Making Bookings/Placements

Woohoo, you have made a placement! The final part of the Job Shortlisting pipeline is the fun part - making money!

Before you can place/book a Candidate you have completed the 2 items below:

As per UK legislation employers must carry out right-to-work checks on prospective employees before employing them to make sure they are allowed to work (for more information on this, please see the gov.uk’s “Right to work checks: an employer's guide”. Within Talisman we use Document Tags to sign-off the candidate as ready for work

*Please note, Work Eligibility is discussed in detail when we Onboard you as every company's requirements are slightly different. The process above is a non-customised way. Check with your Talisman Super User what requirements have been set up, in case they differ from the standard aforementioned.

As Talisman is an all-encompassing recruitment tech stack, we also have the option to host your invoicing and pay & bill processes. Because of this, at the point of making a booking the system needs to know where and how you are planning to bill your Client.

For our Non-Web Pay & Bill customers, we will have set-up an automation on your site which will do this for you. If you are a Web Pay and Bill customer, we will have uploaded your Customers from your old payroll system during Onboarding. You will be able to access the Customer record by clicking the hyperlink on the Client page like so:
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Once the Eligibility and Account Customer have been added, you can then move onto making the booking.

Depending on the type of booking/placement you are wanting to make, there are a few different avenues:

From within the Job Shortlist, click the 3 dots icon to the left of the Candidate's name and select "Add" then "Add Perm Booking".

The “Add Perm Booking” option will open a pop-up with all the key information required to book in the candidate. Some information that has already been captured in Talisman will auto-populate in the fields. Some of the standard key fields you will need to fill out are:

In addition to the above there are also a few that are less standard but could be of importance to you and your team.

This is where you can capture any costs that are not included in your fee. These could be Marketing Fees, Travel Costs etc. It is important to note you will need to include the total additional costs number in the “Additional Costs” field, then use the “Add. Costs Description” field to capture that. For example let's say I had £300 Marketing Costs and £75 Travel Costs. I would do:

Additional Costs - £375

Add. Costs Description - £300 Marketing Costs, £75 Travel Costs

Talisman will auto-assume the named consultant against the job will be credited for 100% of the splits. However, if there are multiple consultants involved, you are able to select them from here, and choose the percentage value.

Note: If you have more than 2 consultants to be added to a split, reach out to us via the Support Live Chat and we can help match your process in Talisman.

The final part of the booking is arguably the most important - when are you getting your money? The Invoice Schedule is where you can choose the amounts you want to invoice in increments, or in one total amount. You can also set the date for when you want to invoice the client.

As default all bookings will go to "Initial" stage. This might mean that there is still some finalisation to do/ you may have a starter process you wish to follow before you make the booking "Live". The Starter (Starts) Process

Once you have gone through all the relevant fields, select “Update” at the top of the page.

From within the Job Shortlist, click the 3 dots icon to the left of the Candidate's name and select "Add" then "Add Contract Booking".

The first page of the booking screen is Personal Details for the Candidate - anything you have already filled in on the Candidate Record will automatically populate. Take note of any fields with a red asterisk, as these are mandatory to move to the next page. click “save and continue” once complete.

The next page is Eligibility to Work. Here you select the Eligibility documents from the Candidate required. Click “save and continue” when ready. If you have not got a Work Eligibility Document, go back to this step.

The next page is for the Client information. The Account Customer information selected earlier will auto pull through, but you can make any last-minute changes here. If you have not set-up a Customer/ do not see one in the dropdown, go back to this step. Continue through all these sections filling in the mandatory fields as required and click “save and continue” as you go along.

The next page is the Booking information, where you can make any changes to the Booking Configuration. In Agency Details you can also add in any Consultant splits for the team involved. Continue to click “save and continue” to progress through relevant fields.

In the comments, if you would like to leave a note for your Payroll team, use the "Back-Office Instructions":
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Contractor and Rate is where you then need to fill out all your PAYE, Umbrella, LTD, AWR Rates etc. The majority of this will already be in the system*, but will just require you to glance over and confirm.

