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Countersign new hire press release

Oh all right thank you so much for the introduction and what I'd like to do is I'm just gonna start with a couple quick slides and we can tell you a little bit about Kyllo partners as we're presenting we are an exclusive bullhorn integration partner and we have over 200 clients all of the globe so we truly do have a global footprint for all of you that are international and we also in addition to doing customization and implementations we also offer apps that go beyond bullhorns basic capabilities and we might highlight one or two of those as we go through tips and tricks to show you what bullhorn might be capable of and at the end the day between implementation customization consulting ad hoc training that's how we help your staff in business or any staffing business get the most out of bullhorn and push beyond its basic capabilities and certainly for today we are going to be going through a series of quote unquote tips and tricks associated with bullhorn and to do so you have myself principal director in the Americas and I was once upon the time a 12-year veteran of bullhorn so I've been around the block and I've done a lot of consulting we had various sized clients throughout the years and the other person we had with us is already introduced as Martin Wishart he truly is a what I would call him the Kyllo plus apps guru so he knows more about all the add-on functionality that Conell provides and anyone else on earth and so you'll be in good hands between the two of us today so for the agenda we're going to go through what I would consider you know some pretty basic things we had like leads setting some default values and templates searching and actioning also very important you can you know find out some nice details there to make you yourself more efficient and then data cleanup it's of course very important to keep your search is useful to keep your data clean and then automate automate documentation who doesn't need that that's going to help everyone within your organization so with that being said I am going to switch over into bullhorn so let me and my slideshow and you know as I start this webinar you know I like to start off as you know with a quote and as Forrest Gump once said you know life is like a box of chocolates you never know what you're gonna get and I find that when you sign up for a webinar like this where it's tips and tricks you really have no idea you know what you're getting into so this is really no different and we hope that you like the selection of topics we prepared for you today okay you know and as we do that I'm going to you know kind of take you through both sales and recruiting touch on both of those and in cases this will be you know relative to the version of bullhorn we're going to be demonstrating out of which is the Novo Enterprise version and if anyone isn't on that they're still on s release or they're not on enterprise you know I'm certainly happy to have a conversation with anyone after the fact that wants you you know more about novo or may weigh the merits of upgrading to bullhorns Enterprise Edition I'm also going to be hopping into the Administrative Tools in bullhorns so I realized not all of your administrators but certainly you know if you see something you like here that had to do with the Administrative Tools you can take that to your administrator and and have them have a try at it so I'm going to you know try and inject the the tips and tricks in a logical progression of sales and recruitment so you know in your business you know there's a cradle-to-grave type of workflow that starts all the way from the the high level you know sales funnel all the way down to you know the invoicing and in collection so we're going to start is at the very beginning at the top of sales funnel with leads it leads as part of bullhorns Enterprise enterprise offering and I find that even a lot of clients that have the enterprise offering don't necessarily leverage lead so you know I've done a lot of consulting over the years and this is one of those areas where I can't stress strongly enough the importance of really having clarity into whether people are following up on leads and and how that's being tracked in the system how you're managing it so the first thing is I'm you can see I'm in my leads list or I'm in my leads area and I can toggle back and forth so a lot of people just come in their leads like this and they have you know maybe they're there my dashboard they they have that up and they have some things there but you know the people that are managing their data in a visual manner and a list manner so you know knowing what to action first a lot of times even if they go on to their leads list they'll manage it from the dashboard view and the first you know thing is leads by age probably the most important card here you want to know how things are falling off and how you know if people aren't attending them because there's nothing worse if you're doing it manually that you know ends up in the circular file of the trashcan and you just never know what's going on but even once it's logged you still need to make sure the people action on it within this first window of 0 to 15 days if they don't you know it might as well have ended up in the circular file also when you're putting leads in the system bullhorn has some great mechanisms for doing that one is is this accelerator that they had up there you can highlight data in a web page and you know pull that end of a horn another which you're probably all familiar with is you know being able to add an email contact or you know you get an email and you can use the bullhorn which an email to to pull that data in and add them as a lead but one of the ones that I find a lot of companies really blunt they're you know they're basically recruiters who are doing references to do is to turn is to turn those references into leads so I'm actually just going to pull up Jonathan's mole who's a candidate that you know we have some references for and I could be doing a reference would say Kevin Ralph here and one of the actions is you know add as a lead so I I think that you know really making sure