Dictionary Maintenance. Validation Tables. 1 Creating Clients. 2 Managing Clients. Client Skills. Placement Summary. 1 Creating Applicants

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1 Contents I Table of Contents Foreword 0 Part I Getting Started 4 1 Introduction to... StaffSoft 4 Logging In... 5 Setup Procedures Setup Utilites... 7 Recruiters... 8 System Setup Patch Info Dictionary Maintenance Branches Validation Tables Internet Active Users Part II Clients 20 1 Creating Clients Special Notes Fee Schedule Contacts File Archive Tax Setup Custom Fields Managing Clients Employees Reminders Job Orders Client Skills Client Invoices Placement Summary APEX Part III Applicants Creating Applicants Applicant Resume File Archive Commissions References License/Certifications Custom Fields Career History Interview History Background Tax Setup Managing Applicants APEX... 49

2 II StaffSoft Help Absences/Refusals Availability Quick Status Viable Job Orders Hire Notice Pay History Candidate Reminders Temp Tracking Temp Assignment... Tracking 58 Recorded Work... Hours 59 Absent Candidates... Summary 61 Temp Job Order... Status 61 Temp Refusals Part IV Job Orders 1 Creating Job... Orders 64 Fee Schedule Schedule Pattern Billing and Tax Setup Special Notes Job Rates Managing Job... Orders 70 Billing Summary Custom Fields Client Internet Reminders Current Employees Commissions Account Development Candidates Part V Billing 1 Timecards Invoices Invoices Invoice Reports Post Payments Expenses Part VI Additional Features 1 Sourcing Running Reports Clients/Applicants Other Reports Financial User Log Projected Profits Reports... 98

3 Contents III 3 StaffSoft Search Search Quick Search Calendar Reminders Events Manager Tabs and Index... Cards System Preferences Index 110

4 4 StaffSoft Help 1 Getting Started 1.1 Introduction to StaffSoft Thanks for choosing StaffSoft as the solution for your temporary, contract and direct hire staffing needs. This software, first developed in the mid-90's, is robust enough to manage corporate installations and easy enough for the single recruiter office to use. It is a completely comprehensive system through which you can manage your recruiters, clients, applicants, job orders, new contacts, and finances easily and intuitively. It is easy to create and manage client companies and their job orders in StaffSoft, and the software's web interface makes it easy to post job orders directly to your website and Twitter account. Applicants can submit their resumes online, and the program's Resume Import feature means you can create these applicants' StaffSoft profiles without entering information by hand. StaffSoft's Sourcing feature allows you to keep records of potential applicants or clients, from which they can be transferred to either your client or applicant databases in a single, easy step. Once you have populated your client, applicant, and job order databases, you can match jobs and applicants perfectly in seconds using a Candidates Search, and then view all related activity on StaffSoft's Temp Tracking screen, which displays a list of all temp assignments. Filter this list by client or job title, print out temp schedules, or view a cash flow report for a certain date range. Using StaffSoft's sophisticated Reporting Tool, you can create and view additional reports detailing item activity and financial information quickly and simply.

5 Getting Started 5 Use StaffSoft to supervise your recruiters. At a glance, you can see what each recruiter has achieved each day--you can view current or pending placements, scheduled interviews, and reports of user activity. Additionally, you can fully customize how much or how little control each individual recruiter has over the system processes. The program includes various additional features to improve your company's performance and facilitate your daily activities. Use our fast and powerful Search and Quick Search features to find records from any database, and the ability to save items as Notecards and Tabs means it is easy to work with multiple items at once. StaffSoft users enjoy superior customer service and an excellent training staff ready to serve you. To reach Support, call Summit Software at (501) For updates and additional information, visit the StaffSoft website at Logging In When you first open StaffSoft, the program will automatically attempt to log you in based on your computer user information. You might be prompted to login if the system doesn't recognize your user information, or you might be prompted to create a new password if you have not yet done so. If any updates are available to your software, you will be prompted to update. You can choose to do so, or proceed to StaffSoft. You can update your software at any time by

6 6 StaffSoft Help Your Home Screen will appear immediately upon logging in, seen below. From this screen, you can see a summary of your client, applicant, and job order activity. Additionally, if you have any active Reminders, they will appear in a second screen. To learn more about reminders, go to the Calendar section of this manual. In the Your Recent Actions box of your home screen, all recent activity will appear. Below this, there are three tabs: Clients, Applicants, and Job Orders. Here, you can see a list of all of your work in each section. If you click on a particular item, StaffSoft will open its profile for you to view. Additionally, your home screen will display any events and reminders associated with your account. If you select a particular item and then press the Go To button, StaffSoft will open your Calendar and show a more detailed listing of these events. You can close out this screen and continue working in StaffSoft. If you would like to see it again, simply press the Home button at the top right corner of the screen. On the left side of the StaffSoft main screen is the StaffSoft Task Bar. From here, you can navigate your clients, applicants, time cards, and jobs orders, run reports, and switch between branches, among other actions. There are a few Setup Procedures you must address before exploring these options Setup Procedures There are a few settings you will have to configure before you can begin using your StaffSoft fully. First, you must set up your company specifications using the Setup Utilities, after which you can begin setting up your clients, inputting applicants, and adding job orders.

7 Getting Started 7 Then, you will be able to do things like match applicants to your client's job orders, create timecards reflecting assignments, post job orders online, import resumes, and run reports detailing financial trends and user activity. 1.2 Setup Utilites At the bottom of the StaffSoft main screen, there is a series of three buttons: Invoices, Temp Tracking, and Utilities. We'll talk about the first two options elsewhere. The Utilities button has a number of associated options that will allow you to customize StaffSoft to your company specifications. To setup your software, the items on the Utilities screen you need to address are Recruiters, System Setup, Dictionary Maintenance, Patch Info, Branches, Validation Tables, Internet, and Active Users. We'll talk about the Import New Resumes option in the section of the manual dedicated to applicant creation.

8 StaffSoft Help Recruiters Under the Utilities button at the bottom of your main screen, there is an option called Recruiters. When you select this option, the screen below will appear. Your personal user account will open first. To see other recruiter user accounts, select the Search button near the right side of the screen and locate the recruiter you would like to view. To create a new recruiter, simply press the New button; conversely, to delete the recruiter you are viewing, click Delete. It is from this screen that you can view and edit recruiter information and security settings--if you have the clearance yourself to do so. In the top half of the screen, you can add personal information for the particular recruiter with which you are working. This includes name, address, social security number, and address, but also the company branch to which the recruiter defaults upon opening StaffSoft as well as the commission percentage he or she receives. Below this is a General Settings box in which you can customize general security settings for the individual recruiter. The Edit Recruiters button is an administrative setting that allows recruiters to add and delete other recruiters and edit recruiter information. If a particular recruiter does not have this clearance, he or she can still view recruiter information, but these user screens will appear greyed out and will not allow for editing. The Edit Branches option allows the particular recruiter to access the Branch screen and edit branch information, transfer between branches, or add and delete branches. The See All Branches button

9 Getting Started 9 allows recruiters to view information about all branches. If not selected, the recruiter will only be able to see the information for their default branch. The Upload Job Orders option allows recruiters to input job orders into the StaffSoft system for clients. The Edit Internet Options button allows you to set whether or not a recruiter can edit the information on the Internet screen. The System Setup button allows the particular recruiter to access and edit the company information on the System Setup screen. Below these options, you can restrict recruiter control over client, applicant, sourcing, and time card records. You can allow recruiters to view, edit, add and delete these records, or make their access more limited. For example, you can remove a recruiter's ability to edit, add, and delete client information without affecting their ability to view it. If you would like a recruiter to have full administrative rights, click the Select All button. All security settings will be selected. Note that to have any of these settings go into effect, you must close and reopen StaffSoft.

10 10 StaffSoft Help System Setup The second option under Utilities is called System Setup. If you select this button, the below screen will appear. From here, you can enter company information like tax groups, licensing codes, and invoicing defaults. The first tab at the top of this screen is the Company tab, which includes several sections: Co Info, Legend, License, Custom, and Social. The Co Info section contains basic information about your company, including name, address, phone number, and certain system preferences. You can set if you would like recruiter information to appear on notes automatically. Additionally, there are two options called Timecard to Pay Default and Timecard to Bill Default. If these options are selected, StaffSoft will automatically enter listed default values in the To Pay and To Bill fields when generating timecards. On the left side of the Legend section, there is a list of common icons in StaffSoft. These are default icons representing applicant status, though you can change them by clicking in the icon field. To the right of these icons, you can assign names to particular shifts. The License section of the Company tab contains your company's license key, authorization code, and expiration date. This license allows you to use StaffSoft and must be renewed annually. The section labeled Custom, below, allows you to add additional, customized information fields to client, applicant, or job order profiles.