*Please note, they will only populate if you have filled out the "Proforma Rates" tab on the job, otherwise you will need to type these in.

Continue all the way to the end and once every field you require is complete. As a default all bookings will go to "Initial" stage. This might mean that there is still some finalisation to do/ you may have a starter process you wish to follow before you make the booking "Live". The Starter (Starts) Process.

Shift bookings are mostly manages within our Booking Desk, so we recommend you watch The Booking Desk Jobs Super-User Training videos, and review The Booking Desk help center category for more detail. However, you can make shift bookings from within the CRM. We often find this is best used for fast-paced project/education recruitment that requires a managed approach to making bookings (e.g sending Vetting Forms, or obtaining compliance after the booking is made).

From within the Job Shortlist, click the 3 dots icon to the left of the Candidate's name and select "Add" then "Add Shift Booking". The below modal will display:

This tab will display any previous rates the Candidate has accepted for working this role previously. If this is the first time booking this candidate into this role, it will be blank. The "i" icon will give you more information on when the last shift the candidate worked for this role was.

​Rates From Cand
This tab will display the Daily and Hourly rates on the candidate's record. These can be entered here:

This field will default to the job you are currently in.

Within the Calendar selector you can select the number of days the candidate will be working at this role

This field will let you select the times of the shift they will be working. (how to add new shifts is explored in the The Booking Desk Jobs Super-User Training videos)

This is not a mandatory field, however if therr is a reference number for this role, you can put this here.
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The rates that have already been entered into the "Proforma" tab will pre-fill here, and you can select the relevant rates for this candidate in this role.

Once happy, you can then press "Create". Unlike the Contract booking, this will automatically push the booking through. It will only stop at mandatory fields that have not been entered in previously. Until the end, where you will have an overview screen of the booking, like this:
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To go back and check any pages, you can navigate using the options at the top of the page. Making sure to press "save" with any changes. Once happy, you can then press "Close" in the top right.

The modal below will pop-out and you will have some options to select

You can use this to send out custom templates to the candidate with information of their bookings.

As a default all bookings will go into the system as Unconfirmed. Then upon the Candidate saying they will attend the shift, this can either manually be changed to Confirmed, or automatically updated (Auto-Confirm)

The Auto-Confirm is a feature that will send out a text to the candidate asking them to reply with a code in order to confirm they are attending the shift. If you have out Portal feature, this will send a in-app notification to the Portal app. Once they, confirm that will automatically update.
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When you put a Candidate in a Shift booking, this will mark them as "unavailable" on the booking desk for the time of the shift. Here you can choose to also make them unavailable for the rest of the day they are booked out, stopping them from being in back-to-back/multiple shifts with different times. E.g if they are booked for a morning shift, but also want an afternoon shift somewhere else, then leave this as "No".

If you have put the candidate in for multiple days, you can select this box and all the options you have just selected will apply to all the other day bookings. If you untick this, you will be able to pick/choose options for each day they are booked out.

Finally press "Return To Booking Desk" at the bottom, and the candidate will now be booked out.

To find all your "Initial" Bookings/ Placements go to your "Cons. Overview" and then the "Starts" tab.

Top Tip! To immediately see the view you require, select the 3 dots icon next to “Start Booking List” then "Default Selections". Here you can set your preferred view.

To find all future bookings and placements that have not yet been marked as "Live" filter by:

From here you can click the booking code in the row, and be taken to the full details page. After reviewing and you are happy with the booking, you can move from Initial” Status to “Live”. Don't forget to click "Update" at the top of the page. To go back to the list select “Cons. Overview” greyed out in the top right of the page. Continue this process until all have been completed.

To see how the starter (starts) process can be used, go to 27:13 The Starter Process on the Shortlist Pipeline Super-User Training.

We hope this article has helped with the questions you had. If you have any further questions, please reach out to our Support team who will be able to assist further by selecting the help icon in the top right of your Talisman instance, then "Live Chat".