that you're getting as much as you can out of references and really pushing people to add a lead especially since you can measure it is really important so I can go ahead and add a lead here if I found the Novo I'm doing it from an action if I'm doing it from s release there's actually a link over here to the right they would say add lead so I'm gonna go ahead and add Kevin in and I'm just gonna add in the basic I'm just gonna say qualifying go ahead and save this and so now I have Kevin Kevin in the system he's lead great and you know someone's gonna follow up I could have assigned that someone else or I could do it myself but I think is you're adding activity either to a lead or to anything else I'm sure many of you are aware of using templates whether those templates are a note template task template an appointment time but you know they're sprinkled throughout the system they're great and I'm just going to use my screen template but they're not very well formatted because they don't really store the formatting so if you have them great if you want to do a little bit more with them sometimes people want templates actually in directly in the entities and not just in these you know activity areas so an example of what I'm going to show you do one of the tips and tricks is you know if I go into Kevin Ralph and I'm just gonna close up oh there's no real quick by going to Kevin's record you can see here that on the comments section oh there's a bunch of content here asking me to fill it out because what I've done is I put a template directly into the comments field so you know not all not all the data you need in you know whatever entity you're talking about necessarily needs to be fielded but you want to collect a lot of color especially for something like a lead where you're potentially handing it off to someone else so in this case what I've done is I've put the template in its a default value for this comments so just to you know go in quickly to show you the kind of magic behind-the-scenes I went in as admin to the field maps and then I came into the lead and in this case I'll just search I'm comments and I put that in as a default value now I'm going to expand this because you might be saying yourself wow that looks like garbage and it does indeed look like garbage because it's HTML and so the real trick to creating these these templates where you can see it's different size different size fonts you know I have table structure in there and things like that is actually doing it in HTML so when you're in a comments box or a resume field or anything like that you can design things exactly the way you see fit and once you have something looks good like the template you want all you need to do is click this source button click the source button copy that control a control C and then put it in the default value and then save and then instant presto you know the next time you bring up that entity whether that's a main entity like a lead or a candidate or a custom object you've added along the way you can have that template there for you yeah so I found that that's been really helpful in you know gathering data for a lot of clients and allowing them to structure things in the way they wanted where they wanted so the next thing I wanted to go through was switch it was actually pulse so when people are on bullhorn I think that in general they are excited you know about the usability of bullhorn but oftentimes they don't fully they don't fully adopt all the technology that's there and I think that pulse is one of those things so I've actually just switched over in the background to my instance of bullhorn so as any good mark place partner we actually use bullhorn as our CRM and so what I've done is I've gone into a company and I have actually gone into the pulse tab so the pulse tab is really really great you know it's going to allow you to make sense of you know what's been happening through your email correspondence whether that's a volume thing to see what's going on who the most responsive contacts are in this case Dave Smith you know or top engage co-workers who's been engaged the longest and active with those clients you know these are great data points but the one that I feel is often left behind is flagged emails mostly because people just don't know where to set the setting to go ahead and start tracking this so bullhorns a little big brother-ish about tracking the email which is a good thing so that way I can come in and I can see you know if anything's been positive or negative within this client and so what I can do is I can pull up my preferences and in my preferences I scroll down already but in my preferences so there's going to be a pulse trigger words so you can see upsets here and you know I have some really negative things malicious dishonest but then I also have some great things like fantastic great outstanding and what's gonna happen is when I go in there and I'm reviewing this client I can immediately see like what the pulse is if you will or the temperature of this client and so I can see upset was triggered in this one okay well I can go in there and you know then I can set I can see okay great here's upset just want to assure you then we're not upset with you okay so in my in my case great my heart's not beating as fast anymore because it was a false alarm they're they're not upset with it but this it's a very relevant you know to make sure that you can easily understand and you can set these as an individual so when you look at this this is your individual flag emails so once again that's a you know really under you utilize peaceable or and I highly recommend that if you can you're going to go ahead and you know utilize that so with that you know I want to introduce a concept of you know contract execution and the easy automated fashion whether it's you know specific things like mutual non-disclosure agreements overarching client agreements or specific placement contracts Kyllo has developed a tool that will save a lot of time in manual effort and I'm going to pass that this that I'm gonna pass off the presentation to Martin and he's going to walk you through what Kyle calls awesome Docs hi everyone and thanks Jason for that that was great