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User Guide
3RM User Guide
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1. CONTENTS
2. OVERVIEW ..................................................................................................................................... 4
3. CANDIDATES ................................................................................................................................. 4
3.1. Add Candidate......................................................................................................................... 4
3.2. Update Candidate Details ....................................................................................................... 4
3.3. CVs & ‘CV to Send’ ................................................................................................................. 4
3.4. Apply Candidate to Vacancy ................................................................................................... 5
3.5. Quick Links .............................................................................................................................. 6
4. CLIENTS ......................................................................................................................................... 7
4.1. Add Client ................................................................................................................................ 7
4.2. Update Client Details .............................................................................................................. 7
4.3. Quick Links .............................................................................................................................. 7
5. CONTACTS ..................................................................................................................................... 7
5.1. Add Contact............................................................................................................................. 7
5.2. Update Contact Details ........................................................................................................... 8
5.3. Quick Links .............................................................................................................................. 8
6. VACANCIES.................................................................................................................................... 9
6.1. Add Vacancy ........................................................................................................................... 9
6.2. Update Vacancy Details .......................................................................................................... 9
6.3. Quick Links ............................................................................................................................ 10
6.4. Advertising ............................................................................................................................. 10
7. APPLICATIONS ............................................................................................................................ 11
7.1. Application Actions ................................................................................................................ 12
7.2. Email Notifications ................................................................................................................. 12
7.3. Sent to Client ................................................................................................................... 12
7.4. Interview Scheduled ....................................................................................................... 13
7.5. Filled ............................................................................................................................... 13
8. CONTRACTS ................................................................................................................................ 13
8.1. Create Contracts ................................................................................................................... 13
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8.2. Limited Company Contract Types ......................................................................................... 15
9. SUBMIT TO BACKOFFICE ........................................................................................................... 15
10. SEARCH ....................................................................................................................................... 16
11. FILTER .......................................................................................................................................... 16
12. RESULTS ...................................................................................................................................... 18
13. NOTES .......................................................................................................................................... 18
14. DOCUMENTS ............................................................................................................................... 19
15. TRACKING .................................................................................................................................... 20
15.1. Buzzwords ............................................................................................................................. 20
15.2. Groups ................................................................................................................................... 21
16. TOOLS .......................................................................................................................................... 22
16.1. CV Import .............................................................................................................................. 22
16.2. Diary ...................................................................................................................................... 23
16.3. Uncompleted Reminders ....................................................................................................... 23
16.4. Taglists .................................................................................................................................. 23
16.5. Mailshot ................................................................................................................................. 26
17. SMS Messaging ............................................................................................................................ 30
17.1. Activation Settings ................................................................................................................. 30
17.2. Top Up Credits ...................................................................................................................... 30
17.3. Send Message to Individual .................................................................................................. 31
17.4. Send Message to Taglist ....................................................................................................... 32
17.5. Blocked / Archived Recipients ............................................................................................... 32
18. Reports .......................................................................................................................................... 32
18.1. Activity Report ....................................................................................................................... 33
18.2. Fills Report ............................................................................................................................ 33
18.3. CVs & Applications Report .................................................................................................... 34
19. YOUR ACCOUNT ......................................................................................................................... 34
19.1. Linked Email Account ............................................................................................................ 34
19.2. Mailbox Scanner ................................................................................................................... 34
19.3. Auto Candidate Import .......................................................................................................... 35
19.4. Edit Signature ........................................................................................................................ 35
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2. OVERVIEW
3RM is structured around three key entities, Candidates, Clients and Vacancies. Click the
links on the top menu bar to work with them. The display defaults to recently viewed results.
You can Search and Filter to load new results, add new records, and edit existing ones.
With 3RM you can manage your recruitment data, work your Vacancies, track Applications,
generate Contracts, and submit placements.
Tools such as Diary, Mailer, and CV Import are provided to assist the recruitment process
and to import recruitment data. 3R can assist you with initial migration of your data into
3RM.
