.
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 Click Confirm and an Email or Letter will be generated to both the Agency Worker and the Hirer.
Please see below for examples of the email templates:
Email template sent to the Agency Worker:
Dear Orla
Re: Placement:
This is to advise that this placement has accumulated equal to AWR qualifying weeks.
A rate uplift to post AWR rates will be applied when this reaches 12 weeks.
Yours sincerely,
Jane Smith
Recruitment Consultant
Email template sent to the Hirer:
Dear Tim
Re: Placement:
This is to advise that this placement has accumulated equal to AWR qualifying weeks.
A rate uplift to post AWR rates will be applied when this reaches 12 weeks.
Yours sincerely,
Jane Smith
Recruitment Consultant
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Pay between Assignments
Functionality has been introduced to monitor Candidates who are exempt from AWR due to “Pay between
Assignments”.
“Pay between Assignment Temps” do not qualify for post AWR pay rates, but they will receive some of the
AWR related benefits, namely:
Duration of working time

Night work
Rest periods
Rest breaks
Annual Leave
Users must ensure that Temps who are “Pay between Assignments” are correctly categorised within Adapt.
Users will need to use the “Register a Candidate Workflow” to categorise any new Temps.
Users will need to ensure that Temps are labelled as being “Pay between Assignments” using the “AWR
Exempt field.”
Please select “Yes” within the “AWR Exempt” field and the reason for exemption as being “Pay between
Assignments”.
When Temps who have a “Pay between Assignments” exemption are placed into a Temporary or Contract
Vacancies, an AWR clock will be created. The AWR clock will accrue time unless Unavailability is logged.
AWR Benefit uplift for Pay between Assignments
Once the Agency worker has reached 12 weeks on their AWR clock, they become AWR qualified and only
post AWR benefits apply.
To search for workers who are near to their 12-week qualification period:
 Open an Assignment Search
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 Enter the following criteria (as per the example below)
1. AWR Exempt = Yes

2. AWR Reason = Pay between Assignments
3. AWR Qualifying weeks = 11
This search will find any Candidates who are classified as AWR exempt due to Pay between Assignments and
have 11 weeks on their AWR clock.
 Click on ‘Run Search’ and save the results by clicking ‘Save Results’. Enter a name for the Search
Results and click Save Results. Please note that it may be necessary to reformat and then refine the
search results.
 Place a tick next to the search result(s) for which the Post AWR letter /email needs to be sent.
 Click onto Batch and select ‘AWR Benefits Notification’.
 Select the method to send the documents.
 Enter a subject for the email / letter. Please note that the subject will appear on the Email or Letter
to both the Agency Worker and the Hirer.
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Data Searching
Data searching is a user-friendly search facility with easy templates to follow. Users have options to search
for candidates, companies or jobs, and many other types of records.
The data searches find records based on criteria entered by the User.
The data searching is only as effective as the quality of the data held on the system. Bond therefore
recommend that the information held on the database is regularly reviewed, updated and cleansed.
Users are able search some document areas such as the Candidates CVs and the journal notes.
To run a data search:
 Click on the Search homepage at the top of the screen. Then click on Searches tab.
 Data searches are automatically saved to the Users Saved Search Results. Users can access the
searches to review and manipulate the results.
The above screen displays the available searches within the system. Click on any of the searches and the
search will open in a separate window.
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General Candidate Search
To provide Users with an overview of the general features within Searching, we have used the General
Candidate Search as an example. Although the General Candidate search has been used as an example, the
features and options are mirrored in most Searches.
The General Candidate search is split into two distinct sections. On the left-hand side, the fields from pages
within the Candidates record are visible. The right-hand side displays a list of sections within a Candidate
record.
General Information
The Search will find all Candidates regardless of whether they are Permanent, Temporary or Contract.
To navigate around the screen either use the scroll bar to move up and down or alternatively, click onto any
of the section hyperlinks on the right-hand side. The page hyperlinks will display the fields relevant to the
selected page.
Users have the option of choosing the status of the candidates being searched. Users can search on multiple
options using the ‘or’ option. This will enable Users to select another status for their candidates to widen the
search.
Users have the option to select the skills being sought. Please note there are ‘and’ as well as ‘or’ field
options. This enables Users to narrow down their search by selecting up to 2 skills that a candidate must
have in their record.
Some general tips on fields within the Search Template.

 Select specific qualifications the candidates must have.
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 Users can search on a word or partial word that is contained within the job title.
 Users can choose a date from and to that the candidates have been contacted.
 Users can select the owning Region, Office or Consultant of the candidate.
 Enter a town in the “search town” field. This will find all contacts in a kilometre’s radius of the
specified town.
 Enter a postcode in a ‘postcode’ field. This is identified as a valid postcode by a tick appearing in the
box alongside. Users can then specify a radius in kilometres around this postcode within the search.
The example below is searching for a temp/contract candidate within a 27-kilometre radius of BN12
4XB. Note - The postcode records returned will be validated postcodes only, as depicted by a tick
when created.
 Users can search on all “hot candidates” (the hot candidate flag must be set on the record), and
finally on those Candidates that have allowed eShots.
Coded List Options
For the Industry, Qualifications and Skills code groups, a desirability option can also be selected. Select from
the following options for each code:
1. Must have – the search will only bring back records matching the criteria selected.
2. Desirable – the search should back records with or without the code selected. This is useful if
searching upon a lot of code group criteria. For instance, an ACCA qualified, financial accountant
who speaks French or German and may have publishing experience.
3. Must not have – excludes records from the search results. For instance, Users may want to exclude
anyone who is not an EU citizen.
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Searching on parents, siblings and children
When searching on coded lists such as Skill or Industry, Users have the option to:
1. Search on a Parent – the search will include level of Skill above the Skill selected.
2. Search on sibling – the search will include Skills or Industries on the same level within the
hierarchy.
3. Children – the search will include skills or industries below the skills / industry selected.
Level searching on skills
When a level (e.g. Basic) is specified against a code (e.g. French, German etc.) in the search criteria, it
matches in the following way:
1. The code (e.g. French, German etc.) on the entity (e.g. Skills) with the same or a greater level.
For example, searching for 'French' at 'Basic' level would return skills coded with 'French' at 'Basic',
'Intermediate' or 'Advanced' level. (As it assumes Advanced and Intermediate French speakers are also Basic
French speakers)
2. In addition, a specified level matches the code (e.g. French, German etc.) on the entity (e.g. Skills) which
does not have a level specified.
For example, in the above scenario searching for 'French' at 'Basic' level will return skills coded with 'French'
at 'Basic', 'Intermediate', 'Advanced' AND all skills coded with ‘French’ where no level has been specified.
Note: In the Candidate record, it is possible to add French (for example) without specifying a level.
Clear All Option
If data has mistakenly been entered, Users can choose the Clear All option, which will clear all fields.
Show Results
This option acts as a preview for the User to display the results of the search, if it was to be run at this stage.
The User then has the option to either Run Search or to access the Search template again, click onto any of
the section names on the right-hand side (All, General, Contact Industry / Sector etc.).
Running the Search
 When the required criteria has been input click Run Search.
 Once the search has completed, a summary preview of the search results will be displayed:
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From this screen Users can:
 Change the viewable rows

 From the saved search results, use options and change the formatter view of the availability
calendar by using ‘show availability’ (candidate results only).
 View the preview panes.
The right-hand side of the screen displays a summary of the results based on the criteria for each code group
selected.
Saving the Search Results

To save the search results:
 Click onto ‘Save Results’ and enter the name of the search:
 The results will be sent to the ‘Saved Results’ tab. Click onto Saved Results to display all saved searches.
Please see below for an example.
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Document Library / Notes Contains field
Within the Permanent Candidate Search, an option exists for Users to search the CV section of the
Permanent Candidate record. Please note that whilst the Permanent Candidate search template is being
used as an example, the functionality is available in the following searches:
 Client search
 Combined job search
 Contact search
 General candidate search
 Interview search
 Lead job search
 Permanent candidate search
 Temporary / Contract candidate search.
Writing search terms for searching the CV
Please ensure the correct brackets are used and please use the appropriate AND/OR logic e.g.
(Degree or HND) and (finance or accountancy) - finds candidates with either a degree or HND
qualification in either finance or accountancy.
“Project manag*” and (South East or London) - finds candidates with ‘project manager’ ‘Projector
manager, ‘project management’ experience and who also have South East or London in their CV’s.
If using the wildcard character *(an asterisk), ensure the word or phrase is surrounded with quotes e.g:
“project manag*” - finds project management, project managed, project manager, projector
manager, ‘projected management’ etc.
“manag*” - finds management, manager, managed.
Launch the search by clicking on ‘Run Search’. The search results will be displayed.
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Overview of available Searches within the system.
The following is an overview of the available Search Templates within the system, together with a definition
of each Search.
Search Name Definition CV and Desirability

