How to use Recruitment Workspace
This guide is short and simple. You do not have to read all of it. After every step, the system tells you what to do next.
Start here
Your first ten minutes
- Add your staff. Go to Settings, then Team. Pick a role for each person.
- Add an employer. Go to Employers. Write down how you checked them.
- Add a job. Go to Job orders. Say what job it is, which country, and how many people.
- Add your candidates. Go to Candidates. Add one at a time, or load a whole spreadsheet.
- Open a candidate. The box at the top says what to do next.
- Share your link. It is in Settings, then General. Candidates use it to sign up on their phones.
1. Set up
Everything here is in Settings. Pick a part on the left.
General
Your agency name and colour. Your link for candidates.Team
Add your staff. Recruiters work with candidates. Document staff check papers. Finance staff handle money. Admins can do everything.Pipeline and checklists
Say which papers each country needs. Switch on two optional rules when you are ready: use only checked employers, and compare the two contracts.Payments
Add your M-Pesa paybill or till. Then candidates can pay fees from their phones.Messages
Pick how you contact candidates. Add your own sender name. See your text credits.Security
Turn on two-step sign-in for everyone. It keeps accounts safe.2. Employers and jobs
Add an employer
- Go to Employers. Press Add employer.
- Write the company name, country and contact person.
- On the employer page, write down a check. For example, you confirmed the company is real.
- When the check is good, press Mark as vetted.
Add a job
- Go to Job orders. Press New job order.
- Pick the employer. Write the job, the country and how many workers.
- Choose who pays the costs. Either the employer pays you back later, or the candidate pays you.
3. Candidates
Add a candidate
- Go to Candidates.
- Press Add candidate for one person. Press Import CSV for many people.
- Tick the box that says they agree to you keeping their details.
Candidates can also sign up by themselves with your link.
Papers
- Open the candidate. Upload their papers, such as passport and ID.
- Write the date each paper ends. You will get a warning before it does.
- Go to Verify documents. Look at each paper. Press Verify if it is good, or Reject if it is not.
4. The nine steps
Every candidate is on one of nine steps. Open a candidate and read the box at the top. It shows what is missing and what is done. When nothing is missing, the button for the next step turns on.
| Step | What you need |
|---|---|
| 1. Register | Write down who they are. Tick that they agree to you keeping their details. |
| 2. Screen | Check their ID, skills and work history. Fees that are due must be paid before they leave this step. |
| 3. Shortlist | Match them to a job. Now the employer can see them. |
| 4. Interview and select | The employer talks to them and picks. Check the employer first. |
| 5. Contract | Save the contract the worker has and the one the employer has. They must say the same thing. |
| 6. Documents and medical | Upload and check the passport, police clearance and medical report. Fees must be paid. |
| 7. Visa and travel | The visa must be approved. The worker must finish orientation. |
| 8. Deployed | The worker has travelled. Confirm they arrived. |
| 9. Follow-up | Call them from time to time. Answer any complaint. |
5. Money
Money is on each candidate page, in the box called Money. What you see depends on who pays.
If the employer pays
- Write down each cost when you pay it. For example passport, medical, visa and flight. You cannot change a cost later. You can only cancel it with a new entry.
- Send the employer an invoice.
- When they pay, write down the payment. They can pay a little at a time.
If the candidate pays
- Add the fees and the date each is due. The candidate gets a reminder.
- Ask for payment by M-Pesa. A message pops up on their phone. They type their PIN.
- The system saves the payment and sends a receipt.
The Finance page shows money you spent, money employers owe you, and money you got. The Reports page shows your profit for each worker.
6. After they travel
When a candidate reaches Deployed, the system plans three check-ins for you. They are after 30, 90 and 180 days. They show on the To do page when it is time. Call the worker. Then write down how they are: well, a worry, or could not reach.
Workers can send a complaint from their own page. You can also write one for them. Each complaint stays on your To do list until you close it and say how you fixed it.
7. Their own pages
Candidates
They sign in with a code sent to their phone. They see their step, what to send, their appointments and their payments. They can also apply for jobs.Employers
They sign in with the login you gave them. They look at candidates, ask for interviews and pick workers. They also save the contract they signed.8. Texts and credits
The system sends messages for you. It does this when a candidate moves to a new step, when an appointment is set, when a fee is due, and when a paper is about to end. See all messages on the Messages page.
Credits
- One text uses one credit. A long text uses more.
- New agencies get free credits to start.
- To get more, go to Billing. Pick an amount and pay by M-Pesa. Credits are added as soon as the payment goes through.
- If you run out, texts are not sent until you buy more. Emails cost nothing.
Your own sender name
Go to Settings, then Messages. Add the name you want on your texts and the email address you want on your emails. They are checked first. Until then we use ours.