# Welcome Welcome to Keep It Simple Recruitment {% hint style="warning" %} This guide is a work in progress, we are adding content on a daily basis. Hit refresh on your browser to ensure you have the latest information. {% endhint %}

KISREC is a cutting-edge, easy to use, cloud based recruitment CRM system that simplifies the day to day tasks of your recruitment agency, so you can focus on growing your business. We have designed KISREC to be accessible from any device so all you need is an internet connection to access your CRM whilst in the office or on the move. We use the latest cutting-edge front end web development technology and we deliver our service through the Google Cloud Platform (GCP), a world-leading, secure-by-design suite of cloud computing services that scale automatically to billions of users. {% embed url="" %} KISREC Introduction From Co-Founder Matthew Bell {% endembed %} ## Key Features


Powerful Database Smart Search	Instantly find a candidate, client or contact using the simple yet powerful smart search feature
Virtual Real-Time Whiteboard	Provides a streamlined temp job workflow process from shortlisting candidates, sending site details to job assignment
Weekly Payroll	Timesheet upload and approval process with real-time margin and smart export features
Recruitment Pipeline & Employee Management	Move your candidates along the fully customisable recruitment pipeline and easily keep track of hired/placed candidates
Candidate Registration	Automate your candidate registration process using our online registration system
CV Parse & Email CV Loader	Quickly add new candidates to your database using drag & drop or by sending CV files to our email CV loader service
Temp Tracker Keep close track of your candidates so you know where they’re working now and where they could work next
Calendar & Reminders	Record communication notes and automate follow-up to-do list tasks so you never miss a beat
Digital DBS & RTW Checks	We use the UK's 1st certified Identity Services Provider (IDSP) to process Digital Identity checks for DBS & Right To Work.
Agency Workers Regulations	The Agency Workers Regulations (AWR) were introduced in 2011 as a measure to protect agency workers. Get notified when a candidate reaches the AWR qualifying period
Targeted Batch Email & SMS Text Messaging	Quickly send personalised email and SMS messages in bulk using the smart search and batch send features.
Real-Time Key Performance Indicators	To perform at their best, recruiters need to know how they’re doing. We provide 20+ real-time metrics which can be viewed by day, week, month for each user or for your business as a whole

# Introduction Meet the KISREC user interface

## Navigation Use the main navigation menu to quickly access the main areas of the KISREC system. ## Notifications You will receive notifications when important system events occur. Press the bell icon to display and read your notifications. ## Page Layout We provide 3 different user interface layouts. Press the layout icon to change to a preferred layout. ## User Menu This menu provides access to to your user profile settings. You can also access the Help Docs, Video Guides and the System Status Page from this menu. ## Admin Area Here is where you can access your KISREC system configuration settings, as well as other admin only functions. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %} ## Context Menu's A context menu is a pop-up menu that provides shortcuts for actions you might want to take. Context menu's can be shown by pressing the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FlEDt9ERzwZEInzhmB3xr%2Fimage.png?alt=media\&token=1ff980ff-2417-4dce-bd2c-f4db852b994f) icon. This icon is called a kebab menu, also known as the three dots menu and are used throughout the KISREC application. In the following example, the context menu has been shown for one of the items in the candidate search results.

## Responsive User Interface The KISREC user interface automatically adjusts to your device screen size. On smaller screens such as mobile phones, the main navigation will be hidden. You can access the main navigation by pressing the reveal navigation button as shown below.

# Add Your Agency Logo In this guide we show you how to upload your agency company logo. Your agency logo is used in your [email templates](/administration/settings/email-templates) and [branded CV's](/candidates/candidate-profile/curriculum-vitae). To upload your logo, navigate to **Admin->Settings**. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %} The **Agency->Settings** Tab will be selected by default.

Press the choose file button to select your agency logo file. Use the cropping tool to trim the image if needed.

Finally, press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FOoQZtIVRwFclIZYzIram%2Fimage.png?alt=media\&token=bf6c8b9f-ebf1-48cf-8d41-6bbaab5cd4e1)button. {% hint style="info" %} Your logo image will now be included at the bottom of all emails sent from the system. Please see [Email Templates](/administration/settings/email-templates) for further information. {% endhint %} # Sign Your Emails With DKIM KISREC uses Simple Mail Transfer Protocol (SMTP) to send outgoing email. It uses the email address you use when logging into KISREC to spoof the email sender. The email is dispatched in this way to make it appear to arrive from your email address. Spoofing email from trusted domains is a popular technique for malicious spam and phishing campaigns so most email servers will detect spoofed email and direct them to the junk/spam folder. It is highly likely your emails sent from KISREC will end up in the junk/spam folder or even blocked by the destination email server. To resolve this issue you should add the following DNS records to your domain DNS settings. This will activate the DKIM authentication for your outgoing emails. You will need to be able to access and update your domain DNS settings. If you are unable to access your DNS settings then you should send this article to the person who manages your web site. ## What is DKIM? DKIM (DomainKeys Identified Mail) is an email security standard designed to make sure messages aren’t altered in transit between the sending and recipient servers. It uses public-key cryptography to sign email with a private key as it leaves a sending server. Recipient servers then use a public key published to a domain’s DNS to verify the source of the message, and that the body of the message hasn’t changed during transit. Once the signature is verified with the public key by the recipient server, the message passes DKIM and is considered authentic. While DKIM isn't required, having emails that are signed with DKIM appear more legitimate to your recipients and are less likely to go to Junk or Spam folders. We highly recommend you add a DKIM record to your DNS whenever possible to authenticate mail from your domain ## SPF Record This is a TXT record that should be added to the domain of the envelope address (yourdomain.com) ``` "v=spf1 a mx include:spf.turbo-smtp.com ?all" ``` If you already have an SPF record then add **include:spf.turbo-smtp.com** to your existing record directly after the segment `v=spf1` The following is an example where an existing SPF for google already exists and the **include:spf.turbo-smtp.com** has been added

"v=spf1 a mx include:spf.turbo-smtp.com include:_spf.google.com ?all"

## DKIM Record For DKIM, add the provided TXT record to your domain's DNS settings, which contains the public key used to verify that the emails sent from your domain are indeed legitimate and have not been tampered with during transit. ``` turbo-smtp._domainkey ``` ``` "k=rsa; p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQDT3MWLni6so1q9eQggRYBCLHFjohZkCnYHH8gZNDBm6zRrodRVpWpJQW7x3cWWiuBhS1X0IfBB80l5tqFa+yc+mVgnk8tkUzOHFbPQPp4fi7egTpMtsQW/ZMrxw73SItNvPr72qvJTYZNPxarMx+ULjEWybcfEdXHPY8jslGcpCwIDAQAB" ``` ## DMARC Record Complete the email authentication process by adding the given DMARC TXT record to your DNS, establishing a policy for how email receivers should treat messages that don't pass SPF or DKIM checks, and thus providing an additional layer of defense against fraudulent email practices. ``` _dmarc ``` Set the value to the following ``` v=DMARC1; p=none; ``` ## Popular Domain Providers Here are some instructions for editing DNS records with popular domain providers. If your service isn't listed here, log in to your provider's site and search their help documents, or contact their customer support team. Amazon Web Services: [Configuring DNS, Resource Record Types](https://docs.aws.amazon.com/Route53/latest/DeveloperGuide/dns-configuring.html) Bluehost Bluerock: [Manage DNS Records](https://www.bluehost.com/help/article/dns-management-add-edit-or-delete-dns-entries#add) Bluehost Legacy: [DNS Management](https://www.bluehost.com/help/article/dns-management-add-edit-or-delete-dns-entries#add) Dreamhost: [DNS Overview](https://help.dreamhost.com/hc/en-us/articles/215413857-DreamHost-DNS-overview) GoDaddy: [Add a CNAME Record](https://www.godaddy.com/help/add-a-cname-record-19236) Google [Domains: DNS Basics](https://support.google.com/a/answer/48090?hl=en) Hostgator: [Manage DNS records](https://support.hostgator.com/articles/hosting-guide/lets-get-started/dns-name-servers/manage-dns-records-with-hostgatorenom) Hover: [Edit DNS Record](https://help.hover.com/hc/en-us/articles/217282457-How-to-Edit-DNS-records-A-CNAME-MX-TXT-and-SRV-Updated-Aug-2015-) IONOS: [Configuring CNAME Records](https://www.ionos.com/help/domains/configuring-cname-records-for-subdomains/configuring-a-cname-record-for-a-subdomain/) Namecheap: [SPF & DKIM](https://www.namecheap.com/support/knowledgebase/article.aspx/9214/31/cpanel-email-deliverability-tool--spf-and-dkim-records) Squarespace: [Advanced DNS Settings](https://support.squarespace.com/hc/en-us/articles/205812348-Opening-Advanced-DNS-settings) Stablehost: [How do I get to cpanel?](https://billing.stablehost.com/index.php?rp=/knowledgebase/12/How-do-I-get-to-cPanel.html) Wordpress: [Adding Custom DNS Records](https://wordpress.com/support/domains/custom-dns/#adding-custom-dns-records) Siteground: [Create CNAME Records](https://www.siteground.com/kb/site-tools-vs-cpanel-comparison-create-cname-records/) Wix: [Adding or updating CNAME Records](https://support.wix.com/en/article/adding-or-updating-cname-records-in-your-wix-account) If you require any assistance then please do not hesitate to get in touch. # Send Email Using a Microsoft Office or Google Workspace Account As an alternative to sending email using our SMTP email service, you can optionally send email using a Microsoft Office or Google Workspace Account. There are some important limitations to note if you use a Microsoft or Google account. * Both providers have quotas and usage limits. Please read the [Google Quotas & Limits](https://developers.google.com/apps-script/guides/services/quotas) or the [Microsoft Office Online Limits](https://learn.microsoft.com/en-us/office365/servicedescriptions/exchange-online-service-description/exchange-online-limits#sending-limits-1). * Email Delivery, Bounce and Open reports will not be available in your KISREC email logs. * You must use an account that has the same email address as the one you use to login to KISREC. The send rate limits that have been imposed by both providers means that KISREC can only send **1 email every 2 seconds**. ### How to connect your Microsoft Office or Google Workspace Account {% hint style="warning" %} If you are using Microsoft Office 365 / Business you need to ensure you have added your website domain as the default custom domain in the [Microsoft Admin Centre](https://admin.microsoft.com/). Please follow the instructions in the following Microsoft help documentation. {% endhint %} Just before you send an email you will have the option to connect your account.

