There are three ways of creating a new employment on teamdetails:

  • By appointing from one or more applications in a recruitment track
  • As a promotion or transfer from an existing employment
  • By offering a new employment from an individual's personnel record page.

Any of these methods will create a provisional employment. You can then review the employment details, preview the contract, and (optionally) take references before confirming the offer and issuing a contract for the employee to accept.

Note that before you create an employment, you will need to have created and configured the details of the job you want to appoint to, and selected the "Currently recruiting?" option so that it appears in the list of available jobs.

Appointing from an application

This is the easiest way if you have multiple people who have all applied through the teamdetails recruitment system, and you want to appoint them all to the same job for the same dates. For example, if you need to appoint a team of box office assistants.

  • Go to the recruitment section of the site, and navigate to the list of applications you want to appoint from.
  • Tick all the people you want to appoint, and click the "Appoint" button at the bottom of the list.
  • Select the job, start and (optionally) end date for the new employments.
  • You can also select to change the tag on these applications - for example, you might use an "Appointed" tag to keep track of which offers have been made, particularly if you're appointing a whole team in batches.

Submitting the form will:

  • create provisional employments for all the people you selected.
  • populate details of their referees from their application forms where these have been provided.
  • mark that a reference may not be required for anyone who has previously been employed by you (you can choose later whether to accept this, or whether to request a reference anyway).
  • link their application form to their employment, so that it is retained on file when the unsuccessful applications in the track are eventually archived and removed.

Promoting or transferring an existing employee to a new job

Use this method when you have an existing, active, employee on teamdetails and you want to appoint them to a new role with continuous employment. For example, you'd do this to move a temporary employee to a permanent contract, or to record a promotion.

  • Navigate to the employment page for the current employment - you can do this by clicking through from the list of current employees, or by searching for the person in the toolbar and clicking through from their personnel record.
  • Click the Promote / Transfer button that appears near the top of the page and fill in the details of the job, start date, etc.

Submitting the form will:

  • Create a new provisional employment starting on the date you entered
  • Change their current employment to "Transferred" status, and set the end date to match the start date of the new employment
  • Set the "continuous employment start date" of the new employment to be the start of the current employment (or a previous one, if they have been transferred previously). This date may appear in contract templates if your templates are configured to include it.

Note that with this method there is no opportunity to request references through teamdetails.

Offering an individual an employment

You can also create a single employment for an individual from their personnel record page. For example, you'd do this to appoint previous seasonal staff that you've invited back without a recruitment process, or someone you've recruited through an external process or headhunter.

  • Use the person search in the top toolbar to find the person you wish to appoint. If they don't exist on the system, follow the prompt in the search results to create a new person record.
  • On their personnel record page, click "Offer new employment"
  • If they have any recent applications or employments the system will prompt you to appoint or transfer from one of these - or you can continue to appoint as a manual employment.
  • Select the job, start date and end date as usual.
  • Optionally, provide referee details. Select "Already taken - satisfactory" if you just want to keep a record of a reference you've already followed up. Select "To be taken" if you want to take references through teamdetails - you can provide details of the referees now or later. Alternatively, leave "Not required" selected and optionally add a comment if you're not going to take references for this employment.

Submitting the form will:

  • Create a new provisional employment with the entered details
  • Create outstanding reference requests if required, that you can then send to referees in the usual way