Settings can be configured to meet your individual requirements. Buzzwords and Groups
enable you to categorise and filter your recruitment data.
3. CANDIDATES
3.1. Add Candidate
Candidates can be manually added by clicking the ‘New Candidate’ button at the top if the
Candidates page.
Candidates can be automatically added by parsing CVs loaded into 3RM via Tools -> CV
Import, or added to the Inbox -> CVS folder of a linked O365 email account to use Auto
Candidate Import.
3.2. Update Candidate Details
Click on a Candidate Search or Filter result, to view and update Candidate details and to
access Candidate Notes. Click the Save or Save Candidate buttons to save updates
3.3. CVs & ‘CV to Send’
CVs can be automatically added to Candidate records using CV Import or ‘Auto Candidate
Import’.
CVs can be manually added to Candidate records in the Documents tab of a Candidate’s
details.
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Specify the document type as either a CV or a ‘CV to Send’. There are two distinct
differences between these types. You can only ever have one ‘CV to Send’ document
stored against a Candidate, but you can have multiple CVs saved against a Candidate.
When you progress an Application to ‘Sent to Client’ stage, 3RM first checks for a ‘CV to
Send’ document. If a ‘CV to Send’ is not available, it will default to using the latest CV. This
is particularly useful where you want to remove contact details from a CV before sending it
to a Client. You can save the original CV as CV document type, and save the edited CV as
‘CV to Send’ document type.
3.4. Apply Candidate to Vacancy
In a Candidate’s details, in the Applications tab you can view the Candidate’s applications
and click the ‘Quick App’ button to apply the Candidate to recently viewed vacancies.
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Or click the Quick App button found on Search and Filter results, and Candidate details.
3.5. Quick Links
CV
Opens the CV or ‘CV to Send’ that would get ‘Sent to Client’ when progressing an
application. All CVs uploaded against a Candidate can be viewed on the Documents tab.
Quick App
Apply the Candidate to recently viewed vacancies.
Opens the Candidate’s LinkedIn page (if ‘LinkedIn URL’ has been saved in Candidate
details, Candidate tab).
Simple Text View
Displays Candidate data in a simple format that can be easily cut n paste into emails etc.
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4. CLIENTS
4.1. Add Client
Client the ‘New Client’ button at the top if the Clients page.
4.2. Update Client Details
Click on a Client Search or Filter result to view and update Client details. Click the Save or
Save Client buttons to save updates.
4.3. Quick Links
View Contacts
Opens the Contacts tab. From here you can add new contacts.
View Vacancies
Opens the Vacancies tab. Lists all vacancies created under the Client’s Contacts.
5. CONTACTS
5.1. Add Contact
Contacts are added to an existing Client. Click the ‘Add’ button on the Contacts tab of Client
details.
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5.2. Update Contact Details
Click on a Contact result from a Search, Filter or in Client details, Contacts tab to view and
update Contact details and to access Contact Notes. Click the Save or Save Contact
buttons to save updates.
5.3. Quick Links
New Vacancy
Add a new Vacancy for the Contact.
View Vacancies
Opens the Vacancies tab. Lists all vacancies created for the Contact.
Opens the Contact’s LinkedIn page (if ‘LinkedIn URL’ has been saved in Contact details,
Details tab.
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Speculative CVs
Opens the CV Picker loaded with recently viewed Candidates. Select CVs you wish to
forward to the Contact, click the ‘Done’ button, and a draft email will be created with your
chosen CVs attached, ready to be sent to the Contact.
6. VACANCIES
6.1. Add Vacancy
Vacancies are added to an existing Contact. Click the ‘Add’ button on the Vacancies tab of
Contact details to get directed to New Vacancy.
6.2. Update Vacancy Details
Click on a Vacancy result from a Search, Filter or in Client or Contact details, Vacancies tab
to view and update Vacancy details, and to access Applications and Notes. Click the Save
or Save Vacancy buttons to save updates.
