What’s new?

This release introduces automated notebook entries for removed shifts and Subject Access Requests, multi-condition filtering for table columns, and enhanced mailshot management. Contact selection now displays email addresses and postcodes for easier identification. Additional improvements include Work History and Removed Shifts tabs, Ringover hyperlink support, age display options, client currency visibility, automatic diary updates for permanent placements and a fix for Broadbean applicant duplication.

How do I start using it?

Removed Shift Reason Notebook Entries

When you remove applicants from shifts with a removal reason, Access Recruitment CRM can now automatically create a notebook entry so you can track removal patterns without separate reports.

Go to Options, then click System Settings and open Feature Toggles.
Find Add Notebook entries for Removed Shifts, then confirm it is enabled (it is enabled by default).
A system-coded notebook type "Removed Shift Reason" has been added under under Options ; Manager ; Documents ; Notebook types and templates.

Go to Scheduling 2.0, then open the relevant Job shift.
Select one or more applicants, then click the bin icon.
Select a Reason for removal, then confirm the change.

When you complete these steps, Access Recruitment CRM automatically creates a notebook entry for each removed applicant with:

Type: the system-coded notebook type Removed Shift Reason (found under Options ; Manager ; Documents ; Notebook types and templates).
Folder: General.
Subject: <Removed Shift Reason>, <Job Reference number> at <Company Name> (<Applicant fName lName>).
Content: Removed Shift Reason = <Removed Shift Reason>.

Links tab:
- Applicant ID.
- Applicant Name.
- Client Name.
- Client Contact.
- Job (with Link type: Reference).
- Protected: set to Yes.

🤓 Tip: This gives you automatic documentation of shift removals for better applicant history tracking.

Work History Notes Tab Enhancement

The Notes field in Work History has been expanded so you can record and view more detailed information about an applicant’s work experience.

Go to Applicants, then click Work History.
Open the relevant work history item, then click the Notes tab.
Enter or review detailed notes in the expanded notes area, then save your changes as usual.

🤓 Tip: You can now add longer, more detailed notes without excessive scrolling or truncation.

Client Currency on Billing

Client records now expose the Currency field in the Billing tab and via the API so you can manage multi-region clients consistently with RDB.

Go to Clients, then click the Billing tab.
Locate the Currency lookup field under Invoice Contact.
Select a currency from the list defined in Options ; Manager ; Look-ups ; Currency, then save the client.

For API usage:

The Currency column is now exposed on the Client entity.
You can insert and update the currency via API calls.

Validation

If you try to create or update a client with a currency ID that does not exist in Currency Look Up values, Access Recruitment CRM shows this error:
Cannot update the Currency as it is not defined under Currency Look Up values. Please use an existing value to continue.

🤓 Tip: This enhancement enables businesses working across multiple regions to properly capture and manage currency information for their clients directly within Access Recruitment CRM.

Ringover Hyperlinks in Notebook (Ringover Customers Only)

If you use the Ringover integration, hyperlinks from Ringover are now clickable in notebook entries.

Go to Applicants, Clients, or Contacts, then open the Notebook tab and view the relevant document (Details tab).
- You can also go to My Actions > Notebook > Content tab.
Locate any hyperlink that starts with https and points to ringover.com.
Click the hyperlink to open it in a new browser tab.

Hyperlinks to ringover.com open correctly; all other hyperlinks still display the existing error message.

🤓 Tip: This enhancement streamlines the workflow for Ringover users by enabling direct access to linked content from within ARCRM notebook entries.

Display Age in Summary Cards and Table Views

You can now show a person’s age on summary cards and in tables for applicants, contacts, and persons.

Go to Options, then click System Settings > Feature Toggles.
Find Display Age, then enable the toggle (it is visible to all users but disabled by default).

Open any Applicant, Contact, or Person record - when enabled:

Summary card view:
- Age appears to the right of the name, e.g. Jane Doe (21 years).
- The age uses the same bold font size as the name.
Table view:
- Use Config Columns to add the Age column to any table that supports these records.
- Age displays in the format 21 years.
- The Age column is not automatically selected if you click Restore Defaults.

🤓 Tip: This gives quick visibility of age information without manual calculation.

