Invite

Why would I invite staff to a job?

Inviting staff to jobs and shifts gives you greater control over who sees what shifts in the Job Market. This is in contrast to posting a whole job or all dates for a certain location to the Job Market for everyone to see when you use the main job publishing feature. See: Publishing 

You can send a job invite in two ways

• Invite to job
  • Inviting staff to a job allows you to send out a bulk email to the staff you feel would be suitable for the job.
  • It doesn't specifically link the staff to specific shifts but to the job as a whole.
• Invite to shifts
  • Inviting staff to shifts allows you to send out a bulk email to the staff you feel would be suitable for the job.
  • It does allow you to invite a group of staff to specific shifts, and not just the job as a whole.
  • When inviting staff to shifts you will have the ability to select the shifts as shown here before sending out the invite email
    

Follow the 4 steps below to find out how to invite staff.

Inviting staff to jobs explainer videos

Please click the links below to watch the explainer video:

• Setup your invite email templates
  • This video explains how you setup your job invite email templates
• How to invite staff to jobs
  • This video explains in detail the full process of inviting staff to jobs and shifts
• Inviting <> Applying <> Booking <> Confirming
  • This video explains the following processes:
    • Invite staff to jobs and shifts
    • Staff receiving the job and shift invites via email and into their Staffarea message centre
    • Staff actioning these invites by viewing the job invite and shift details in their Job Market
    • Staff applying to these shifts from their Job Market
    • Receiving and viewing the shift applications in the main portal
    • Actioning and booking the staff onto shifts they have applied for
    • Sending the booking confirmation email to staff for the shifts being booked
    • Staff receiving the booking confirmation email and confirming their booked shifts
    • Viewing the shift confirmations in the main portal

Step 1 - Adding and managing Job invite email templates

To manage the job invite email templates

• Go to Message Centre > Manage email templates
  
• Click on the Auto tab
• There are job invite templates in here called
  • Invite staff
  • Invite staff to shifts on one job

You can create additional job invite templates

• Duplicate one of the existing job invite templates by clicking on the Duplicate button
• Add your required content
• Press Submit
• This will create a new custom email invite template under the Custom tab
• See Manage email templates for more details on how to create custom email templates.

Step 2 - Methods of inviting staff to jobs and/or shifts

You can invite staff to jobs and/or shifts via

• Search staff
  • Go to Staff > Search staff in the top main menu
  • Use the search filters to find the staff you wish to invite
  • You can now either;
    • Invite selected staff in the search results list:
      • Select the staff in the list using the checkboxes to the left
      • Go to With Selected > Invite to job or With Selected > Invite to shifts
        
    • Invite everyone in the search results list:
      • Do not select any staff individually from the list
      • Go to With All > Invite to Job or With All > Invite to shifts
        
• Shifts page
  • When booking staff to a shift there is a button next to the Quick Staff Seach text field which will take you to the Search staff page
    
  • This button will launch a staff search window with a blue anchor bar at the bottom of the window linking this search instance to the job/location/shift you want to invite the staff to:
    
  • You can now invite staff to the job in the detailed in the bottom blue bar by
    • Following the same instructions above in 'Via Search staff' to invite staff in bulk
    • Inviting staff individually using Invite button to the right
      
  • NOTE: This method only allows you to invite staff to a job and not to individual shifts
• Staff and job quick search
  • When searching for staff in the Quick search there is an invite to job button as shown here
    
  • NOTE: This method only allows you to invite staff to a job and not to individual shifts

Step 3 - Reviewing and sending the job invite email

Once you have started the process of inviting staff to jobs and/or shifts you will be presented with the communication dialogue

• Select a template
  
  • You can add additional invite to jobs templates using the button to the right. These will then appear in this dropdown for using on all future job invites
• Select jobs
  
  • When using invite to jobs you can invite to more than one job at time
  • This will be pre-filled if you are inviting to a job via the Shifts page. See: Methods of inviting staff to jobs and/or shifts
• Select any additional methods of communication by ticking one or more of the following checkboxes next to each method and ensure the copy is correct:
  • Send SMS Message
  • Send Viber Message
  • Send Push Message
• Review the default copy in the following fields are correct and make any adjustments where necessary:
  • Email Subject
  • Enter reply email
    • Leave blank for it to be the default email address added in Settings > Message options, to add another reply email address
  • Email Message
    • Check the email and amend where necessary making sure you don't remove any email tags
    • Remember that if you need to repetitively make substantial changes to the job invite email create a new job invite email template.
• Click Preview email to see what will be sent with branding and email signature
• Click Send to send the job invite email

Step 4 - Viewing the staff that have been invited to a job

• Go to View Jobs > Shifts
• Go to the Invited tab
  
  • This will show the following information for all staff you have invited to this job