What is the Carerix “My Assistant”
The Carerix “My Assistant” offers more insights to stay focused on the ongoing procedures, activities and sales processes. The dashboard shows the user's main workload. You can see the complete match funnel at a glance, where you can see which candidate has been matched to which vacancy at which client.
My Assistant immediately shows how long it has been since the match was set to the current phase. As a manager, you can easily manage agreements. Matches that have been on a certain match phase, for instance, more than three days, must be followed up.
The dashboard is transparent per recruiter. You can view the dashboard of other users if the user role allows this.
How to navigate to "My Assistant"
You can reach “My Assistant” via the button between the logo and the search bar
My Assistant shows, among other things, the following tabs:
Activities : Appointments for today and tomorrow, and tasks that are already in progress or are due
Matches : This is the match funnel, where you'll find the matches that need attention. From here, you can adjust stages, send messages, and clean up outdated matches.
Opportunities : Here are the opportunities that are currently most relevant
Placements : Provides an overview of current placements
My Assistant as start-up screen
As an Administrator, you can choose “My Assistant” to replace the current startup dashboard. It will show as startup screen when no other template is set as startup dashboard.
You can do this easily via Maintenance → Templates → tab Document → Search for STARTUP → Open file → Delete the code “STARTUP”.
As soon as you log in again, My Assistant will immediately show as home dashboard for all users.
List view and Kanban (Drag & Drop) view
Click on an active tab to switch between list and kanban view (if available).
Example:
The My Assistant shows activities
Click on "Matches" to view Matches.
Click "Matches" again to choose between list and Kanban view
Result:
The Kanban view is available for Matches, Leads, Opportunities, and Placements.
Activities
The Activities tab gives you even more insight into your workday. Your calendar shows the schedule for today and tomorrow, and you'll also see your upcoming tasks. Our triggers help you automatically create tasks, which you can now easily view and track.
Meetings
Appointments are visible when the Calendar function is activated.
You see the list of appointments for today and tomorrow
(on Friday, My Assistant shows the appointments for Friday and Monday)Clicking on Upcoming Meetings will take you to the calendar page
Clicking on the row will open the appointments
By clicking the "+" button you can easily make a new appointment
Settings for tasks in My Assistant
To define the statuses for the tasks you want displayed
Has setting
activecheckedtaskstatusclassis one ofTaskToDoTagorTaskInProgressTag
Go to Maintenance → Tables → Filter for table equals "Task Status"→ open to check the settings
Matches
Understanding the match funnel
The numbers at the top represent data about Matches at a particular Match stage group
Total matches in a particular Match stage group (clickable)
Name of Match stage group
Time period
All match stage groups are inherited from the match group structure, except the last two: successful and unsuccessful. These modified match stage groups are only visible on the dashboard and are displayed at the end of the funnel.
Success represents all match stages which have parameters “Match process is finished successfully” and “Final stage” set to Yes
(In Maintenance → Match stages → open needed Match stage → checkbox “Match process is finished successfully” and “Final stage” set to yes)
Unsuccessful represents all match stages which have the parameter “Final stage” set to Yes (In Maintenance → Match stages → open needed Match stage → “Final stage” set to yes)
Should you want to move a Match stage group to the right Unsuccessful, the index of that Match stage group needs to be < 990
Actions within My Assistant
We have several ways to help you work even smarter and more efficiently, including:
👉 Stage Changed: Shows how long ago the match was set to the current stage and this column is sortable
👉 Action: from here you can easily plan an appointment or call up an email template
👉 Automatically clean up (outdated) matches
Overview of each Match stage
Clicking on each of the Match stages at the top will load a related overview below.
The columns
Stage
Stage changed (shows how long it has been since the match was set to the current phase and this column is sortable). It becomes red when it meats SLA conditions (check there)
Recommended action (check there)
Candidate
Status (Candidate status)
Job Title
Status (Job Order status)
Company
Contact
Source
Owner
Columns Match stage, Status (Candidate), and Status (Job Order) are editable from the overview.
