There are several ways to begin creating a Contact record within Eploy:
From the Create button on the main menu
From within the View menu - View > Contacts > New Contact
From the Contacts Grid View - View > Contacts > All Contacts > New
When looking at the Summary tab within any Contact - click New within the Toolbar
When looking at the Contacts tab of an Organisation - click New within the Toolbar
Whichever route you choose to take, you'll end up at the same place - the Create Contact screen. From here you can:
Select which Organisation the Contact should be associated with. This can have a direct influence on the Vacancies this Contact can see and create within the Hiring Manager Portal, so care should be taken to ensure they're associated with the correct Organisation. If you're creating the Contact from within an Organisation record, this will already be filled in for you.
Select any Associated Organisations the Contact should be linked to. Within the Hiring Manager Portal, this can give the Contact the ability to see and create Vacancies for different areas of your organisation e.g. a Manager looking after multiple departments
Select a Delegated Contact. This only applies to Contacts who are designed approvers within the Hiring Manager Portal. If an approver is on leave or otherwise away from the business, their approval authority can be delegated to another Contact using this tool. Use the Delegated Access Start and End Date to specify a timeframe for the delegated authority.
Set a User - a useful reporting mechanism if members of your team have responsibility for that Contacts area of the business
Optionally, you can add some Recruitment Restrictions to this Contact.
Recruitment Restrictions within Contacts gives you additional control over the recruitment process for different Hiring Managers. Populating the Restriction fields on a contact record will allow you to limit the options available within that field on the requisition form. This means that for hiring managers who recruit into specific locations, business areas or departments, you can filter the content of those lists for when that hiring manager raises a new job.
Finally, we have the Contact Details:
Enter the Title, Forenames and Surname for the Contact
Provide their Position (e.g. job title)
Select their Position Type. Please take care when answering this question. This field has a direct bearing on the Authorisation processes available within your Hiring Manager Portal. Only Contacts with the correct Position Type can approve a Vacancy or Hire. Only a single option can be selected.
Finally, set the Contact Status to Active and provide a suitable Email address
Having added all required information, including any additional fields included within your specific system, click Save.
To Edit your Contact details at any time, click the Edit icon next to the All Fields option, visible on the Contact Summary tab.
🤓 Tip Contacts can also be created in bulk via an Import and can be created automatically by linking Eploy to your HR system using our API. If you'd like to explore these options, please speak to your Account Manager or the Support Team.