and so actually going to touch on two products here that we've got so one part of it is Austin Docs which is a tool that we've built the sets inside bullhorn that helps to automate the process for creating documents and then I'm going to show you how that links into our DocuSign integration so what I'm gonna demonstrate just now is me creating a client contract for this temp replacement I've got here now I'm in action from the placement one thing that is what point know about the capabilities with an awesome dogs is creating this from the placement does not mean I'm only limited to getting placement information we can go and look at all the entities associated with this and pull information from that so that would of course include all the fields on the placement record the candidate in the company the client contact and the job and that does extend and just some custom tabs and custom objects so we do quite often find that when a client comes to us and looks into Austin docks in more detail we may be able to consolidate for documents that they have that they've created eventually into one using Austin dogs em and the simple process to actionless is by selecting the action here in the top right hand corner and choosing awesome dogs I'm gonna choose awesome dogs in the background now it's finding me all the templates that have built on the placement record which were says you're definitely contribute tapes you choose the document you want to create at this time and as soon as I clear in the background were going to all those relevant entities and fields and pulling the information from bullhorn and putting it into the document and we've now got a sort of cog which I can open up here TV choose my Oprah settings so just put a pointer in here that the tube or the file types that we support within Orthodox we can create files in a docx Word format or PDF and that will of course want to complete save straight backing into the placement record and then I want to press this create bonus my next day now as soon as I press create this is going to place all the information into the template you've built in the background and then it's going to open up and the word so we can see it and just ensure it's exactly as we want it to be before we send it off to the client and just touching upon the placement a little and there sorry the template a little bit we can actually we've actually developed a way in which we can build our entire templates and word which means that we can use all of Ward's functionality within our templates and of course apply lots of branding and styling to it which you can see in this and also you'll notice that I have some words that are highlighted in yellow and within brackets now the reason for that is because this template has been password protected and it's highlighting all the information that we've pulled from bullhorn and the way this is configured is that that is the only part of the document they can be edited without knowing the password so it's just adding a little bit of additional security into the template meaning that you know I can make changes to stuff within this within this bracket but I thought if I wanted to actually add it or make any changes to the body of the contract there are two legal terms within it I couldn't do that unless I knew the password so just a lot of extra security there for you m so we remove the tech box here and I can actually add some manual information down here ever need to and you've got the full capabilities award once you are in here she didn't make any ideas for changes you want to and of course add some information then now happy with this document and I want to just send this off to my client so I'm gonna hit the Save button in the top left hand corner and shutting this down will actually put that straight back into bullhorn that's not going to save it locally on your computer that's gonna put it straight back into the bullhorn against this place to the record so that's awesome dogs that's the part of the dog part of the process which is creating the document for your creating the contract now I'm going to show you how this links in with our dog is an integration and the simple process now is I want to send this off to my client for signature and if the dog is an integration is enabled within a template I will see this logo here and all I have to do now at this point is simply press the spine and pressing that button there is going to send this contract out via DocuSign for my client to sign no need to take out of bullhorn or upload and to dock aside manually just simply press this button to give you a lot more detail against my actually happen there is if I open this little cog here within the template for the the client contract we've predefined and are told it who's signing it and where it's signing so it's going to define contact its then coming back to me is the corporate user to countersign and then what then here we've got a pre bell and email template it was worth it which we can of course use merge fields within here to pull in some information about who is going to so sending it via DocuSign you simply press this button if I now go into my email inbox here and acting as my client this is how they receive it and this is now just standard DocuSign functionality your client receives document they open up and review it and of course they are absolutely delighted to receive a contract so they have a quest can through come to the bottom and hit the sign button here adopt and signed the document and finished and the cool thing here now is that of course this is no way to come back to me for countersignature I'm going to sign and complete the process but there's still no manual process in place for me I don't need to download it or re-upload it and the bullhorn because was our integration puts that straight back into the placement for you will throw any manual updating and as you can see here I've got a signed contract from DocuSign and just approver here we are document there scroll down to the bottom and we can see that it's been signed so that is awesome dogs and being utilized with our dog is an aggression and just to know I've de matar from the placement record here but awesome dogs can