Person Types
There are two basic ways of classifying people in Troy Vision.
In Permanents and Contractors modes, a person can either be a candidate or a company contact; in the infrequent cases where the same person falls under both classifications, they will be entered into the database twice with two separate, independent records.
In Exec Search and Interims modes, the same person can be classified as a candidate, a contact or both. This situation is much more common in these areas of recruitment.
To check which mode you are running in, go to Help / About and the Product will show which version is in use. If you are running Permanents or Contractors and would like to switch to Exec Search or Interims, this is in principle quite straightforward and apart from some planning and preparation is simply a matter of requesting a different product key from Troy support; there is no charge for this.
To switch in the opposite direction is more complex, as each person who is flagged as both a candidate and a contact will need to be changed into just one of them first.
Creating New People
a) Candidates
To create a new candidate by typing in their information, simply click on the Add icon on the front screen, or press F2.
It is also possible to add a new candidate by parsing their Word or PDF CV using the Burning Glass software. To create a single candidate, press F3 from the front screen, drag a CV from a folder or drag an email with an attached CV onto the front screen.
If you do not have this module set up and wish to use it, please contact Troy support. There is no charge for the software, but there is a charge for each CV processed.
b) Contacts
To create a new contact, go to the Contacts tab on the relevant Company page and right click in the Contacts area and select New.
Display Existing People
Please refer to the Search page for information on name lookup and database searching. Once a lookup or search has been performed, the Navigation and Display page will show you how to control which columns are shown in the List and Display Area sections.
You can place the cursor on the dividing line between the List and Display Area and drag it left or right to adjust how many columns of the List area are shown. Similarly, you can drag the boundary between the Display Area and the Detail pane to optimise the display.
You will see that there are several tabs displaying information about each person. In Settings / Personal Settings / Searching / Views you can select which of these tabs is initially shown for each of Candidates / Contacts, Companies, Jobs and Contracts.
At the top left of the Person screen are List and Item tabs.
Clicking on these changes the icons displayed at the top of the screen and the operations that can be performed, either against the items in the list or the specific displayed one.
On the List pane, you can tick several items to perform the same task against them. It is never necessary to tick all items in the list, as you will always have the options of Selected Item, Ticked Items, Unticked Items and All In List. This also means that to perform a task against all except 3 items, tick those three and then select Unticked Items.
When in Details View (click on Change View to select it), you can select a group of consecutive items as a whole. Tick the first required item and then hold down the left Shift button on the keyboard and tick the last item; all of the others in between will also be ticked.
Most of the actions available under List are self-explanatory, but Send To has a number of functions as shown above.
To the left of the person’s name is an area that can show a photograph. Unlike the similar feature in the older Troy Enterprise, there is no need for the image to have a particular filename. Simply drag the file over to the person’s screen and the window below will appear:
Ensure that ‘Photo’ is selected.
To the right of the person’s name are a number of icons. These indicate respectively from left to right:
Person is a Contact
Person is a Candidate
Looking for Permanent jobs
Looking for Contract jobs
On Favourites list
Notification Alert configured for incoming emails or SMS
Job Alert configured
At the right of the window is the Record Completion area which indicates how much of the required data has been completed for this record.
Clicking on the number will show you the data that has been entered and what is still outstanding.
These fields are configured in Settings / System Settings / Creation Settings / Completion Rules
Select whichever fields you want to include, together with a relative weighting.
Just below the Record Completion area you can choose to display the contents of the Notes tab so that information is always available.
This is turned on or off in Settings / Personal Settings / People / Show note snippet…..
Summary tab
On a person’s record, the Summary tab will display a variety of information, including when their GDPR consent expires and the methods by which they may be contacted, the most recent history highlights, their Custom Date Last fields (see Date Last) and the latest activities.
The activities can either be displayed individually or as a summary graph by clicking on the corresponding icon to the right of ‘Latest Activities’. If archived history items exist for that person, there will be a third icon which can be clicked to restore (un-archive) them.
GDPR settings
The GDPR regulations were introduced in 2018 to control whether and by which methods people may be contacted.