{% hint style="info" %} Only one of the **Sign In** buttons will be shown. If both the Microsoft and Google Sign In buttons are missing, please get in touch to have one enabled on your KISREC account. {% endhint %} Once you have successfully authenticated your account and given KISREC permission to use your account to send emails, KISREC will then use it when you send an email instead of our SMTP email service.

Your emails will continue to be logged in KISREC as normal and they will also appear in the Sent folder in your email client such as Outlook or Gmail. {% hint style="info" %} If at anytime you wish to revert back to using our SMTP email service, simply sign out of your connected account. {% endhint %} # Email Inbox When you send an email from KISREC, the reply email message will go to your KISREC login email address. You will receive the reply email message in your external email client such as Microsoft Outlook. Instead of using your external email client, you can choose to receive recipient replies in your KISREC email inbox. The recipients [profile activity](/candidates/candidate-profile/activity) in KISREC will also record the incoming email message. Before you send an email, you can choose the “KISREC Email Inbox” option from the **Reply To** dropdown list on the send email dialog.

The recipient gets the email as usual from your KISREC login email address, but the reply is sent to your KISREC email inbox instead. You will receive a notification in KISREC when you have unread messages in your email inbox. {% hint style="info" %} If you receive an inbound email when you are not logged into KISREC, an email notification will be automatically sent to your KISREC login email address. To ensure you receive these notifications when you are away from your computer, you must ensure you are logged out of KISREC. {% endhint %} ### Accessing Your Email Inbox Navigate to **Manage** -> **Email Inbox** or press the email notification icon.

{% hint style="warning" %} The **User** dropdown filter is an administrative function and will only be visible if your user account has been granted the Administrator permission. {% endhint %} Click on the email to view the full email message.

In the example above, a candidate has sent a message with 2 attachments, you can quickly add these documents to the candidate profile using the drop down menu. Press the Reply button to compose and send a reply email message. ### Profile Activity Inbound emails are indicated with a ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F6aI63oQqoornmZPUhwzX%2Fimage.png?alt=media\&token=c1a00d60-ffac-4c44-8f8b-e988fc78d0af)icon in the profile activity section.

# Upload Candidate Terms File In this guide we show you how to upload your candidate terms and conditions agreement document. {% hint style="info" %} To facilitate with [GDPR](/compliance/gdpr), a link to view this document is shown to the candidate on the [candidate registration form](/candidates/candidate-profile/registration). The candidate will be required to agree to the contents of this document before they can submit their registration information. {% endhint %} Navigate to **Admin->Settings** then select the **Agency->Files** Tab. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %}

{% hint style="info" %} We recommend that your file is a PDF formatted document. {% endhint %} In the **Candidate Terms and Conditions** section, press the choose file button to select and upload your document file. If you do not yet have a candidate terms and conditions document, we have a generic template that you can download and modify as required. Remember to save as PDF before uploading to KISREC. {% file src="/files/vROwGOuTEQ6h5e3moLCL" %} Generic Candidate Terms & Conditions Template {% endfile %} {% hint style="info" %} All files uploaded to KISREC are displayed in a common format, for example: ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FmlOPv1XQB7WUnCYj9xrZ%2Fimage.png?alt=media\&token=7ed95bb7-12a4-4736-ab1b-53746a45c6dd) Key information about the file is shown, such as file size, filename, the date the file was uploaded and by which user. You can press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FVd2CPmtAP113lzak4b0A%2Fimage.png?alt=media\&token=c38d00f2-d8f5-47fa-981a-ac079d7ba4a8)icon to view the file or the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F87y2nWMTYSEnsMhRbwpC%2Fimage.png?alt=media\&token=c7e40b32-a103-4351-aeb7-25af7a94badb)icon to download the file to your computer or smart phone. {% endhint %} # Upload Timesheet Template File In this guide we show you how to upload your candidate timesheet file. Your temp placements will most likely be required to complete paper timesheets and return them to you on a weekly basis. Upload your timesheet template file here so you can quickly send it to new and existing placements. Navigate to **Admin->Settings** then select the **Agency->Files** Tab. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %}

{% hint style="warning" %} We recommend that your file is a PDF formatted document. {% endhint %} In the **Candidate Timesheet Template** section, press the choose file button to select and upload your document file. {% hint style="info" %} All files uploaded to KISREC are displayed in a common format, for example: ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FmlOPv1XQB7WUnCYj9xrZ%2Fimage.png?alt=media\&token=7ed95bb7-12a4-4736-ab1b-53746a45c6dd) Key information about the file is shown, such as file size, filename, the date the file was uploaded and by which user. You can press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FVd2CPmtAP113lzak4b0A%2Fimage.png?alt=media\&token=c38d00f2-d8f5-47fa-981a-ac079d7ba4a8)icon to view the file or the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F87y2nWMTYSEnsMhRbwpC%2Fimage.png?alt=media\&token=c7e40b32-a103-4351-aeb7-25af7a94badb)icon to download the file to your computer or smart phone. {% endhint %} # Candidate Discipline List In this guide we show you how to manage your candidate discipline list. Each candidate profile must have at least one discipline assigned, for example **Plumber** or **Electrician**. Your temp and perm job profiles also require a discipline to be assigned. When creating or updating a candidate profile, the assigned discipline must be selected from the list of disciplines available in this list. Navigate to **Admin->Settings** then select the **Lists** Tab. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %}

Admin Settings Candidate Discipline List

## Add Discipline Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F1cFQHU2gP2CF6Og0dYMa%2Fimage.png?alt=media\&token=c51b0ced-af75-472d-be96-ca511366c5ac)button to add a new discipline. When you begin adding candidates to KISREC, the total number of candidates for each discipline will be displayed.