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6.3. Quick Links
Quick App
Apply recently viewed candidates to the Vacancy.
Adverts
Opens the Advertising tab, from which you can release vacancies to your company’s
website and to job boards.
6.4. Advertising
In Vacancy details on the Advertising tab, you can release vacancies to your company’s
website and/or to job boards.
Website
Associates subscribed for Job Feed can display vacancies on their own website, where the
‘Show on Website’ checkbox is ticked and the Vacancy Status (on the Job Specification tab)
is ‘Open’. Any updates saved in 3RM will immediately appear on your company’s website.
Contact [email protected] to subscribe.
Job Boards
Click ‘Create Advert’ and 3RM sends your Vacancy data to a Broadbean web browser
window. You’ll have selection of job boards to choose from, and then will presented with an
advert prepopulated with the vacancy details sent from 3RM. Follow the onscreen
instructions to the end of the ‘Create Advert’ process. Please keep an eye out for any
messages displayed from your web browser. It may ask you for permission to pop open the
Broadbean web browser window. If so, say yes)
Contact [email protected] to subscribe to, or to update, the job boards available.
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7. APPLICATIONS
In Vacancy’s details, in the Applications tab to view applications, or click the ‘Quick App’
button to apply recently viewed candidates to the Vacancy. Or click the Quick App button
found on Search and Filter results, and Vacancy details.
Click the Application Notes icon to view an application’s history.
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7.1. Application Actions
In Vacancy’s details, in the Applications tab click the Application Actions icon to
progress the application to another stage:
You will be presented with a list of stages that you can progress the application to.
7.2. Email Notifications
If you choose not to skip email notifications (3RM will ask you first), emails appropriate for
the selected stage will be created. They are not sent direct to the recipients. If you are an
O365 user whose email account is linked to 3RM, the emails are saved in your Outlook
drafts folder. Otherwise the emails are simply sent to your email address. From both these
places you can review the emails, and modify and/or forward them on to the destined
recipient.
7.3. Sent to Client
When progressing an application to ‘Sent to Client’ stage 3RM creates an email to the Client
Contact and attaches the Candidate’s CV. It first looks for a ‘CV to Send’ to attach. If a
‘CV to Send’ is not present, it will default to using the latest CV. This is particularly useful
where you want to remove contact details from a CV before sending it to a Client. You can
save the original CV as CV document type and save the edited CV as ‘CV to Send’
document type
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If neither a ‘CV to Send’, nor CV document has been saved against the application’s
Candidate, you can only progress an application to ‘Sent to Client’ stage by opting to skip
notifications.
7.4. Interview Scheduled
When progressing an application to ‘Interview Scheduled’ stage 3RM pops open a form to
collect the time, date and details of the interview. ‘Report To’ is prepopulated with the
Vacancy’s Contact and the address is prepopulated with the address of the Client to whom
the Contact belongs. All these details can be modified if required.
If ‘Skip Notifications’ remains unchecked, emails containing the interview details are created
for the Client Contact and the Candidate.
A Diary reminder is created containing the interview details.
7.5. Filled
Once an application has been progressed to ‘Filled’ stage, ‘Create Contracts’ and ‘Submit to
BackOffice’ actions become available.
8. CONTRACTS
8.1. Create Contracts
If an Application has reached Filled stage, ‘Create Contacts’ can be selected from
Application Actions.
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Contract Type will default to an appropriate contract template for the placement. A contract
template is made up of several documents. 3RM can add these contract documents to an
email, which you can send to Clients and Candidates to secure the placement.
The templates contain merge fields, which 3RM will prepopulate with appropriate values if
the data is available in 3RM. On the left hand side look under ‘Review Merge Fields’ to
check the prepopulated values are correct. You can update the values should you wish, or
fill in any blanks if required.