11 Getting Started 11 Click on the Entity dropdown box to select the type of item you would like to add a field to. Any already existing, custom fields will be listed to create a new one, enter the field's subject into the Name box. This could be any topic you want addressed as you edit or create a new client, applicant, or job order. Then, enter the type of response you want given for that field in the Type dropdown box. Enter the number of characters you would like to allow in an answer in the Size box. For example, you can add a custom field in which you can enter an overall rating out of 100 for an applicant by selecting Applicant as the Entity, Overall Rating as Name, Number as Type, and 3 as Size. Click Add. The Social section allows you to authorize StaffSoft to connect to your company's Twitter account. If you take advantage of this option, you can post open job orders to your account. Finally, on the Other tab of the systems setup screen, you can view the shared folder StaffSoft utilizes to function in a multi-use setting. The next tab on the System Setup screen is Taxes. From here, you can set your company's tax information.

12 12 StaffSoft Help The first section of this tab is called Authorities, on which you set the rates, collection authorities, and descriptive information about all taxes you will use system wide. The second section is called Groups. Here, you can aggregate various taxes together into specific tax groupings, which you can later apply to specific clients. To create a new tax group, click New and enter the name of the Group. Then add a Description. You can then attach the rates and authorities created in the Authorities tab by clicking Add and selecting the correct tax and authority from the resulting list. The final System Setup tab is the Invoices tab, which allows you to set defaults for your invoicing.

13 Getting Started 13 You can set StaffSoft to generate invoices by client or by job order by selecting the correct option on the left side of the screen. On the right side of the screen, you can set a default tax group that can be applied to all invoices. Additionally, you can add a custom message that will be displayed on every invoice Patch Info If you select the Patch Info button under Utilities, youa re brought to a screen on which you can view your software version, see if there are any updates available, and review what updates your software has already completed.

14 14 StaffSoft Help At the top left of the screen, your version number will be listed. Below that, StaffSoft will note if your software is up-to-date or if there are updates available to you. If there are updates available, you can load them by clicking the Update button. All of the updates, whether executed or not, will be listed in the Scripts box, and you can choose to run them or clear them from this list Dictionary Maintenance Under the Utilities menu is the Dictionary Maintenance button. The StaffSoft dictionary is what allows the software to read applicant resumes and match applicants to open job orders. By searching resumes for the keywords listed here, StaffSoft can read applicant information fields that list skills, education level, major, and industry experience. When you add necessary skills or experience to a job order, you choose the items from this list.

15 Getting Started 15 At the top of this screen, you can choose if you want to view or edit the dictionaries listing Skills, Degree, Major, and Industry. The Skills dictionary contains a list of applicable skills, like those listed on the screen above. The Degree dictionary contains a list of attainable education levels. The Major dictionary contains a list of possible majors. The Industry dictionary contains a list of industries in which an applicant could have working experience. You can add descriptions to particular dictionary entries and set synonyms for them. The latter feature allows StaffSoft to read synonymous terminology as a single entry type--click the New button on the right side of the screen to add a new synonym. To add a new dictionary entry, press the New button near the bottom the screen. To delete one, press the Del button.

16 StaffSoft Help Branches You can set up multiple Branches for your company by selecting the Branches button from the Utilities screen. You can create different branches in order to make it easy to sort and match clients and applicants, as each is assigned to an appropriate branch. Each branch has an individual ID and description, which you can edit on the Branches screen, seen below. To add a branch, select New. To delete one, click on the Delete button. You can also transfer applicants, clients, and recruiters from one branch to another by using the Branch Transferring feature. Simply find the correct applicant, client, or recruiter by clicking on the magnifying glass, select the branch to which you would like the transfer to be made, and click on the Transfer button. Recruiters not given added security clearance will only be able to view the items and information in their branch. To see what branch you are logged into or to switch branches, go to the bottom of your StaffSoft taskbar. The branch listed in the box is the one in which you are logged into. Click on the dropdown box to see a list of your company's branches.

17 Getting Started 17 To can log into a different branch by selecting its listing, which will allow you to see the clients, applicants, and job orders that are associated with that branch. If you select All, you will be able to view the information from all branches. If a recruiter does not have the clearance to view branches other than his or her own, as determined in the Recruiters section of the Utility menu, this dropdown box will be greyed out and the recruiter will be unable to log into other branches.

18 StaffSoft Help Validation Tables Another option on the Utilities menu is the Validation Tables button. Here, you can customize your department, marital status, pay frequency and worker comp states codes. You can make these company-wide or branch-specific. To add a new code under any of these tables, simply press New; to delete, press Delete. One table is the Licenses/Certifications table, in which you can add and define any licenses or certification an applicant may have or that may be required in certain job orders. The Departments (A/R) table contains codes representing various Accounts Receivable departments. The Departments (Payroll) table codes represent Payroll departments. In the Marital Status table, you can define the various marital statuses and give them shortened codes. The Pay Frequency table allows you to define codes for any pay frequencies your clients will employ. Finally, you can define and code the various states in which you must account for workers compensation in the Worker Comp States table. These codes can be written in letters or numerals.

19 Getting Started Internet On the Internet screen under Utilities, you can configure StaffSoft to connect to your company's website using SSWeb, StaffSoft's online interface. Go to the Company Info tab. This will bring you to the below screen. You must enter your internet ID, password, and server. Every company using StaffSoft is given a unique Web Code. This code allows the program to create a customized online Job Board reflecting the job orders you elect to post there. It can even be personalized using a style sheet to match the aesthetics of your company's website. To connect this Job Board to your website, first create an HTML iframe for it. Summit will send you a link to apply to this frame. The Job Board will then appear on your website, from which applicants can view and apply for the posted jobs. To learn how to post specific job orders to your company's website, go to the Internet section of this manual's Job Order chapter. To learn about importing applicants and their resumes from the Job Board, go to the Creating Applicants section of the manual's Applicant chapter.

20 StaffSoft Help Active Users Now that you have setup your company information and recruiters, you can use the Active Users screen under Utilities, seen below, to view who is currently using StaffSoft. If you want to log a recruiter off of the system, select his or her name on the screen and press the End Session button. 2 Clients 2.1 Creating Clients Before you can create job orders and assign applicants, you need to set up you client company profiles. To create, view, or edit these profiles, select the Client button on the StaffSoft taskbar. The Client Main Screen, seen below, will appear. If would like to view information for an existing client, click on the Search button and locate the correct client; its information will appear on the screen. To create a new client profile, press on the New button. Note that you must already be logged into the branch to which you want this client added, as the branch number will be set automatically.

21 Clients 21 As you add information, be sure to click Save to apply any changes you have made. At the top of this client main screen is a box called Client Information. Here, you can enter in the client's Name. The associated Branch, Recruiter, and Client ID Number will set automatically based on your personal settings. You can elect to note an associated department by clicking on the Dept button. A list of the departments you created in your Validation Tables will drop down for you to choose from. Below this box, there is a tab labeled Contact Info. Here, you can enter the name and contact information for the client's contact person. Next, there is an Address tab, on which you can add your client's address. Next to that is a tab labeled Billing Info, in which you enter a billing address as well as the client's applicable tax group. There is also a box entitled Billing Status on the Client main screen. This box will show the total amounts that have been billed to the client and how much has been paid. In addition, you can add a client's Credit Score and billing Grace Period.

22 22 StaffSoft Help Below this is a box labeled Specializing In. Here, you add what kind of business a client runs with as well as the industries and skills associated with it. These industries and skills are pulled from your StaffSoft dictionary. Simply click on the magnifying glass and locate the relevant entry or entries. Near the bottom of the screen are some more tabs: Note, Equip., and Misc. Under each of these tabs, you have the option to add notes about the client and describe any equipment it requires. Simply click the Add button and write a note. To change an existing note, click Edit. To remove a note, click Delete. At the bottom of the main screen is a rollover button labeled More that has More Options for detailed information entry: Special Notes, Employees, Reminders, Fee Schedule, Contacts, File Archive, Tax Setup, Job Orders, Custom Fields, Client Skills, Client Invoices, Placement Summary, and APEX. Some of these are necessary for creating a functional StaffSoft client; others are used to manage clients once they are already in the system. Enter the correct information about the new client and then press Save. Your new client will be added to your client database.

