Custom Job Order Templates (Requirements)

Updated September 05, 2023 14:47

This document provides a comprehensive guide on setting up job order templates in AviontéBOLD. It covers the process of creating templates, including naming, specifying required fields, and automating data population.

The guide also explains customization, field locking, practical template use during job creation, and the option to duplicate templates for efficient setup.

To give you access to complete setup in the Companies > Requirements area, you will need to ensure user types have Sales Manager access; this will ensure you have access to create and manage Customer Job Order Templates.

Creating a Job Order Template (Sales Admin User)

Navigate to a Company for which you want to set up a new Requirement Group. Access the tab called “Requirements” and select “Create New Order Template.”

Go to a Company record
Click on the Requirements tab
Click on the Create New Order Template button
Enter information into the following fields
1. Template Name:
2. Existing Template to Start With: Use this to copy existing template options
  Go to section on existing templates
3. Office: Select an Office(s)/Branch(es)
4. Lock Entire Template: Prevent changes to the Template
5. Lock Markups Only: Prevent Markups from changing
6. Commission Allocation: Activate the Commission Allocation options
7. Additional Transactions: Allow Additional Transactions to be used
8. Client Information: Select the required options
9. Job Details: Enter details for the Job (Worker Comp, Bill and Pay rates, ...)
10. Title & Description: Add a Job Title, Skills, and other information as needed.
Click on the Save button

Company - Requirements - Custom Job Order Template.gif

Users with proper permission will be able to name their job order template. Remember to use a name your Recruiters or users creating jobs will understand. Select all of the fields users would like to ensure are required, and select / input the data they want to automatically populate for the user creating a new job.

If you see any fields already checked off with a checkmark, it indicates they are required. These cannot be made not required as they are the New Job Order Requirements set up at the system level. New Job Order Templates set up on Companies cannot be less strict than the requirements set up at the system level.

Definitions of terms

Template Name: A Template Name is a required field to complete creating a new template.

Office: Templates can be created for specific Offices, or can be created and used for any Office. Based on the Contact associated with a Job when a new job is being created, we will use their Office to filter to the correct available job order templates.

Lock Requirements: When this toggle is selected, this indicates that the fields of data populated on the template are locked; this means users will not have the ability to edit this data on the job or the placement when this template is used. For any fields where multiple selections are given, the user will still have the ability to select from those multiple options. Need to ensure a mark-up can’t be edited but the rates can be? No problem, make sure your mark-up data is entered on the template and the template is locked; just leave your pay and bill rate fields blank.

Commission Allocation: Setting values for these fields will establish a default commission for jobs created with this template. Commissions.

Additional Transactions: Setting values for these fields will establish Additional Transaction type defaults for the office. 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. Setting up and adding Additional Transaction Types.

Client Information: These are the fields of data specific to the Client contact that is associated with the job. You can make any of these fields of data on a Contact required at the time of creating a job.

Job Details: These are all of the fields of data found in the Job Details area when creating a new job. Here we can not only make additional pieces of data required, but we can also select and input the exact values. This includes everything from mark-ups and rates to our custom job details.

Note: There is a new element available with regard to overtime and double-time rates. When the overtime option is not straight time, we will display the overtime and double time rates calculated based on our default overtime rules. In the event there is a one-off rate needed, customer rates can be selected and entered. However, we strongly encourage the use of the overtime rates creation functionality whenever possible.

Title & Description: In this area, a default Job Tile, skills, and Job Description can be defined for the job order template.

Using Job Order Templates

Once your new job order template is created, it can be selected on our Jobs by the users creating new Jobs.

You can see in the above example what it looks like in the event a locked template is used. You will see the lock icon next to those fields. Also, the below screenshot is a view of what the rates look like when an option other than straight time is used.

Within the Jobs Details area, the template used to create the Job can easily be seen from the Custom Job details widget.

At the time of placement, this data flows through to your placement and continues to follow the template setup. For example, the template used in this example had a locked markup, which is reflected in the assigned talent flyout as well.

The Post Job to 24/7 enables the job to post to the 24/7 App. Fields it creates

Templates Can Be Created Off Of An Existing One

Suppose you would like to create multiple templates, especially when there are only one or two things being changed in each template. You would like to be able to start a new Job Order Template using one that was previously created.

When a user is created using a new Custom Job Order Template from the Company Profile > Requirements Tab, you are able to use a previously created template (for that company) in order to speed up the process of creating multiple templates.

Commission Allocation

Commission Allocation can be added to a job template. Switch the toggle to On to open and activate it.

As is the case with commissions generally in BOLD, Percentages must equal 100%.

When a placement is based on a locked template - if the placement doesn't have a commission set, then the commission on the placement will be editable until one is set - at which point the commission becomes locked.