On the right hand side, look at ‘Review Candidate Documents’ and ‘Review Client
Documents’. From here you can review how the Contract documents will look after the
merge field values have been merged into the template documents. Click on the Email and
Document links to preview the merged results. If adjustments are required you can alter the
values in ‘Review Merge Fields’, then preview the results again. Once happy with the
previews click ‘Send to Candidate’ and ‘Send to Client’. Emails containing the contract
documents will be created. They are not sent direct to the recipients. If you are an O365
user whose email account is linked to 3RM, the emails are saved in your Outlook drafts
folder. Otherwise the emails are simply sent to your email address. From both these places
you can review, modify or forward on to the destined recipient.
You may prefer to preview the merged documents and save them elsewhere for editing,
rather than switching between editing in ‘Review Merge Fields’ and ‘Review
Candidate/Client Documents’. Then you could manually attach your saved, edited
documents to an email. The choice is yours, however the main focus should be ensuring
the contents of you contract documents are correct, in particular pay and invoice rates, as
these documents are used to form a legally binding agreement.
You can view the documents that make up the templates in Tools -> Documents. In the
Associate dropdown list. Select ‘- Default’ to view the base set of documents. Select your
Associate company’s name to view documents specific to your company, which will override
the base default set. This will usually just be your Terms of Business documents.
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8.2. Limited Company Contract Types
9. SUBMIT TO BACKOFFICE
If an Application has reached Filled stage, ‘Submit to BackOffice’ can be selected from
Application Actions.
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3RM will prepopulate placement details where data is available in 3RM. Please ensure all
field values are checked and amended where/if necessary. 3R will use this data to set up
the payments to yourself and to your contractors.
10. SEARCH
Candidate, Client and Vacancy pages default to displaying recently viewed results. To load
all results leave the search box at the top of the screen empty, and click the search button.
Enter a search string containing Candidate name, phone number, email or ID to find
particular Candidate results.
Enter a search string containing Client or Contact name, phone number, email or ID to finds
particular Client and Contact results.
Enter a search string containing Vacancy title or ID to find particular Vacancy results.
11. FILTER
To filter on Candidates, Contacts and Vacancies, click the Filter button at the top of the
screen. You can enter filter criteria and specify buzzwords and groups you may have
assigned to your data. You can add a ‘Save As’ name before running the filter if you want to
save the filter for future use. This saves you having to re-enter all the filter criteria.
Where FTS (Free Text Search) filtering is available it matches keywords to the text in CVs.
FTS searches are not case sensitive. E.g. entering construction will return any records
with CVs containing the word ‘construction’ or ‘Construction’, or ‘CONSTRUCTION’.
Search terms ‘and’, ‘or’, and ‘not’ can be used with multiple keywords.
If multiple keywords are entered it acts like an ‘or’. E.g. construction engineer will return
any records with CVs containing either the word ‘construction’ or ‘engineer’, in the same
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way construction or engineer will return any records with CVs containing either the word
‘construction’ or ‘engineer’.
construction and engineer will only match on CVs that contain both ‘construction’ and
‘engineer’
Surrounding keywords with quotes will only match on CVs containing the phrase, for
example "construction engineer" will match on a CV containing the phrase “I am a
construction engineer”, but will not match on a CV with the phrase “experienced in
construction acting as project engineer”
construction not engineer will only return records with CVs that only contain the word
‘construction’ but not the word ‘engineer’.
The syntax’s above can be grouped together by brackets to further filter on CV contents.
E.g. (construction or engineer) and developer will match on CVs that contain
‘construction’ and ‘developer’, and CVs that contain ‘engineer’ and ‘developer’, and CVs that
contain ‘construction’, ‘engineer’ and ‘developer’. It would not match on a CV that contained
only ‘construction’ and ‘engineer’, only ‘construction’, or only ‘engineer’, or only ‘developer’.
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Save filters can be viewed in the 3RM left sidebar:
12. RESULTS
By default Active records are displayed in the results. For Candidate’s, Clients and
Contacts, Active records are those that have not been archived. Select ‘All’ from the status
dropdown to also show archived records. For Vacancies, Active records are those with an
Open status. Select ‘All’ from the status dropdown to also show Filled, Suspended and
Closed Vacancies.