23 Clients Special Notes In the Special Notes section under the More Options tab at the bottom of the client profile screen, you can add additional notes that could be relevant in making a hiring decision, like transportation requirements, dress code, associated benefits, and drug testing policies. Simply click in the box to which you would like to add information and type your note. If there are additional fields you would like to address for your clients but they are not addressed on this screen, you can add them using Custom Fields Fee Schedule Clicking on the Fee Schedule button under More Options brings you to the screen in which you can determine how the open client's recruiters are paid.

24 24 StaffSoft Help You have the option to pay recruiters based on a variety of settings. % per 1,000 Salary allows you to set a commission percentage based on every $1,000 paid to applicants placed at that client. Under this tab, you can also add extra percentages and set ceiling percentages. You also have the option to pay recruiters a Flat Amount or Flat Percentage with a Ceiling Amount. Finally, you can set a Tiered Fee Schedule, which allows you to create Fee Table determining fee percentages that change based on different pay ranges. By clicking on the Change Table button, you can elect to use fee tables you have already created, or you can simply enter the correct information into the blank fields and click Save at the top of the client profile. Note that you must select the Fee Schedule you want to utilize by selecting the correct method listing at the bottom of the screen. Even if there are other fee schedules filled in, StaffSoft will use the method specified there Contacts The More Options rollover at the bottom of client screens includes a Contacts button. From this screen, seen below, you can add additional contacts to a client and their contact information.

25 Clients 25 To create a new contact, click New; to change an existing contact, select Edit; to delete, press on the Del button File Archive If you click on the File Archive button under More Options, the below screen will appear. From here, you can add documents to a client's page. This could include waivers or client hiring policies, among others.

26 26 StaffSoft Help To add a new file, click Add File. To view a files, simply click on its name on the list. If you would like to view all listed files, click View All. To remove a file from a client's archive, select Del File Tax Setup Under More Options on a client profile, there is a button called Tax Setup. On this screen, you can enter a client's tax information.

27 Clients 27 This screen allows you to connect this client's StaffSoft entry to Apex. If the client has already been exported into Apex, this screen will say so in the top right of the box containing Export queries. If you click on the To Be Exported button, this client will be exported into Apex. If you select the Delete on Next Export button, this client's Apex entry will be erased. In the ID Numbers box, enter the client's Accounting ID and Default PO number. The client's StaffSoft ID number will automatically appear. In the Other box, you can add additional tax information for the client. Denote the client Source, current Status, Region, Sales Area, and Salesperson in the associated information fields. Enter the tax rate for the client's state in the St Tax box. You can add any additional local taxes in the Loc Tax box, and add the sales tax rate in the Sales Tax field. The other boxes allow you to enter additional company information. This includes a Credit Limit, a

28 28 StaffSoft Help fee percentage for late payments in the Late pct box, any additional percentage amounts in the Ot pct field, the client's invoice format and flag in the Inv Format and Inv Flag boxes, and the computer and office number in the Comp no. and Office no. fields Custom Fields The Custom Fields button under a client's More Options tab shows any additional information fields your company created through System Setup in Utilities. Here, you can address any additional information your company has deemed necessary to complete a client profile. The types of fields you can enter here is virtually endless.

29 Clients 2.2 Managing Clients Employees 29 Under More Options, there is a button called Employees. From the resulting screen, seen below, you can review a list of a client's current and former employees. By default, StaffSoft will list the client's current employees listed only in the open branch. You can elect to see employees in all branches or just the branch in which you are working by selecting All Branches or Current Branch. You can also choose to view former employees simply by selecting the Former option in the dropdown box. If you select an employee and click Applicant, you will be brought to that employee's StaffSoft page Reminders Under More Options' Reminders section, you can view any reminders associated with the particular client you are working in. You cannot add or edit reminders from this screen.

30 30 StaffSoft Help To learn how to create reminders, go to the Reminders section of this manual's Calendar chapter Job Orders Clicking on the Job Orders button under More Options brings you to the screen in which you can create and manage job orders for the open client.

31 Clients We'll talk in greater detail about creating job orders in the Job Orders chapter of this manual Client Skills You can also view skills generally associated with the client by selecting the Client Skills button under its More Options tab. 31

32 32 StaffSoft Help The above screen will appear, listing all of the skills a client has requested of its applicants in the course of its StaffSoft history. Note that you cannot add or delete the items listed here from this screen. The list is instead populated by the skills attached to all of that client's job orders Client Invoices To view a client's invoice history, click on the Client Invoices button under the client's More Options tab.

33 Clients 33 The resulting screen will contain a detailed list of that client's past and present invoices. You can highlight on the particular invoice you would like to view. Its information will appear in the box, including detailed Line Item Information that shows each job order associated with the invoices. If you highlight a Job Title, the amount, assigned applicant, and job description will appear. You can click on the applicant or job order listing to be brought to that item's profile. You can print the highlighted invoice by highlighting it and selecting Print Placement Summary The Placement Summary button under More Options brings you to a screen that displays the job orders you have filled for that client.

34 34 StaffSoft Help This lists every past and present placement you have made for this client by Job Title. Additionally, it will tell you how many open positions there are in the Positions box, when your last placement was made, and how many placements have been made in total for that client APEX In the APEX section under the More Options tab at the bottom of the client screen, you can transfer a client into Apex.

35 Clients 35 Simply select the company, Apex client, and division with which you want the StaffSoft client associated and click Transfer. You will now be able to access this client in Apex. 3 Applicants 3.1 Creating Applicants There are two ways to create new applicants in StaffSoft: you can import them or create them from scratch. You can import new applicants is through Resume Import under Utilities. Select the Import New Resumes option under the Utilities section of your main screen. From here, you can select files containing resumes for which you would like to create StaffSoft applicants. Click Import. StaffSoft will

36 36 StaffSoft Help use the terms set up in your dictionary to read these resumes and create preliminary applicant profiles, like the one below. You can review these preliminary profiles, and either discard them or import them into StaffSoft by either selecting or deselecting their name and clicking Complete. The program will create a permanent profile for the applicants you have selected. You will still have to set up the more detailed sections of an applicant's profile, but his or her name, contact information, skills, and education will be inputted automatically. An additional way to import resumes to create applicants is through the StaffSoft Internet Interface using the Online Applicant Import feature. Note that to use this feature, you must have configured your internet settings and posted job orders to your website. Then, go to Internet option under Utilities on your main screen. Go to the Incoming Applicants tab. The below screen will appear.

37 Applicants 37 Press on the Download Applicants button. A list of applicants who submitted their resumes online should appear, including the date on which they applied and the particular job order they would like to be assigned to. You can then discard or import by choosing the Import Selected Applicants or Discard Selected Applicants buttons. Again, StaffSoft will read the submitted resumes and create profiles for the applicants that include their contact information, education level, skills, and industry experience. Click on the Applicant button on the StaffSoft taskbar to add more detail to these imported applicant profiles. The below screen will appear. From here, you can select the Search button and view and edit the information for these or any other applicants. Additionally, you can select the New button to create a profile from scratch. Immediately upon selecting New, a screen will open from which you can elect to import a resume for the new applicant and have StaffSoft enter the resume details into the applicant's profile.