## Edit Discipline To edit a discipline, press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FJ9TvIcocPTG5EIvYPdxM%2Fimage.png?alt=media\&token=b0b59cdc-351b-4285-a725-65c7ae80a325)icon to display the edit dialog. ## Delete Discipline Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FEqEkcQFLzf5wi32G7sSD%2Fimage.png?alt=media\&token=7cb160f4-26d1-4f6b-987f-de5920d93e74)icon to delete a discipline from the list. You will notice the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FRnKcG3XN5fdoGTIIXfRM%2Fimage.png?alt=media\&token=fb60041e-92f7-4e6d-9d79-efa340d9fb45)icon is only available when the candidate total is zero. {% hint style="info" %} It is not possible to delete a discipline when there are candidates or jobs that have the discipline assigned. {% endhint %} ## Bulk Discipline Update You may at some point have a need to reassign candidates and jobs from one discipline to another. For example, you may have two very similar disciplines like **Bricklayer** and **Brick Layer.** You may want to reassign all candidates and jobs with **Brick Layer** to **Bricklayer** so that you can delete **Brick Layer**. If the disciplines have been assigned to many candidates and jobs, it would be a long and monotonous task to update each profile individually. For this reason we have created the bulk update utility. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F06n1B3MY5kRIed6I6hCU%2Fimage.png?alt=media\&token=49453bb1-e421-4eee-b516-87008c049c97)button to show the bulk update dialog.

First, select the **From Discipline** and the **To Discipline**, then press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FftiGWuzuM8MKOlR7iqSQ%2Fimage.png?alt=media\&token=53297055-67de-4e74-8b8a-2d8f4c1de4e6)button. You will need to confirm that you are sure before the process begins.. {% hint style="danger" %} **Use With Caution** Bulk updates are are not reversible. It is your responsibility to ensure you do this correctly. Please get in touch if you need any assistance using this utility. {% endhint %} # Client Industry List In this guide we show you how to manage your client industry list. Each client profile must have at least one industry assigned, for example **Mechanical** or **Electrical**. When creating or updating a client profile, the assigned industry must be selected from the list of industries available in this list. Navigate to **Admin->Settings** then select the **Lists** Tab. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %}

## Add Industry Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F1cFQHU2gP2CF6Og0dYMa%2Fimage.png?alt=media\&token=c51b0ced-af75-472d-be96-ca511366c5ac)button to add a new industry. When you begin adding clients to KISREC, the total number of clients for each industry will be displayed.

## Edit Industry To edit an industry, press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FJ9TvIcocPTG5EIvYPdxM%2Fimage.png?alt=media\&token=b0b59cdc-351b-4285-a725-65c7ae80a325)icon to display the edit dialog. ## Delete Industry Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FEqEkcQFLzf5wi32G7sSD%2Fimage.png?alt=media\&token=7cb160f4-26d1-4f6b-987f-de5920d93e74)icon to delete an industry from the list. You will notice the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FRnKcG3XN5fdoGTIIXfRM%2Fimage.png?alt=media\&token=fb60041e-92f7-4e6d-9d79-efa340d9fb45)icon is only available when the client total is zero. {% hint style="info" %} It is not possible to delete an industry when there are clients that have the industry assigned. {% endhint %} # Add Your Profile Image In this guide we show you how to upload your user profile image. Navigate to the user settings area by selecting the **Settings** option from the user menu.

Scroll down the page until the **Profile Image** section is in view.

Press the choose file button, then select your profile image file. Use the cropping tool to reposition and trim your image.

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FAkNiH5R8NSCU2YeMOrgC%2Fimage.png?alt=media\&token=6fc7b8ea-6fec-4046-9436-715920e548f6)button to save your profile image. # Change Your Password In this guide we show you how to change your user login password. Navigate to the user settings area by selecting the **Settings** option from the user menu.

You can update your password in the **Change Password** section.

# Hide Navigation Menu Items In this guide we show you how to hide items from the main navigation menu. The main navigation menu may have items that you would like to hide. For example, your role may be primarily temp focused and you would like to hide the perm items from the menu. Navigate to the user settings area by selecting the **Settings** option from the user menu.

Scroll down the page until the **Navigation** section is in view. Place a check in each item that you would like to be hidden from the navigation menu.

Finally, press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FSSCBO7ozG9txDWesU3Be%2Fimage.png?alt=media\&token=952e0a14-33f8-4b3a-9d85-d79dbe0b4283)button to update your navigation settings. # Data Import Import your existing candidate and client profile data. Migrating data from other CRM systems to KISREC can be a complex task. This very much depends on the format and quality of any existing data, and in most cases would require some level of data manipulation experience to prepare and format the data ready for importing into KISREC. When you first signup for a KISREC account, we offer to import your existing data and work with you to prepare your data so it can be imported into KISREC. Once we have your data prepared and is confirmed to be accurate and correct, we take care of importing the data into KISREC for you. # Create Your First Candidate In this guide we'll be going through the steps of creating a new candidate profile. There are a few methods you can follow in order to create a new candidate profile. 1. Drag & Drop the candidate's CV (from your computer or smartphone) 2. Input the candidate's basic information by completing a form. 3. [Forward an email with the candidate's CV attached.](broken://pages/QnmDCxqE7zgSB31NU4Hi) To get started, navigate to **Manage->Candidates** then press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FT1dkWw3MVUspLXQxRhVa%2Fimage.png?alt=media\&token=a2bc22f8-e531-476c-8bf1-10d2a64db989)button.

You will be presented with the new candidate form.

### 1. Upload CV Drag & Drop a candidate CV file or press the button to select a file from your computer or smartphone. The CV file will be parsed and the form will be automatically completed with the extracted data. ### 2. Owner All candidate's are assigned a KISREC user as the owner and defaults to the user who is creating the profile. Setting the owner here is not a permanent assignment, it can be changed at any time. The owner can be used to filter the items in the [candidate search](/candidates/manage-candidates/candidate-search). It does not impose any restrictions for other users. ### 3. Address Search Use the address search to quickly find and auto complete the address from fields. ### 4. Available Date Select the date that the candidate will be available. The available date is used to order the items the [candidate search](/candidates/manage-candidates/candidate-search) results and can also be updated with the [called in available](/candidates/called-in-available) feature. ### 5. Discipline To assign a discipline, select from the available items in the dropdown list. You can assign multiple discipline's as shown here:

Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FhK2Cm6REfnWzE7MUduZE%2Fimage.png?alt=media\&token=843bd243-3afe-4bb6-82e9-4980a35b44a0) icon to remove an assigned discipline if needed. ### 6. Add Discipline If a discipline is missing from the dropdown list, you can press the **Add** button to add to the list. {% hint style="warning" %} Adding discipline's is an administrative function. The add button will only be visible if your user account has been granted the Administrator permission. {% endhint %} ## Saving & Form Validation All the mandatory form fields must be completed and contain valid data before the profile can be created. {% hint style="warning" %} The save button will be disabled if the form has any validation errors. {% endhint %} Here is an example where the email is not in the correct format and the mobile phone number is missing:

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F7d6uase1EGYxYS84MRO2%2Fimage.png?alt=media\&token=8183c1c0-080b-4550-9415-3ccc21168873)button to create the new candidate profile. You will then be taken to the full [candidate profile](/candidates/candidate-profile) where you can enrich the profile further and perform other functions such as sending a registration form, upload documents and more. # Create Your First Client In this guide we'll be going through the steps of creating a new client profile. There are a couple of methods to follow when creating new client profiles 1. Input the client's basic information by completing a form. 2. Search companies house using the company registration number or registered business name. To get started, navigate to **Manage->Clients** then press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FWQgfYFceL3HbBeUbu8u4%2Fimage.png?alt=media\&token=de0e1567-31b0-44aa-aca2-9913cd60c01e)button.

You will be presented with the new client form.

### 1. Companies House Search If you have the company registration number for the client you wish to add, you can enter it here then press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FvIeFkwfD2e6sMC7GZF2D%2Fimage.png?alt=media\&token=b6df5598-c7a5-4a1b-855a-ca6b056cde95)button to auto complete the form. You can also search for a client using their registered business name. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2Fz0wx7igSMEHy9syPOHNi%2Fimage.png?alt=media\&token=5a67f352-7589-4ad4-9c63-c97a2ff734fb)button to display the companies house search dialog.

Enter a full or partial company name, then press the search button to retrieve the search results.