13. NOTES
Notes can be manually added to Candidates and Contacts and are viewable on Candidate
detail’s Summary tab and a Contact detail’s Details tab. Some notes are automatically
generated during recruitment activity. For example, when a new Vacancy is created, a
Health & Safety email is created and a note is added against the Contact.
Notes are automatically added against applications when progressing applications.
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Click the ‘Application History’ icon next to an application to view the notes.
Look at the icons to right of each note. Where a note relates to another entity (e.g. a note
about an interview relates to a Candidate and Contact), you’ll be able to click the icon to
navigate straight to them.
To view/edit a note click it’s Summary. Only the person that created the note can edit it.
From here you can also set reminders, viewable in Diary and Uncompleted Reminders.
14. DOCUMENTS
Documents can be added to Candidates, Clients, Contacts and Vacancies on the
Documents tab. Click the Add button to add a new document.
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Click document’s name to view the document’s in its original format.
If the View icon is clicked and the document's original format is Word, the document is
opened in PDF format. This allows documents to be viewed across a wider range of
devices. Should you wish to edit a Word document you can still click its name or the Edit
icon to open it in Word.
If the Edit icon is clicked and the document's original format is PDF, the document will
be opened in Word format. This is particularly useful where a Candidate has submitted their
CV as a PDF, but you want to remove contact details before resaving an edited version as a
‘CV to Send’. This editable version may be more suitable for your Clients.
Click the Delete icon to remove the document from 3RM.
15. TRACKING
15.1. Buzzwords
Buzzwords can be added to Candidates and Contacts to help categorise and filter them.
The list of Buzzwords available can be edited in Settings -> Buzzwords.
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15.2. Groups
You can use groups to track and filter your Candidates, Contacts and Vacancies, and
enable 3RM to detect potential matches. Groups can be managed in Settings -> Groups.
Please contact [email protected] if you would like assistance with initial set
up. Also we can add updates in batches should you require a lot of changes and/or
additions.
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16. TOOLS
16.1. CV Import
Associates subscribed for CV Parsing can upload up to 50 CVs in one go. Each CV is
parsed to extract Candidate data, from which a new Candidate record is created with the CV
attached. Where an existing Candidate record is detected, 3RM adds the CV to the existing
record. Contact [email protected] to subscribe.
Parsed CVs get added to the ‘Auto Updated Candidates’ list, ready for you to review their
Candidate record. 3RM regularly checks for new updates, or you can force a check by
clicking the Refresh link. The ‘Updated Candidates’ icon will glow white when there’s items
awaiting review. Click it to expand the list. When you click on an item, you’ll be redirected to
the Candidate record and the item will be removed from the ‘Auto Updated Candidates’ list.
Auto Candidate Import via Email
Users with a linked O365 email account can add CVs direct from Outlook. Create a folder in
your Outlook Inbox called CVS. Drag emails containing a CV, into your Inbox/CVS folder.
3RM will detect them, parse and add them in the same way it does when CVs are manually
uploaded using Tools -> CV Import (above). You can switch ‘Use Auto Candidate Import?’
on/off in Your Account.
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16.2. Diary
Any Notes that have had a reminder set on them can be viewed in the Diary. The Diary
defaults to showing the current day and you can use the scroll buttons or date picker to
navigate to other days.
For each reminder the note’s summary is displayed and links to any relevant Candidate,
Contact and/or Vacancy.
Click the Completed icon to highlight the reminder is complete.
Click the reschedule icon to update the reminder time or date.
Click the Delete icon to remove the reminder. This only removes the reminder – it does
not delete the Note.
16.3. Uncompleted Reminders
Any due Diary reminders that are not yet marked as Complete, will be shown here in
‘Uncompleted Reminders’.
For each reminder the note’s summary is displayed and links to any relevant Candidate,
Contact and/or Vacancy.
Click the Completed icon to highlight the reminder is complete.