38 38 StaffSoft Help The Applicant profile screen, above, has a box for basic applicant information like name, contact information, social security number, and birthday. The branch and recruiter will automatically set based on your user information. You can also view links to an applicant's Twitter and Facebook pages. Below this is a box labeled Applicant Status. Here, you can rate an applicant, add a photo, and denote his or her status, be in Active, Inactive, Do Not Use, or Use With Caution. You can also note if the applicant has had a follow up or been counseled. The last box on an applicant's main screen has several tabs from which you can enter or edit information about their skill set, education level, and experience, among others. The first tab is entitled Last Placement, and details the most recent placement you have assigned to the applicant. This includes brief details about that assignment. The next tab is the Skills tab. If you have imported a resume for this applicant, the list should already include a number of skills. You can add additional ones by selecting New and locating the relevant

39 Applicants 39 skills on the resulting list. This list is populated by your StaffSoft dictionary. You can also include the number of years the applicant has in the included skill sets. The third tab is called Education, in which you can edit or add information about the applicant's education level, institute, degree, GPA, and graduation date. Under the Experience tab, you can add major and minor industry experience descriptions and dates. You can also add notes about an applicant under the Notes tab, and add his or her Twitter and Facebook information via the Social Media tab. Below these tabs' boxes is a rollover menu entitled More Options, which includes a number of additional sections in which to enter applicant information: Applicant Resume, File Archive, APEX, Commissions, References, License/Cert., Custom Fields, Absences/Refusals, Availability, Quick Status, Viable Job Orders, Hire Notice, Career History, Interview History, Pay History, Candidate, Background, Tax Setup, and Reminders. Some of these are necessary to create a functional StaffSoft applicant; others are used to manage applicants once they are in the system. Enter the correct information about the new applicant and then press Save. Your new applicant will be added to your database Applicant Resume Under the More Options section of an applicant profile is a button labeled Applicant resume. Here, you can view an applicant's resume in StaffSoft, view its original file, or create a new resume that incorporates StaffSoft placements.

40 40 StaffSoft Help If you have created this applicant using the Resume Import Utility or Online Applicant Import, the applicant's resume should already be in the resume information field. Otherwise, you can pull in an applicant resume using the Import button. Simply hit Browse, find the correct file, and select Import. This will not affect any of the information about the applicant elsewhere in his or her profile. Once a resume is imported to the text box, you can edit it simply by typing in this field and pressing save at the top right of the screen. If you would like to see the resume's original file, click on the View File button. Additionally, you can use this screen to create a resumes for an applicant that includes the placements, skills, education, and experience included in his or her profile. To do this, simply press the Generate button. The new resume will be inserted into the text box File Archive Under an applicant profile's More Options, there is a button labeled File Archive. Here, you can upload and view any files associated with an applicant.

41 Applicants 41 Double click on a file to view it, or select View All to open all of the listed files Commissions If you select the Commissions button under More Options on an applicant's profile, you can view a list of all commissions paid to recruiters for that applicant.

42 42 StaffSoft Help These commissions are created when an applicant is assigned to a job order. Click Refresh to make the list as current as possible. To edit a commission, select it from the list and click on the Commission button References Another button under the applicant profile More Options list is the References button. Here you can add, edit, and view any references associated with an applicant.

43 Applicants 43 You can include all contact information for the referrer, mark if you checked his or her validity, and add notes about the reference itself License/Certifications If you select the License/Cert. button under More Options on an applicant profile, you can add any licenses and certifications that applicant possesses to his or her profile.

44 44 StaffSoft Help Any licenses or certifications already associated with that applicant will be listed on the resulting screen, above. To add a new license or certification, click New and then select the correct listing from the Name dropdown box. The list of possible licenses and certifications that appears here is populated by the Validation Tables under the Utilities menu on your main screen. To add a new kind of license or certification, you must create it on the Validation Tables screen. On the applicant's profile, you can describe the license or certification, note its Issue Date and Expiration Date, and choose if it is a License or a Certification. To remove a listing, highlight it and click Del Custom Fields The Custom Fields button under an applicant's More Options tab shows any additional information fields your company created for applicants through System Setup in Utilities.

45 Applicants 45 Here, you can address any additional information your company has deemed necessary to complete an applicant profile Career History Under the More Options section of an applicant profile, you can select to view an applicant's Career History.

46 46 StaffSoft Help The list of past (and current) employment will automatically include any jobs you have assigned to them using StaffSoft, but you can also add additional jobs by selecting the New button and entering the relevant information. This includes information like job title, company, salary, and a performance rating, and is spread throughout four tabs: General, Job, Contact, and Notes Interview History You can view an applicant's Interview History by going to the More Options section of his or her profile. Here you can view, add, and edit information about any interviews the applicant has undergone.

47 Applicants 47 To add an interview listing, click on the Plus button. From there, you can add if the interview was associated with a particular client or job, as well as notes on the interviewer and the interview itself. To delete, click on the Minus Background You can also add background information to an applicant profile by going to More Options and choosing Background.

48 48 StaffSoft Help On the background screen, you can add information like salary requirements, job preferences, access to personal transportation, etc. StaffSoft will automatically show how long he or she has been an applicant, whether or not his or her resume is on file, and how many job offers he or she has refused Tax Setup If you select Tax Setup from the More Options tab on an applicant's profile, you can enter his or her tax information. There are two tabs on the resulting screen: Tax Info and General. On the Tax Info tab, you can enter information pertinent to all Federal, State, and Local income taxes.

49 Applicants 49 On the General tab, you can enter hiring information about the applicant that affects the way he or she is taxed. It is important to note that if an applicant has been exported to Apex, this screen will change to reflect tax information as it appears in Apex. The screen will appear as seen below, with three tabs and prepopulated data. 3.2 Managing Applicants APEX The Apex button under an applicant's More Options tab brings you to a screen from which you can transfer an applicant into Apex.

50 50 StaffSoft Help You can select the company, client, and division you want the applicant associated with. Click Transfer. The applicant will then be able to be found in Apex. The Pay History link runs a report the pulls information from Apex to create a complete listing of the applicant's pay history Absences/Refusals The Absences/Refusals button under More Options on an applicant profile brings you to a screen in which you can view a list of any refusals or absences associated with the applicant and create new absence or refusal listings. To add a new absence or refusal, click on the New button. You can attach a Job Order to the listing by clicking on the magnifying glass icon, and note whether the absence is a No Show, Excused

51 Applicants 51 Absence, or Refused Job Order. To remove a absence or refusal listing, select it and click Del. To view a list of all applicant absences, go to the Absent Candidates Summary under Temp Tracking on your main screen Availability Another button under the applicant profile's More Options list is the Availability button. On the resulting screen, you can see which days the applicant has an assignment and which days he or she is free. Days on which the applicant does not have an existing assignment will appear blank. Days on which the applicant is already assigned will show three dashes. In the example above, the applicant is assigned on Monday, Tuesday, and Wednesday only, and available all other days Quick Status To quickly view an applicant's status during a particular date range, go to More Options on his or her profile and select Quick Status.

52 52 StaffSoft Help Enter the correct date range and click Apply. A list of that applicant's daily assignments will appear. Click on a particular day to view additional information about the assignment Viable Job Orders One of the most important buttons under an applicant profile's More Options is labeled Viable Job Orders. Through this option, you can easily match an applicant to a relevant job order.

53 Applicants 53 The top box of the Viable Job Orders screen is a search feature. Enter the parameters you want StaffSoft to use in limiting its search of open job orders. You can limit the search to job orders within the applicant's salary range and industry experience, among others, and set the branch in which the search occurs. You can also set scope, which lets you determine how closely the job orders must match your specifications. Click Search. A list of job orders matching your search parameters will appear below the search box. If you click on a job in the list, you can see basic information about the job order, including associated company and branch. You can elect to view more details about the job order by clicking View Job Order or double clicking on its listing. You can add the applicant as a candidate for the job, which adds them to a list on the job order screen, by clicking Add as Candidate. This will add the applicant to the Candidates listing on the job order's profile, from which you can initiate and monitor his or her progress through the placement process.

54 StaffSoft Help Hire Notice You can print custom hire notices for applicants by selecting the Hire Notice button under More Options on applicant profiles. Once selected, a new window will open containing a PDF notice like the one above. The notice includes personal information about the selected applicant, including contact information, job preferences, references, salary requirements, and I9 details. It also contains information about the job order to which the applicant was most recently hired to fill Pay History You can view a complete history of paid amounts for an applicant by selecting Pay History under his or her More Options tab.

55 Applicants 55 From this screen, above, you can view a list of all payments to the applicant during his or her history in StaffSoft, including his or her lifetime paid total. To view an entry in greater detail, simply highlight it. The applicant's worked hours, pay rate, and pay total will appear on the right side of the screen. Click on the View Client or View Job buttons to open each item's profile in a new tab Candidate Under More Options, you can select the Candidate button to view as list of all job orders for which the open applicants is considered a candidate.