be used from every entity and bullhorn so it can be used for your client agreements at the beginning of a recruitment process as well as your your placement contracts as well and well now pass it back over to Jason and you will give you some further tips and tracks and bullhorn alright so everyone should be seen my developer pretty open position and you know now I'm gonna I did a couple of tips and tricks on the sale sides the Nama move over to recruitment side of the house and you know I think that the biggest thing is it's really important that all the users really understand how the candidate search works in a detailed way so they can get the most out of the search results you know each time if what we find in what I've seen is that you know if the recruiters don't really know the kind of bells and whistles of the search mechanism that they end up you know going outside of born first because they just they aren't gay the results they want from him bullhorn so they go outside which essentially cost your company money and undermines the the great data you already have your fingertips so I'm just gonna bring up this search screen and by that I mean the cannot list view and I'm gonna click search and you know the first thing is I like to mouse over just this the magnifying glass seems very basic but I find that almost no one when I talk to them really understands what is being searched when you go ahead and put in your keywords because it's more than just the resume it's you know can name current company employment preference current job title the best may is self and file attachments and sometimes people get frustrated putting keywords and then it's not highlighted when they're you know reviewing in the the results screen and a lot of times that's because the keywords someplace else right it's not the resume so always important to know that and if I switch to basic so you know I can be very much a drag-and-drop person because that's what I am at heart you know I can only search it I can click this box only search a description oh also something that the not everyone's where a lot of people are and as part of that you know what I'll say is that when you only search a description it's kind of misleading because what it's actually doing is it's only searching the most current resume that's been parsed out and placed into the description and that's the name of the database field is the description field so really what this means is only search most current resume born does a great job with you know parsing out the information for you but it's also important to know where that data is and how to leverage it so that being said you know I think from a standpoint of you know adding additional criteria it's really important to know what's available because there are some additional criteria criterias you can add in down here that are really useful then most people aren't leveraging and you know there's a lot of people at your organization or a lot of candidates that you don't have interact with your organization that you know have gone through down the road with you but not necessarily you know gotten a position or got you know been placed you know I would use a say and always a bridesmaid never eyes may never a bride type of thing well those bridesmaids are you know your best candidates to get out there people that have you know been been up there been through the process but not necessarily been placed and you can do that that kind of stepping back you can say hey I only want to see you know initially people we've placed so I can say include all with the placements so I can shorten I can shorten my list real quick initially and then if I don't get what I want then maybe I broaden it and say hey you know show me all the people we've actually sent out that we thought were you know quality people and you know once again we get to a loom a bigger list but once again a very honed list of people we know then active with us past and then you can go all the way back to submissions another item here is no action just making sure that you know there's a lot of things like if you're you know if you have screenings do you do or certain type of notes that denote you know some sort of positive or progressive activity you can filter down people with notes of that type and you can even do things like you know we all know the best candidates are the one who you source that your recruiters source not necessarily the people that apply I'm not saying that you know everyone applies it's not awesome but you can also do things like exclude I can say you know show I want to exclude people that applied to us because I know they came in they were they weren't you know proactively you know gotten they weren't proactively collected into our database and then certainly other things like hot lists that's a big one because a lot of companies use hot lists for understanding how many you know is basically a category tag for people that are hot of a certain type of business so make sure that you fully leverage hot lists or tear sheets or whatever your terminology for those are so that's some additional criteria tips just make sure you're fully leveraging all those items when you go through the search process now from configuration standpoint when I'm going in and I'm selecting a field here you know one of the things I'll say is there's there's a lot here right there there's a lot in fact wow there's custom fields there's you know all this stuff that's hidden you know and you know that's great you can type in you can start typing up the top and it'll kind of power down the list for you but there's a lot of extra garbage in here this not being used so from a best practices perspective you know I would say that you know I'm going to go back into admin and the view lay it out because there's a few few tips here for that and I'm gonna go into the Canada and today and in search you can see that by default pretty much everything is including the view so you can very quickly as an administrator or come in and remove item from that view to make the clutter less and once again increase the the can sorry the recruiter experience it's to make it easy to use or easier to use and the other thing while we're here