Individual System Elements

Front Office Recruitment Software – First Choice RDB Pro / Bond Adapt etc.

There are many recruitment packages available in today’s recruitment software solutions market. They all generally offer the ability to record details of candidates, clients and vacancies (or jobs).

When vacancies become ‘filled’ they typically become known as placements. A placement ‘groups’ together a client, a candidate and charge and pay rates or a placement fee.

As long as your front office recruitment software is capable of exporting relevant placement details into a csv file (as most invariably are) then your recruitment software can be used to pass relevant placement information into InTime’s Online Timesheet software and Opera II Recruitment's pay & bill and accounting software.

Working solutions have been developed using First Choice’s RDB ProNet software and Bond’s EZaccess software. A solution for Bond’s Adapt software follows shortly. The lead-time required to integrate other front office software packages into the remainder of the solution is minimal as it simply requires writing a ‘simple’ report to export the relevant placement information into a csv file.

Web Based Timesheet Authorisation Software – InTime’s Online Timesheets

Cambridge Recruitment Software Solutions has worked closely with InTime to develop import and export reports. InTime Online Timesheets is now capable of importing relevant temporary placement information direct from front office recruitment software. This information is used to automatically populate details of each placement including candidate, client, client manager, agreed charge and pay rates plus all the relevant individual parties' email addresses, mobile phone numbers and a host of other information.

Once InTime Online Timesheets is ‘armed’ with this information it then handles the rest of the process automatically. InTime knows which candidates to expect timesheets from and if they are not completed by a specified time then InTime automatically sends a reminder email or SMS text message to each candidate concerned. Likewise, for the client manager, if they fail to authorise a submitted timesheet by a specified time then InTime automatically sends an email or SMS text message to remind each client manager concerned. You can view a host of different reports including a ‘missing timesheet’ report showing which candidates have yet to complete / submit their timesheets and / or which client managers have yet to approve candidates' submitted timesheets.

This powerful process completely eliminates the need for manually completed and signed timesheets:- no more timesheets going missing in the post, illegible faxed copies or time consuming manpower required to manually enter data from timesheets into ‘pay & bill’ systems for onward processing. All the manual processing associated with collecting and processing information contained within physical timesheets is simply eliminated and replaced with an ‘electronic signature' from your client manager.

Once all timesheet information has been entered by candidates and approved by their line managers then the data is ready to be exported by InTime's Online Timesheets and imported into the last piece of software in the chain, Opera II Recruitment.

Back Office Software – Pegasus’ Opera II Recruitment 'Pay & Bill' And Accounting Software

The last stage in the process is to actually pay your candidates and bill your customers.

Cambridge Recruitment Software Solutions has developed a ‘feature rich’ set of features enabling Pegasus’ Opera II to be used as an effective and efficient ‘pay & bill’ system, thus eliminating the need for additional specialist ‘pay and bill’ software packages. All the data is contained within one back office accounting package. Unlike some other solutions, as all the data is contained within one back office accounting database, there is no summarisation of data as it passes from one database to another. There are many advantages to having all the data in one place, not least to facilitate comprehensive management reporting and the ability to be able to drill down from any transaction in the accounts and to be able to trace it back to a timesheet and placement number from your front office recruitment software. Transactions then flow seamlessly into the accounting ledgers for processing into profit and loss and balance sheet reports.

Critically, all the data entering Opera II Recruitment is well ‘tagged’ enabling individual transactions to be ‘matched’ in the sales and payroll ledgers for post processing analysis. There is a powerful set of management reporting tools, enabling a vast range of margin by consultant, office, division, customer or candidate etc. to be analysed and made instantly available for any period and parameters you choose.

How Simple Can It Be...?
With the above system you can start with a blank Opera II Recruitment database, import data from your front office software. This will automatically set up new clients and candidates within the sales ledger and payroll modules respecively. You can then process any permanent placements imported into sales invoices without the need to enter any further information.

The same export file from your front office software, used by Opera II Recruitment, also supplies InTime's Online Timesheets with all the data it needs to automatically set up temporary candidates and client managers within its database. Users are then automatically emailed their own password protected logins. You can then simply leave candidates and client managers to get on with completing and authorising timesheets. Once this is completed then you can download the authorised timesheet data into Opera II Recruitment. From there you can process temporary placements into client sales invoices and temporary candidate payslips (for limited company contractors the system generates self-billing invoices), again all without the need to enter any further data.

All sales invoices and payslips (self-billing invoices for limited company contractors) are then emailed off to the relevant parties; job done!