56 56 StaffSoft Help Select an entry to view additional details about the applicant's candidacy. Many of these details are pulled from what is entered on the Sendout screen, located by selecting the Sendout option on a job order profile's Candidates page. To get to a particular job order's profile quickly, select the job from this list and click on the Job Order button. Click on Client to view the client's profile Reminders By clicking on the Reminders button under More Options on an applicant's profile, you can view any reminders associated with that applicant. You can't create or edit them here, but you can view them in full detail simply by selecting the relevant reminder.

57 Applicants 57 To learn how to create reminders, go to the Reminders section of this manual's Calendar chapter. 3.3 Temp Tracking Once you have created and assigned applicants to jobs, you can monitor individual and overall trends and data using the Temp Tracking option on the StaffSoft main screen, seen below. You have several tracking options: Temp Assignment Tracking, Recorded Temp Work Hours, Absent Candidate Summary, Temp Job Order Status, and Temp Refusals.

58 StaffSoft Help Temp Assignment Tracking The first button under the Temp Tracking option on your main screen is Temp Assignment Tracking. From here, you can view a list of all applicants assigned to a particular day and shift.

59 Applicants 59 The date on which you are viewing this list will automatically appear. You can view other days by clicking on them. You can view only particular shifts by selecting them, or view all shifts by selecting the All Day option. If you select All Schedules, all active listings from the selected day and shift will appear. You can limit this list further by using the Filter feature. To view all listings of a particular client, select an entry associated with that client and then click Client Name in the Filter box. All another listings for that client will appear. To filter by job title, highlight an entry with the particular job you want to view and click Job Title; to filter by applicant name, highlight the applicant and click Applicant Name. If you highlight an applicant's entry, you can view the financial details of his or her assignment Recorded Work Hours It is easy to check all work hours recorded for a client, job, or applicant during a particular date range. Select the Recorded Work Hours button under the Temp Tracking option on the bottom of your main screen. The below screen will appear.

60 60 StaffSoft Help You can elect to filter your search using a variety of criteria. The only required field is the Date Range. Additionally, you can elect to view information from all timecards or just verified or unverified ones. You can also choose to specify a branch in which to pull information. You also have the option to view only work hours for a particular applicant, client, or job using the Filter By and Search buttons. Once you have specified the criteria you want included in your work hours listing, click continue. A screen like the one below will appear. It will contain a list of the timecard entries specified by your search, as well as a display of Total Work Hours and Query Duration, which displays the date range you chose.

61 Applicants 61 You can print the list by selecting the Print button. If you double click on an entry on this list, you will be brought to that applicant's profile Absent Candidates Summary You can track employee absenteeism using the Absent Candidates Summary option under Temp Tracking on your main screen. The below screen will appear. This list will show the number of times an applicant has refused an assignment, how many times he or she has failed to show up for an assignment, whether or not any of these absences have been excused, and that applicant's recruiter. This list is populated by any absence listings on applicant profiles. To learn how to add an applicant absence, go to the Absences/Refusals section of this manual's Applicants chapter. You can print this screen by selecting the Print button. If you click on a listing, you will be brought to that applicant's profile Temp Job Order Status StaffSoft allows you to view the status of all of your job orders. Click on the Temp Job Order Status button under the Temp Tracking rollover on our main screen.

62 62 StaffSoft Help You must select a date range in order to populate the job order list. You can also elect to limit this list in other ways. You can choose to view only job orders you created by selecting the My Job Orders only button, or choose to view job orders only from a single client by clicking on the magnifying glass next to Client Name and locating the particular client. Additionally, you can elect to add closed and filled job orders to the list by selecting the Include Closed Job Orders and Include Filled Job Orders buttons. Click on the Search button. StaffSoft will create a list of job orders that fit your search parameters. This list will show basic details about a job order, including the date on which it was created, the associated recruiter, job title, client, job order number, and open shifts. Importantly, it also shows how many positions the job order includes and how many of them have already been filled. Select Reset to start a new search new parameters Temp Refusals Under the Temp Tracking button on the StaffSoft main screen, you can view and print a list of assignment refusals by clicking on the Temp Refusal button. The screen below will appear.

63 Applicants 63 This screen lists the precise details of a refusal, including the date on which the applicant refused the job, the job title, and client. Click on the Print button the print a copy of this list. This list is populated by any job refusal listings on applicant profiles. To learn how to add an applicant refusal, go to the Absences/Refusals section of this manual's Applicants chapter. 4 Job Orders If you click on the Job Orders button on your task bar, StaffSoft will open a list of job orders associated

64 64 StaffSoft Help If you have the proper security clearance, you can elect to view job orders from all branches or specify by selecting the correct branch in the Branch dropdown box. If the My Jobs Only and Open Jobs Only are selected, the job order list will only include your open jobs. You can deselect these buttons to view closed jobs and jobs associated with other recruiters. The list will show the job title, particular client, and client ID. If the list is expansive, you can search for particular job titles or client job orders by entering in search terms in the search field above the related columns. 4.1 Creating Job Orders In order to create a new Job Order, you must first go to the job order section of the Client profile for whom it needs to be made. You can do this by selecting the Clients button on the StaffSoft task bar, finding the correct client, and choosing the Job Orders button under More Options, or you can choose Job Orders from the taskbar, search for the correct client on the resulting screen, and double click on one of their job order listings. This will bring you to the client's job order screen, seen below. From here, you can view and edit an existing job order by selecting its entry at the top left of the screen, or you can create a new one by clicking on the New button.

65 Job Orders 65 The recruiter, client information, and job number will fill in automatically. On the left of this screen, you can enter basic information about a job order including title, description, available dates, location, and proposed salary range. Many of these are vital to find applicants qualified for the particular position. In the right column, you can describe the job and add notes about it. Importantly, you can add any degree, major, industry experience, and skills required of the position. To add a degree, major, or industry, select the Plus button next to the category name. To add a skill, select the Add Skill button. You can then search for the applicable item from the resulting list. These lists are populated by the StaffSoft Dictionary. Under Experience, you can add the number of years of experience you would like any candidate to possess. You can also add time requirements to skills. At the bottom of the screen is a tab labeled More Options, from which you can enter more information about a job. It includes several buttons: Fee Schedule, Billing Summary, Custom Fields, Schedule Pattern, Billing/Tax Setup, Client, Special Notes, Internet, Reminders, Job Rates, Current Employees, Account Development, Candidates, and Commissions.

66 66 StaffSoft Help Some of these are necessary to create a functional job order in StaffSoft; others can be used to maintain an existing order. To fill and manage current assignments, select the Candidates button. Enter the correct information about the new job order and then press Save. It will be added to your database Fee Schedule Clicking on the Fee Schedule button under More Options brings you to the screen in which you can determine how recruiters associated with the open job orders are paid. You have the option to pay recruiters based on a variety of settings. % per 1,000 Salary allows you to set a commission percentage based on every $1,000 paid to applicants placed at that client. Under this tab, you can also add extra percentages and set ceiling percentages. You also have the option to pay recruiters a Flat Amount or Flat Percentage with a Ceiling Amount. Finally, you can set a Tiered Fee Schedule, which allows you to create Fee Table determining fee percentages that change based on different pay ranges. By clicking on the Change Table button, you can elect to use fee tables you have already created.

67 Job Orders 67 Note that you must select the Fee Schedule you want to utilize by selecting the correct method near the Use inquiry. Even if there are other methods filled in, StaffSoft will use the method specified here Schedule Pattern To create a default work schedule pattern for a job order, click Schedule Pattern under that job order's More Options tab. Select the correct work days, shift time, and length of shift. This pattern is what StaffSoft will use to fill in the Schedule Pattern fields when you assign someone to this job order, but you can alter them during the Assignment process Billing and Tax Setup If you click on the Billing and Tax Setup button under More Options on a job order's profile, you can enter billing and tax information for that job order.

68 68 StaffSoft Help The Billing Information field will populate based on the information associated with the job order's client Special Notes If you click on Special Notes under a Job Order's More Options tab, you can view, edit, and add additional notes about a job order.

69 Job Orders 69 Simply click on the Special Notes box. The date, time, and your recruiter name will automatically appear, next to which you can enter your note Job Rates In Job Rates under a Job Order's More Options tab, you can set default pay and bill rates for the particular Job Order.