Click the reschedule icon to update the reminder time or date.
Click the Delete icon to remove the reminder. This only removes the reminder – it does
not delete the Note.
Click the Refresh icon to refresh ‘Uncompleted Reminders’.
16.4. Taglists
Candidates and Contacts can be organised into handy lists, which can then be quickly
reloaded or used in Mailshot. After a Search or Filter if you want to add a result to a Taglist,
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tick the checkbox by the result’s name. You can tick a whole page of results in one go by
ticking the check box at the top of the page near ‘SHOW’.
Then click the Actions menu (top right), add choose ‘Add To Taglist’. You can either select
an existing Taglist or create a new one by entering a new Taglist name and then clicking
Add.
Saved Taglists can be viewed the sidebar down the left had side of Candidates and Clients
pages.
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To remove items from a Taglist simply tick results as before and choose ‘Remove From
Taglist’ from the top right Actions menu, then select the Taglist you want to remove from:
Click ‘Manage’ (Taglists) in the sidebar or select Tools -> Taglist from the top menu to
manage Taglists. From here you can view, delete, share and download Taglists as .csv files
(useful for uploading subscribers to dedicated marketing campaign resources such as
MailChimp®).
Quickly navigate to Tools -> Mailshot from here .
Quickly navigate to Tools -> SMS from here .
Export Taglist members, direct to a MailChimp® list from here if you have a
MailChimp® account and you have added your API key (in Account -> Keys),
Note that ‘delete’ only deletes the Taglist – it does not delete the actual Candidate or
Contact records.
Share Taglist’s will fellow consultants from here .
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16.5. Mailshot
Mailshot tool can be used to send simple emails to many Candidates or Contacts in one go.
First you need to have created a Taglist of your recipients. You can view and/or reload
previously created Taglists in the right hand side bar or select top menu’s Tools -> Taglists.
In ‘Who Are You Mailing’ select whether it’s Candidates or Contacts.
3RM will then load the available Taglists. Note the icon buttons to the right that enable you
to view a Taglist or download to a .csv file if required. Make your selection and click
Continue, bottom right. You can use 3RM’s Mailer to design and send your mailshots, or
you can export your Taglist to a MailChimp campaign (if you have a MailChimp account and
you have added your API key in Account -> Keys). Tip, first test sending the email to
yourself by adding yourself to a Taglist.
In 3RM Mailer merge fields and previously saved templates are available in the template
designer for you to choose from.
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Create you message in the editor. To include merge fields to merge in data from 3RM,
place your cursor in the editor where you want the merged in data to appear, and then
select a field from the Merge Fields dropdown list.
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You can use the editor to apply basic formatting such as changing font sizes and colours,
and to add links to highlighted text . Attachments, recent candidate CVs, images and
signature saved in 3RM can be added.
Images
Click Insert Image. A new window pops open where you can upload new images or select
existing ones. The value in the Title field is applied to the ‘alt’ text attribute of the image.
Email clients usually display the alt text before a recipient has opted to download the images
when viewing an email, so you should add something meaningful in the Title field.
The selected image will be inserted where your cursor was placed in the editor.
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Height and width attributes can be applied to the display of images. Right-click the image in
the editor, select ‘image properties’ and modify height/width properties as required.
However, for performance and to conserve your recipients’ data usage you should
endeavour to upload small sized image files that will still display your image at reasonable
quality. Images can be linked to websites using the Link tab of ‘image properties’.
Continue to Send/Save
Click continue to proceed to send or save to your drafts. You will first be asked if you want
to save the template. Simply add a ‘Save As’ name before clicking Continue and the
template will get added to the ‘Use a Template?’ dropdown, although you can continue on
without saving the template.
You will then be shown a preview of the email you’ve designed, and you can choose to
‘Send Emails’ or ‘Save To Drafts’. For O365 users that have their O365 email account
linked with 3RM, ‘Send Emails’ will send the emails direct to each recipient in their chosen
Taglist. ‘Send To Drafts’ will create an email in your Outlook -> Drafts folder, for every
recipient in your Taglist. You can then review and forward them as required.
