Create and Manage Temps

Create and Manage Temps

Temps are the people who carry out a job and are a crucial part of the staffing process. Once the Temps are given a job, it is essential to manage them. The staffing department's approach to managing Temps can significantly impact the success of an organization.

The terminology related to Temp management may differ across industries, but the basic process remains the same. The Temps module in Zoho Workerly helps you manage your temps.
In Zoho Workerly, Temps' details contain a combination of the company (client), and business opportunity (job).

Availability

Profile Permission Required: Access to the Temps Tab that includes View, Create, Edit, Share and Delete permissions.

Manage Temps in Zoho Workerly

  1. Customize Temp Details according to your organization's staffing processes. Use the existing fields, disable some of the standard fields, change the order of the fields and sections or add new custom fields.
  2. Add temps into your account. Set up the temp generation process by using web forms to capture temps from your website, import temps or directly add them by completing the temp form.
  3. Assign temps to the correct job manually or using the Assignment rules.
  4. Manage the temps further in the Jobs module.

Temps Home Page

Click the Temps tab to view the Temps Homepage and perform the following operations:

  • The records are displayed in List Views. Define your own Custom Views as per your requirements. Some system defined list views are already available, such as Unread Temps, Recently Created Temps, etc.
  • Mass delete the records by selecting the check boxes corresponding to the records and clicking on the Delete button.
  • Mass email the temps by selecting the check boxes corresponding to the records and clicking on the Send Mail button.
  • Use the Temps Tools option to perform some common operations such as mass transfer, mass delete, set up job rules, etc.
  • Search Temps by alphabetby information, or by criteria.
  • Filter Temps based on priorities using the advanced filters.
  • Print the temps along with the necessary details.

Create Temps

In Zoho Workerly, you can create temps by:

  • Entering data in the temp details form: You can manually fill in the Temp details gathered from various external sources.
  • Importing temps from external sources: You can gather data through various sources, e.g. purchasing a temp' database, temps from different business units, etc. and import the CSV and XLS files into Zoho Workerly.
  • Capturing temps from a website: You can create web forms and allow website visitors to submit their contact details or questions directly through forms. These details submitted in the website are captured directly in the Temps module.

Note

  • Some of the standard fields may not be visible or editable depending on your organization's business process.
  • In case you want to add or modify fields or would like to know more details on the usage of fields, please contact your Admin.

Create Temps Individually

You can create temps manually by entering the details in the temps' form. For instance: While travelling you met a person who showed some interest in being a temp worker. You give your business card and assure them you would contact him or her again with more details about jobs. The next day, you create a Temp record manually with the available details and contact the person. In such cases, it is easy to manually enter in the available details and create a temp record instantly.

You can create a temp record individually by using the following:

  • Filling in the details in the temp creation form.
  • Cloning the temp with a few changes in the existing record
  • Note
    By default, the person who creates the temp owns it.
    To change owner, click the Change link in the Temp Owner field from the Temp Details page and select another user.

To create temps individually

  1. In the Temps module, click button.
  2. In the Create Temp page, enter the temp details.
  3. Click Save.

To clone temps

  1. In the Temps tab, click a particular temp that is to be cloned.
  2. In the Temps Details page, click the More icon.
  3. Click Clone.
  4. In the Clone Temps page, modify the required details.
  5. Click Save.

Qualify Temps

After collecting the Temps' details in your Workerly account, the next stage is Temp qualification. The reason a Temp should be qualified is to communicate with them, understand their interests, negotiate their pay rates, etc. With further negotiations or follow up, the temp can be assigned to a job.

Following are some of the methods for temp qualification:

  • Phone Call: Phone calls are the quickest and the easiest method to communicate with a Temp. You may use your own phone or use the Phonebridge integration in Zoho Workerly.
  • Email: Keep in touch with your Temps by sending emails. This enables a quicker method to send specific or mass mailings to qualifying Temps.
  • Meeting: Setup a meeting, online or offline, with a Temp to understand their interest or negotiate their pay rates.
  • Documents: Exchange documents, client policies, etc and help your Temp understand the client's business, enabling clarity of the job.
  • Notes: Add notes in the form of remarks or comments to keep your team in the know about a Temp. 

Assign Temps with Other Records

As the qualification of temps is the focus, assigning various records with the temps is the next step. You may need to assign temps with other records until the temp reaches a certain stage.

In the Temp Details page, you can assign the following:

  • Open Activities: To add tasks and events (meetings and calls).
  • Closed Activities: To archive the closed activities.
  • Attachments & Notes: To attach documents and notes.
  • Mails: To send e-mail messages to the selected temp.

To access Temp related lists

  1. Click the Temps module.
  2. Click the desired record.
  3. In the Temp's details page, under Related List section, click on the required related list name to navigate to the corresponding section.
    You can add a new related list by clicking on the Add (pen) icon beside Related List. You can add new items to existing related lists by clicking on the Add(pen) icon that appears when you hover your mouse over a related list name.

Access More Temp Options

You can access more temps options by clicking on the More icon in the Temp's Details page.


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