70 70 StaffSoft Help The Bill Rate is the default hourly rate at which you bill a client. The Pay Rate is the default hourly rate you pay to the assigned applicant. For both, when you enter the Hourly Rate, the Overtime and Double pay rate fields will automatically populate. These rates are what StaffSoft will use to fill in the Pay Rate and Bill Rate fields when you assign someone to this job order, but you can alter them during the Assignment process. 4.2 Managing Job Orders Billing Summary To view a listing of the timecards and invoices associated with a particular job order, select Billing Summary from that job order's More Options tab. The below screen will appear.

71 Job Orders 71 The upper box on the screen is labeled Timecards, and will list all timecards that have been created for that job order, including applicant, date, billed total, and paid total. If you would like to view the full timecard, highlight it, and click Select. The screen's lower box is labeled Invoices. It contains a list of all invoices associated with the job order, including details like invoice date, due date, billed amount, amount paid, and remaining balance. Highlight an invoice and click Select to view it in full Custom Fields The Custom Fields button under a job order's More Options tab shows any additional information fields your company created for job orders through System Setup in Utilities.

72 72 StaffSoft Help Here, you can address any additional information your company has deemed necessary to complete a job order profile Client The Client button under the More Options section of a Job Order profile simply opens the associated client's profile in another tab. It will not close the job order screen, so it will not affect the information on it Internet The Internet section of a job order's More Options tab allows you to post the job order onto your website.

73 Job Orders 73 Note that you must configure your company's Internet information in Utilities before attempting to post job orders online. Select the Post to Internet button in order to tell StaffSoft to add it to your website. Then go to the Internet option under Utilities at the bottom of your main screen. Click on the Active Job Orders tab. The resulting screen, seen below, will contain a list of all job orders you want to post to your website. You can elect to add closed job orders to this list by selecting the Include Closed Job Orders button.

74 74 StaffSoft Help Press the Process button. This will tell StaffSoft to send all of the job order information to your StaffSoft Web Board database. The job orders will then appear on your website, on which applicants can apply and submit their resumes. To learn how to import these applicants into StaffSoft, go to the Creating Applicants section of this manual Reminders By clicking on the Reminders button under More Options on a job order's profile, you can view any reminders associated with that job order. You can't create or edit reminders here, but you can view them in full detail simply by selecting the relevant reminder.

75 Job Orders 75 To learn how to create reminders, go to the Reminders section of this manual's Calendar chapter. To be brought directly to a reminder entry on your calendar screen, from which you can edit, add and delete, double click on the particular reminder Current Employees By clicking Current Employees in a job order's More Options tab, you can view a list of applicants currently assigned to that job order.

76 76 StaffSoft Help You can elect to view employees in your current branch or in all branches by selecting the correct button. To view an employee's applicant profile, highlight his or her name and click on the Applicant button. This will open the profile in a new tab, so it won't affect any of the job order's information Commissions If you select the Commissions button under More Options on an applicant's profile, you can view a list of all commissions paid to recruiters for that applicant.

77 Job Orders 77 These commissions are created when an applicant is assigned to a job order. Click Refresh to make the list as current as possible. To edit a commission, select it from the list and click on the Commission button Account Development Under Account Development on a job order profile's More Options tab, you can describe any networking that has been made on a job order's behalf.

78 78 StaffSoft Help This includes the number and type of various phone calls and interviews as well as any new contacts and candidates you have made. You can also denote the date range in which these activities have occurred Candidates The Candidates button under a job order's More Options tab allows you to search for applicants who fit the skill set needed for the job order in which you are working and manage those who are assigned to it. It is from this screen that you can assign applicants to job orders, define their work hours, and manage their progress through the hiring process.

79 Job Orders 79 If you press the Add New button, you can search for and add a particular applicant to the list of candidates for the job. You can delete any candidate on the list by highlighting his or her name and pressing Delete. To view more details about a candidate, you can double click on his or her name or select the Applicant button. You can also elect to a candidate or print out the candidate list. If you would like to do a search for any applicant who has the skills needed to fill a job order, click on the Search button. This will bring you to the Candidate Search screen, seen below.

80 80 StaffSoft Help Here, you can set the parameters for your search. The upper box is called the Applicant Search Options box. Its Active Only, Ignore Do Not Use, and Ignore Use w/ Caution buttons allow you to restrict which kind of applicant you want included in the search. You can then restrict your search to applicants who have been updated in StaffSoft or have updated their resume after a certain date by using the Last Updated and Resume Date features. Under the Preferences section of this box, you can decide if you want preferences listed, like salary range and willingness to relocate, to further restrict your search parameters. There is also a box labeled Job Order Comparison Options. Here, you can add education and minimum experience requirements to your search. Finally, you can elect to include an applicant's availability during a particular date range in the search. Notice that you can set the Score Scope to determine how closely an applicant must match the criteria you included in your search parameters. Click Search. All applicants matching your set criteria will be generated in a list. You can choose to

81 Job Orders 81 save all or some of the listed applicants as candidates by checking the boxes of those you want to save and clicking the Save Candidates button. Importantly, if you want to review and denote a proposed candidate's progress through the hiring process, highlight his or her name and click on the Sendout button. In the Presentation box, you can note if the applicant's resume and submittal has been sent to the job order client, and on what date. The Discussed with Candidate box shows if you have talked with the applicant about his or her preferred salary range, willingness to work shifts and commute, and whether or not he or she has been given directions to the job. In the next box, you can show if the applicant has undergone an Interview for the position, and note its time, date, and type. Finally, you can note additional Feedback information about the potential assignment including

82 82 StaffSoft Help expressed interest by the client or applicant, whether or not the client extended a job offer to the applicant or refused the candidate, whether or not the applicant accepted or refused a job offer, among others. Additionally, you can add any additional notes or comments about the applicant, job order, or client. Finally, you can assign a candidate to the job order by selecting on that candidate's name on the candidates list and pressing Assignment. The below screen will appear. If at any time you would like to edit an assigned applicant's work hours and pay rates, this screen is where you do so. Click New to create a new assignment and enter in the specifics such as shift, hours, days of the week, and pay and bill rates. The default schedule pattern and rates that are set for that job order will automatically populate in these fields, but you are free to alter them. The Hired and Start dates will automatically set to the date on which the assignment was created. You can also set an End Date, Type, and add a Note. You can do this when first creating the assignment if it has a preset end, or you can do it at any time afterward to end an assignment. To add a commission to the job order, click on the Commission button. The Commissions editing screen will open, from which you can add, edit, and delete commissions for the open assignment.

83 Job Orders 83 Again, if you would like to edit an applicant's assigned pay rates and schedule pattern, you again come to the Candidates screen, highlight the applicant's name, and click Assignment. Enter the corrections and click Save at the top of the screen. 5 Billing 5.1 Timecards StaffSoft makes it easy to create, edit, and export batches of timecards. Click on the Time Cards button on the StaffSoft taskbar. From the resulting screen, seen below, you can elect to view or export existing timecard batches or create new ones.

84 84 StaffSoft Help To create a new timecard batch, enter a Date Range and Check Date into the Create New Batch box and click Create. The check date must be within the selected date range. Batches of timecards you have already created will be listed by date range in the Select Batch box. You can choose to export these by selecting the correct program from the dropdown box under Export and clicking on the Export button. If you highlight a timecards batch and click View, the below screen will appear, from which you can view and edit an employee's worked hours, pay rates, and bill rates. To edit the recorded hours an employee worked, click on the hours listing by that employee's name and simply enter the correct information. To edit an employee's pay or bill rates, highlight his or her name in the list and enter the correct rates in the appropriate boxes. Any changes you make will automatically save to the timecard batch. It will not affect other timecard batches or rates listings elsewhere in StaffSoft. You can choose to view timecards only for a particular client either by clicking on the magnifying glass icon by the Filter button and locating the correct client on the list or simply highlighting an entry from that client and clicking the Filter button. You can remove applicant listings from the timecards by highlighting them and clicking Remove. You can re-add any of these listings by selecting the Refresh button. Any applicants whose timecard is not already included in the timecard list will appear here. Select the applicant you want to add and click Generate TC. His or her timecard will be added to the timecard listing.