Select the company from the list of search results to auto complete the form. ### 2. Address Search Use the address search to quickly find and auto complete the address from fields. ### 3. Owner All client's are assigned a KISREC user as the owner and defaults to the user who is creating the profile. Setting the owner here is not a permanent assignment, it can be changed at any time. The owner is used for filtering search results, it does not impose any restrictions for other users. ### 4. Industry To assign an industry, select from the available items in the dropdown list. You can assign multiple industries as shown here:

Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FhK2Cm6REfnWzE7MUduZE%2Fimage.png?alt=media\&token=843bd243-3afe-4bb6-82e9-4980a35b44a0) icon to remove an assigned industry if needed. ### 5. Add Industry If an industry is missing from the dropdown list, you can press the **Add Industry** button to add to the list. {% hint style="warning" %} Adding an industry is an administrative function. The add button will only be visible if your user account has been granted the Administrator permission. {% endhint %} ## Saving & Form Validation All the mandatory form fields must be completed and contain valid data before the profile can be created. {% hint style="warning" %} The save button will be disabled if the form has any validation errors. {% endhint %} Here is an example where the phone number is not in the expected format and the email is missing:

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FAZs4J8f8ol2tWIK2c0JB%2Fimage.png?alt=media\&token=3d766d13-fe1e-48c7-a9e0-035c91a2f27f)button to create the new client profile. You will then be taken to the full [client profile](broken://pages/iPnJL9AotvsH7mbK5A8x) where you can enrich the profile further and perform other functions such as adding client contacts, upload documents and more. # Manage Candidates Introduction to the candidate management area. The candidate management area is the main hub for your candidate database. Here is where you can create & update your candidate profiles. You can also take actions such as sending emails, registration forms, adding notes and more. Navigate to **Manage->Candidates**

### 1. New Candidate Display a form that lets you create new candidate profiles. Please read the [Create Your First Candidate](/getting-started/create-your-first-candidate) guide for more information. ### 2. Called In Available Display a list of all candidates that have been set as [called in available](/candidates/called-in-available). ### 3. Advanced Search Display the advanced search form. ### 4. Owner Filter Filter your search results where the candidate profile owner matches a specific KISREC user. ### 5. Search Use the candidate search bar to instantly find a candidate profile by name, mobile phone, email, post code or reference. # Candidate Search In this guide we'll be showing you how to use the candidate search facility. Navigate to **Manage->Candidates**

You can instantly find a candidate profile by name, mobile phone, email address, post code or reference. Enter the text you wish to search, as you begin typing the search results will instantly update. {% hint style="info" %} Your search text can contain full or partial information. {% endhint %} In the example above, we have entered '**char**' as the search text. This has returned 4 candidate profiles where '**char**' was found in the name, mobile phone, email or post code. ## Search Results Search results are displayed in a tabular format with columns showing some key profile information. You can access a candidate's full profile and take other actions using the candidate[ context menu](/setup-your-account/introduction#context-menus). Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FzuWWmEdlMFMpQtw8sQoE%2Fimage.png?alt=media\&token=b0bacd28-75f0-4426-b0ce-49104ee0de16) icon to reveal the candidate [context menu](/setup-your-account/introduction#context-menus).

You can also expand the row's in the search results to reveal the candidate's recent communications and notes.

Expanded Row - Recent Communications & Notes

{% hint style="info" %} Email items can be expanded to view the full email body and attachments. {% endhint %} # Candidate Profile A guide to the candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available.

### 1. Disable Email & SMS If a candidate has requested that they no longer be contacted by your agency or that their data is removed from your system, you may want to keep the candidate profile on file but ensure emails or SMS message are no longer sent to the candidate. When you set this option on, the candidate will be excluded from batch messaging and individual email and SMS messaging will also be disabled. {% hint style="info" %} This option will be automatically turned off if the candidate is set as [called in available](/candidates/called-in-available). {% endhint %} ### 2. Available Date Select the date that the candidate will be available. The available date is used to order the items in the [candidate search](/candidates/manage-candidates/candidate-search) results and can also be updated with the [called in available](/candidates/called-in-available) feature. ### 3. Discipline To assign a discipline, select from the available items in the dropdown list. Please see the [candidate discipline list](/setup-your-account/candidate-discipline-list) guide for adding new discipline's. Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FhK2Cm6REfnWzE7MUduZE%2Fimage.png?alt=media\&token=843bd243-3afe-4bb6-82e9-4980a35b44a0) icon to remove an assigned discipline if needed. {% hint style="info" %} You can assign multiple discipline's to a candidate profile. {% endhint %} ### 4. Tags & Skills Tags and skills are used to add additional key information to your candidate profiles and are especially useful when using the [smart search](/candidates/candidate-advanced-search) feature and when matching candidate's to jobs. Enter the text for the tag or skill, then press the **\[enter]** key on your computer. Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FhK2Cm6REfnWzE7MUduZE%2Fimage.png?alt=media\&token=843bd243-3afe-4bb6-82e9-4980a35b44a0) icon to remove a tag or skill if needed. {% hint style="info" %} If you have uploaded and parsed a CV file, you will see the an option to **Add Skills From CV**. Press the option to automatically add all the skills that were extracted from the candidates CV file. {% endhint %} ### 5. Owner All candidate's are assigned a KISREC user as the owner and defaults to the user who is created the profile. The owner can be used to filter the items in the [candidate search](/candidates/manage-candidates/candidate-search). It does not impose any restrictions for other users. ### 6. Menu Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FgTjQBFWF6kruacw68k65%2Fimage.png?alt=media\&token=e5056083-dd5f-4e99-8524-73dc32599bb4)icon to show a menu with options you may wish to take.

# Curriculum Vitae In this guide we'll be covering how to upload & parse CV files and generate branded & redacted CV's. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **Candidate->Curriculum Vitae** Tab. To upload a candidate CV file, press the **choose file** button and select a file from your computer or smart phone. You can also drag & drop a file from your computer.

{% hint style="info" %} All files uploaded to KISREC are displayed in a common format, for example: ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FmlOPv1XQB7WUnCYj9xrZ%2Fimage.png?alt=media\&token=7ed95bb7-12a4-4736-ab1b-53746a45c6dd) Key information about the file is shown, such as file size, filename, the date the file was uploaded and by which user. You can press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FVd2CPmtAP113lzak4b0A%2Fimage.png?alt=media\&token=c38d00f2-d8f5-47fa-981a-ac079d7ba4a8)icon to view the file or the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F87y2nWMTYSEnsMhRbwpC%2Fimage.png?alt=media\&token=c7e40b32-a103-4351-aeb7-25af7a94badb)icon to download the file to your computer or smart phone. {% endhint %} You can also upload your own branded or redacted version of the candidate's CV. If you don't have your own, KISREC can create these for you. ### Parse CV To create a new branded or redacted version of the candidate's CV you will first need to parse the original CV file. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2Fd5wNdbvu5AO9ZMfQxAgp%2Fimage.png?alt=media\&token=7fee42e3-86d6-4fbe-9fb2-4fe5f925b1e3)button to parse the original CV file. The CV parser will generate summary information using the extracted data as shown in this example:

{% hint style="info" %} The original CV is the unaltered CV of the candidate as it was uploaded to KISREC. {% endhint %} ### Create New Branded CV A branded CV is an **altered** version of the original CV that can include your agency branding such as your logo, agency name and more. To get started, press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2Fhh5icj1FtZNrOK4Hv7j0%2Fimage.png?alt=media\&token=e239f905-f730-4368-bfc5-c48fba725e99)button to show the branding options dialog.

Select the options you would like for the branded CV then press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FwCnSHItDvUO3gVZFesC6%2Fimage.png?alt=media\&token=c2f9db12-d2b6-42d0-9aac-f023563d956e)button. Here is an example showing the original and branded versions of a CV side by side.

### Create New Redacted CV A redacted CV is an **altered** version of the original CV that obfuscates the candidates personal information such as their name, full postal address, phone number, email etc. As with a branded CV, It can also include your agency branding.

# Documents In this guide we'll be going through the steps to upload and manage the documents in a candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **Candidate->Documents** Tab.

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2Ff3b9Z2RXsy7mYjAFfAkO%2Fimage.png?alt=media\&token=a0cb9424-8839-45c8-b1bc-edb5ffa480ef)button to upload a new file. You can also drag & drop files from your computer. {% hint style="info" %} All files uploaded to KISREC are displayed in a common format, for example: ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FmlOPv1XQB7WUnCYj9xrZ%2Fimage.png?alt=media\&token=7ed95bb7-12a4-4736-ab1b-53746a45c6dd) Key information about the file is shown, such as file size, filename, the date the file was uploaded and by which user. You can press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FVd2CPmtAP113lzak4b0A%2Fimage.png?alt=media\&token=c38d00f2-d8f5-47fa-981a-ac079d7ba4a8)icon to view the file or the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F87y2nWMTYSEnsMhRbwpC%2Fimage.png?alt=media\&token=c7e40b32-a103-4351-aeb7-25af7a94badb)icon to download the file to your computer or smart phone. {% endhint %} ### Document File Attributes You can add additional information to the documents uploaded to a candidate profile. For example, you may wish to add an expiration date for a driving licence/passport, or an issue date for a utility bill. Adding attributes to documents will allow you quickly see the document types as well as when documents will expire or were issued.