Journal Notes Options
search available
Advert Search Finds Adverts within the system based on criteria N/A N/A
entered into the search template. For instance,
Adverts created within a particular date range or a
particular advert type.
Assignment Finds Assignments within the system based on N/A N/A
Search criteria entered into the search template. For
instance, a User may wish to find current
Assignments, certain Types of Assignment or
Assignments with a range of start, end or fill from
dates.
Client Search Finds Clients within the system based on criteria Yes Yes
Clients who are “Active”, or Clients who recruit for
specific Skills or by Primary Industry Sector and
additional Industry sectors.
Combined A candidate CV search that searches CVs across the A Boolean Yes
Candidate Search entire database, regardless of whether the CV/Notes
candidate is looking for temp perm or contract search is
work. available
Combined Finds Jobs within the system based on criteria Yes Yes
Job Search Jobs created between a certain date by a
Consultant, Jobs within a certain radius of a Search
Town or postcode.
Contact Search Finds Contacts within the system based on criteria Yes Yes
Contacts who were last contacted between a range
of dates, Contacts who work for a specific
Employer or by Primary Industry Sector and
additional Industry sectors.
General Finds Candidates within the system based on Yes No
Candidate Search criteria entered into the search template. For
instance, Candidates in a certain location or with a
specific Job Category or Skill.
Head Office Finds Head Office records within the system based Yes Yes
on criteria entered into the search template. For
Search instance, Head Offices who are VAT exempt or in a
specific location
Interview Finds Interview within the system based on criteria Yes No
entered into the search template. For instance
Interviews arranged between certain dates.
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Lead Job Finds all Lead Jobs within the system, based on the Yes Yes
criteria entered.
Permanent Finds Permanent Candidates based upon the Yes Yes
Candidate search criteria entered.
Search Name Definition CV and Desirability

Journal Notes Options
search available
Shift Finds Shift records within the system based on No No
criteria entered into the search template. For
instance, all unfilled Shifts or overnight Shifts
within a certain date range.
Shortlist Finds Candidate records within the system based No No
(Candidate) on criteria entered into the search template. For
instance, find all Candidates Shortlisted to a
particular Job.
Shortlist (Job) Finds Job records within the system based on No No
instance, find Jobs where a specific Candidate has
been Shortlisted to.
Shortlist (Shortlist) Finds Shortlist records within the system based on No No
instance, find all Shortlist records for a specific Job.
Temporary / Finds Temporary / Contractor records within the Yes Yes
Contract Candidate system based on criteria entered into the search
template. For instance, find all Temps who are
available on a certain date.
Time Entry Finds assignment records, active for the last week No No
Search with booked shifts and can be searched by Status,
Job, Client, Candidate and Consultant:
Timesheet Finds Timesheet records within the system based No No
instance, find all Timesheet records for a specific
week ending date.
Workers Finds Assignment records within the system based No No
instance, find all Assignment record for a range of
dates, for a particular Client or by Assignment
status.
Document Search
A document search allows users to enter in their own variety of search words or phrases, using a
combination of logics. For instance, Users can specify that they want French or English and Accountancy and
not Logistics.
The document search as default will search all areas of a record where notes / documents exist. Users can
specify where the Document Search should find matches, for instance, only in the Adapt CV, Candidates CV
etc.
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The document search is particularly useful for finding phrases, which would not necessarily be picked up
using the Search templates.
An example document search
 Click onto Document Search within the searches tab. This opens the Document Search interface.
 The Search Criteria is entered into the middle panel. The right-hand side column allows the User to
select the Document Categories to be included within the Search. By default, all document classes
will be included. Users can change these settings using the checkbox options listed underneath.
Choosing document classes
 All Docs: will Search all documents in all the Categories.
 Default Docs: will only Search in the defaulted documents in the Document Library. For example,
when adding an Original CV in a Candidate’s record. Right click on the Document and select Default.
Any Document which has this option applied, will be searched providing the Category above has
been ticked.
 Latest Docs: will Search for the most up to date documents that have been added on the system
within the Categories ticked.
Alternatively, manually select the Categories to include in the Search by placing a tick against the categories
listed.
Entering Search Criteria
To enter search criteria:
 In the Search Term enter the word/phrase.
 Please note: If a phrase is entered, ensure quotes e.g. “project manager” are used to find an exact
match.
 If search logic is not used, Adapt will assume the Near logic, which in this example would return
records where the word project is near the word manager.
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 The wildcard * can also be used to find alternative endings of a word e.g. if manag* was entered, the
system would find manager, management and managed.
 Phrases and wildcards can be combined i.e. “Project Manag*”. The logic will actually treat each
word in the phrase as a prefix and effectively searches for “project* manag*”. This will return results
like ‘project manager’ ‘Projector manager, ‘projected management’ etc.
Multiple Search Terms can be entered, but for each word or phrase a new line must be entered.
Once the word or phrase has been entered, press tab and the field will light up green and in the box on the
far right this will bring up the number of records containing the searched word, (see below).
To enter additional Search Terms, click on the Add button at the bottom of the screen, and this will create a
blank line under the existing criteria. Choose between the AND/OR/AND NOT logic and enter the Search
Term.
Continue to add search terms as required.
If additional Search Terms are entered, the running total results within the Search are displayed at the
bottom left hand side.
Applying brackets to search criteria
If entering multiple Search Terms to find a broad range of Candidates for example, enter brackets around
each distinct group.
In the example below, Users are searching for candidates where:
Job role = director or senior manager

Experience = IT or Telecoms
OR
Location = London or South East
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As the Search Terms are separate, they each have an open and a closed bracket (highlighted in red on the
screenshot above).
Running the Search
In order run a Document Search:
 Ensure all the search criteria has been entered.
 Click Get Results
Scoring the Results
The Weight option allows Users to select how important that particular Search Term is to the overall
outcome. Options are 1 (High or most important) to 5 (Low or least important).
The weighting option is shown in the search criteria. Once the search has been run, a weighting and ranking
column will be displayed by a green/white bar. The more solid the bar, the higher the weighting. Click on the
green/white bar to show a breakdown.
The Ranking option allows Users to select how important the age of the Document is. Options are High or
Low. If High is selected, the system will display the most recent documents. If Low is selected the oldest
Documents will be displayed, this might be useful for original CV.
These settings apply a score to the Search Results to view which results most closely match the Search
Terms. To see the breakdown, the Weighting value should be displayed on the Search Results screen.
Click on the green and white Weighting bar, this will show a breakdown of the Weighting and Ranking
information.
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Working with Search Results
Each time Users run a Data or Document Search, the Search Results screen will display, (see below).
Within the Search results Users are able to Highlight, Delete or Add Results, Reformat and look at Candidate
Availability.
Options allowing
Type of search Users to work with
used to find Search Results
results
Search
results
Record
Preview
Pane
Document Entity Journal

Preview Preview Preview
Pane Pane Pane
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Viewing Records
To open a record:
 Click on the name of a record. The record will display for viewing and editing.
 At the top of the record there are forward and back Arrows that allow Users to navigate from one
Record to the next. To return to the Search Results page click on the SearchResults link (see next
page).
Highlight Results
Users can Highlight a Result or Results with a number of colours.
 Tick the result(s) to Highlight.

 Click onto Options.
 Select Highlight Entity and choose from the Colour Picker window.
 The results are now Highlighted.
Unhighlighting Results
Users are able to Unhighlight results which have previously been highlighted:
 Tick the result(s) to Unhighlight.

 Click onto Options
 Select Unhighlight Entities
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Lose and Keep Results
After viewing records from the results, Users may decide to delete certain records. There are two ways of
removing results from the Search results.
Lose Entities:
 Tick the result(s) to delete.

 Select Lose Entities. The selected results are now removed from the Search Results, (note, they
haven’t been deleted from Adapt).
Keep Entities:
 Tick the result(s) to keep.

 Select Keep Entities.
 All the Results that were “unticked” have been removed from the Search Results, leaving only those
which were ticked.
Add Entities to Results
Users are able to add other records to the Search results. This could be because the record was deleted by
accident or because the User has become aware of a Record they wish to add.

 Select Add Entities to Results (highlighted in blue above).
 The Quickfind window will open with the Role Selection Tree. Tick the appropiate Role(s) and
Quickfind as usual.
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 Click on the record name and it will be added to the search. If the record already exists in the Search
results a message will pop up to advise the User and the record will not be added in.
Printing Search Results

To print search results:
 Tick the Search Results to print.

