Adding a Person

This QRG shares several methods for adding a Person into Stafftrak.

• Data Entry– Manually type Person information to add them into Stafftrak.
• Applicant Toolbar Button – Parse resume information to add a Person.
• Email Resume Parser – Add a Person by emailing an attached resume file to your parsing email.
• Job Board Posting – An Applicant Person submits their resume to your online Job Board Posting.

DATA ENTRY

1

From the main screen, select the Add a Person toolbar button.

2

An editable data entry form will appear. Note the red labeled fields are required and must contain value before the Person file can be saved (these required fields are customizable).

3

Essential fields which are recommended to enter to get the most out of Stafftrak are:

• Workers full mailing address is important with relation to ROEs and T4s.
• Email address – used to send pay stubs, T4s, and directly email documents attached in Stafftrak.
• SIN, SIN expiry (when applicable) and Date of Birth are needed for payroll purposes.
• Emergency information should be gathered for anyone working.
• Interviewed By can be used for tracking and reporting.

4

Once you’ve completed your data entry, select the Save button. Note the Person Type defaults to Applicant. Choose the necessary Person Type, i.e. Assignment Employee, Contractor, etc.

5

Stafftrak checks key fields for duplicates and if there is a duplicate, you will see the Duplicate Person(s) screen. To proceed, select Cancel if this is indeed a duplicate (no new entry will happen). If this is not a duplicate, select Ignore to continue adding the new Person (the new entry will happen).

APPLICANT TOOLBAR BUTTON

1

Save Resume file(s) to a computer drive location.

2

From the main screen, select the Applicant toolbar button.

3

Select the Choose File button. Navigate to the computer drive location where you have saved your Resume file(s). Select the desired file and select Open.

4

Select the Next button.

5

Review the information which has been parsed into the fields, ensuring the data is in appropriate fields. Also ensure any red (required) fields have values. Modify as necessary and then select Next.

6

Review the Work History information, modify as necessary and select Finish when complete.

7

Stafftrak checks key fields for duplicates and if there is a duplicate, you will see the Duplicate Person(s) screen. To proceed, select Cancel if this is indeed a duplicate (no new entry will happen). If this is not a duplicate, select Ignore to continue adding the new Person (the new entry will happen).

8

The parsed Resume is added to the Documents section of the Person file.

EMAIL RESUME PARSER

1

Before using this feature, be sure Client Services has set up your email for this purpose.

Reach out to them at the below email address.

clientservicescanada@people20.com

2

Send an email with the Resume attached file to the email below.

parsing@staffedge.com

3

Note: You may prefer to send Resumes to an internal email address such as jobs@youremail.com or resumes@youremail.com. By setting up a forwarding rule on those email accounts to forward the resume file to parsing@staffedge.com, it will be simple for your internal folks to know what email to use.

4

Once the email is sent, one of three things will happen.

1. The resume is parsed successfully creating an Applicant Person file in Stafftrak with the Active Code being Applicant New.
   1. The Resume will be attached to the Person file in their Documents section.
   2. A Quick Note will be created containing the subject line and body of the original email and a Parsed Resume Note Code.
   3. A Skill code will be added to the Person file.
   4. Sender will receive a confirmation email sharing the new Person ID#.

1. If the parsing system found the resume to be a Duplicate file:
   1. A Quick Note will be generated on the Person file that already exists in Stafftrak, containing the subject line and body of the original email to capture Persons that may apply to multiple positions.
   2. The Sender will receive a reply email sharing there was a Duplicate along with the duplicate Person ID #’s.

1. If the email had no attachment, the email is returned to the email it was sent from with the subject line: ERROR:

JOB BOARD POSTING

1

If you have the On-line application and Job Posting system set up on your company website, applicants will be created automatically when they apply for the posting. This process varies slightly according to your website and customized preferences.

2

When an Applicant uploads their Resume, the system will parse for basic information and require them to confirm and fill-in any needed information.

3

You will be able to view their information in Stafftrak. Note they will be equal to the Person Type of Applicant. This allows you to identify these files separately from files of candidates you have already assessed and changed to Assignment Employee.

After the applicant is interviewed and has completed your registration and sign offs you can change him/her to an Assignment Employee by clicking the Edit button in the Top Left corner of the file and selecting Assignment Employee from the Person Type Drop down list. This step will be necessary for payroll.