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FRYrXu8psQ8WFVX5XllsO%2Fimage.png?alt=media\&token=5b83cc49-d5d4-4f2f-a97b-ed960796cbde)button to show the file attribute dialog.

{% hint style="info" %} It is not required to enter an expiration or issued date. {% endhint %} Set the relevant file attribute information, then press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FNtitle8anAq4yVKf7hgY%2Fimage.png?alt=media\&token=5f666f03-783c-4922-bb04-c277e717c194)button. The file display will be updated to show the document type and provide details for any expiration or issued dates.

# Linked In In this guide we show you how to enrich your candidate profile with their LinkedIn profile information. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **Candidate->LinkedIn** Tab.

There are 2 ways you can link a candidate's LinkedIn profile. You can enter their public profile URL or search for their profile using their work email address. ### 1. LinkedIn Profile URL Go to the LinkedIn profile page for the candidate you wish to link. For our example we are using Bill Gate's LinkedIn public profile page.

Copy and paste the URL from the browser address bar into the form, then press the save button.

### 2. Find LinkedIn Profile You can also search for a LinkedIn profile using a work email address. Enter the email address you wish to search for then press the find button.

{% hint style="info" %} Searching LinkedIn does not work with a personal email address. {% endhint %} ## LinkedIn Profile Example

### 1. Refresh Press the refresh button to retrieve the latest LinkedIn profile information. {% hint style="info" %} LinkedIn profile data is not refreshed directly from LinkedIn. We use a 3rd party SaaS provider to retrieve cached LinkedIn data which can be up to 30 days old. {% endhint %} ### 2. Not the right profile? Press this link to remove the LinkedIn profile information from the candidate profile. # Temp Placement In this guide we'll be covering the Temp Placement tab in the candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **Temp Placement** Tab.

The temp placement tab displays a historical list of all the temp placements that the candidate has been assigned. Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FzuWWmEdlMFMpQtw8sQoE%2Fimage.png?alt=media\&token=b0bacd28-75f0-4426-b0ce-49104ee0de16) icon to reveal a [context menu](/setup-your-account/introduction#context-menus) with additional options you may wish to take. You can expand each row in the list to show the temp placement timesheets.

{% hint style="info" %} Please see the [Filled](broken://pages/H5elmmMWK1pjYr55EDt2) dashboard for further information regarding temp placements and timesheet management. {% endhint %} # Perm Placement In this guide we'll be covering the Perm Placement tab in the candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **Perm Placement** Tab.

The perm placement tab shows the perm pipeline history for the candidate. Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FzuWWmEdlMFMpQtw8sQoE%2Fimage.png?alt=media\&token=b0bacd28-75f0-4426-b0ce-49104ee0de16) icon to reveal a [context menu](/setup-your-account/introduction#context-menus) with additional options you may wish to take. You can expand each row in the list to show additional pipeline information.

{% hint style="info" %} Please see the [perm pipeline](broken://pages/XmlLKKoUkV3H1HoKW42X) dashboard for further information regarding perm placements and perm pipeline management. {% endhint %} ## Employee Management If a candidate reaches the hired stage in the perm recruitment pipeline, the employee management form will be available. Here you can track and update the key dates for the candidate's current perm placement. You can also update the employment status, position name and salary for the candidate.

# Registration In this guide we'll be covering the Registration tab in the candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **Registration** Tab.

Candidate Registration Tab - Unregistered

Before a candidate is placed by your agency, you will most likely need additional personal & financial information from the candidate. The registration tab provides an area where this information can be stored. There are 2 ways you can register a candidate: 1. Use the online registration system to streamline the process. 2. Manually enter the candidate's registration information and upload their documents yourself. ## Send Registration Form To get started with the online registration system, you first send the candidate a link to the registration form. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FWZA9CMy76AqJfn0fAOM9%2Fimage.png?alt=media\&token=0ffc9950-195b-4b17-b86d-c3d2680d507f)button to show the send registration form dialog.

The online registration form is an easy to use web app that allows the candidate to submit their information, and upload documents directly to KISREC using their mobile phone or computer. This process also helps with [GDPR](/candidates/candidate-profile/gdpr) as the candidate must agree to your [candidate terms](/setup-your-account/upload-candidate-terms-file) agreement before they can submit their information.

You will receive a notification when a candidate submits their registration form.

## Confirm Registration Form When a candidate submits the registration form, their information is held for review. You must first review and confirm the information they have submitted using the [registration forms management](/candidates/candidate-profile/registration/manage-registration-forms) area in order to update their profile profile. ## Candidate Registered When a candidate's registration form has been confirmed, the registration tab will display the registration form information under the 3 sub tabs shown below.

# Manage Registration Forms In this guide we'll be showing you how to manage and confirm your candidate registration forms. When you send registration forms to your candidate's, they will appear in the manage registration forms area. Here you can delete, resend and confirm the registrations forms. Navigate to **Manage->Registration Forms**

Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FzuWWmEdlMFMpQtw8sQoE%2Fimage.png?alt=media\&token=b0bacd28-75f0-4426-b0ce-49104ee0de16) icon to reveal a [context menu](/setup-your-account/introduction#context-menus) with additional options you may wish to take.

## Delete Registration Form Registration forms can be safely deleted. The candidate's existing profile will be unaffected. Select the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FWMFc04EIN1YO7ORSPDcm%2Fimage.png?alt=media\&token=ca63e2ff-6a0e-432f-b6be-662495528c4d)option from the context menu. ## Confirm Registration Form To confirm a completed registration form you must first review the information that was submitted by the candidate. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2Ff3CzmamnPh571zHzSIX4%2Fimage.png?alt=media\&token=a85da44c-fef9-4a9b-9745-1e0f3415acdc)button or select the option from the context menu.

Scroll down the page to review all the submitted information as well as any documents that have been uploaded. You may find that the candidate has not submitted some required information or a required document may be missing, in this case you could resent the registration form or contact the candidate directly. {% hint style="info" %} If you resend a registration form, the candidate will not need to re-enter the information they have already submitted. {% endhint %} Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F9pi8pMxemeUHBu0Fe7vH%2Fimage.png?alt=media\&token=dbe4d488-690a-47ec-9cde-9440db81cb24)button to confirm the registration form. {% hint style="warning" %} Confirming the registration form will overwrite the current information in the candidate profile, such as their name, address, email etc. {% endhint %} Additional information such as their national insurance number, bank details etc will be added to their profile and any documents that were uploaded will also be copied into the documents section. # Configure Registration Forms In this guide we'll be showing you how to configure your candidate registration forms. The registration form configuration page allows you to display/hide the items that appear on the registration form. Navigate to **Manage->Registration Forms,** then select the **Configure** tab. {% hint style="warning" %} The configure tab will only be visible if your user account has been granted the Administrator permission. {% endhint %}

You can have different configurations for both perm and temp candidates. Select the tab that you would like to update.

Scroll down the page and update the configuration as required. Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2Fjy8h6hnlg9P9JpjpLCI1%2Fimage.png?alt=media\&token=16c6795d-dd56-4179-93c9-06407f1ab0b8)button at the bottom of the page to save your changes. # Digital Identity & Right To Work In this guide we'll be covering the RTW/DBS tab in the candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. {% hint style="warning" %} DBS and RTW checks are a premium feature. Please get in touch to discuss having this feature enabled. {% endhint %} Select the **RTW/DBS** Tab.