Show Day of Week in Timesheet Hours

A new Day column is available on the Timesheet Hours sublist to help with payroll and query resolution.

Go to Placements ; Timesheet Manager ; Timesheets, then open the Timesheet Hours tab.
In the Timesheet Hours sublist, click the Config columns icon.
In the Available column list, add Day to the Selected list.
Confirm your changes to show the Day column in the table.

The Day column:

Shows the day of the week based on the Date field in each row.
Is not selected by default if you click Restore Defaults.

Last Notebook Entry Column on Client Contacts

You can now see when each contact was last updated via a notebook entry directly from the client record.

Go to Clients, then click the Contacts tab card.
In the Client Contacts sublist, click Config columns.
Add Last Notebook Entry from the Available column list to the Selected list, then save.

The Last Notebook Entry column:

Displays the date and time of the most recent notebook entry for each contact.
Uses the format dd/mm/yyyy HH:MM.
Matches the behaviour already available in the Contact form table view.

🤓 Tip: This helps you see which contacts may need follow-up without leaving the client record.

Rename AI CV Matching to Sourcing Coach

The AI CV Matching feature has been rebranded as Sourcing Coach, but its underlying functionality remains the same.

In the UI:

The AI CV Match tab is now Sourcing Coach on Contract/Perm Job > Review Lists > View All.
The AI CV Ranking label is now CV Ranking.
The AI CV Matching button hover text now reads Sourcing Coach.
The window title is now Sourcing Coach.

Feature toggles and permissions:

The feature toggle AI Component - CV Matching is now AI Component - Sourcing Coach under Options > System Settings > Feature Toggles.
The permission Permission to AI CV Match against Jobs is now Permission to use Sourcing Coach under Options > Accounts > Roles > Role Permissions.

🤓 Tip: You can keep using the feature as before, but with the new Sourcing Coach branding.

Removed Shifts Tab on Applicant Form

Applicants now have a dedicated Removed Shifts tab that shows a complete removal history without needing separate reports.

Open an Applicant record that has previously been removed from shifts.
Select the Removed Shifts tab (located immediately before Additional Info).
The tab is view-only and does not appear when the Applicant form is in New mode.

On this tab there is a sublist that is read-only and includes the following columns by default:

Client
Job ID
Job Title
Shift Date (dd/mm/yyyy)
Reason (for removal)
Notes
Removed By

Optional columns (add via Config Columns):

Location Name
Placement ID
Shift Title (blank if the job shift has been removed)
Shift Start Time
Shift End Time
Reserved / Confirmed Status
Removed On (date of removal)

List behaviour:

Rows are ordered by removal date (descending).
A config icon (cog) provides
- Configure Columns
- Reset Sorting
- Clear Criteria.

🤓 Tip: This enhancement streamlines workflow by providing immediate access to shift removal history directly from the Applicant record.

Subject Access Request (SAR) Notebook Entries

When an approved user runs a Subject Access Request (SAR) for an applicant, Access Recruitment CRM can now automatically log this activity in the applicant’s notebook.

Configure the SAR Notebook Setting

Go to Options ; System Settings ; System Owner, then open the Global Settings tab.
Find Add Notebook entry for Subject Access Request (located after Add notebook entry for Review List Status Update).
Confirm the setting is enabled (it is enabled by default).

New Notebook Type

A system-coded notebook type Subject Access Request exists under Options ; Manager ; Documents ; Notebook Types and Templates.
It is assigned to the General folder.
It is enabled for Applicants only.
It cannot be deleted by users.

Run a SAR and Create a Notebook Entry

Open an Applicant record.
Click More, then select Subject Access Request to run the SAR (only users with the appropriate permissions can run SARs).

When the setting is enabled a notebook entry is automatically created with:

Folder: General
Type: Subject Access Request
Subject: Subject Access Request
Content: Subject Access Request on <Date Time> by <User Name> (for example, Subject Access Request on 03/09/2025 11:10 by Chandni Vishen)
The Links tab includes:
- Link Type: Reference
- Link To: Applicant
- Applicant Name
Protected: Yes

🤓 Tip: This provides a clear audit trail of SAR activity, even for users who cannot run SARs themselves.