 Select Print. The Print Preview window will open.
 Click Print.
 Click Close to close the window.
Export as CSV
In order to export the Search Results as a CSV file, which can be opened by Excel:
 Tick the Search Results to export.

 Select ‘Export as CSV’.
 Click Save then Open to view your excel spreadsheet.
 The results have been exported to Excel.
**Please note that certain types of anti-virus programs may check whether you would like to open or save
the file created, before it is opened**.
Show Availability
Users are able to view Candidates availability by clicking on ‘Show Availability’ within Options. The
Availability Calendar, will be displayed (see below).
 If the Candidate is unavailable the appropriate colour is displayed, as per the key in the middle of the
screen.
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 There are options to look at candidate availability by different time frames.
To access the options, click on Pick the View.
Goto Date: gives a Calendar pop up which allows Users to choose a particular date to view.
Daily View: gives the availbility for today.
Weekly View: gives the availability for this week.
Monthly View: gives availability for this month.
To view exactly what a Candidate is doing click on the coloured block and a description of the Activity can be
viewed. To get back to the normal results view click on Options, Show Results.
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Make Active
Active searching is the ability to select a search or searches to be re-run periodically. Any new records which
have been added to the system and match your search criteria are displayed.
In order to make a search “Active”:
 Place a tick next to the search you would like to make active.
 Click onto Make Active
 Select how many periodically (in minutes) you would like to rerun the search, and whether you
would like to receive notification when the search has found new results. Please note that the
minimum re-run time is 30 minutes. Your search will remain Active until you de-activate “Active
Searching”.
 Click Make Active
 Open the Saved Results tab. The search will be shown as Active and the system will display when
the search was last run.
 Any new results found using the Active Search function will be displayed, within the original
search. Any new results will be highlighted.
De-activating the “Active Search” mode
To remove a search from being Active, please:
 Open the Search Results tab.
 Place a tick next to the search you would like de-activate.
 Click onto the Active Search option.
 Click onto Deactivate.
 The system will remove the Active Y/ N column and the search will no longer be active.
Reformatting Results
Users can reformat from the search results screen – helps Users filter out records before using any of the
Batch options to Mailshot or Shortlist.
In order to change the reformat settings in the Search Results screen.
 Click on Options, Formatter Tool.
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 The Reformat dialog box displayed from the Search Results screen contains some additional options:
 In the top half of the screen, there are 2 additional tabs (Filter and List Format) that are not found if
Users Reformat the look-up screen.
 There is also the additional tab (Document Categories).
Removing Fields from the Reformat List

The top half of the Reformat screen shows the fields already displayed. To remove existing fields, click on the
relevant row (it will become shaded) and use the button to remove.
Changing the Order of the Fields in the Reformat List

To change the order of the columns:
 Highlight a row and use the Up Arrow and Down Arrow on the right-hand side.
 Click Apply to save the changes and the Reformat list will sort the fields as requested.
 To exit without saving any changes, click Close.
Adding new fields to the reformat list

To add a field to the Reformat list, type the name of the field into the search area, and click Search.
 The search will find all possible matches and display them in the bottom half of the screen. To select
the field and move it to the top half of the screen, double-click on the row, which becomes shaded,
and it will move to the top part of the screen.
 Keep adding fields as required.
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 Click Apply to save the changes and the Result list will display all fields have been selected.
Viewing document categories in the Re-formatter

To check whether a candidate record contains an Adapt CV, Customised CV or Original CV, use the Document
Categories tab to find out if a document exists. This is particularly useful when sending CV’s out on batch as
the User can see whether the document exists.
 Select the ‘Document Categories’ tab.
 Double-click on the CV Category, the Sub Categories are visible.
 To display a Sub Category from the Reformat list, double click on the row, and it will move to the top
of the Reformat screen.
 Click Apply to save the changes and the Reformat list will display the selected fields.
 Users can view the document within the Document Preview Tab.
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Tips
To display the candidate’s name, enter ‘name’ into the search box in the reformat dialog.
To view whether a candidate is a permanent, temporary, contract enter ‘default role’ into the search box.
Filtering Search Results in the Re-formatter

To set-up a Filter, click on the Filter tab.
 Firstly, select the field that to use for the Filter. In this example, we are Filtering on the Postcode
field. Enter Post Code in the search box and then double click on the field from the list shown in the
bottom half of the screen.
 Secondly, set the filter condition, choosing from:
Equal To
Not Equal To
Greater than
Less Than
Greater or Equal
Less or Equal
Begins with
Contains
Ends With
 Thirdly, set the value to filter on. Do this by entering it into the Values field and clicking ‘Add’. Users
can filter on more than one value, just keep entering new criteria in the Values field and clicking
‘Add’.
 To filter Candidates that come from Brighton, restrict the results to show all postcodes beginning
with BN:
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 To include candidates from the Portsmouth area, enter PO and then click Add.
 Click OK to save the changes and the Reformat list will display the selected fields.
 To exit without saving any changes, click Cancel.
Save Selected As
Users are able to select results from one search and save them in a separate search. For instance, if a
Candidate search has been run and some particularly skilled Candidates have been found, these Candidates
can be saved to a separate search.
 Place a tick next to the records to save in a separate search.

 Click onto Save Selected As.
 Enter a new Search name.
 Click onto Save Results.
 Click onto Saved Searches the newly created search will be displayed.
Batch Menu within Search Results

Users can run selected batch actions from within Search Results. In order to run a Batch process:
 Select the Search Results you would like to run a Batch process for.
 Click onto Batch.
 Select the Batch process to run. Please note the Batch processes are covered in more detail later.
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Entity Preview
Users are able to view information from the Profile page within a Candidates record, using the Entity Preview
Pane The Entity Preview can be switched on or off by Users. Candidate records have been used as an
example below, but the Entity Preview Feature is applicable to most types of Search Results.
 Open a set of Search Results.
 Enable the Entity Preview Pane by clicking the “On” button at the right-hand side of the screen. The
Entity Preview Pane together with the Document Preview Pane will display at the bottom of the
screen.
 Populate the Preview Pane with information by clicking next to each records detail within the search
results summary screen at the top. Please note that clicking on the record name or ID will not work
as this action is used to open the Record for the User.
 The Entity Preview Pane will display details from the Profile page of the Candidates record and also
entries from the Journal. Please use the scroll bar on the right-hand side to scroll through the
information displayed.
Switching the Entity Preview Pane Off
 In order to switch the Preview Pane off click the ‘Off’ button. The Preview Pane and Document
Preview Panes will disappear.
 In order to view the Candidates CV, click on the Document Preview Tab.
 The Candidates CV will be displayed. Click the Next and Previous buttons to view the matches to the
search criteria (if a Document Search was used).
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Working with Saved Search Results
All searches previously run by Users will appear within in the ‘Saved Results’ section of the Searches tab.
Within this screen Users can view:
 The name of the Search

 The number of Results within each Search
 The date it was created
 Date last Updated
 The name of the user ran the search
Please note that Searches are not automatically deleted from the system, Users will need to periodically
delete the searches.
Highlighting a Search
Users can highlight a search to have a diffrerent colour from other searches. To highlight a Search with a
colour for reference purposes:
 Tick the Search(s) to Highlight.

 Click Options, then Highlight Entity.
 A Colour Picker will be presented as below – click on the colour to select it. Please do not select
black or white.
Un-highlighting a Search
In order to Un-highlight a Search:
 Place a tick next to the Search which is to be un-highlighted.

 Click onto Highlight.
 Click onto Un-Highlight Search Index.
 The Search returns to the default colour and is no longer Highlighted.
Make Active
Active searching is the ability to select a search or searches to be re-run periodically. Any new records which
have been added to the system and match your search criteria are displayed.
In order to make a search “Active”:
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 Place a tick next to the search you would like to make active.
 Click onto Make Active
 Select how many periodically (in minutes) you would like to rerun the search, and whether you
would like to receive notification when the search has found new results. Please note that the
minimum re-run time is 30 minutes. Your search will remain Active until you de-activate “Active
Searching”.
 Click Make Active
 Open the Saved Results tab. The search will be shown as Active and the system will display when the
search was last run.
 Any new results found using the Active Search function will be displayed, within the original search.
Any new results will be highlighted.
De-activating the “Active Search” mode
To remove a search from being Active, please:
 Open the Search Results tab.
 Place a tick next to the search you would like de-activate.
 Click onto the Active Search option.
 Click onto Deactivate.
 The system will remove the Active Y/ N column and the Search will no longer be active.
How to run Batch Processes from Search Results.
For information on sending Mail-shots or E-shots, see the MailShots And Eshots From Adapt section.
Before Batch functions can be run, Users must have a relevant set of Search Results to their Saved Results
list.
Remember to reformat the results of the Search to ensure to ensure that the appropriate records are used.
 Select the Search Results to use by placing a tick in the box to the left of the search name.
 Pick a batch option by clicking on the Batch link within the activities menu. The available options are
shown below:
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SMS Messaging from Adapt
There are two options from the Batch menu – one requires a set of search result containing Contact records,
the other a set of search result containing Candidate records.
In order to use this option, a subscription must be in place with a 3rd party SMS provider. If you are unsure,
please check with the Systems Administrator.
Users can select from a selection of standard SMS templates. Users can amend or type in additional text, up
to 160 characters in length.
SMS Message Templates:
SMS1: Please could you contact me as soon as possible?

