Why have we developed these features?
We are continuing to use ongoing feedback from our customer base on the useability and functionality of Access Recruitment CRM, and in line with Access’s strategic roadmap, to add several enhancements to the latest release.
How do I start using them?
Toggle feature to send Broadcast out via Emails only
The admin users can now hide the SMS option completely in Broadcast Shift wizard to allow sending of shifts broadcast just via Email.
They can do this by navigating to Feature toggles. Once done:
A new feature toggle called Broadcast Shifts via Email only is now visible
It is not enabled by default
An info-tip is available next to the feature toggle as follows:
This feature will only work correctly if you have an SMS account enabled
When this feature toggle is enabled, and the user uses the Broadcast Shift wizard, they will not see the SMS / Push Notification option at all as it automatically defaults to Email option
Adding Email option, additional fields, base template
If the customer has SMS account and have shifts added to a contract Job, when they open the Broadcast Shifts wizard and navigate to Step 2
The step is now called, Broadcast Details
2 radio button options are visible :
SMS/ Push Notifications
Email
The SMS/Push Notifications is selected by default
If the customer has no SMS account
If the customer does not have SMS account and have shifts added to a contract Job When on the Broadcast Shifts wizard ; Step 2
The radio buttons are not visible at all as it automatically defaults to Email option
On selecting Email option and additional fields with validation
To send a broadcast shifts via Emails, when the use navigates to the broadcast shift wizard and are on step 2, if they select Email as an option
3 fields appear as below:
Subject
Add Reply To Email Address
Include Client name in the broadcast
The Subject & Add Reply to email address fields are required fields (marked with red *)
The Add Reply to email address is pre populated from the value in My Actions ; Profile ; Mail tab Reply To Email Address field
The user can edit that and add a different reply to address
If they do that, an email validation check takes place as per the existing email validation rules in Access Recruitment CRM.
If the validation fails, a message appears below the text area that reads, Invalid Email Address
If the user deletes all the text from the Reply to email address field, a message appears below the text area that reads, Reply To Email Address cannot be empty
The Subject field contains the text, <Company> - New Open Shifts where Company is a value from under Options ; System Settings ; System Owner ; Details tab ; Company field
The user can edit the subject
If the user deletes all the text from the Subject field, a message appears below the text area that reads, Subject cannot be empty
The Next button is disabled if:
The Add To Reply Address field is blank
The Subject field is blank
Removing Automatching Applicants loading screen
The existing Automatching Applicants loading screen does not appear on clicking Next button in step 1 (between step 1 and step 2)
Email base template
The Email Preview area to the right displays the following base Email template
Email Preview content for mobile users
Customers who are registered for mobile app
Hello <Selected Applicant Fname Lname>,
New shifts just added for <Company or Work Address e.g. Basingstoke, RG24 8AE> - Ref <Job ref no J9141>
On <shift date, e.g. Aug 18 or selected shifts start and end date range e.g.; Aug 18 - Aug 31>
With pay of <Pay currency rate and frequency e.g.; €9.82pd>
To claim the shift/s, please use this link : <Link to Open Shifts tab on app> and click Claim or call on <Agency contact number> or reply to <value in ReplyToEmailAddress field> quoting the Job Ref no <Job Ref no.>.
<Email Signature from My Actions ; Profile ; Mail tab ; Signature section>
Email Preview content for non-mobile users
Customers who are not registered for mobile app and/or customers with WV not integrated
Hello <Selected Applicant Fname Lname>,
New shifts just added for <Company or Work Address e.g. Basingstoke, RG24 8AE> - Ref <Job ref no J9141>
On <shift date, e.g. Aug 18 or selected shifts start and end date range e.g.; Aug 18 - Aug 31>
With pay of <Pay currency rate and frequency e.g.; €9.82pd>
To claim the shift/s, call on <Agency contact number> or reply to <value in ReplyToEmailAddress field> quoting the Job Ref no <Job Ref no.>.
<Email Signature from My Actions ; Profile ; Mail tab ; Signature section>
Email template and Overwrite functionality
Email Preview
If the users want to broadcast shifts via Email and have selected Email as an option in step 2 then :
An Email Preview area to the right is visible
This is a required field (marked with red *)
It is pre populated with the current Email base template (as above)
There is an Edit button on top right of text box which when clicked makes the text box editable and shows the text formatting options which the user can use to edit the text
3 new buttons appear below the text area:
Select a Template
Clear Template
Default Template
On selecting the options above:
Select a Template - a Select Global Template picklist appears that allows the user to select a global template
The email text area is then overwritten with the selected template and the text area remains read only or editable based on previous selection
It has a vertical and horizontal scroll bar if the email text is larger than the email text area
Clear Template - the email preview area is cleared
Default Template - adds the default Email template
Disabled until the user clicks Edit button, Select template or Clear template button
If the text area is empty, then a message appears in red that reads, Email content cannot be empty
Overwriting the default Broadcast shift email template
If the user has selected Email option on step 2 and have overwritten the base template either by selecting a global template or clearing the template or by editing the text manually
Then the Add Reply To Email Address & Include Client Name in the Broadcast field disappears
When the user clicks Default Template the Add Reply To Email Address & Include Client Name in the Broadcast fields are visible again
SMS / Push Notification - Template and Overwrite functionality
On selecting SMS/ Push notification option
If the user wants to broadcast shifts via SMS/ Push notifications and have selected SMS/Push Notification as an option in step 2:
A Text Preview area appears to the right
This is a required field (marked with red *)
It is pre populated with the current SMS template used by broadcast shifts
The user can click in the text area to edit the text
3 new buttons are visible :
Select a Template
Clear Template
Default Template
On selecting the options above:
Select a Template - a Select Global Template picklist appears that allows me to select a global template
The text area is then overwritten with the selected template