is that fast find you know so a lot of people don't know but you can especially in past releases is important because it wasn't there for a long time you could change what's actually returned in the fast fine so if I do my search for Jonathan bolt you know you can change the fields that are returned here and I think in know well that's going to be personalized but in that's release definitely definitely worth noting that you can change fast fine to make sure you can get the data fast like you want it so once we get our result set back and I I've leveraged all this great mm-hmm do you know criteria and I run my search and I get my result set back now let's talk about action in because what are we gonna do with all this data in this case we have 2800 and this is a small demonstration database but you could have you know millions millions records in your database but you want to action them and you know maybe it's for you know mailing for a mass mailing and you you know or maybe it's that time of year and you want to send it out at some holiday correspondents what other case is and bullhorn limit to you to a certain amount of mass mails at a time and certainly it makes it really difficult to when you have a large list like this since you can only send out a small group at a time to really accomplish that in a meaningful way so the tip and trick here is to create a large tear sheet and so I'm gonna select all twenty eight twenty a hundred people and I'm gonna say I want to add them to a Hollis because that's why that's what I called tear sheet and my system so I add and it's gonna say oh it can only add two thousand at a time okay that's fine I get it so I'm going to enter the name of new tear sheet Jason's large list and I'm gonna go ahead and do that and it'll take a second to go ahead but the thing that not a lot of people know is they see that limit is 2,000 but if you just take that same list again and add it to Jason's large list then we'll just keep adding 2,000 a time so if you if you have six say six thousand candidates that you want to you know reach out to in some fancy or just tag them to a hot list or a care sheet you can do so and I'm gonna come up and I'm gonna go into my hot lists and we can see there's my candidate so it's just about done and so now I'm back here in my list because it's put all those in I'm gonna select all twenty eight hundred again and I'm gonna say and a hot list and I'm gonna say okay and we're gonna add it to Jason's Hollis so now when i refresh this we'll see it's adding more than the two thousand so it's you know crane it's not you know super smooth but it is a trick right so you can get your tear sheets up much larger and now how we can leverage them so actions I can go in and I can click on this and it will pull up all the candidates that are in there and then I can mass select and I can say hey the items per page you know I want a lot and then I can select them all do my do whatever action I need to do and then I can move on to the next one so there were the next grouping so that the way the the reason why that's useful is because you have this large list but you can go page to page and then take your action so it's organized because otherwise if you just have lists in your you know we turn this here you can't send the emails out to everyone at the same time and you don't necessarily know because it's paginating and it kind of loads on demand what's going on there so just a cool look way to set now emails every once in a while I don't recommend sending out you know crazy amount of emails but if you have the occasion to do it once in a while that's a good trick and the last thing I'll you know hand it off before I hand it back to Martin and for one last quick thing is dis positioning so if I go into back to this developer and I look at a couple people that were shortlisted one of the things I find the people don't really do a great job over client or some of the clients up I've spoken with a consultant with they didn't do a great job on the box was the disposition of candidates against their jobs you know so a lot of times you know just people get orphaned right like someone gets played east and all the statuses stay where they were but what I find and also if they get denied by a client or by a salesperson or something like that it's just you know rejected by client or rejected by salesperson but what I find is that you know you usually have people usually have a small list and that that's it but what you know best practice is is kind of have a separator and then have some dispositions so if they decline the offer why they decline it you know if they were cut out because they were a no-show or you know poor work history is a feedback or disqualified based on driving record these are some examples of things that people put in there and if you can get your salespeople or your recruiters that are handling that activity to go into actually disposition these candidates it is tremendously helpful on the far side of you know all your activity when you take a look at a holistic view your business and you can see exactly you know what's going on and where some of your or you know the kind of roadblocks are and where you're where you're falling down on with you know some of the candidates you're providing these clients or to your salespeople and it's also great from an individual management perspective so those are some tips and tricks that I would you know suggest I think that you know we have we've gone through a fair amount of data here or a fair amount of content related to the searching and certainly you know using the proper tools can make a difference but one of the things I will say is that you know the quality of the data is really important as well and Kyle realizes this and we came up with a quick and easy tool to use that identifies records that really kind of are useless and are cluttering up your system and you know really annoying your recruiters and once again adding to the the recruiters you know oh well you know our database is a big mess you know I get all these return results aren't any good we create a tool that you know helps clean that up so I'm going to close webinar today with Martin showing you how