SMS2: Confirmation text that your details are now recorded on our system.
SMS3: Have your details changed recently? If so could you get in contact?
SMS4: I have a great opportunity that I would like to discuss, please could you give me a call?
SMSRA: Hi, please could you let me know if you are available to work from dd/mm/yy to dd/mm/yy. If you
are already in a booking please ignore this text.
Contact Send SMS
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Tip: Ensure that the search results have been reformatted and sorted. Please check that each Record has a
valid mobile telephone number.
Journal Entry
The ‘Batch Journal Entry’ adds a Journal note to all Records within the Search Result.
It is useful for adding notes about a general topic or for recording notes about changes to earlier, incorrect
actions.
Acknowledge CV
This will send a message acknowledging receipt of the CV to all Candidates within the search results.
Select the Template to use:
Confirmation – Email
Confirmation – Letter
No Jobs – Keep on File – Email
No Jobs – Keep on File – Letter
Choose the Send Docs By option
Only fill in the Email Subject if Email was selected in the Send Docs By field
Click Confirm to proceed or Cancel to quit.
Tip: This action uses the Candidate’s Work Email, so ensure that the search results have been reformatted to
display this field.
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Assign Task
This creates a task in the Task List and against each of the records within the search result.
To batch Assign a task:
 Enter a Subject that describes the Task.

 Enter a Start and End Date.
 Set a Priority level.
 Enter any additional notes required in the window.
 If a reminder is required, please ensure that the Alarm ON field is ticked and the Alarm Date and
Time is set.
Notify Candidates
This batch action allows a Consultant to Notify Candidates about a particular Job. Users can select a whether
to send the documentation by Post or Email.
 Tick the Search for which you would like to run the batch process.
 Click onto the Batch menu.
 Select Notify Candidates.
 Enter the Job and any text. Please note the text will appear as the body text of the email or Post.
 Select the method of sending the documentation within the Send Docs By field.
 Use ‘Preview to check the message and layout before selecting ‘Send’.
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Send CV’s From Multiple Candidates
 Select the Contact to whom the CV’s are being sent.

 Select the CV Type (Tip – Reformat the Results to ensure that the selected Candidates all have a CV in
the class that has been selected).
 Choose the appropriate option in the Send Docs By field.
 Only complete the Email Subject if Email was selected in the Send Docs By field.
 Use ‘Preview to check the message and layout before clicking ‘Send’.
Send CV
Send CV will send a particular Candidate’s CV to Multiple Contacts records.
 Select the Candidate whose CV is to be sent.

 Select the CV Type (tip – reformat the results to check that the Candidates all have a CV in the class
which has been selected).
 Choose Send Docs By.
 Only complete the Email Subject if Email has been selected within the Send Docs By field.
 Use ‘Preview to check the message and layout before clicking ‘Send’.
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Shortlist
Shortlist will create a Shortlist of Candidates within the Search Result and updates the Shortlist page within
the Job record.
 Select the Job against which the Candidates will Shortlisted.

 Choose Send Docs By.
 Only complete the Email Subject if Email was selected within the Send Docs By field.
 Click OK.
Shortlist Jobs
Shortlist Jobs will Shortlist a particular Candidate to multiple Jobs
 Select the Candidate to be Shortlist for multiple Jobs.

 Choose Send Docs By
 Only complete the Email Subject if Email was selected within the Send Docs By field.
 Click Confirm.
Creating Labels
This Batch option is extremely useful for when sending out a large Mail-Shot and need Labels printed for
envelopes.
There are 2 options from the Batch menu – one requires a Search Result of Contact records, the other a
Search Result of Candidate records.
 Click onto the appropriate option.

 Click Continue
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Print Batch Documents
This is like a mailbox that holds all the letters and envelopes that the User generates on the system. If the
User has generated a lot of letters, a scroll bar is available.
 To print the letters, open up each letter in Word and click the printer icon or Ctrl+P.
Update Web Recruit Details
This batch action allows a User to send an email to a Web Recruit user to ascertain whether their details are
still correct. Please note that the Candidate must have a Web Recruit Logon created in order for this batch
action to run correctly.
 Tick the Candidate Search Results for which you would like to run the batch process.
 Enter any relevant Journal notes, please note that these do not merge through to the template and
are stored only in the Candidates and Users Journal.
 Click Confirm.
 The Candidates will be sent an email requesting an update to their details stored within Web Recruit.
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Send Web Recruit Login
This batch action allows a User to email Candidates their Username and Password for the Web Recruit
module. Please note that the Search Results must contain Candidate records.
 Tick the Candidate Search Results for which you would like to run the batch process.
 Select Send Web Recruit Login.
 Select the Login type. This is the type of Login being used, e.g. Candidate or Client.
 Click Confirm.
 A confirmation message will be displayed. The Candidate / Client will be sent their logon details.
Email Timesheets
This batch workflow will allow Users to Email Timesheets to Temps for a particular Assignment. Please
ensure that the Search Results for this batch workflow contain Assignment records.
 Tick the Assignment Search Results for which you would like to run the batch process.
 Select the Email Timesheets action.
 Enter in the date range for the Timesheets you wish to send.
 Click Confirm
Payrun / AWR Payrun

Payrun has been designed to extract Client and Contact information from a set of timesheet records. It then
exports the results to an excel CSV file. The file's location can be defined in the Administrator login.
Once a Timesheet search has been selected use the Batch option ‘Payrun’.Once confirmed, a message will
show that the payrun has completed:
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 To view the files created by the payrun, click onto the Searches tab, Home page.
 Select ‘Payroll Run’ from the Role Selection Tree.
 Enter the payrun number.
 The files are stored within the payee record, as shown below:
MailShots And Eshots From Adapt
Run a Contact or Candidate Search and Filter the Results as required.
 Go to Saved Search Results.

 Place a tick in the box next to the result for which the Mailshots or Eshots are to be sent.
 Select ‘Batch’ from the activities menu, then ‘Candidate Mailshot’ or ‘Contact Mailshot’ to produce
letters, or ‘Candidate Eshot’ or ‘Contact Eshot’ to produce emails.
 NB: If the option of E-shots is selected, use the Reformat option to check that all Records contain
email addresses.
 Select the Mailshot or Eshot to run. A new window will open allowing the User to select a Template:
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Please note that the content of these Standard Templates can be altered by a System Administrator.
 Enter the text for what will appear in the Body Text – i.e. between ‘Dear’ and ‘Yours Sincerely’. For
instance, “Details of the venue are attached” **Important – Be sure to check for spelling errors
before proceeding**.
 Use ‘Preview to check the message and layout.
 Note: If selecting an e-shot, then an Attachment can be acquired into the e-mail. Click the Acquire
button and Browse for the attachment.
 Click Send to complete the Mailshot process. Please note that depending on the number of records
within the Search Result, this may take a short while.
Once run, Adapt now saves the batch Eshot as a record and any documents sent as attachments to the Eshot
are stored against this new record rather than on the Journal. The new record will show the status of the
Eshot and enable the user to view the template and any attachments sent. A failed report will also be stored
here if there are any invalid recipients. Direct links to all the records emailed are available under ‘Linked
Persons’.
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Any Mailshots which have been run will show under Journal Documentation in the Document Library with a
link to the Eshot record:
Renaming a Search
Users are able to rename searches. To rename a search:
 Select the Search by placing a tick in the tickbox.

