If you either
- click on “Promote to staff” or
- set the JAS (Job Application Status) to a hired value as determined by your company
then the person becomes “Staff”. They may never actually work for you or get paid at this stage but
- they will have access to the Staff Portal and AXLR8 Staff app and
- they can be booked for
- pre-planned vetting workshops and interviews and for
- shifts and events.
At a point in your staff acquisition and selection process, you will make a decision to offer them employment and eventually hire them. We call this process “Promote to staff”. In some AXLR8 ATS systems with a high vetting requirement, the link may also be called “Invite to Interview” or similar. The reason for this is they are required to bring a number of original documents to an interview workshop such as PoID, PoA, and much more Also, several weeks of BS7858 vetting carry on during their initial work shifts.
So, what does “Promote to Staff” actually do?
This simple click takes the contact details of the applicant and automatically does everything you need to create the User account and employee record.
- creates a user account on the system with “Staff” rights. That mean they can log in to the staff web portal and also access the “AXLR8 Staff” app on their mobile phone.
- Normally creates the next employee number and allocates it. However, in some businesses this may be done elsewhere and AXLR8 have several varietions and you can manually take a personel number form another system if you wish.
- Additionally, various pieces of data collected during their candidate journey are registered in their employee records including.
- Autocreation of a unique log in name. Normally (perhaps with a number added if a duplicate)
- Password (encrypted) used in the application. (password reset if the staff member has forgotten)
- More readable friendly name (can containg duplicates)
- Contact details such as email (for password reset) and mobile number,
- Right to work details such as passport and visa numbers, types, expiries, NI number, etc.
- Date of Birth
- Bank account details if collected already
- Default Staff portal log in
- Default chosen by your business for whether or not they can see payroll on the app.
Sends Welcome/Job Offer email
It normally sends out an automatic welcome letter depending upon data still to be collected from that staff member, it may also contain a set of instructions and a link to a further job acceptance form or tell them to fill in the details on their AXLR8 Staff app. Please check that yours is in your package and that its template contents have been created, approved and configured for your company.