Note, if you are not an O365 Outlook user, emails will be sent from
[email protected], and if you choose ‘Save To Drafts’ emails will be sent to
your non O365 email account, for you to forward on to recipients as required. To subscribe
to the full 3RM O365 service please contact [email protected].
A note is created against each recipient to record the email that was sent or saved to drafts.
Once completed, 3RM will display the results of your Mailshot at the top of the page. Three
Taglists (‘ – Unprocessed’, ‘ - Succeeded’, and ‘ - Failed’) are updated by 3RM to record the
results of the last Mailshot. Click these links to check on any failed/unprocessed items.
Then if there were any glitches such as a lost connection, you can then easily reload
failed/unprocessed items, should you wish to resend the message.
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Unsubscribed / Archived
Recipients who have been unsubscribed or archived will be omitted from the Mailshot. You
can mark Candidate and Contacts as archived in the Actions menu on their details. You
can unsubscribe them by ticking the ‘Unsubscribe’ checkbox in their contact details.
17. SMS Messaging
17.1. Activation Settings
Before you can send SMS messages from 3RM you need to link and verify your mobile
phone. In Tools -> SMS -> Settings (left hand menu) enter your mobile number (note,
international format e.g. 448311234567 for a UK number), and click Activate. A code will be
sent to your mobile and you will be redirected to a screen where you can enter the code in
3RM. If correct your mobile number has been authorised for sending messaging via 3RM.
17.2. Top Up Credits
Before you can send your SMS you need to ensure you have enough SMS credits. You can
top up and view your rate at Tools -> SMS -> Top Up (left hand menu). Specify how many
credits you require. The top up request will be sent to 3R who will authorise payment and
add credits to your SMS account. UK to UK messages use 1 to 1.5 credits per SMS,
depending on the network operator (e.g. Vodafone, O2 etc.). International range between
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0.8 and 2 credits. Our SMS component endeavours to route messages via the cheapest
operator available.
17.3. Send Message to Individual
To send an SMS to a Candidate or Client Contact, select SMS from the Actions menu in
Candidate or Contact details.
Enter an SMS message of up to 160 character and click send. The SMS will be saved in a
note against the Candidate/Contact. Status can be viewed in the overview in Tools -> SMS
and Reports -> SMS Usage.
Note, 3RM will attempt to convert recipient mobile numbers to international format where
needed, however to improve the successful delivery of your messages please store mobile
numbers in their correct international format (e.g. 448311234567 for a UK number) and
ensure that the numbers are valid mobile numbers.
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17.4. Send Message to Taglist
Similar to the Mailshot process, you’ll choose your recipient type, then choose a Taglist of
recipients. Then enter an SMS message of up to 160 characters. Continue on to preview
and send your message.
Note, 3RM will attempt to convert recipient mobile numbers to international format where
needed, however to improve the successful delivery of your messages please store mobile
numbers in their correct international format (e.g. 448311234567 for a UK number) and
ensure that the numbers are valid mobile numbers.
17.5. Blocked / Archived Recipients
Recipients who have been blocked, archived, or have no mobile phone saved in their
contact details will be omitted from the SMS. You can mark Candidate and Contacts as
archived in the Actions menu on their details. You can unsubscribe them by ticking the ‘No
SMS’ checkbox in their contact details.
18. Reports
Under the Reports menu you will find charts and data depicting consultant recruitment
activities over a given date range. The charts provide quick
visuals of patterns and trends. Hover over data points to quickly
view stats in a tooltip.
The raw data can be downloaded to .csv files should more in
depth analysis be required. The .csv file format is compatible with
most spreadsheet programs including Microsoft Excel.
Tip: Right click a report in the left-hand Reports menu and choose ‘Open in new tab’ should
you wish to compare several reports at the same time.
