Create a Job

Updated December 13, 2024 19:19

AviontéBOLD offers various paths to create a new Job Order, each leading to the same flyout for consistent criteria entry. Users can create jobs by following paths such as Contact > Quick Action > Create Job, Jobs > Add New Job, Companies > Contact > Preview > Create a Job, or Quick Search > New Job. The creation process involves selecting the company, manager, office, and other relevant details in the Client Information tab. Additional tabs like Job Details, Title & Skills, and Desc & Notes allow for entering job-specific information and customizing notifications. The document provides comprehensive guidance on each step of the job creation process, ensuring efficient and accurate job setup.

Key Takeaways

Diverse Job Creation Paths: Readers will learn about the various pathways available within AviontéBOLD to create new Job Orders, including using Quick Actions, accessing the Jobs tab, leveraging the Contacts section, and initiating creation via Quick Search.
Step-by-Step Job Creation Process: The document outlines a comprehensive step-by-step process for creating a job, covering essential details such as client information, job specifics, title and skills, job description, notifications, and more. This walkthrough ensures readers understand how to accurately input all necessary job-related information.
Advanced Customization Features: Readers will discover the system's advanced customization features, such as linking jobs to specific company offices, managers, and contacts, as well as configuring notifications and default commission and transaction types. These insights empower users to tailor their job management approach according to individual requirements.

Get Started

To create a job in this way, follow any of these paths:

Contact > Quick Action > Create Job
Jobs > Add New Job
Companies > Contact Tab > Create a Job
Quick Search > New Job

CHAPTERS

Video
Permissions
Create a job
Contacts who hire for multiple Company Offices
Client Information Tab
Job Details Tab
Title & Skills Tab
Desc & Notes Tab
Notification Tab
Screenshots

Video

Permissions

Determine the proper permissions for users to ensure Jobs are created based on Branch/Office access.

Click on Account & Settings
Click on User Accounts
Locate the User to edit permissions for
Click on the Edit Profile button
Click on the Edit Access button
Update the permissions:
1. Features Section
  1. Post Jobs: Allows a user to post a job only for the Branches/Offices they have access to.
2. Management Section
  1. Job Creation Admin: Allows a user to post jobs to any Branch/Office whether they have access to them or not.
3. Modification Section
  1. Edit Employment Type: Allows a user to edit the employment type of any previously created job.

Create a Job

Locate the profile of the contact who is hiring, and select Create Job (under Quick Actions).
You can also select Add New Job, from the Jobs tab:
Another option for creating a Job:
1. Go to the Company you want to create a new Job for
2. Click on Contacts Section
3. Click Create Job
The Company and Hiring Manager fields are auto-populated from the contact information if available. You can change these selections if you wish.
Client Information: This will house details about your client. If you have already logged these types of details on their contact profile, Avionté will auto-populate that Hiring Manager’s information. Enter billing information if needed. You have the ability to make edits to existing information.
Job Details: Enter pertinent information about the job such as the type, the start date, end date, Target Bill Rate, Target Pay Rate, and financial details. Select the Sales Rep and the Owners.

Depending on your Job Defaults setup in Table Editor, as well as the Company's Job Defaults setup from the Company profile, there will be a default Job Type. For example, if the majority of the Job Orders you work with are Contracts or "Temporary" positions, you will find this Type already selected.
If you need to create a Permanent or Direct Hire position, simply select the Job Type from the Job Type dropdown; the rest of the job creation process will be the same.
Note: Some of the fields like "End Date" and "Estimated Hours" will disappear, as you these fields will not be used for a Permanent/Direct Hire position.
Position Title & Skills: Enter the title of the role. If your team refers to the job differently than the job post, you can use your internal verbiage here. Position Category and Skills Tags are used to detail the specific skill sets required.
Job Description is used to add notes, upload a job description, and attach any documents relating to the position.
You can notify certain individuals within your organization that the job has been created using the Notification section.
Review your entry, and select Create Job.
Once complete, the Job Details page will appear. If you need to make edits, you can do so within each of the boxes.