85 Billing 85 Once you have edited the timecards to your satisfaction, you can print them by selecting the printer icon, add them to invoices using the Invoices menu on your main screen, or export them to a payroll program like Summit APEX. No changes you make to a timecard will affect an invoice that has already been generated for it. To export a timecard, go back to the list of timecards by clicking on the Timecard button on your StaffSoft taskbar. Highlight the timecard you want to export. In the Export box, select the program to which you want to export the timecard and click the Export button. 5.2 Invoices StaffSoft allows you to create invoices, run invoicing reports, post client payments, and add employee expenses to client charges. Mouse over to the Invoices button at the bottom of your main screen, from which you can choose the Invoices, Post Payments, or Expenses buttons Invoices If you click on the Invoices button under the Invoices tab on your main screen, the below screen will appear. From here, you can create, view, and edit invoices.

86 86 StaffSoft Help From the above screen, you can generate a list of already existing invoices. The Invoice Status will default to Outstanding, but you can also set this box to include All invoices or just Paid or Unprinted ones. To view a list of all invoices matching a particular status, simply enter that status and click Search. This list can be filtered further using a variety of criteria. You can choose to view only invoices from a particular branch, client, or job order by specifying those fields. Additionally, you can view a range of numbered invoices or invoices from a particular date range. You can also choose to include or ignore Voided invoices. Again, click Search to generate a list of invoices matching your specified criteria. You can also use the above screen to create new invoices. There are two ways to do this. In the first, click the Generate button. A list of all Unbilled Timecard Batches will appear by date range. You can select the batches for which you would like to create invoices and then click Generate, creating invoices that include those timecard batches. You can also create invoices using the New button. You must then specify if you would like to create an invoice By Client or By Job. This will generate an empty invoice. Use the Plus button to add Job Orders or Applicants to the invoice and then add worked hours, pay rates, and billed rates to relevant fields, found in the General box. Once you have a list of invoices, you can choose to create, delete, and edit them. Double click on the invoice with which you want to work, or highlight it and click Edit. The invoice details will appear in a screen like the one below.

87 Billing 87 If the client has not yet paid some of all of the invoice amount, you can edit a number of its details. You can change the Invoice Date and Due Date, or you can add or delete Line Items using the Plus and Minus buttons. You can add a Discount amount to the invoice or edit the Sale Tax applied to it. You can view or edit the invoice's Line Items by highlighting them and editing the details in the General box. You can also Void or Print the invoice. Once payments have begun to be applied to an invoice via the Post Payments screen, you can no longer change any item that will alter the amount of the invoice, though you can still alter the Invoice Date, Due Date, Notes and Comments. You can view the details of any payments by clicking on the magnifying glass icon next to the Paid field. On the resulting screen, you can elect to Void payments or Write Off the remaining invoice balance. Additionally, you can add Notes to payments with accompanying reminders Invoice Reports If you click on the Reports icon on the Invoices screen, you are brought a screen on which you can run and view various reports about your invoices.

88 88 StaffSoft Help The A/R Aging report lists all Accounts Receivable by client and due date. You can choose to view all clients, departments, and job orders, or specify. Additionally, you can specify a date range you want included in the report. You can also view reports listing Invoices by Client and by Job Order. You can elect to specify only invoices associated with particular clients or job orders, or choose not to specify. You can then elect to view All invoices, or Outstanding, Not Printed, or Paid ones. Additionally, you can elect to view voided items by selecting the Include Voided Items button. Another details all Payments Received. You can choose if you would like to view received payments for all clients and job orders, or specify. Additionally, you can specify by date and department. Finally, you can run a report that displays Sales Taxes associated with your various invoices. Again, you can view all invoices for all clients and all job orders, or specify by client, job order, invoice type, department, and date. To remove all selected criteria, click Reset. To view the report, click Print. This will open the report in a new screen on which you can review, save, or print it.

89 Billing Post Payments To enter payments into the invoice record, go to Post Payments under Invoices on your main screen. Select the client for whom you would like to post a payment by clicking on the magnifying glass icon next to the client box and locating the correct listing. All outstanding invoices for that will appear in a screen like the one below. To post a payment, enter the payment amount in the Applied field by the correct invoice. Then, enter the Check Number or Memo Name in the Check#/Memo field, enter the correct date, and click Post. The payment will now be applied to the invoice and will appear in all invoice reports.

90 StaffSoft Help Expenses StaffSoft allows you to invoice and pay out employee expenses. Under the Invoices button on your main screen, click Expenses. This will bring you to the Expenses search screen, seen below. Here, you can search for expenses based on date, associated client and applicant, and expense status. Enter your search parameters and press Search.

91 Billing 91 This will generate a list of expenses that match your parameters. To create a new expense listing, click on the New button. To view that expense or any other in greater detail, edit, and create an invoice for it, click on the Edit button. This will bring you to the screen seen below. Here, you can add the client and employee information as well as the expense type, date, and amount. If the expense is for gas, you can enter in the number of miles and price of gas for the trip. You can also assign the expense a department. In the box labeled Options, you can decide to bill the client with or without a markup percentage and elect to reimburse the applicant with or without applicable taxes. Finally, you can generate an invoice for the expense or attach it to an existing invoice by selecting the Generate Invoice or Attach to Invoice buttons. 6 Additional Features 6.1 Sourcing StaffSoft Sourcing allows you to manage new contacts.

92 92 StaffSoft Help If you aren't sure whether a new contact will be used as a client or as an applicant, put them in your Sourcing database. To add a new contact, select the New button. To find existing contacts in order to view or edit their profiles, click Search. To delete a contact, click Delete. To save any changes you have made to a profile, click Save. You can add contact information about these contacts, skills they possess, current employment, a follow-up date, and additional notes. Under the Misc. Info tab, you can add details about who referred the contact and to whom he or she could be referred. To add a new contact, select the New button. To find existing contacts in order to view their profiles, click Search. To delete a contact, click Delete. To save any changes you have made to a profile, click Save. Importantly, it is easy to transfer Sourcing contacts to your client or applicant databases, or to both. Click the Transfer button, located on the bottom right of the screen. You can then choose which database to which you would like to transfer the contact in a drop-down box on the resulting screen. His or her sourcing profile will be deleted in this process. 6.2 Running Reports If you select Reporting from the StaffSoft task bar, you have the option to run, view, and various types of reports.

93 Additional Features 93 The screen above will appear. Select Clients/Applicants, Other, Financial, Userlog, Projected Profits, or Reports to view reports in those areas Clients/Applicants If you select Reporting from the StaffSoft task bar, you have the option to run, view, and various reports. The first option is called Clients/Applicants. If you choose this option, you can view various client and applicant categories.

94 94 StaffSoft Help In the top box, you can view all clients that match the listed criteria: Total Clients in Database, Clients with Open Job Orders, Clients with Employees, Clients with Current Employees, and Clients Added Today. In the bottom box, you can choose to view applicants using the following criteria: Total Applicants in Database, Total Active Applicants, Active Applicants without Jobs, and Applicants Added Today. You can print this data or double click on a listing to be brought to its profile Other Reports Enter topic text here.

95 Additional Features Financial f you select Reporting from the StaffSoft task bar, you have the option to run and view various reports. One such option runs Financial reports. 95

96 96 StaffSoft Help From here, you can view various reports that detail financial information for particular clients and for all clients. In the Totals box, you can select to view Paid and Billed totals from the Last Pay Batch, Last Year, This Year, and All Time. Below this is a box called Top 5 Clients, which lists the five clients from whom you have collected the most money. On the right side of the screen, you can elect to view financial details from individual clients. Select the magnifying glass icon and select the correct client. The total Paid and Billed amount for that client will appear, as well as the number of applicants currently assigned to that client User Log If you select Reporting from the StaffSoft task bar, you can click on the User Log button to see a record of all user activity. This page will list all users who have been active that day and their most recent login and logoff times. If you select one of these users, the User History and User Detail boxes will be populated with that user's information.

97 Additional Features 97 The User Detail box will show that user's default branch and the number of applicants, clients, and job orders associated with him or her. The User History box will show that user's StaffSoft activity on that day Projected Profits You can use StaffSoft to create a profit projection by clicking Reporting on the StaffSoft task bar and selecting the Projected Profits option. On the resulting screen, seen below, there are three tabs represented by icons: By Clients, By Applicants, and Charts. Each of these allows you to run various projections based on criteria you set.