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18.1. Activity Report
The first chart and table shows activity totals. The second chart and table breaks the data
down into weeks. By default the weekly statistics are for the Associate as a whole. Click a
consultant name should you wish to load weekly statistics per Consultant. Using the chart
you can quickly visualise trends and anomalies and adapt recruitment activity accordingly.
For example, should you only ever see a high red line (new candidates) but the green (new
vacancies) and purple (new fills) are always low, you may decide to move some resource
from targeting candidates, to targeting clients for more roles.
18.2. Fills Report
The first table shows totals for new Fills submitted to BackOffice. The chart loads in the
background to display when the Fills occurred over the weeks in the given date range. By
default the weekly statistics are for the Associate as a whole. Extending the date range
enables you to quickly see peaks and dips. Trends can be identified and recruitment
activities can be planned. Click a consultant name in the first ‘New Fills Submitted’ table or
the Consultant dropdown, should you wish to view weekly statistics per Consultant.
The second ‘Application Statuses Set to Filled’ table loads in the background calculating
how many applications had their status set to Filled. This may differ from the totals in the
first table as the first table shows how many filled applications were newly submitted to
BackOffice.
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The third ‘Fills Submitted’ table displays all the data submitted to BackOffice for each
submitted fill.
18.3. CVs & Applications Report
As this report is loading it’s checking through all the statuses that were set against
applications in the given date range. It displays application status counts, along with
‘Speculative CVs’ and ‘New Fills Submitted’ KPIs, to provide an overview of the application
progression workflow.
Note the subtle differences between the statistics – “Speculative CVs” are CVs that have
been picked to be emailed to a Client Contact in one go via ‘Send CVs’ on a Client Contact
result (more on Send Speculative CVs), whereas ‘CVs Sent To Client’ is where an individual
application had its status sent to ‘Sent to Client’ in ‘Application Actions’, where just that
applicant’s CV is attached to an email for the Client Contact. ‘Filled Status’ is where the
individual application was set to Filled in ‘Application Actions’. ‘New Fills Submitted’ is where
a new Fill is actually submitted to BackOffice.
The first table shows activity totals. The chart and second table breaks the data down into
weeks. By default the weekly statistics are for the Associate as a whole. Click a consultant
name should you wish to load weekly statistics per Consultant.
Using the chart you can quickly visualise trends and adapt recruitment activity accordingly.
For example, should you only ever see a high red and orange lines (depicting CVs
distributed) but the green lines (Interviews requested/scheduled) are always very low, it may
be advisable to review the suitability of CVs being distributed.
19. YOUR ACCOUNT
19.1. Linked Email Account
For O365 users it’s important to keep your linked email account details up to date to enable
3RM to communicate with Outlook. If you update your O365 password, also update it under
‘Linked Email Account’ to keep 3RM and Outlook in sync.
19.2. Mailbox Scanner
When ‘Use Mailbox Scanner’ is ticked for an O365 user, 3RM regularly scans their Outlook
mailbox’s Inbox and Sent Items folders for emails from/to 3RM Candidates and Contacts.
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Where detected, a Note containing the email contents is saved against the relative
Candidate or Contact.
19.3. Auto Candidate Import
When ‘Use Auto Candidate Import’ is ticked for an O365 user, 3RM regularly scans their
Outlook mailbox’s CVS folder for emails containing CV attachments. Where detected the
CV is sent for CV parsing to auto import the Candidate’s data into 3RM. See CV Import.
19.4. Edit Signature
If you save a signature it will be used in email notifications and can be inserted into
Mailshots. You cut n paste your Outlook signature and style as required using the simple
text editor.
You can highlight text and add links to other websites.
Logos/images don’t copy across but can be quickly uploaded by clicking ‘Insert Image’.
Height and width attributes can be applied to the display of images. Right-click the image in
the editor, select ‘image properties’ and modify height/width properties as required.
However, for performance and to conserve your recipients’ data usage you should
endeavour to upload small sized image files that will still display your image at reasonable
quality. Images can be linked to websites using the Link tab of ‘image properties’