The settings are found under Settings / System Settings / System / GDPR. The Settings tab configures generic values, such as whether the system will check if an attempted contact contravenes a person’s permitted methods. E. g. trying to send an email to a person who has only agreed to be contacted by SMS. Ticking the ‘Log any unsolicited contact’ box will cause the system to keep track of such attempts so that administrators can see if certain consultants are ignoring the warnings.
The screen also links to the Unsubscribe function and whether highlighted history events should be shown in the Person / Important Information area.
The Consent tab (at the bottom of the window) configures whether the GDPR contact method tracking is enabled. When consent is obtained, the number of months in Term will be added to the Consent Obtained date to calculate when the consent expires. The Warning Days sets when to warn users that no reply to a consent request email has been received and processed.
The CV Submittals option determines whether consent must be obtained before sending every candidate’s CV to each specific job.
The Responses tab configures the text that must be contained in SMS and email replies to trigger the corresponding action.
GDPR Usage
When attempting to contact people via phone, email, SMS or letter, the system will check if any of them have not given such permission (not by that method, or their consent has expired or they have unsubscribed). At the bottom of the screen, you can choose to override the warning, but if the tracing feature referred to above is enabled, this will be logged for later analysis.
If you do not choose to override, the communication will only be sent to the people who have consented.
Consent Methods and Dates
The system has built in User Fields (Type @1) for Contact Methods and date fields for Consent Requested, Consent Obtained and Consent Expiry.
When creating an email or SMS template to obtain consent, you can use the Other Action box to automatically set the Consent Requested date.
The body of the email can contain text similar to the example below to provide a link for the recipient to click which will send a reply email containing the necessary text for unsubscribing or granting consent as shown above.
When such an email is received and stored, the person’s Consent Obtained date will be set and the Consent Expiry date will be set to that date plus the number of months in the Term setting referred to above.
Legitimate Interest
Instead of setting Consent Obtained and Expiry dates, a person can be set to Legitimate Interest by ticking the box below the Consent expiry field. This means that there is a valid business reason to always be allowed to contact them. Note that this does not override Unsubscribe.
Information Request / Deletion
Another part of GDPR is that people have a legal right to request a copy of the data you hold against them and can also ask for it to be deleted. The system contains fields to hold each of these dates.
GDPR Monitoring
On the front screen, you can select View Options / People/GDPR / GDPR/Last Contact. Here you can see the number of people who have not been sent a consent request, consent is about to expire, outstanding consent requests and various others. Clicking on an underlined number will open the list of those people.
Employment / Qualifications tab
Here you can see a person’s current and previous employments. If you are running the Contractors or Interims version of Vision, the Contactors tab on this page will allow you to enter their bank details, acceptable pay rates and pre-agreed pay rates for specific roles. For example, if you frequently place HGV drivers and a typical hourly rate is £20, you may have an arrangement with a specific person that you will pay them £23.
The Availability tab displays a daily planner and you can see the days that someone is booked out on a contract or unavailable to work.
To place a person on a short term contract (i.e. to simply place them without creating a job and arranging interviews etc), just double click on the starting date and complete the fields in the subsequent window. ‘Pick from a list of agreed rates’ will display standard and pre-agreed exception rates for the type of job involved.
The Holiday / Unavailability tab allows you to record if a person is on holiday, working elsewhere or otherwise unavailable for work. You can also flag a person as permanently unavailable for a specific company either because they don’t want to work there or perhaps there was a personality clash and the client doesn’t want to take them on again.
The Quals tab allows you to record academic and professional achievements.
Progress tab
This allows you to find or display jobs a person has been considered for and companies that may be interested in them and so worth sending a Speculative Sendout.
The Find Jobs box or the Find Companies box allows you to pick User Fields to match against jobs or companies that would be suitable for consideration.
This tab also shows any Stored Lists that this person is on.
Ratings tab
Up to 8 categories can be defined. The descriptions are set in Settings / System Settings / System / Ratings. Each one is out of a maximum of 10. To enter values, click the Edit button in the top right. Each individual category can be added to the Search Settings. There is no overall total as each field is independent of the others.