It has a vertical and horizontal scroll bar if the text is larger than the text area
Clear Template - the text preview area is cleared
Default Template - adds the default SMS template
Disabled until the user clicks the text area to edit the text, clicks Select template or Clear template button
If the text area is empty, then a message appears in red that reads, Text cannot be empty
The Next button cannot be clicked without adding any text in the text area
Overwriting the base template
If the user has selected SMS/ push notification option and overwritten the base template either by selecting a global template or clearing the template or by editing the text manually Then:
The Include Client Name in the Broadcast and Add Agency Contact field disappears
On clicking Default Template button, the Add Agency Contact & Include Client Name in the Broadcast fields are visible again
Select Applicants step 3 - UI and functionality update
In the broadcast shifts, Step 3
This step is called Select Applicants
The search bar, the count of applicants, and the filter functionality remains unchanged on top of grid
The grid has the following new columns from the Applicant record (before compliance column)
Checkbox column
This is an existing column on Broadcast shift wizard - functionality remains unchanged
Name
This is an existing column on Broadcast shift wizard - functionality remains unchanged
Compliance Status
This is an existing column on Broadcast shift wizard - functionality remains unchanged
Status
From Applicant ; Person tab
Rate
From Applicant ; Details tab
Post Code
From Applicant ; Details tab ; Location field
Job Title
From Applicant ; Details tab
Email Address
From Applicant ; Details tab
Phone Number
From Applicant ; Details tab
Validation Status
The Email Address column only appears if Email is selected in step 2
The Mobile Number column only appears when SMS/ Push Notification option is selected in step 2
The Validation Status column shows whether or not the applicant has a valid primary email address or mobile number
It shows a green tick if Primary Email is present on the applicant records Details tab
It shows a green tick if Primary Phone is present on the applicant records Details tab
It shows red cross if the applicant is missing a primary phone number/Email address on their record.
On mouseover the red cross will display a message as below:
No primary email address (if email is selected as an option in step 2)
No Phone Number (if SMS/Push notifications is selected as an option in step 2)
There is a Select Applicants dropdown button on top of grid
When the user clicks the dropdown the following options appear: (arranged alphabetically)
Automatch
Scheduling
the Scheduling option only appears when the broadcast shift is accessed from within the Scheduling screen 1 and 2.0 screen
Review List
Favourites
Tag File
Saved Tag File
On selecting any of the options any existing applicants in the grid are removed
On selecting:
Automatch : Automatches the applicants and populates the results on the grid
an Infotip appears to the left of search bar that when clicked displays the current rules for Automatch (as per existing behaviour))
Scheduling : If accessed from Scheduling 1/ 2.0 -> populates the applicants added on scheduling screen 1/2.0 screen
Review List : Adds any applicants added on the jobs review list
Favourites : Adds any applicants marked as Favourites to the grid
Tag File : Adds any applicants from tag file to the grid
Saved Tag File : Allows the user to select a saved tag file folder -> Adds any applicants from saved tag file to the grid
If there are no applicants found on selecting any of the options:
A message appears that reads, No applicants found
User can select applicants using the checkboxes and go to the next step
The user cannot tick the checkbox for applicants with Validation status errors (for records with no primary email or phone, or who have not given GDPR consent)
When the user navigates back to Step 1 and makes changes to the selected shifts then comes back again to this step, any existing applicants in the grid are removed
Merge on selecting different template
When the user is in the broadcast details step and have selected their own template that requires merging on step 2 (for both Email or SMS) and clicks Next button on select applicants step, Then:
A 4th step called Merge appears with Previous and Next buttons
this step has a grid view with 3 columns:
Name
Description
Merge
Where:
Name : Displays the Fname Lname of selected applicants in step 3
Description : Displays as Email Template or SMS Template (if SMS option is selected in step 2)
Merge : Displays a Merge button that when clicked allows me to merge details as required on the template
Clicking on Previous button navigates the user to the previous screen
Clicking on Next takes the user to the next step Broadcast Shift
This step is skipped if
the user has selected the base Email/SMS template in step 2
the template does not require merging
The template does not have merge fields
Email/ SMS Preview and Broadcasting shifts successfully
If the user has selected Email / SMS as an option in step 2 and have selected the merge fields (if required) on step 4 and clicked Next, then:
The user is navigated to the last step of the wizard, Broadcast Shift
The selected shifts appear in the first column called, <Count of shifts selected in step 1> Shift(s) Selected with date and time displayed and checkboxes ticked by default
The selected applicants appear in the second column called, <Count of applicants selected in step 3> Applicant(s) Selected with checkboxes, first last names and compliance status
The Email / SMS text preview appears to the right
displaying the content of the email / SMS with merged fields
It is read only
Displays the email / SMS content for each selected applicant (highlighted applicant in the list)
On clicking Broadcast Shift button:
The email / SMS is sent out correctly to each selected applicant with the correct email / sms template used in the broadcast shifts wizard
If the user has selected to receive a push notification rather than SMS, they will receive a push notification on their device
SMS Warning message update
If the user has selected SMS/ Push Notifications as an option in step 2 and is on step 5 : Broadcast Shift, then:
The Text Preview label has an Alert message icon (same as currently used by Broadcast shift wizard) to the right that on popover displays the following:
"(X no. of Applicants) Applicants will be notified via the app and (X no. of Applicants) Applicants will receive an SMS which will incur costs. Please be aware if an applicant is registered with a mobile app but has push notifications disabled or has an iPhone/ iOS device that is not updated to 16.4 or later version, they will receive an SMS which could incur cost. "
When the app is not set up in Access Recruitment CRM :
The read only message below the text area will change to: (X no. of Applicants) Applicants will receive an SMS which will incur cost