 Select ‘Rename’ from the activities menu and a new window will appear (shown below).
 Type in the new Name of the Search and Click on Proceed.
Sending Searches To Another Consultant (Move and Copy Selected Searches)
Users can share their searches with other Users, for instance a Consultant may choose to share a Client
mailing list with an Administrator: To send a Search to another User:
 Select the Search to send to another user by placing a tick in the tickbox.
 From the activities menu, select either ‘Move’ or ‘Copy’. The difference between the two options is
that Move will take the Search Result out from the Users search list and add the search into a
colleague’s list. Selecting Copy will send a copy of the search and leave the original within the Users
searches list. Selecting either option will bring up a separate window (shown below).
 Within the new window, select the ‘User Role Desc’ tickbox on the left from the Role Selection Tree.
Once selected, options appear, which will assist in finding the User to whom the search results are
being sent to.
 To find the User, key in the Name, Login or Email and click on Find to get the results. Click on the
User’s name and the Saved Searches screen will reappear and the Search will have been sent.
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Please refer to the “By” column within the Search Results screen. This column displays the name of the User
who ran / moved the search. Please see below.
Joining Searches
Users are able to join searches. This is particularly useful when there are lots of versions of the same search,
each with differing results. Users may wish to amalgamate such searches into one search result to allow
easier manipulation.
There are four different types of “Joining” options available.
 Firstly select the 2 Searches to be joined.
 Within the activities menu, select ‘Join’.
 Four options will be displayed: Combine, Remove, Keep Common and Keep Unique
Combine: Joins 2 or more Searches together to form a new Search. If there are duplicates (e.g. the
same Candidates appear in all selected Searches) then these records will only appear once in the
new Search.
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Keep Common: Only results that appear in both searches are added to a new search
Keep Unique: Only keeps results that are in one or the other Search and not in both i.e. will get rid of
any duplicate records.
Remove: Removes results in the second search from the first search to create a new search
 Select the appropriate option and click Confirm
Deleting Searches
It is good practice to delete search results periodically.
Important Note – once this option has been selected, there will be NO warning prompt to the User. The
system will permanently delete the Searche(s).
 Select the Search(es) by placing a tick in the tickbox next to the searches to be deleted.
 Select ‘Delete’ from the activities menu.
Keep Only Selected Searches
Alternatively, Users can choose to keep the selected Searches. To do this, select the Searches in the normal
way.
 Select the Search(es) by placing a tick in the tickbox next to the searches to be kept
 Select ‘ Keep’ from the activities menu.
Important Note – once this option has been selected, there will be NO warning prompt to the User. The
system will permanently delete the un-selected searches.
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Duplicate a Search
Users may wish to duplicate (copy) a search. It maybe useful to have the original search results before Users
start to work on the search results. To duplicate a Search for future use:
 Select the Search to duplicate. Select ‘ Duplicate’ from the activities menu.
 Once clicked the system will automatically place the duplicated Search at the top of the list of
Searches.
Reprocess CVs
This option allows the User to run Candidate CVs against a new set of Codes (which may have been updated
by a Systsems Administrator) within the Skills/Language and Job Category Code Groups. The process updates
the records with the new Codes as if the CV Import tool had been run again against each CV.
 Click on the ‘Reprocess CVS’ within the activities menu and a box will appear allowing the user to
select the Schema and giving four choices:
o Set Attributes
o Interpret Codes
o Run Business Objects
o Prompt on Errors
Schema Selection – the options available to Users are: Automatic, Permanent Candidate, Temporary
Candidate and Contract Candidate. The type of candidates contained within the Search Results will
determine the option select by the Users. If unsure or have a search that combines all 3m select Automatic
which will select the correct schema.
Set Attributes – this option will auto select the information from the CV to import into the record such as
personal, address and contact details. Users can unselect this option.
Interpret Codes – this option will automatically select the codes from the CV e.g. the skills and job
categories. Users can un-select this option.
Run Business Objects – This option allows Users to run Business Objects once a CV is imported. For example
when a record is created, a Business Object such as Acknowledge CV is run in the background. If this option
is selected the Business Objects will run.
Prompt on Errors – when selected and importing, errors will be highlighted to the User. Users have the
option to deselect this option.
 Click on start, which will start the process of re-parsing the CVs to include new criteria. Once the
action is complete it will also place a note in each Candidate’s Journal.
Re-Run
Users may wish to re-run a search, in order to include new results.
 Select the Search to Re-Run by ticking the box next to the appropriate search.
 The selected Search will display the original criteria for the User to amend, if required.
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Refine
Users have the ability to “Refine” searches. This is the ability to run a new search over an existing set of
search results. For instance, a User has run a search for temporary candidates who speak French, and now
want to check which of these candidates has a current driving license:
To refine a search:
 Access the Saved Results tab.

 Place a tick next to the Search Results to refine.
 Click onto ‘Refine’ from the activities menu
 Select the search ‘to refine with’, from the drop down list:
 Once a selection has been made, the relevant search template is displayed.
 Please complete the template and click ‘Run Search’
The search will use the ‘Remove’ rule (as above) and will keep results that are in both Searches i.e. will ONLY
keep the duplicates.
The Original Search results are displayed in a separate tab on the left hand side, the new refined search
results are displayed in separate tab.
Click onto Save Results.
A search can be refined as many times as required.
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Refresh Searches
To refresh a search:
 Tick the search to refresh.

 Click onto ‘Refresh results’ from the activities menu
 Once clicked this will instantly refresh that search with the most up-to-date records added onto the
system.
Refresh Screen
This works in a similar way to the Refresh Function in Internet Explorer. It will allow the User to view any
Searches that have been moved or copied their Saved Searches.
Viewing other users Searches
Users are able to view other Users Saved Searches:
 Click on the settings option
 Select on ‘Another User’ and click on the drop down list to search for the User. Users will not be able
to change anything on these Searches, only view the results. However, Users will still be able to
perform any Batch Action.
 To return to the Users own Saved Searches, click on ‘Me’.
New search results found using the Active Search function will be displayed to the User, within the original
search. Any new results will be highlighted for the User to view.
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Reports
Users are able to run Reports from within the Adapt system. Users can define, using certain fields, the
criteria for the Report. Each Report is presented as a PDF document, allowing Users to review and print
each Report.
In order to run a Report
 Click onto the Report tab. The available Reports, together with a description will be displayed.
 Select a Report to run by clicking on the Report name. The input screen will open allowing the
User to enter the criteria for the Report.
 Enter the criteria for the Report. Please note that each Report will require certain mandatory
fields to be completed, for instance, a date range, a User or Team. Select the required format.
 Click Confirm. The system will gather the required information and the User will be presented
the Report in a separate window.
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Performance Reports
The following performance reports produce an analysis of workflow within a certain time range.
 Activity & Financial Analysis

 CVs sent and Interview Analysis
 Forecasted / Generated Revenue
 Phone Calls Analysis
In order for the reports to be accurate, each User of the system needs to have targets set for workflow which
is being reported upon. The System Administrator is responsible for entering and maintain the Targets for
each User.
Running the Performance Reports
The performance reports allow the User to compare the User, Region, Office or Team targets against the
actual workflow run in the system. Each of the following reports has a Target Period which can be selected.
The Target period is either weekly, monthly, quarterly or yearly. Each report displays the target against the
actual (if the Target Period has been selected).
Each time a User runs the Report, the criteria is saved, allowing the User to review the criteria before running
the report again.
Activity & Financial Analysis
Once the Targets have been setup the Performance reports within the system will use the Targets to report
against.
In order to run the Reports:
 Click onto the Reports Tab.
 Select a Performance Report. For example purposes the Activity & Financial Analysis report has been
selected.
 The report will show the criteria of the report from the last time the report was run.
 Please note that a date range has to be entered. The start date will need to start on a Monday and
the end date needs to be set as Sunday. This is in order for the system to be able to calculate the
weeks / months and quarters correctly.
 In the example below the report is being run for a date range starting 3 November (Monday to 26
April (Sunday). The activity & financial analysis report is to compare the Users activity against their
weekly target. The report will be presented in Excel (PDF and RFT are also available).
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 Grouping of the results is also available. For instance, for a report spanning a large date range, in
order to see trends, the User has the option to group the Report by Client, Consultant, Team, Office
and Region
 Enter the desired criteria and click Confirm.
 The report is displayed in Excel.
 Once the User has saved / closed the report, clicking back into the browser will allow the User to
continue using Adapt.
Analytics Report
The Analytics report allows Users to compare certain types of activity. The system contains pre-defined
metrics which the Users can select from.
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Metric Name Calculation used
Time to Place The Average number of Days to Fill Vacancy to Created Placements
The average number of Interviews for Job to Placement.
Financials The average fee from all placements
The average Revenue between certain date ranges
The average Gross Margin. Please note that for any assignments within the period
which do not have an authorized Timesheet, the gross margin shown is based on a
forecast.
Daily Activity The average number of Speculative CV’s and CV’s sent per day.
The average number of External and Speculative Interviews Arranged per day.
The average number of External and Speculative Interviews Attended per day.
Business Lost The average number of External Interviews compared to No shows, displayed as a
percentage.
The number of Jobs created compared to the number of Vacancies which were
Cancelled / “Filled Internally” This is displayed as a percentage.
The number of Jobs created compared to the number of Jobs lost to a competitor.
This is shown as a percentage.
The number of Jobs created compared to number of Closed jobs. This is displayed
as a percentage.
The number of cancelled / “filled internally” Jobs, compared to Jobs Lost to
competitor. This is displayed as a percentage.
The following is a list of metrics and the calculations Used:
Metric Name Calculation used