We use the UK's first certified Identity Services Provider (IDSP) to provide digital DBS and Right to Works checks. You can send your candidates an SMS message with a link for them to complete the required identity checks. Once the checks are complete, a full identity profile report is made available in the candidate profile. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FwhxVLuyd2ySZy3WyQLuB%2Fimage.png?alt=media\&token=5c126d5c-1a46-4714-b922-164da935de77)to display the create digital identity session dialog:

### 1. Check Type You have the option to create a Right to Work Only, DBS Only or both DBS & RTW checks. {% hint style="info" %} We currently support STANDARD DBS checks only. {% endhint %} ### 2. Session Valid For The candidate must complete the session within this period. The URL and session will become invalid after this period has elapsed. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FV4p7LoiDcB1bG5rvISgr%2Fimage.png?alt=media\&token=3bc94b05-e0d9-453d-9735-477dfa16ba3d)button to create the identity session and send the SMS message to the candidate. {% hint style="info" %} **It is important to note that for a digital RTW check, the only documents that can be used are current (not expired) British / Irish passports or an Irish passcard.** {% endhint %} The candidate profile will show the current status of the session, including the date and time the session will expire.

You will receive a notification when the candidate completes the session or the session expires. You can then return to the candidate profile RTW/DBS tab to view the result of the session and if available, the full identity profile report. {% hint style="info" %} A full list of your ID Sessions are available in the Admin [ID Session Log](/administration/id-session-log) area. {% endhint %} # GDPR In this guide we'll be covering the GDPR tab in the candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. {% hint style="info" %} Please read the [GDPR](/compliance/gdpr) guide for further information. {% endhint %} Select the **GDPR** Tab.

## Candidate GDPR Status When a candidate is added to your database their GDPR status will **not** show as compliant until the candidate has opted in, either by completing the online [registration form](/candidates/candidate-profile/registration) or by being actively engaged with your agency, which must be within 30 days of the candidate being added. If a candidate's last active engagement falls outside your data retention policy, their GDPR status will show as Action Required and you should reengage with the candidate to either regain opt-in permission or agree to delete the candidate's personal data from your database. {% hint style="info" %} Please see the [agency settings guide](broken://pages/rS4f4aj8jEwnzlnlBx3h#gdpr) for help configuring your data retention policy and oral consent script. {% endhint %} You can update a candidate GDPR opt-in status by using the [Called In Available](/candidates/called-in-available) feature or by creating a [Tracker.](broken://pages/qkYQc8h4D4aw9UDXlNF6) Both features give you the opportunity to read your GDPR oral consent script to the candidate to gain oral opt-in permission. If a candidate opted in via the the online [registration](/candidates/candidate-profile/registration) form, the audit log entry provides a link to the [candidate terms](/setup-your-account/upload-candidate-terms-file) document that was in use at that time. The audit log also records the oral consent script that was in use at the time the candidate provided opt-in permission via the the [Called In Available](/candidates/called-in-available) and [Tracker ](broken://pages/qkYQc8h4D4aw9UDXlNF6)features.

# Activity In this guide we'll be covering the Activity tab in the candidate profile. You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **Activity** Tab.

All notes / tasks, email and SMS messages are logged in the candidate profile under the activity tab. Use the **Filter** dropdown option to filter the activity list by email, SMS or notes / tasks. You can also add additional notes / tasks, send email and SMS messages using the button provided in each tab. {% hint style="info" %} Emails can be clicked to view the full email body and attachments. You can also click on the tasks to update them. {% endhint %} # CV Sent You can navigate to a candidate profile from the [candidate search](/candidates/manage-candidates/candidate-search) or from a [context menu](/setup-your-account/introduction#context-menus) where the option is available. Select the **CV Sent** Tab.

When you use the [Forward Candidate Details](/candidates/forward-candidate-details) feature to send a CV file to a client contact, a new record is added to the CV Sent. You can press the table row to view both inbound and outbound email communications.

{% hint style="info" %} Click the email to view the full email body as well as the CV file that was sent {% endhint %} # Candidate Advanced Search In this guide we'll be covering the advanced search feature. Navigate to **Manage->Candidates**

To reveal the advanced search panel, press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FWx4sBu0rfcGyIBSuUqYQ%2Fimage.png?alt=media\&token=79cf932d-ffc9-4f5d-86bf-088cc072c44f) button.

Here you can search your full candidate database to find candidate's that match specific criteria. For example, you may wish to find all **Electricians** & **Electricians Mate's** within a **30** mile radius of the city of **Leeds**.

{% hint style="info" %} You could refine your search further by adding tags and skills to the search criteria. {% endhint %} ## Search Results Search results are displayed in a tabular format with columns showing some key profile information. You can access a candidate's full profile and take other actions using the candidate[ context menu](/setup-your-account/introduction#context-menus). Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FzuWWmEdlMFMpQtw8sQoE%2Fimage.png?alt=media\&token=b0bacd28-75f0-4426-b0ce-49104ee0de16) icon to reveal the candidate [context menu](/setup-your-account/introduction#context-menus). ## Batch Email & SMS You can send an email or SMS message to all the candidate's in the search results. Select the Email or SMS option from the send batch button menu.

## Export Search Results To export your search results to Excel, press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FTgfCQVp5Dorsm2WLmYub%2Fimage.png?alt=media\&token=c06c9cb4-4c83-4b70-8e18-3d061618f05a) button. {% hint style="warning" %} Exporting search results is an administrative function. The export button will only be visible if your user account has been granted the Administrator permission {% endhint %} # Batch Email In this guide we'll be going through the steps of sending a candidate batch email. {% hint style="info" %} Before sending batch emails, please ensure you have read our [Anti-Spam Guide](/other/anti-spam-guide). {% endhint %} Follow the [Candidate Advanced Search](/candidates/candidate-advanced-search) guide to find the candidate's you would like to contact. Select the **Email** option from the Send Batch button menu.

### 1. Select Candidate's

The first step shows a list of candidate's that were found using the [Candidate Smart Search](/candidates/candidate-advanced-search). Review the list to ensure only the candidate's you want to include in the batch email are selected. {% hint style="info" %} By default, candidate's that are currently placed, shortlisted or in the Perm Pipeline are not selected. {% endhint %} Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F4Cs2OlhIGzTx1rV0Vsr6%2Fimage.png?alt=media\&token=71f71e3b-6fd0-4247-8d24-4e8233056106)button to move to the next step. ### 2. Compose Email

Here you can compose the content of your email. You may also add file attachments if needed {% hint style="info" %} The **\[%CANDIDATE\_NAME%]** text is a place holder. This text will be replaced with the candidate's full name when the email is sent. Read the [email templates](/administration/settings/email-templates) guide for more information. {% endhint %} Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F4Cs2OlhIGzTx1rV0Vsr6%2Fimage.png?alt=media\&token=71f71e3b-6fd0-4247-8d24-4e8233056106)button to move to the final step. ### 3. Send Email

The final step allow you to review the email content and check any attachments before sending the batch email. If you need to amend the email content or change the selected candidate's, you can go back to the previous steps to make the required changes. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FsUz7s1JdTJhHnzpsDi3T%2Fimage.png?alt=media\&token=04032873-d340-4bf2-8fde-2eae88fcfa20)button the send the batch email. # Batch SMS In this guide we'll be going through the steps of sending a candidate batch SMS message. Follow the [Candidate Advanced Search](/candidates/candidate-advanced-search) guide to find the candidate's you would like to contact. Select the **SMS** option from the Send Batch button menu.

### 1. Select Candidate's

The first step shows a list of candidate's that were found using the [Candidate Smart Search](/candidates/candidate-advanced-search). Review the list to ensure only the candidate's you want to include in the batch SMS are selected. {% hint style="info" %} By default, candidate's that are currently placed, shortlisted or in the Perm Pipeline are not selected. {% endhint %} Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F4Cs2OlhIGzTx1rV0Vsr6%2Fimage.png?alt=media\&token=71f71e3b-6fd0-4247-8d24-4e8233056106)button to move to the next step. ### 2. Compose SMS

Here you can compose the content of your SMS message. {% hint style="info" %} The **\[%CANDIDATE\_NAME%]** text is a place holder. This text will be replaced with the candidate's full name when the SMS message is sent. Read the [SMS templates](broken://pages/55junObpxLYdMqSjrZAz) guide for more information. {% endhint %} Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F4Cs2OlhIGzTx1rV0Vsr6%2Fimage.png?alt=media\&token=71f71e3b-6fd0-4247-8d24-4e8233056106)button to move to the final step. ### 3. Send SMS

The final step provides details regarding SMS credit usage. The total number of credits required to send the batch SMS is provided as well as the number of free credits remaining. If you need to amend the SMS message or change the selected candidate's, you can go back to the previous steps to make the required changes. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FvRtWH39y9Z00GNy78SOV%2Fimage.png?alt=media\&token=d32f4bfc-05ab-452d-8f17-bc14474e4e66)button to send the batch SMS. ### Chargeable SMS Credits Your agency has a number of free SMS credits provided each month. Once this free allowance has been spent, your agency will be charged for any additional SMS credits used during the billing period. {% hint style="warning" %} Your user account requires permission to use chargeable SMS credits. Please read the [users](/administration/users) guide for further information. {% endhint %} The costs of sending SMS messages can quickly add up, especially when sending batch SMS messages. You will see a warning if sending the batch SMS would incur additional charges.