Multiple Filter Conditions for Table Columns

Table views and reports now support up to three filter values per column for supported operators, giving you more flexible, OR-based filtering.

Column Filters in Table Views

Open any table view or sublist.
Click the filter icon on a supported column.
Enter up to three values where multiple conditions are supported.

Supported column types and operators:

Text columns (e.g. Name):
- Up to 3 values for: Equals, Does not equal, Begins with, Does not begin with, Ends with, Does not end with, Contains, Does not contain, Like, Not like.
Date columns (e.g. Birth Date):
- Up to 3 values for: Equals.
Time columns (e.g. Shift start time):
- Up to 3 values for: Equals.
Lookup columns (e.g. Ethnicity):
- Up to 3 values for the same operator set as text columns above.

All filter conditions in a single column are combined using OR (for example, Name begins with Tom or Dave or Harry).

Reports Enhancements

Edit or create a report, then click the filter icon for a field.
Add multiple filtering conditions for supported operators as needed.
- Filter criteria display all conditions separated by or, e.g. Applicant Name Begins with Tom or Dave or Harry.
- For Between date filters, the criteria now display as:
  - <Field Name> Between <date1> and <date2>
  - Previously, this appeared as >= <date1> and <= <date2>.

Automatic Diary Updates for Permanent Placement Start Dates

When you update the start date of a permanent placement, associated diary events of type Permanent Starts now update automatically.

Go to Placements ; Permanent Placements, then open the relevant placement.
On the Details tab, update the Start Date field, then save.

If the placement:

Is a permanent placement,
Is linked to a permanent job, and
Has at least one assigned applicant,

then the corresponding diary event in My Actions ; Diary with Event Type: Permanent Starts automatically updates to the new start date.

Prevent Duplicate Broadbean Applicants (Trailing Spaces)

The Broadbean integration now trims trailing spaces in applicant names to avoid duplicate records when the same person applies multiple times.

Technical behaviour:

The procedures BroadbeanApplicantAddToPendingTable and BroadbeanApplicantSave now automatically trim whitespace from FirstName and Surname before matching against existing records.
Matching logic uses the trimmed values to account for space variations.
Exact match logic accounts for space variations in names.

🤓 Tip: This reduces duplicate applicant creation caused by trailing spaces in names.

Mailshot Wizard Enhancements and Filters

Mailshot management has been enhanced with new columns, filters, and a creator-only view in the Mailshot wizard.

New Columns in Step 1

Go to Tools ; Mailshots.
At Step 1 of the wizard, review the mailshot table.

The table now includes:

Mailshot Name (renamed for clarity).
Created By – the consultant who created the mailshot.
Created Date – creation date (DD/MM/YYYY).
Last Sent Date – date the mailshot was most recently sent (blank if never sent).
Last Sent By – consultant who last sent the mailshot.

Table behaviour:

All columns except Mailshot Name support filtering with appropriate text or date operators.
All columns support ascending and descending sorting.
Columns are resizable.
Truncated text shows an ellipsis, and full text appears on hover.
The wizard width has been increased to fit the additional columns.

“Only My Mailshots” Filter

In Step 1, locate the Only My Mailshots checkbox above the table.
Tick Only My Mailshots to show only mailshots where you are the creator.
Clear the checkbox to show all mailshots you have permission to access.

🤓 Tip: This filter works alongside existing sorting, pagination, and column filters.

Filter Persistence

Filter settings are now preserved when you:

Move between wizard steps and return to Step 1.
Switch between mailshot categories.
Change search text, column filters, sorting, or the Only My Mailshots checkbox.

Extra Columns When Adding Existing Contacts to a Client

When you add existing contacts to a client, the contact picker now shows email and postcode information to help you choose the correct person.

Go to Clients, then click the Contacts tab.
Click the ✚ button, then select Existing to open the contact picker.
Review the Primary Email and Post Code columns when selecting a contact.
- Primary Email:
  - Shows a comma-separated list of relevant email addresses for each person.
  - When multiple emails exist, hover over the email column to see all addresses in a tooltip.
  - May include emails from Applicant, Contact, or Person records depending on the individual’s roles.
- Post Code:
  - Shows the postcode from the individual’s most recent current address.