Client Activity Ratio Number of Calls made to Jobs Created
Number of Client Visits to Jobs Created
CV Ratio Number of CV and Speculative CV’s Sent to Telephone Interviews
Number of CV and Speculative CV’s Sent to 1st Interviews

Interview Ratio Number of Telephone Interviews to 1st Interviews
Number of 1st Interviews to 2nd Interviews
Number of 2nd Interviews to 3rd Interviews
Number of 1st Interviews to Offer Made
Number of 2nd Interviews to Offer Made
Number of 3rd Interviews to Offer Made
Job Ratio Number of Offers Made to Created Placements
Number of Vacancies to Created Placements
Interviews Arranged to Created Placements
Offers Made to Offers Rejected
Once the required metric(s) has been selected, the User has can choose to:
 Run the report on a specific User, Team, Office or Region.
 Run the report on a specific Client. This is especially useful if preparing for a Client Visit.
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 The User can also Group the report by Job Type, Consultant, Team, Office or Region.
 The User can choose the desired report format. The available options are: (XLS, PDF or RTF).
 Click Confirm.
 The report will run, please note that if a large date range or lots of metrics are selected then the
report may take a long time to run.
 The report will display in a separate window.
Candidate Source Report
Users are able to run a Report which gathers the data about Candidates Status or Source. The report runs on
a Date Range.
Users have the ability within the report to:
 Run the report based on a particular Region, Office, Team or Consultant.
 Display only Candidates with a particular Status or Source.
 The Report can be grouped by a Region, Office or a Team. This is particularly useful if trying to
spot trends.
 The Report can be sorted by either Candidate Name or Source.
 Enter the desired criteria and click Confirm to run the Report.
Client League Table
Users are able to run a Report to display the top clients, based on certain criteria. The report will display the
Gross Margin for Clients and display the results, in ranked order within a bar chart.
To run the Report:
 Open the Client League Table report.
 Enter the date range. Please note that the start date has to be a Monday and the end date has to be
a Sunday.
 Select what type of Vacancies the report is to include: All or Permanent, Temporary or Contract.
This is to identify the revenue stream.
 Select the Client Level. Group Level will include all linked Clients, for instance Head office and a
subsidiary. Site level will only include one level only.
 Select what information is to be displayed within the detail of the report. Is it just the Client name or
include the Client Contact name as well.
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 Select the number of results to display. Choices are: Top 10, Top 20, Top 30, Top 50 and Top 100.
 Select whether the report is to be grouped. For instance, it may be helpful to group by Job Type to
show the most lucrative clients for permanent vacancies. Users can also group by Industry, to show
the best sources of Vacancies.
 Select the report format.
 Click Confirm to run the report.
 The report will display according to the report format selected.
CVs sent and Interview Analysis
Users can run a report to display the activity related to CVs sent to Clients, Interviews arranged and
Speculative CV’s sent.
To run the report:
 Open the CVs Sent and Interview Analysis report.
 Enter the Date Range required. Please note that the start date has to be a Monday and the end date
has to be a Sunday.
 Select the Region, Office, Team or Consultant to run the report upon (if required).
 Select the Client, if running the report for a particular client.
 Select the Activity. Please note that Client Interviews booked does not calculate the Internal
Interview within the results.
 Select a Target Period, (weekly, monthly, quarterly, or yearly). This target and actual will be
displayed on the report.
 Select a Grouping method, if required.
 Select a sorting method, if required.
 Select the Report Format.
 The report will display with a graph and the corresponding data underneath.
Forecasted / Generated Revenue
Users can run a report to show the generated / forecasted revenue for a particular period. The report can be
run for a particular Job Type (Temporary, Contract or Permanent). The report can also be run against a
particular target period, weekly, monthly, quarterly or yearly.
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Notes on how the calculations are arrived at for Temporary Assignments.
For any Temporary regular or shift Assignments the forecasted gross margin and revenue is calculated from
the total corresponding values from all shifts included in the date range selected in the report.
The actual Gross Margin and Actual Revenue is calculated from the totals of the corresponding authorised
timesheets included in the date range selected.
Notes on how the calculations are arrived at for Contract Assignments
For any contract assignments, the forecast Gross Margin is calculated as the daily margin multiplied by the
number of paid days. The Forecast Revenue is the daily charge rate multiplied by the number of paid days.
The actual Gross Margin and Revenue is calculated by totaling the corresponding values from all authorised
timesheets, for the date range selected.
Entering criteria into the Report:
 Select the Date Range to report on. Please note that the start date has to be a Monday and the end
date has to be a Sunday.
 Select the Job Type to report on (Temporary, Contract, Permanent or All).
 Select the Report Format.
 The report will display a graph with the corresponding source data listed underneath.
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Phone Calls Analysis
Users can run a Report to analyse the calls made / calls received. Please note that Canvass Calls are included
within the Calls Made report. The report displays the results split into Candidate and Contact calls.
To run the Report:
 Select the Date Range. Please note that the start date has to be a Monday and the end date has to
be a Sunday.
 Select Call Type to report on (calls made or calls received).
 Select the Report Format (XLS, PDF or RTF).
 The report will open in the required format. The report will display the data in a bar graph format
and display the source data corresponding to each graph. For the Calls Made report, the Canvass
Calls are displayed separately.
Pipeline
Users can run a Pipeline report to provide an overview of forecast and actual revenue from the various Job
Types (Contract, Temporary or Permanent). The report will also display summary details about the
vacancies.
Please note the following definitions when apply to the Report:
Term Definition
Unfilled Includes all of the following: Shifts in progress (Temporary Shift Jobs),
Unfilled Contract Jobs, Unfilled Permanent Jobs, Unfilled Temporary Jobs.
Filled Shifts completed (Temporary Shift Jobs), Filled Permanent Jobs, Filled
Temporary Jobs, Filled Contract Jobs.
Forecasted Gross Is calculated using (Pre AWR Charge Rate for Rate Code- Pre AWR Pay Rate
Margin for Temporary for Standard Rate – NI pay – holiday pay) x No. of Paid Hours x No. of Days x
Regular Vacancies No. Required. Paid days are the number of paid days within the period
selected in the report.
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Forecasted Revenue Is calculated using (Pre AWR Charge Rate for Rate Code * No. of Paid Hours
Temporary Regular x No. of Days x No. Required). The days are the number of paid days within
Vacancies the period selected in the report.
Actual Gross Margin These are calculated by totaling the corresponding values from all authorised
and Actual Revenue for timesheets included in the date range selected.
Temporary Regular
Vacancies
Forecasted Gross The Forecast Gross Margin and Forecast Revenue is calculated by totaling the
Margin and Forecasted values for all shifts within the date range selected. Any jobs marked for
Revenue for deletion are not included within the calculations.
Temporary Shift
Vacancies
Actual Gross Margin Actual Gross Margin and Actual Revenue should be calculated by totaling
and Actual Revenue for corresponding values from all authorized timesheets included in the date
Temporary Shift range selected within the report.
Vacancies
Forecast Gross Margin Daily Margin x No. of Paid Days x Number Required. The number of paid days
for Contract Vacancies is calculated from the dates entered into the report.
Forecast Revenue for Charge Rate Daily x No. of Days x Number Required. The number of paid
Contract Vacancies days is calculate from the dates entered into the report.
Actual Gross Margin Actual Gross Margin and Actual Revenue are calculated by totaling the
and Actual Revenue values from all authorized timesheets, within the date range specified in
the report.
Entering criteria into the Report:
 Select the Date Range. Please note that the start date has to be a Monday and the end date has to
be a Sunday.
 Select Job Status to report on.
 Select Job Type to report on (Temporary, Contract or Permanent).
 Select a Sorting method, if required.
 Click Confirm to run the report. The report will be displayed to the User. Click the cross to close the
Report.
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Lead Jobs (Perm, Temp, Contract)
Lead Jobs
A Lead job is a type of Job which has not formally been confirmed as a requirement by the Client. For
instance, the Client does not yet have formal budget approval for the position, or is in the process of
organisational change and the requirements have not been formalised.
Lead Jobs can be Permanent, Temporary or Contract job types. It is possible to run workflow against the
Lead job and track activity.
Creating a Permanent Lead Job
In order to create a Lead Job:

 From a Company record, open the Summary page.
 Click onto the ‘General’ from the activities menu.
 Select ‘Permanent Lead’.
 Complete the details within the screen.
 Please note that a Notice Period can only be entered if the role “status” is set to Backfilled.
 Click Confirm. The Permanent Lead Job will be created and displayed to the User. Users will be able
to find the Lead Job by clicking either into the Jobs Home screen and using the Job Search or by
opening the relevant Company record and opening the ‘Leads’ page.
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Creating a Contract Lead job
In order to create a Contract Lead Job:

 Select ‘Contract Lead’. Please note that a Notice Period can only be entered if the role “status” is set
to Backfilled.
 Complete the details within the screen.
 Click Confirm. The Contract Lead Job will be created and displayed to the User. Users will be able to
find the Lead Job by clicking either into the Jobs Home screen and using the Job Search or by opening
the relevant Company record and opening the ‘Leads’ page.
Creating a Temporary Lead job
In order to create a Temporary Lead Job:

 Select ‘Temporary Lead’.
 Complete the details within the screen. Please note that a Notice Period can only be entered if the
role “status” is set to Backfilled or Worked Through a Competitor.
 Click Confirm.
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Running Workflow within a Lead Job
All the current lead jobs created will allow the recruiter to perform general tasks such as shortlist candidates,
send CV’s, interview, offer and place candidates as standard. If the candidate is placed within the Lead Job
then the user will be prompted to convert the job into a live vacancy.
 In order to convert the Job, click Yes. Choose whether it will be a ‘Temp Shift Job’ or a ‘Temp Regular
Job’. The Job will be converted to a formal Job and the Placement or Booking workflow can be run as
per normal workflow
 Alternatively, at any point after the lead has been created you may convert it manually by using the
“Convert Lead to Job” action from the activities menu:
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Grading a lead.
Lead Jobs can be assigned a” grade” to show the expectation level of how likely it is that the lead will become
a live vacancy. This is simply a reference point and can be changed at any time if required.
To grade a lead
 From the Lead job Management page.

 Click on the ‘Grading’ button.
 Select the appropriate grading. Please note that the grading in the User’s system may differ from the
screen print shown.
 Click Confirm.
Searching for leads.
Users are able to use the Searching functionality to find Lead Vacancies. All existing and historic leads can be
searched on.
To search for any type of Lead Job:
 Click onto the Searches tab and select ‘Lead Job Search’.
 Fill in the criteria for the search as required.
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 Click Run Search. Records matching the criteria will be displayed.
Temp Desk
The Temp Desk is a dashboard which gives visibility of open shifts and available candidates all in one screen.
It is accessed from the ‘My AdaptUX’ tab. Users can view the status of Unfilled Temp Shift Jobs within the
system, book Candidates into unfilled shifts and run workflows such as ‘Check In’.
The Temp desk is split into two sections, at the top, the Temp Shift Planner displays the shifts. At the
bottom, the Temp Candidates matching the filter criteria are displayed.
To access the Temp Desk:

 Click onto the My Adapt tab and select Temp Desk.
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 In the Temp Shift planner section, when no jobs are expanded the Jobs general availability is shown
using:
o Green to mean there are no shifts to be filled
o Red to mean shifts exist but none have been filled
o Yellow to mean shifts exist and some have been filled
Filters for the Temp Shift Planner

Users can use various filters including;
Office – allows the User to filter the view to show only shifts for certain Offices.
Teams – allows the User to filter the view to show only shifts for certain Teams
Consultant – allows the User to filter to view only shifts for certain Consultants (other Users).
Client – allows the User to filter to view only shifts for a certain Client.
Job Title – allows the User to filter to view only shifts for a certain Job Title. Please note that the job title has
to match exactly. Wildcards such as * cannot be used.
 If any of the filters have been used / selected, please click Apply. To remove the filters click Clear.
Date Range Tabs
Users are able to view shifts within certain dates. The views define how many days of shifts are displayed.
The default view is a 7 day view but 14, 21 and 28 days are also available and a calendar allows users to
select a particular date. Change the dates displayed by using the forward and backwards buttons. For
example, the single arrow will move the view forward or back by one day. The double arrows will move the
view forwards or back by a week.
To select a different view, click on one the following tabs:
Running Workflow
Users are able to run workflow from the Shift and also the Candidate sections of the screen within the Temp
Desk.
In order to view the workflow available:
 Click onto the WF button within either the Temp Shift Planner or Temp Candidate section.
 The following screen will be displayed.
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 Select the workflow to run and the workflow will be displayed. Complete the details and click
Confirm.
Viewing more details about a shift
Users can view more details about a particular shift, such as the start and end time. To view more details
please click the plus sign next to the shift.
Shifts Filter
Users are also able to filter on shifts. In order to filter on shifts, click onto the shifts tab and select the
applicable filter. For example purposes, Live shifts (unfilled) has been selected.
Temp Candidate view
The Temp Candidate view displays the Temporary Candidates. Within this view users are also able to run
workflow or apply certain filters.
Users are able to filter Candidates based on:

 Source – displays the available Temp Candidates in the grid. Use ‘All Candidates’ or a set of the
consultant’s saved search results.
 Office – view Candidates linked to a particular office.
 Team – view Candidates linked to a particular Team.
 Consultant – view Candidates linked to a particular Consultant.
 Availability – view all or only Available Candidates.
 Candidate – search for a specific Candidate
Other Candidate Filters available
Users are also able to filter using the Filter tabs. The tabs available are:
Qualification and Rate – Allows the User to filter Candidates based on Qualification, Industry sector, Job
Category, Rate ranges.
Location – Allows the User to filter Candidates based on Location, Postcode, Proximity, Transport (yes / no)
and whether the Candidate is a driver (yes / no).
Skills – Allows the User to filter Candidates based on skills.
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If any filters have been selected, click Apply and the system will display only those Candidates matching the
filter criteria.
Filling shifts using the Temp Desk

Users are able to Book Temps into Shifts within the Temp Desk, using a drag and drop process. This helps to
speed up the booking process. Bulk drag and drop booking is also available – please refer to the AdaptUX2.1
Guide to Temp Shift re-design document for further information.
Booking a Temp into a Shift using the Temp Desk

 Ensure the Temp Desk is open and the Shift details are fully expanded. Please see below for an
example.
 From within the Temp Candidates screen, ensure you select a Temporary whose availability is green.
Drag the green box to the red Temp booking. Release the green box. See example:
 The booking workflow will appear. Complete the AWR Exemption, Exemption reason and whether
email confirmation is required fields. Note: For details on ‘Applicable Rates’, please refer to the
AdaptUX2.1 Guide to Temp Shift re-design document.
 Click confirm. The Shift will turn yellow to show that the Temp has not yet been Checked into the
shift.
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Amending Shifts in the Temp Desk
 Within the Temp Shift Planner, land on the Shift to be amended. The Shift Details will display.
 Make any changes and then click the green tick to confirm.
Unbooking using the Temp Desk
If a Temp has not shown up for work or is no longer required, the unbook workflow can be run from the
planner.
 Click or select the shift to be unbooked (click on the name) and the Shift Details will be displayed.
 Click the red cross. The Unbooking workflow will pop-up. Complete the fields and click Confirm.
Adding extra shifts within the Temp Desk

Users are able to create an additional Shift, if required:
 Ensure the Shifts are expanded.
 Click the + below the Shift record you would like to add more shifts to. Please ensure the correct day
is selected.
 Complete the details and click the green tick. A new shift will be created in red (to show it’s unfilled).
Page 193 of 199

My Studios
Studios provide a way for each consultant, team or office to view and manage their business activity from a
few single screens. The studios enable faster retrieval of key information about clients and candidates.
Each studio uses widgets. A widget is used to display performance information based on the selected jobs or
assignments for the recruiter and to be used as a management tool to monitor performance. Users can
select from a list of existing widgets in order to create a Studio.
Viewing Standard Studios
To access your studio options, select the “My Adapt” tab and “My Studios”
The first time you select this option there will be no default display. All options to set up how your preferred
Studio display will appear the next time you access this area are found on the right hand menu.
Each studio has a standard view and the information displayed can be filtered. Please refer to the “Filtering
Studios” chapter for further options.
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Available Studios
The following is a list of the default studios available within the system:
Studio Name Content Displayed

All Open Jobs Displays all currently open jobs in Adapt that have not been filled,
closed or cancelled.
AWR Displays all Pending AWR Requests (made by candidates for additional
information) and also shows any currently booked out Temporary or
Contract worker including how many weeks they have been in the
assignment.
BD (Business Development) Shows all active lead contract jobs created.