KISREC users that have been granted the administrator permission will receive a notification when a user sends a batch SMS message that has incurred an additional charge. You can keep track of SMS credit usage in the admin [SMS Log](broken://pages/gHK1YGE7NWT5h8s0l0In) area. # Called In Available In this guide we'll be covering the Called In Available feature. You will often need to know which candidate's in your database are currently available. This can be time sensitive especially when resourcing a temp job, so having an up to date list of available candidate's that can be quickly [shortlisted](broken://pages/5OM7LbWGpdEYXLv90n1K) or have their details sent to a client is essential. ### Add Candidate to Available List You can add a candidate to the available list by first selecting the **Called In Available** option from a [context menu](/setup-your-account/introduction#context-menus). Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FzuWWmEdlMFMpQtw8sQoE%2Fimage.png?alt=media\&token=b0bacd28-75f0-4426-b0ce-49104ee0de16) icon to reveal the candidate [context menu](/setup-your-account/introduction#context-menus).

The Called In Available dialog will be displayed:

Here you can set the date the candidate will be available and you can optionally add a [candidate note](/candidates/candidate-profile/activity). ### GDPR Status If you are speaking with the candidate on the phone whilst adding them to the available list, you also have the opportunity to update their [GDPR](/compliance/gdpr) status. You can read out your agency GDPR oral consent script to gain oral opt-in permission.

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FZHXJaKEKvKTlAl1qZNXW%2Fimage.png?alt=media\&token=ef096ae2-0df2-4459-8790-a687efb6fcea)button to add the candidate to the available list. {% hint style="info" %} Candidate's are automatically removed from the available list after 14 days. {% endhint %} ### View Available List Navigate to **Manage->Candidates**

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FxvoFeR43ricnbdC3TPb0%2Fimage.png?alt=media\&token=212331d7-d086-41a2-8e46-c0bca748bcc3)button to retrieve the available list.

### Send Batch You can send a [batch email](/candidates/candidate-advanced-search/batch-sms) or [batch SMS](/candidates/candidate-advanced-search/batch-sms) to all the candidate on the available list. Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2F6tR0HC1FE81fhYYeoOB3%2Fimage.png?alt=media\&token=b105aebf-d6ab-4621-96e1-b2b80a2d59a4)button to reveal the send batch menu.

Select the [Forward Candidate Details](/candidates/forward-candidate-details) option to send the candidate's information to your clients. {% hint style="info" %} The send batch button menu is only available after the available list has been retrieved. {% endhint %} # Forward Candidate Details Whether you need to forward individual or multiple candidate details, such as CVs or identity documents, to a client, the 'Forward Candidate Details' feature is designed to facilitate this process. You can access this feature from the '**CV Sent**' tab within a candidate's profile, as well as through various [context menus](/setup-your-account/introduction#context-menus).

Candidate Profile CV Tab - Forward Candidate Details

Contact Search Context Menu - Forward Candidate Details

When utilising this feature from the candidate's profile, your initial step will be to choose the documents you intend to send. You will be presented with all the available documents that have been uploaded to the candidate's profile documents section. Simply place a tick in the box to select the documents you wish to send. ### Step 1 - Select Documents In the example below, we have selected the [Branded](/candidates/candidate-profile/curriculum-vitae#create-new-branded-cv) version of the candidate's CV.

To move to the next step, press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FyArz3mzjkZD6y5vu7TOt%2Fimage.png?alt=media\&token=c83f678c-086a-4e33-b7e0-b1c41a7c45ae) button or press step header ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FHwc20AQrv2fEOflWkMzY%2Fimage.png?alt=media\&token=9ffb5f21-9305-4fcb-aa4b-8ff27b606a21) ### Step 2 - Select Clients At this point, you have the ability to search through your client database and choose one or multiple clients.

### Step 3 - Select Contacts In this step, you're given the option to choose the client contacts to whom you wish to send the documents. For each client chosen in the previous step, you can designate a primary recipient ("To") and also carbon copy ("CC") additional contacts.

### Step 4 - Compose Email At this stage, you have the opportunity to compose your email message, define the email subject, and decide whether you prefer replies to be directed to your KISREC Email Inbox or your login email client. {% hint style="info" %} Please see [Email Inbox](/setup-your-account/email-inbox) for further information regarding the **Reply To** option. {% endhint %}

### Step 5 - Send Email The concluding step offers a preview of your email message, allowing you to review and ensure its accuracy before dispatching the email.

{% hint style="info" %} You also have the option to sign into a connected email account. More information can be found [here](/setup-your-account/send-email-using-a-microsoft-office-or-google-workspace-account). {% endhint %} # GDPR A guide to GDPR The main idea with GDPR is to give individuals more control over their personal data. Have you considered how the changes can be used to your advantage? By embracing GDPR you can make important updates to your data handling that will improve credibility and give your business an edge over your competitors. The General Data Protection Regulation (GDPR) is a set of data compliance regulations that were introduced back in May 2018 to replace the Data Protection Act, which is currently used as guideline for businesses when handling personal data. Whilst most agency owners will already be familiar with the DPA, there are a few crucial changes involved in the migration to GDPR that impact on the recruitment sector. The biggest impact that GDPR is having on recruitment is that as of May 2018, candidates either have to give explicit consent for their personal data to be collected/stored in our databases, or recruiters must be able to demonstrate that they have a legitimate interest to store that data, within 30 days of being stored. Candidates also need to be informed of how and where their information will be used, and have the right to ask that their personal data be deleted at any time. GDPR compliance is all about showing intent and taking responsibility for your data. Implied consent is no longer sufficient under GDPR – if you’re not able to prove that the candidates on your database have been actively engaged with your brand within the time stated in your data retention statement, you’ll need to remove them from your database. If you’re using consent as your legal basis for storing candidate data, it’s likely you’ll have to update your Candidate Agreement to comply with GDPR standards for consent, meaning you’ll still have to reach out to everyone on your database and give them the option to re-opt in. # TBD # Users In this guide we'll be going through the steps of creating and updating KISREC users. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %} Navigate to **Admin->Users** # Settings In this guide we'll be covering the Admin Settings area {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %} Navigate to **Admin->Settings** # Email Templates In this guide we'll be covering the default email templates. # Custom Email Templates In this guide we'll be covering the custom email templates. With custom email templates you can create a list of prewritten email content that can be used to replace the default email template when sending emails from the system. For example, you may have a standard sales email that you would like all users to use when sending introductory emails to clients. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %} To get started, navigate to **Admin->Settings** then select the **Custom** Tab.

Press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FwE9iqjAfZUBmBNxLphH2%2Fimage.png?alt=media\&token=11248098-b81c-49c7-8713-2035f0581122)button to display the custom email template dialog.

Compose the email then press the![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2Fbt4PIwRb1TSQFCKq9z1r%2Fimage.png?alt=media\&token=e4b67afb-69cf-4543-ad0d-4124ad784e51)button. {% hint style="info" %} The items surrounded with **\[%.....%]** are place holders, also known as merge fields. These items will be replaced with your agency and users information when sending the email. {% endhint %} ### Place Holders You can use the following place holders in your email content. | Placeholder | Description | | --------------------------- | ---------------------------------------------- | | \[%FULL\_NAME%] | Full name of the email recipient | | \[%FIRST\_NAME%] | First name of the email recipient | | \[%USER\_EMAIL%] | The user's email address | | \[%USER\_NAME%] | The full name of the user sending the email | | \[%USER\_JOB\_TITLE%] | The job title of the user sending the email | | \[%USER\_PHONE%] | The phone number of the user sending the email | | \[%AGENCY\_NAME%] | Your agency company name. | | \[%AGENCY\_PHONE%] | Your agency main phone number | | \[%AGENCY\_LOGO%] | Your agency logo image | | \[%USER\_EMAIL\_SIGNATURE%] | The users email signature | ### Usage You can select an email template to use when sending an email from the system.