View your colleague's matches
The Dashboard loads matches that relate to the current user by default
Show other matches by picking or searching for another user (up to 10)
By clicking on the clear icon the dropdown will be reset and Lean Dashboard will again represent the matches of the current user
Match funnel in Candidate, Job Order, and Company page
On the Details page of Candidate, tab General here is a Match funnel that relates to this particular Candidate
On the Details page of Job Order, tab General here is a Match funnel that relates to this particular Job Order
The same applies to the Company page (General tab on the Details page of the Company)
The Administrator can turn off the visibility of the Match funnel for Candidate, Job Order, and Company in the details page tab "General"
Go to Settings → Seamless panel → showRecordDetailMatchFunnel
MatchSLA
Settings for MatchSLA column in My Assistant:
Within My Assistant, we can alert users to matches that are taking longer than the agreed-upon timeframe. A common example we see from our clients is that they want a candidate to receive a response within 24 hours of applying.
As an administrator, you determine after how many hours the match phase turns red and displays a (!) icon. This can be configured generically for all matches in the dashboard; this is called the match SLA.
As an administrator you can adjust the "SLA" on three levels: For the entire dashboard, per match stage group and per individual match stage.
Instructions are below:
General: The "general duration" that applies to all match groups and stages can be found at: Maintenance → Settings → general → matchSLA. This is based on hours, so now it stands at 14 days (72 hours) for all match phases, after which it will turn red again:
Match Stage Group: You can then override the default number of hours from the dashboard per match stage group: Tables→ add to filter "Table" "is equal to" and click on magnifier icon to find a table "Stage group match" then press the "Filter" button. Click on any match stage group to check the details page to find the SLA:
Match Stage: Finally, you can override the default SLA and Match Stage Group SLA to a specific one for a particular Match Stage in the Match Stage itself: Maintenance → Match stages → per Match stage → SLA.
It is very important to keep track of the speed of ongoing procedures. By informing users about matches that have been in a certain match phase for too long, we can ensure that they stay fully focused on these procedures and increase the chances of a successful match.
Actions on the Match tab
The Match tab in "My Assistant" contains a column with recommended actions. This can include actions such as sending emails from the template list, and it can also include the option to schedule an appointment, along with its details.
Settings for "Action" column in My Assistant
The appointment (date and time) and option to create an appointment will be displayed if these conditions are met
The link to the calendar must be activated ( more information )
The match phase must be checked as "Screening" or "Client Interview" (In Maintenance → Match Stages → open required Match Stage → checkbox “Screening” or “Client Interview” ) (ask your administrator)
After completing these steps, it's good to know a few details:
An appointment can only be displayed if it is linked to the match
If the match has no related appointment, there is a button to create a new appointment
If a match has multiple related appointments, the most recently created appointment is shown
If the meeting is in the past, it will be shown in red, along with a button to create a new appointment
The send email action is visible if there is a template available that relates to the current match stage
Settings to automatically clean up matches
My Assistant helps you quickly clean up all incorrect matches.
My Assistant has an automatic alert function for incorrect matches . This could be a match with an available candidate for a filled vacancy:
The icon below informs the user that there is an active match for an already filled vacancy (inactive). The following icon will then appear in the dashboard, even for an inactive candidate:
As soon as you click on the icon, the "match clean up" appears , in which the dashboard asks you whether you want to close the remaining matches on the active vacancy or inactive candidate:
Settings in Carerix
To activate the cleanup tool in the dashboard, we need to know the active statuses of a vacancy and candidate. As an administrator, you can easily specify this for the table items. Administrator → Tables → "Table equals" → "Candidate Status" → open status → specify the status at "Candidate Class":
An active status. Nothing required here.
For the candidate, consider statuses like: New, Available, Passively looking
For the vacancy, consider statuses like: New, Active, Open
An inactive status that is successful. Select "Success"
For example candidate status "Placed: or vacancy status "Filled:An inactive status that is not successful. Select "Unsucceswsful
For candidate statuses like "Not available" and for vacancies "Withdrawn"
When matching, you don't want to see files with an inactive status. In most cases, you don't want to interview a placed candidate with other clients, and you don't need to bring a filled vacancy to the attention of job seekers.