This guide is designed to help you understand the structure and language used in teamdetails.

The platform is essentially divided into two main areas - the recruitment section, and the employment section.

Recruitment

Within the recruitment section you will find a collection of recruitment tracks. A recruitment track might correspond to:

  • a single vacancy (Programme Manager)
  • multiple vacancies for the same role (Front of House Assistants)
  • multiple vacancies for a whole set of roles that you will allocate to individuals during the recruitment process (Summer Staff).

Each recruitment track has a name, a short description that appears on your homepage when the track is open, a public page with optional extra information about the role(s), an opening and (optionally) closing date and a related application form. You can have as many application forms as you like, which can optionally accept uploaded PDF documents such as CVs and cover letters. You can also give other users restricted access to a recruitment track - for example, to allow a line manager to review applications for a specific vacancy or department.

People submit applications to a recruitment track by registering for an account and completing an application form for the track(s) they want to apply for. As applications are submitted your recruitment team can progress candidates through your recruitment process by assigning pre-defined tags.  A tag is like a drawer in a filing cabinet : an application can only have one tag at any one time. For example, a successful application might move through tags like "Pre-screened OK", "Shortlist", "Interview", "To Appoint", "Appointed". You can configure each track with its own set of available tags, to cater for varying recruitment processes for different roles.

Employment

The employment section is where you administer the appointment, onboarding and management of staff.

Note that currently in administrative areas of the system we use the word "Employment" to include voluntary and self-employed roles. However all "employee"-facing parts of the site use neutral language that does not imply a particular worker status.

In teamdetails, the details of a job are configured separately from those of the person who is going to be employed to do it. A job represents a role in your organisation, with common contract terms and conditions and analysis details across all the people assigned to it.

Each job is set to use one of your contract templates, which provides basic consistent wording for all the jobs that use it. You then configure different parameters to provide information that varies from job to job. For example, your contract template would commonly be set up with an editable "Salary" section that you would populate or configure for each job.

If you have multiple roles with the same job title but slightly different contractual terms you would set these up as separate jobs, using the "job variant" field to distinguish between them. For example, you might have a team of Front of House Assistants where some are on a full time contract and others only work at weekends, and want to specify this shift pattern in their contracts.

An employment is a record of a single person doing a single job for a single period of time. The only contract details that you can vary for an individual employment are the start and end dates - all other customisation is done at the job level.

As part of appointing people, you may want to take references. Reference requests are created automatically when you create a provisional employment. You can then email the referees with a link to fill in your reference request form on teamdetails. Alternatively, you can mark that a reference is not required and record a comment as to why.