Add and Manage Sub Vendors

Overview

Updated 10/05/2021

Sub-Vendors are contract vendors that work with an agency, helping to search for and recruit talent to that agency's jobs.

• Click here for additional information on Sub Vendors.

Adding and Managing Sub Vendors
Adding a Sub Vendor to a Job
The Sub Vendor Portal
The Talent Screen
Notifications

Adding and Managing Sub Vendors

To add and manage a Sub Vendor.

1.  Click into the main menu's Sub Vendor option, and click the Add New Vendors options beneath that.
2. The Create a New Sub Vendor flyout will appear.
3. Within the system, Sub vendor data works like company data. The first thing you'll be asked to do is to enter company-specific information
   
   

   Name	Comments
   Sub Vendor Company Name	Enter the name of the sub-vendor that you're working with.
   Representative	Select one that is working directly between the sub-vendor and your company.
   Country
   Address 1	Street address.
   Address 2	Suite number, for example.
   City
   State/Region
   Status	Works in the same way as the status for a company. This allows you to narrow down a search. Options are Active, Credit Check, Inactive, Prospect, and Qualified.
   Website	Enter a sub-vendor website. This is recommended, as it will function as a duplicate checker.

4. After the sub-vendor is created, you can click the Go To button - which will open the sub-vendor overview page.
5. The next step, within the overview screen, is to add a sub-vendor contact. Toward the bottom right, click the Add New Contact button. The Create New Contact flyout will appear. 
   
   

   Name	Comments
   First Name
   Last Name
   Primary Email
   Alternate Email
   Direct Phone	Landline, for example.
   Mobile Phone
   Country
   Address 1	The address populates with the one used when creating the sub-vendor agency.
   Address 2	Suite Number, for example.
   City
   State/Region/Province	Canadian provinces and regions of other countries are supported.
   Zip/Postal Code
   Title	These fields are for the contact information. What is the contact's title?
   Division	What division of the sub-vendor does the contact work in? This can be geographical, such as "North America," for example.
   Department	What department does the contact work in? "Billing," for example.

6. Click Submit.
   1. Once the contact is created, you will see the record living within the sub-vendor office.
7. Provide the Operational Information for the representative. In the bottom left of the screen, click the edit "pencil" icon, and you will be able to assign a representative. This representative will the primary source from your company working with the third-party sub-vendor. 
   1. Representative
   2. Vendor Status
   3. Contract Markup %
   4. Permanent Markup %
8. Click the Save icon.
9. At the top of the screen, you have the ability to attach any contract-specific Documents.
   1. Typically these will be contract agreements.
10. Next, any Jobs that have been provided access to the sub-vendor can be seen from this section.
11. Next, you'll be able to see a primary Overview. You have the ability to enter free-form text in this area. Typically, a boilerplate approach will suffice.
12. Lastly, there is an area to submit Remit Info.

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Adding a Sub Vendor to a Job

Once you've made all the changes you wish to a sub-vendor agency, you're ready to provide jobs for the sub-vendor to work with.

1. In the Job screen, add the sub-vendor widget (if it hasn't been already). Do this by using the Add Widget button at the top right of the screen.

2. Scroll down to the bottom and locate the Job Sub Vendors widget.

3. From the drop-down list, you will see all of your added sub-vendor agencies. You can add more than one if more than one sub-vendor will be working with this position.

4. Once an agency has been added, you'll want to notify them, so they can start working on the position as soon as possible. Clicking the Notify button sends an email to the individual, allowing them to set up and create their vendor portal.

5. In order for the sub-vendor to start working on a job, you'll need to provide them with access. On the top right-hand side, click the Create User Record button. This will send an email to the contact asking them to create a password, so that they can log in to their sub-vendor portal.

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The Sub Vendor Portal

When the sub-vendor logs into their portal, the first screen they will see directs them to their Account Representative.

1. At the top of the following screen, they can click on the Jobs tab; this will show them all of the jobs where they have been granted access to work. The sub vendor's main purpose at this stage is to locate and identify candidates that would have the best fit for the positions assigned to them.

2. When a sub-vendor thinks they have found a good fit, they can submit a candidate for the client's review by clicking the Submit Candidate button. This opens the Submit to Job flyout.

3. In the flyout, they can Upload a Resume. This will populate the flyout with the candidate's information. The sub-vendor can also include any notes they would like to be sent to the representative. Clicking Submit sends the candidate.

4. After the candidate has been submitted, the sub-vendor will see a running list of all of the candidates submitted for a position.

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The Talent Screen

At this point, the Avionté user can review those profiles from the Talent screen. The Vendor Applicants bucket has a running list of all the vendor-submitted applicants.

1. From here, the Avionté user has the ability to take the next steps; for example, they can Pipeline a candidate to the position, they can Nominate them to the position, or they can Decline them for the position.

2. If the Avionté user decides to nominate a candidate for a position, their profile can be found in the Nominated bucket at the top of the screen. If that candidate is Started on a position, the Avionté user will be able to proceed with hiring that person.

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Notifications

Once a candidate has been started, the sub-vendor will receive a notification that their candidate has been placed. They will see a record of this within their Jobs tab. A Currently Placed sub-menu option will be displayed, which will display all of the processed, started contractors submitted by the sub-vendor.

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