98 98 StaffSoft Help When you open this program, it defaults to the By Client option, but you can also get there by selecting the Client icon. Here, you can set a date range off of which StaffSoft will base the projection. You can elect to view data only from a particular branch or client, and then set a burden percentage. Press Project. A projection graphic, like the one seen above, should appear. You can highlight an entry and click Client to go to that client's profile. Click on the Applicant icon to reach the By Applicants projection program. You have many of the same options here that you have in the By Client projector; you set the date range you would like StaffSoft to use, and can select to run projections including all branches and all applicants, or be more specific. Set the burden percentage and click Project. StaffSoft will generate a projection graphic and applicant list. You can highlight a particular entry and then click Client, Applicant, or Job Order to view the profiles for those items. Charts, the third Projected Profits tab, can be used to create various charts of your StaffSoft information. A list of the chart possibilities is listed on this screen. The first is Top 5 Clients. Select this option and then set a date range for which you would like to view the five clients that have generated the most income for you. Click Project. StaffSoft will generate a chart of your top five clients for that date range. You can also view the five applicants who have generated the most profit for you by selecting the Top 5 Applicants option, selecting a date range, and pressing Project. The next option is called Profit over Time. This allows you to see a projection of your profit starting on a particular date. Set that date and click Project Reports You can elect to send recruiters s reporting new recruitments, financial information, or applicant job changes. To do so, select Reporting from the StaffSoft task bar. Click on the Reports option. The resulting screen, seen below, has three tabs: Daily Recruiter, Financial, and Job

99 Additional Features 99 Changes. The Daily Recruiter tab allows you to send a report of all StaffSoft activity by active recruiters. You can choose to send the report daily or weekly, and the time at which you would like it sent. You can also include all new applicants, clients, and job orders to this report. The Financial tab gives you the option to monthly financial reports to select recipients. You can choose to include your top five clients and timecards that have not yet been invoiced, and then designate the time at which the report is sent. Under the Job Changes tab, you can elect to send the listed recipients a report containing a list of all applicants who are starting or ending a job on a particular date. You can also elect to send recruiters this information about their applicants. You can add people to these lists by entering their addresses into space beneath the Recipients box on the appropriate tab and selecting the Plus button. 6.3 StaffSoft Search Search StaffSoft Search allows you to search for any applicants who fit a set of specifications. Click on the Search button on your taskbar. The below screen will appear.

100 100 StaffSoft Help Here, you can choose from over one hundred criteria types, ranging from home state and industry experience to listed age and personality rating. When you choose a criteria type, called a Field, the available Value types are populated with an appropriate list, which you can view by clicking on the magnifying glass. For example, when you choose State as your field, the value search feature will include only a list of states. If you instead choose Skill as your field, clicking on the magnifying glass will pull up a list of the skills entered into your dictionary. The Operator allows you to choose how your fields and values relate to one another. For example, if you choose Salary Required (Hourly) as your field, and enter the value of 10, you can then set the operator to Is Less Than. The search will limit its results to applicants with salary requirements less than ten dollars per hour. If you set the field to Willing to Relocate, select True as your value and Is Equal To as your operator, the search will pull up applicants who are willing to relocate. You can then note if the criterion is Required or Optional by selecting the correct setting. Once you define a criterion, you can add it to your search specifications by clicking the Add Criteria button. You can add any number of criteria to make the resulting list as specific as you want. If you would like to delete a criterion, highlight it and select Remove. To remove all criteria, click Reset. Once you are satisfied with the various search criteria, you can select the Search button. StaffSoft will immediately compile a list of all applicants that match your specifications, complete with their phone number and associated recruiter. You can double click on an applicant's name or highlight it and click View Record to view his or her profile. You can print the full list by selecting the Print button. To export the list into an Excel spreadsheet, select the Excel button. You will be prompted to save the list after which you can open it. You can save a particular set of search criteria by clicking on the Save button and entering a search name.

101 Additional Features Quick Search At the top right side of your StaffSoft main screen is a magnifying glass icon. If you click on this, you will be brought to the Quick Search screen. From this screen, you can search for particular applicant, client, job order, or sourcing entries quickly an easily. Simply choose if you would like to filter your search by People or Company, enter the search terms, determine which types of profiles to include, and choose how closely an item must match the search terms. Click Search. All applicants, clients, job orders, and sources that fit you criteria will be listed. Double click on an item to view its profile. To start a new search, click Reset. 6.4 Calendar The Calendar feature allows you to create Events in StaffSoft, which you can attach to relevant clients, applicants, job orders, and sources. Then you can create Reminders for yourself and other recruiters associated with the events. These events and reminders will appear on your Home Screen and in the Reminders section of client, applicant, and job order profiles.

102 102 StaffSoft Help You can get to this screen by selecting the My Schedule icon at the top right of your main screen, which looks like a small calendar, or by double clicking on any listings in the Events & Reminders box of your Home Screen Reminders To create a Reminder, you must first schedule an Event. To do this, select the date you want associated with event and then click on the Plus button towards the left of the Calendar screen. This will bring you to the Add New Events screen, seen below.

103 Additional Features 103 From here, you can name the event, add an event icon, describe the event, and add a client, applicant, or job order association. You can also choose to make it private or public by selecting or deselecting the Public button. Click OK to create the event. The main contact associated with the event, which is the association you set when you created the event, will be starred. If you would like to add additional associations, go to the Associations box near the bottom right of the Calendar screen, seen below. Click on the icon of the type of association you would like to make, then locate the correct applicant, client, job order, or source you would like to add it to the event. This will make the event appear in the Reminders section of that item's profile. To remove an association, click on the red X next to the item listing. Above the associations listing is the Create Reminders symbol, seen below. Click this to add a reminder to the selected event.

104 104 StaffSoft Help This will bring you to the Create Reminder screen, seen below. Press on the Plus button to add more recruiters to the list of those who will receive the reminder. You can elect to include yourself in the reminder by selecting the Include Self option, or you can choose to send the reminder to everyone associate with a particular branch by clicking on the Include a Branch button. Finally, you can choose the date on which you want to be reminded. A list of your events and reminders will appear on your Home Page, but you can also view all reminders by clicking on the Reminders button on the StaffSoft taskbar. From the resulting screen, below, you can change a reminder's status to Active, Complete, or Cancelled, and reset its reminder date.

105 Additional Features Events Manager To manage all of the events on you schedule, go to the Events Manager. On your calendar, click on the Events Manager icon near calendar's month listing, as seen below. This will bring you to the Events Management screen. From here, you can set search parameters and view, edit, or delete the events that fit within them.

106 106 StaffSoft Help By clicking on the correct icon button, you can choose if you would like to narrow your search results to include events associated with particular clients, applicants, job orders, and sources. The Main Contact and Associations buttons allow you to determine if the contacts you add to the parameters list must be the main contact or just an associated contact. You can also narrow your search by date range, subject, and branch. Click Search. A list of the events that fit your criteria will appear. You can edit or delete the listed events, or you can print them.

107 Additional Features Tabs and Index Cards For your convenience, StaffSoft includes several features that allow you to view clients, applicants, and job orders at a later time, including through the use of Tabs. StaffSoft does not automatically exit from an open applicant or client when you choose to open an additional item; instead, the software creates tabs for each. You can have multiple profiles open at once Additionally, StaffSoft will save your five most recently opened items as tabs at the top left of the task bar. Double click on an item and its complete profile will open.

108 108 StaffSoft Help Another way to view an applicant, client, or job order at a later time is to save these items' details as an Index Card. Each client, applicant, and job order screen has the Index Card option located to the left of the Search button, as seen above. Once you select this button, the chosen item will be posted as an Index Card at the top of the screen. This card will contain a summary of the selected item. From here, you can quickly send an to a client or note the ID number from an unfilled job order. To view the item on the card in full detail, click on the View icon, which looks like an eye. To hide your cards, simply click the Index Card button on the task bar at the top of StaffSoft's main screen. You can view these again at any time--simply press on the task bar's Index Card button again. To delete a card, press on the red X. This will not affect the original item information. These notecards will be saved even after StaffSoft is closed. 6.6 System Preferences At the top, right side of your main screen is the System Preferences icon, which looks like three small gears. Using this feature, you can customize the appearance of your StaffSoft to match your company's aesthetic, or your own.

109 Additional Features 109 In the Colors tab, above, you can change the color of text, screens, links, and most other visual elements. Select Default Colors to change all coloring back to the original. In the Background tab, you can change the picture that appears in the background of your main screen. Select Default Image to restore the original image to your main screen.