Note: There are required fields when creating a job. Each section will have a number in red next to it with the remaining number of required fields. You will not be able to click Create Job until those required fields have been completed.

Contacts who hire for multiple Company Offices

This feature separates the Manager (or Contact) selection on a Job from the Office. This ensures a Job can be created, associated with the correct Company Office for billing purposes, while having the preferred Manager or client point of contact also associated with the Job.

To create a job in this way, follow this path:

Jobs > Add New Job
Company > Opportunities > Create New Job
Companies > Contact Tab > Create a Job
Contact > Quick Action > Create Job

Client Information Tab

Company: Enter the Company that the Job is being created for (or add New)
Manager: Select the Manager for the Job (or add New)
Company Office: Select the Company Office for the Job
Billing Contact: Select the Billing Contact for the Job
- No Billing Contact
  - You would have to manually add the Billing information
- Use Contact Information
  - It will use the information from the Contact for the Billing information
Address 1: Enter the Address of the Job
Address 2: Enter the Address of the Job (if applicable)
City: Enter the City for the Job (* Required)
Country: Select the Country for the Job
State/Province/Region: Select the State/Province/Region for the Job
Zip/Postal Code: Enter the Zip Code for the Job
Phone: Enter the Phone # for the Job
Email: Enter the Email for the Job
Division: Enter the Division for the Job
Department: Enter the Department for the Job
Billing Address 1: Enter the Billing Address for the Job
Billing Address 2: Enter the Billing Address2 for the Job (if applicable)
Billing City: Enter the Billing City for the Job
Billing Country: Enter the Billing Country for the Job
Billing State/Province/Region: Enter the State/Province/Region for the Job
Billing Zip/Postal Code: Enter the Billing Zip Code for the Job
Billing Phone: Enter the Billing Phone # for the Job
Billing Email: Enter the Billing Email for the job
Additional Emails: Enter Additional Emails for the Job
- Press TAB or ENTER after each Email address
Cost Center: Enter the Cost Center for the Job
monthly rate: Select the Monthly Rate for the Job

Job Details Tab

Select a Custom Filled Job Requirement Group: Select the Custom Filled Job Requirement Group
Select a Job Order Template: Select a Job Order Template
Worksite Addresses: Select a Worksite Address (or add New)
- Set As Job Location (default)
Worker's Comp Code: Select a Worker Comp Code
Country: Prepopulated from Worksite Address (Country)
Address 1: Prepopulated from Worksite Address (Address 1)
Address 2: Prepopulated from Worksite Address (Address 2)
City: Prepopulated from Worksite Address (City)
State/Region: Prepopulated from Worksite Address (State/Region/Province)
Zip/Postal Code: Prepopulated from Worksite Address (Zip/Postal Code)
GEO Code: Prepopulated from Worksite Address (GEO Code)
Job Type: Select a Job Type
Job Status: Select a Job Status

Note: Job statuses will be synced from Front Office to Back Office. The status on a job will sync to Back Office with the same status value, when job statuses are either manually or automatically updated in BOLD.