Press the ![](https://1771634726-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F4iyyoX6EJroqwfH056WE%2Fuploads%2FhpiH63DH2q1HqY3awLIh%2Fimage.png?alt=media\&token=3a86386e-6fb7-4698-9cf4-2dac6daddae9)to choose a template.

# Adding Images To Email Templates KISREC uses HTML when composing and sending email which allows the appearance of your email content to be fully customisable. To add images to your email templates you should first upload them to your own web site/server. You will need the full URL to each image you want to include. The person that manages your website will be able to upload images and provide the URL information. ## What is HTML ? HTML stands for Hyper Text Markup Language and it is the standard markup language for creating Web pages. HTML consists of a series of elements which tell the browser how to display the content. In fact, this very article is using HTML to display and format the text you are reading right now. To read more about HTML you can visit the [w3schools.com](http://w3schools.com/) website. Navigate to **Admin->Settings** then select the **Email Templates** Tab. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %} The email template content can be edited and formatted using the available options on the editor toolbar just like you would if you were using a word processor application. The available options on the toolbar provide the most common formatting options. To add an image we must first switch the editor to HTML mode, you can do this by pressing the \[HTML Code] toggle button. Pressing the button again will switch the editor back to normal editing mode.

Now the editor is in HTML mode you can directly edit the HTML code. This may look a little confusing if you have never seen HTML code before but don't worry, you don't need to be an expert coder to add an image element to this code. I have reformatted the HTML code to show each HTML element line by line: ```html Hi [%CANDIDATE_NAME%]

Thanks,

[%USER_NAME%]

[%USER_JOB_TITLE%]

[%USER_PHONE%]

[%AGENCY_NAME%]

[%AGENCY_PHONE%]

``` ## What is an HTML Element? An HTML element is defined by a start tag, some content, and an end tag: ```html Content goes here... ``` Some example HTML elements: ```html

Some simple text

My First Heading

My first paragraph.

This text is bold This text is red ``` ## The Image HTML Element The HTML tag is used to embed an image in a web page. Images are not technically inserted into a web page but instead the tag creates a holding space for the referenced image. ```html alternatetext

``` The \ tag has two required attributes: * src - specifies the URL to the image * alt - specifies an alternate text for the image Here is an example of an \ element that references the KISREC logo image from the KISREC website. ```html

``` To add your own images simply replace the src attribute with the URL to your own images. We can then simply add this \ HTML code to the email template: ```html Hi [%CANDIDATE_NAME%]

Thanks,

[%USER_NAME%]

[%USER_JOB_TITLE%]

[%USER_PHONE%]

[%AGENCY_NAME%]

[%AGENCY_PHONE%]

``` When we switch the editor back to normal mode we can see the image displayed at the bottom of the template.

## Image Size You can also add attributes to control the width and height of the image. The following will display the image 200 pixels in width by 50 pixels in height. ```html

``` ## Image Link To use an image as a clickable link you can put the \ tag inside the \ tag. The href attribute indicates the link destination URL or website address. ```html

``` That's it, you are now an HTML coder ! If you require any assistance then please do not hesitate to get in touch. # ID Session Log In this guide we'll be covering the ID Session Log area. {% hint style="warning" %} The Admin Area is only accessible if your user account has been granted the Administrator permission. {% endhint %} Navigate to **Admin->ID Session Log**

# Anti-Spam Guide ## What Is Spam? Spam, also known as junk mail, is unsolicited commercial email messages, especially (but not only) bulk email messages. “Unsolicited” means that the recipient has not provided verifiable permission for the message to be sent. “Bulk” means that the message is sent as part of a larger collection of messages, all having substantively identical content. The term “spamming” refers to transmitting, distributing or delivering any unsolicited commercial e-mail correspondence, especially in mass quantities, through electronic means of communication. #### Examples of Spam 1. Any email message that is sent to a recipient who had previously signed up to receive newsletters, product information or any other type of bulk email but later opted-out by indicating to the sender that they did not want to receive additional email, is spam. 2. Any email message that is sent to recipients that have had no prior association with the organization or did not agree to be emailed by the organization is spam. 3. Any mass email campaign that is sent to a recipient without a way for a person to opt-out or request that future mailings not be sent to them, is spam. 4. Any email message that does not have a valid email address in the From Line is spam. 5. Any email message that contains any false or misleading information in the header, subject line or message itself is spam. 6. Any message that is sent to email addresses that have been harvested off of web sites, newsgroups, or other areas of the Internet is spam. #### What is not Spam 1. An email message is NOT spam if the recipient in anyway requested email be sent to them from the sender or the sender’s organization. 2. Anytime an organization sends a mass email message to one of its customers, it is NOT spam provided that the organization offers a way for the customer to opt-out of future mailings and that the customer did not previously opt-out. {% hint style="info" %} Please ensure you have read and understand clause [14.1.5 Acceptable Use Policy](https://www.kisrec.com/terms-of-service) in our Terms of Service which includes our Anti-Spam policy. {% endhint %} You are obligated to get some sort of opt in or permission from recipients before emailing them. You're batch emails should include an unsubscribe method so recipients can easily opt out at any time. Your agency name and full postal address should also be included. We take care of this for you so you don't need to add this yourself. ### Unsubscribe Link {% hint style="info" %} An unsubscribe link and your agency full postal address is automatically added to the footer of every email sent using the batch email feature. {% endhint %}

### Unsubscribes If a recipients clicks the unsubscribe link and confirms they wish to stop receiving emails from your agency, their email address will be added to an internal email suppression list and you will no longer be able to send email to the recipient from KISREC. You will receive a notification in KISREC when a recipient unsubscribes. {% hint style="warning" %} The recipient will need to email if they wish to be removed from the email suppression list. {% endhint %} # Development Schedule Here is our high level development schedule list. Please get in touch if you would like to discuss adding a new feature to KISREC.

Item	Description	Status
Web App Upgrade	Upgrading the web application internal development frameworks to latest versions. Includes a Major UI refresh with many improvements.	Completed Feb 2026
Candidate Compliance	Ability to define candidate compliance criteria. Features and reports will be available, ensuring only candidates that meet the criteria can be assigned to temp jobs.	Assessment
User Summary Report / Dashboard	New user dashboard to display/manage upcoming tasks, interview tracking, latest emails / notes / activity, missing timesheets etc	Assessment
Client & Candidate Portal	Provide portals for client and candidate's. Used for uploading documents, submitting timesheets, GDPR opt-in etc	Assessment
Bulk Timesheet Import	Auto fill weekly timesheets using an Excel or a paper timesheet containing timesheet data for multiple candidates.	Assessment
Candidate Document Parser	Auto extract key info from uploaded documents such as the document type, expiry dates etc	Assessment
AWR Clocks	Ability to create AWR clocks for temp workers.	Assessment
Job Board Integration	Explore options for job board and application tracking integration with online job board services such as cv library.	Assessment
AI Integration	Explore the use case for integrating AI technology, Chat GPT / Google Gemini	Assessment
Whatsapp integration	Whatsapp business account integration for marketing and direct messaging.	Assessment
Email Newsletters / Campaigns	Add additional features to the buik email feature. Design and send newsletters, track attachments opened and link clicks etc	Assessment
Online Docs	Add/update online documentation.	Ongoing

{% hint style="warning" %} This development schedule is subject to change {% endhint %} # Billing Portal Your KISREC subscription will auto renew on the 1st of each month. Your bill will also include any overage that may have occurred during the previous month. The KISREC Billing Portal provides access to your invoices and enables you to manage your payment method. {% hint style="warning" %} The billing portal can only be accessed using the email address that was provided for the billing contact when your account was created. {% endhint %} {% embed url="" %}

Powerful Database Smart Search

Virtual Real-Time Whiteboard

Weekly Payroll

Recruitment Pipeline & Employee Management

Candidate Registration

CV Parse & Email CV Loader

Temp Tracker

Calendar & Reminders

Digital DBS & RTW Checks

Agency Workers Regulations

Targeted Batch Email & SMS Text Messaging

Real-Time Key Performance Indicators

My First Heading