Contract
BD Perm Shows all active lead Permanent jobs created.
BD Temp Shows all active lead Temporary jobs created.
Contract Desk Shows all Contract Submittals, Client Interviews and Open contract
Jobs.
Contract Revenue Displays Contract placements and potential revenue with general
performance figures.
New Candidates Displays all new candidates registered between the last 7 – 180 days
depending on chosen setting.
Perm Desk Shows all Permanent Submittals, Client Interviews and Open
Permanent Jobs.
Perm Forecast Displays open Permanent placements with general performance
figures.
Perm Placements Displays all permanent placements made in adapt within a selected
date range.
Temp Desk Shows all Temporary Submittals, Client Interviews and Open
Temporary Jobs.
Temp Revenue Displays all temporary bookings including performance figures: e.g.,
revenue, forecast, gross margin.
Workers (Temp & Contract) Displays all Temp & Contract bookings on a single page.
Creating Custom Studios

Users can create their own customised Studios to display their own personal preferences by selecting
widgets. The following is a list of the widgets available within the system:
Widget Name Content Displayed

Active Lead Contract Jobs Displays all active Lead Contract jobs for selected filters.
Active Lead Perm Jobs Displays all active Lead Perm jobs for selected filters.
Active Lead Temp Jobs Displays all active Lead Temp jobs for selected filters.
Activity (Graphical Widget) Displays activity for the Activity types selected. This is a graphical
widget and allows the user to toggle between the list of data and a
Horizontal Bar Chart.
Activity Vs Target (Graphical Displays Activity Vs Target for the Target types selected. This is a
Widget) graphical widget and allows the user to toggle between the list of data
and a Horizontal Bar Chart.
AWR Qualifications Displays which workers to contact who are close to AWR Qualification.
Backfill Lead Jobs Displays all Backfilled Lead Jobs for selected filters.
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Candidate Submittals Displays all Candidates that have been shortlisted and subsequently
submitted to a job, for unfilled jobs.
Client Interviews Displays Candidates who are scheduled for Client Interviews within the
specified number of days for which you are the Recruiter or Account
Manager.
Contract Placements Displays the forecast or generated revenue based on Contract
placements that have started within the selected time period.
Leads (Graphical Widget) Displays Leads for the filters selected. This is a graphical widget and
allows the user to toggle between the list of data and a Vertical Bar
Chart.
New Candidates Displays all new Candidates registered on the system within the
specified date range.
Open Contract Jobs Displays all open Contract jobs for selected filters.
Open Perm Jobs Displays all open Perm jobs for selected filters.
Open Temp Jobs Displays all open Temp jobs for selected filters.
Pending AWR Requests Displays details of pending AWR requests.
Performance Displays performance details for compatible widgets with an ‘update
performance’ button.
Perm Placements Displays the forecast or generated revenue based on Permanent
placements that have been filled within a selected time period.
Revenue Vs Target (Graphical Displays Revenue Vs Target for the Target types selected. This is a
Widget) graphical widget and allows the user to toggle between a Horizontal
Bar Chart and a Geographical Chart.
Starters Displays Candidates starting on placements for a selected time period
and identifies which candidate need to be checked in.
Temp Bookings Displays the forecast or generated revenue based on Temp regular and
Temp shift bookings that have been going on within the selected time
period.
Workers Coming Off Displays all workers coming off active Contract or Temp assignments
Assignments within the selected number of days.
To create a brand new studio

Within the Available Studio tab. Click on the “Create New Studio” icon which will then display four blank or
“unassigned” panels.
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 Once the new studio has been created, select the highlighted icon to be presented with a choice of
different layouts. Click on the preferred layout to assign this option to the main screen.
 Choosing the widget(s) to display in your custom studio. Click onto the Available Widgets tab to
show the widgets which are available. To select the widget, it need to be anchored to the studio. To
do this, drag the widget to the desired studio section on the left hand side.
 Once the widget has been anchored, the data (or graph) will be displayed.
Renaming a Studio
 Once all widgets have been dragged to your layout, name and save it by overtyping ‘New Studio’ in
the black bar with your customised name. It will then appear in your ‘Available Studios’ list.
Note: There is a separate guide to studios called ‘My Studios User Guide’. Please ask your Bond
representative for a copy.
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Refreshing a studio
Users can refresh the data included within any studio. This could be for instance, to include new records
which have been created in the system.
 Open the relevant studio and click the down facing arrow on the right hand side of the menu bar.
The options will display.
 Select Refresh.
 The data within the studio will be refreshed.
Applying filters to the studios
Users are able to filter the studios to display content which is specific to their requirements. There are a few
default filters available within the system. Users can add their own filters, which are relevant to the studio
open at the time.
For example purposes the Open Jobs studio has been selected .Within this studio Users can select:
Region – a region that the Open jobs are linked to.

Office – an office that the Open Jobs are linked to.
Team – a team that the Open Jobs are linked to.
Consultant – a User that the Open Jobs are linked to.
Show Retired Users - A ‘yes’ or ‘no’ selection field is available on all widgets and studios. This enables users
to filter results more efficiently by not showing old users.
Job created – a selection of dates when the job was created.
Adding columns of information into a studio
Users can choose to display extra columns of information within each studio. There are default fields
available in each studio which a User can choose from.
 Click onto the field.

 The field picker will open.
 Select the available fields by clicking the right hand facing arrow.
 Click onto the tick at the top of the screen.
 The fields will be displayed within the studio.
 A number will be displayed within the column field to show how many extra fields are being
displayed.
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Running workflow from the studio
Users are able to run workflow directly from within the studio.
 Ensure a studio is open.
 Within the middle of the screen, click on the downward facing arrow to display the available
workflow. Please note that different workflow is available, depending on the type of studio that is
open.
 There is also available workflow on the right hand side of the screen.
 Select the workflow by clicking.
 Complete the details.
 Click Confirm. The workflow will complete and the User will be taken back to the studio.
Changing the colours within a studio
Users are able to set colours to be used within the studio.
 Click on the down facing arrow on at the end of the studio view.
 Click onto the change colours option.
 Choose required colours from the colour palette. Users are able to change the Border and the
text colour.
 Click OK to save the changes. The new colours selected will be displayed
Page 199 of 199

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‘Basic employment and working conditions’ covers things such as:

 Access to facilities (staff canteens, child care etc.)

 Access to facilities (staff canteens, child care etc.)

Two key exemptions are:

The My Adapt Home Page

People Tools to enable Users to locate their Candidates and Contacts.

Jobs Tools to enable Users to manage their Job records.

Search A ‘Quickfind’ or record look-up for records of all types ‘Searches’

Role Selection Tree Select the type of record to be searched.

Report Lists all available Reports.

The bottom window displays the available Temps, based on availability.

Users are able to refine the list of temps by selecting certain

There is a separate guide to KPI’s. Please ask your Bond

Calendar The Calendar details the User’s Diary appointments.

It is accessed from the ‘My Adapt’ menu.

And from the pages menu in any record:

Journal The Journal is an audit trail of all actions run by Users.

It logs all processes that have been run against a

Icons Found Within Records

FastFind allows Users to:

 Search entities based on a selected category and search words.

Search word entry box

Creating a Candidate record

 Click People tab, then select New Candidate.

If a Candidate is either a Temp or a Contractor, please complete the following fields:

 Click Confirm to create the new record.

These pages can be put into Edit mode to

Navigating the CV Import Window

A Guide to the main options

Select ‘CV Import’ from the ‘My Adapt’ tab.

Running the Import

Select all the CVs to be included in the import.

Options available at this stage:

Create will create a new record.

Skip Resume will ignore the CV

Cancel will abort the import.

Monitoring the Qualifying Time

The “AWR Clock”

Please see the next page for a visual representation.

To access an existing AWR clock:

 Open a Temporary Candidate record.

Adjusting the AWR Clock Manually

To adjust the AWR clock:

 Open the Candidates record and select the AWR page.

 Enter the new number of weeks and click confirm.

Previous AWR Work History by the Candidate

 Open the relevant Candidate record, Profile page

 The Date of the Unavailability

Scenario Effect on the AWR Clock

AWR Clocks which have been reset by the system

Run this action if the Candidate is to be removed from a shift and

Unavailability This workflow is run from the Candidates ‘Availability’ page.

Run this action to record details of dates that the Candidate is

Logging Unavailability for Agency Workers

 Click onto the ‘Log Unavailability’ button.

In order to change an Agency Workers Unavailability:

 Select the Unavailability record to amend.

 Click onto Amend Unavailability.

 Complete the relevant details.