Start Date: Enter a Start Date for the Job (* Required)
End Date: Enter an End Date for the Job
Available Positions: Select the # of positions available
Estimated Hours: Enter the Estimated Hours
Rate Type: Select the Rate Type
Week Duration: Select the start of the week for Payroll/Billing
Overtime: Select the type of Overtime for Billing (There will be different fields based on selection)
- Straight Time
  - If any of the rates you entered are incorrect, it's best to erase all the rates to ensure the calculated fields get updated properly
- Paid and Billed
  - If any of the rates you entered are incorrect, it's best to erase all the rates to ensure the calculated fields get updated properly.
- Paid not Billed
  - If any of the rates you entered are incorrect, it's best to erase all the rates to ensure the calculated fields get updated properly
Default Overtime Rule: Select a Default Overtime Rule or create a Custom
- Not available if 'Overtime' = 'Straight Time'
- Custom Rates
  - Paid and Billed
    - You can now overwrite the prepopulated OT and DT fields
  - Paid not Billed
    - You can now overwrite the prepopulated OT and DT fields
    - Notice there are no 'OT Mark-up %' or 'DT Mark-up %' fields
Expenses: Select the desired option for Expenses: Paying, Paying & Billing or None
- Setup and Use of Expense Reports article
  - None
  - Paid and Billed
  - Paid not Billed
Mark-up Percentage: Click the checkbox if you want to manually enter the Mark-up %
- Example: Fields in the Red Box are manually entered and Fields in the Blue Box automatically updated
- If you do not select the checkbox; it will automatically update based on the Bill/Pay Rates
  - If you check the box to manually change to your desired Mark-up %
Minimum Bill Rate: Enter the minimum Bill Rate
Minimum Pay Rate: Enter the minimum Pay Rate
Maximum Bill Rate: Enter the maximum Bill Rate
Maximum Pay Rate: Enter the maximum Pay Rate
Target Bill Rate: This will automatically update to the Average Bill Rate (Minimum & Maximum)
- You can also type/overwrite with your own Target Bill Rate
Target Pay Rate: This will automatically update to the Average Pay Rate (Minimum & Maximum)
- You can also type/overwrite with your own Target Pay Rate
Overtime Bill (1.5x): Prepopulated field based on 'Default Overtime Rule' (OT Bill Rate)
- To change these fields you can select a different 'Default Overtime Rule' or select 'Custom Rates'
Overtime Pay (1.5x): Prepopulated field based on 'Default Overtime Rule' (OT Pay Rate)
- To change these fields you can select a different 'Default Overtime Rule' or select 'Custom Rates'
Doubletime Bill (2x): Prepopulated field based on 'Default Overtime Rule' (OT Bill Rate)
- To change these fields you can select a different 'Default Overtime Rule' or select 'Custom Rates'
Doubletime Pay (2x): Prepopulated field based on 'Default Overtime Rule' (OT Pay Rate)
- To change these fields you can select a different 'Default Overtime Rule' or select 'Custom Rates'
Job Branch: Select the Branch for the Job
Sales Rep: Select the Sales Rep
- It defaults to the User creating the Job
Job Owners: Enter in Users that should be listed as Job Owners
Job ID: Enter the Job ID
Billing Terms: Select the Billing Terms
Custom Job Details: Select the Custom Job Details
- Click the + symbol to add them

Title & Skills Tab

Position Title: Enter the Title of the position
Primary Position Category: Select the Position Category
Skill Category: Select the Skill Category
- This should get prepopulated based on the 'Primary Position Category'
Skill: Select the Skills
- Click the + symbol to add them

Desc & Notes Tab

Upload a Job Description Document: Select a document to upload to Job
Document Manager Folder: Select the Document Manager Folder
Document: Select the Document (based on the 'Document Manager Folder' selection)
Job Note: Enter the Notes about the Job
- Lots of options for formatting

Commissions Tab

Commission Allocation: Setting values for these fields will establish a default commission for jobs. KB article on Commissions.

Additional Transactions: Setting values for these fields will establish Additional Transaction type defaults for the job. This gives you the ability to be able to define default additional transaction types on a job so you don't need to add/configure them on a per-placement basis manually. KB article on setting up and adding Additional Transaction Types.

Notification Tab

Send a Notification Email To: Select the Users that should receive Notification Emails
- No One, All Users, Selected Users or Users in (Branch)
  - No One: There are no notifications sent
  - All Users: Every HCM user will receive a notification
  - Selected Users: Type in the name, and select, all the users you want to include
  - Users in (Branch): The (Branch) name will vary based on your Branch/Home Office. This will notify all users in that Branch/Home Office.
    - There are no additional options when this is selected.