Contact Experience

AviontéBOLD's Contact Experience is a customer portal feature that allows company Contacts to see upcoming Interviews, Current Job Postings, Current Candidate Statuses as well as approve Timesheets and Expense Reports.

CHAPTERS

Demonstration
Access & Login
Navigation
Expense Reports (sub-tab)
Jobs
Timesheets
Contact Access to Invoices

Video

View this video demonstration to walk through the features available in the Contact Experience.  

Access & Login

Contacts are created by using the Add a New Contact feature in the Companies main menu or in the Contacts tab under offices. Once your Contact is created within an office location, a logout is required to view the new manager contact under Account & Settings > User accounts. Making the Contact a Time Approver on the Job will give them a login for the Contact Experience. The Contact Experience portal will be the hub for the contact to review talent information and approve Timesheets.

Permission & Candidate Visibility

Access to candidate information within the Contact Experience is controlled through two key permissions: Hiring Manager and Applicant Tracker. Understanding what each permission enables is important when deciding what level of access to grant your client contacts.  By default, when a new contact is created, no permissions are enabled.  However, the contact still has portal access with standard job information.

When Applicant Tracker is enabled:

• Contact can use the Applicant Search to find all talent associated with their office
• Contact can view full candidate profiles, including name, contact information, address, and resume
• Contact can access candidate records directly from the Jobs and Candidate Status views

When Hiring Manager is enabled:

• Contact can view jobs they are attached to
• Contact can see candidate names and pipeline stages, but cannot access contact information or full profiles
• Contact can view and approve timesheets for active employees, but profile links within the timesheet view will not display candidate information

When both Hiring Manager and Applicant Tracker are disabled:

• Contact can view invoices attached to their office (if the View Company Invoices permission is enabled)
• Applicant Search is removed entirely
• Contact can add widgets to their dashboard to view positions, interviews, timesheets submitted, and candidate status

Note: Permissions are not granular — it is not possible to selectively hide candidate contact information while keeping other candidate details visible. Disabling both Hiring Manager and Applicant Tracker is the recommended approach for agencies that need to protect candidate data from client contacts.

Permissions are configured in Account & Settings > User Accounts > Managers > Edit Access. 

Navigation

myDashboard

This is the Home Page of the Contact Experience. Here, contacts can select the Widgets they want to see and use by clicking on Add Widget. The widgets available on the Contact Experience Dashboard include:

• Manager Overview
  • Provides a visual of current:
    • Timesheets waiting for approval
    • Jobs currently pending placements
    • Jobs currently with active placements
    • Pending Expense Reports
       
• Interviews
  • Provides upcoming interviews
     
• Pending Postings
  • Provides current opportunities
     
• Candidate Statuses
  • Provides updates on candidates submitted for current opportunities.
•  
• Account Representative Details

Expense Reports (sub-tab)

The Expense Reports section can be located in the sub-menu of the myDashboard section. This view provides a list of all expenses awaiting approval. Contacts will receive an email each time a talent submits an Expense Report for approval. The Contact can approve or reject the Expense Report from the email, but they can also log in to the Contact Experience portal to view all Timesheets in one place.

Add the Expense Reports Widget

1. Click Add Widget
   
   
    
2. Select Tasks, Events, Projects
3. Click the 'Plus Symbol' next to Manager Overview
4. Click Close
   
   

The Contact/Timecard Approver view

Click the Expense Reports Sub-Tab

Click the 'Blue Circled Number' for Pending Expense Reports

 

• If there are no Expenses to approve:

Clicking the View Log button allows you to access a log that shows who took what actions and when on the Expense Report.
Clicking the View button will allow you to see any Expenses submitted on a job. Expense Approvers can then Approve or Reject any expense from the fly-out.

Jobs

The Jobs main menu provides a list of all pending & active jobs. Here, Contacts can view all active and submitted jobs, as well as review candidates nominated for the position. Contacts can submit their comments or view previously submitted comments on candidates. 

To add a comment on a candidate:

1. From the Jobs menu, click into the Job to open the Job Details view
2. Locate the candidate in the nominated list
3. Click on the candidate to open their details
4. Enter your comment in the notes/comments field
5. Click Submit to save

Previously submitted comments from both the contact and the internal recruiting team will appear in the comment history below the entry field.

Clicking the briefcase icon under the Job column will open the Job Details view:

Timesheets

Note: The BOLD Contact Experience timesheet approval workflow is separate from Avionté 24/7 Timekeeping. Contact users do not have access to the 24/7 portal. If your agency uses 24/7 Timekeeping, time verification and import are managed internally by your 24/7 Admin — this is a separate process from contact-facing timesheet approval. Timesheet approval for client contacts is handled exclusively through the BOLD Contact Experience workflow described below.

The Timesheets main menu provides a list of all Timesheets awaiting approval. Contacts will also receive an email each time a talent submits a Timesheet for approval. The Contact can approve or reject the Timesheet from the email, but they can also log in to the Contact Experience portal to view all Timesheets in one place. Contacts can search for Timesheets using the following search options:

• Company
• Job Status
• Contractor
• Time
• All
• Week End
• Submitted
• Approved
• Date Range

The Search results will provide: 

• Timesheet Status
• Position
• Consultant
• Week Ending
• Submit Date
• Approve Date
• Work Week
• Reg
• OT
• DT
• Leave
• Total

Clicking View Timesheet will allow for the following:

• Viewing of individual Timesheets
• Log of events regarding the Timesheet
• Notes regarding the Timesheet
• Approval log showing a record of who took action on the Timesheet and when
• Downloading a PDF of the Timesheet

Clicking Account & User Name will allow for the following:

• Contact's ability to reset their passwords
• Upload a Photo of themselves
• Add additional contact information
• Set the frequency of their Timesheet reminders

Contact Access to Invoices

We can provide Contacts access to invoices via the Contact Experience portal for clients who utilize billing and invoice creation within the back office of AvionteBOLD.

For Contacts to view invoices, they will have to have permission granted, which can be done within the Manager User Account Profile > Edit Access area by selecting the “View Company Invoices” option.  With this enabled, with full back office, specifically invoices, is generated, the Contact User will have access to their invoices.

Note: Invoice visibility in the Contact Experience portal requires that invoices be actively generated through the AviontéBOLD back office billing workflow. Clients who do not use the BOLD back office for billing will not have invoices available in the Contact Experience portal, even if the View Company Invoices permission is enabled. If you are unsure whether your account uses BOLD back office billing, contact your Avionté representative.

 

Once this permission is enabled, a Contact, when logged into the Contact Experience portal, will see a new Invoice tab.  When this tab is accessed, the Contact will have visibility to any invoices within their Office.

This view will include any invoice with an outstanding balance as well as a summary of the total amount due.  Additionally, in the event any invoices were corrected and merged within the back office, the most recent merge of the original invoice is what will display for the Contact.