you can easily do this with the Kyllo data cleaner there and I am going to change presenter to you Martin and off you go yep so thanks Jason and here we have it so what you should be able to senior screen right now is the colored air cleaner so Jason's touched up on the searching inside bullhorn and how you can find candidates and find all the people you need to action and contact but what's not really that easy and bullhorns standard functionality i guess is to do a kind of big search on a negative sense to find people who you know maybe don't have phone numbers and emails as a combination or as you can see on the left hand side we've got a bunch of different fellers you can apply here so do they have skills comments file attachments or not file attachments and we can actually run searches distance distant based on specific note times or when you actually added into your system and the data cleaner can be run across either your candidates or your contacts so I'm going to run here just now is I'm actually just going to feller the search here so I can find and all the candidates that I can't contact so everyone who has no email or phone number and at the bottom here as you can see I've got a name for a hot list so I can simply type in here that this is my hot lesson I'm going to call it no contact details and I simply now just press run report and in the background here what we're doing is we're searching across our entire pool Hyundai abyss I'm checking every candidate and seeing if they have a phone number and an email address and if they don't they're gonna come into our report here and they're gonna be grouped in this table em in years so this table shows a number of Records and your bullhorns systems that meet your criteria group by years since last activity note or since they have been added so this is obviously less than a year 1 to 2 2 to 3 3 to 5 5 to 8 8 plus years you've never done anything these ones and then the final column over here this is your total number so you can see here that we actually go you know within a within the last year we've added two thousand and eight hundred but with the poll and the phone numbers on the right-hand column here why one as I just want my tool so I want to get everyone out of the database the door any contact info contact able information and I can simply select this button here and press ok and that will create a whole list and I know that Jason should yell tap in pulled on there and how you can get her on bullhorns limit but by using the data cleaner to find your people or and create your hot lists regardless of whether you find two thousand and one hundred candidates or you find two hundred thousand candidates you can select all of those and press ok and that will add all of those to a whole list in one action so that's another neat little way you can I guess get around that scenario and add masked people to to the whole list and that kind of concludes my part on the data cleanup I'm just gonna bring up the slides here so I think we're going to move on to the question-and-answer portion and I'll pass it back to you to Jason okay so as Martin said we're going to move right over into the Q&A section so we got a couple questions and the first is when you said leadless did you mean job leads or candidate leads so the lead list in bullhorn for those of you that aren't aware is actually a lead entity as an actual entity unto itself and usually it's a precursor to contacts and companies and and therefore jobs or even opportunities if you're utilizing those downstream but usually the the context is usually it's a sales lead where you're trying to convert that person into a contact and potential you know job or opportunity there are companies especially you know like an executive search you know where it takes a long time to Tibet and create a relationship with a candidate that sometimes they use leads for candidates as well but it truly is its own entity that can be you know progressed to other born entities awesome next question are there any implementation cost to awesome Docs I'm knowledge yeah less you take yeah on that so short answer is yes there is implementation costs frozen docks and it's based on the number of template's you get us to build and and that could be that could be one it could be hundreds but just bear in mind as well that within the the implementation set of course we well provide full training on how you can build and create your own templates within our template builder and anything that you build would be free so there that might so so sounds like the implementation cost is a fairly minimal cost and you can help control that based on how much work you want to deal with the with the Builder versus having Kyle do it yeah the next question to fully utilize the awesome docs integration with DocuSign do we need an agreement with them and yeah you would need an agreement with DocuSign and only stipulation was the donkey sign is the doctor so we'll have the API package enabled so that we can create integration for data cleaner does the size of our database affect speed and if so how well the size of your database does it does affect speed but there's other variables as well I'm against the size of your database because we'll have to search across the entire thing but then also the filters you apply as well if you have zero FL earth then it's gonna search across the entire database and find a huge number but if you apply more fellars we're always gonna find less less people so take this time and the color there I think is even if it takes a few minutes or you know even ten minutes or it's absolutely huge database or something to complete it's still you know a great Avenue to be able to aggregate your data as far as the records that they need archiving or removal or action so and are your apps able to be used in novo yes they are they're all available in Oh for now awesome thanks Martin so I think that that's all the questions that we have time for today don't wanna go over there were a couple great questions that were happy to handle offline so we'll make sure that we follow up with anyone who asked questions thank you everyone thanks a lot appreciate the time today thanks everyone have a good day