Sending Availability Inquiries and Offers Through the Staffing Assistant Plus

• Overview
• Setting Up Your System to Send Availability Inquiries and Offers
• Sending an Availability Inquiry to Contacts (single role)
• Sending an Offer to Contacts (single role)
• Sending Multiple Roles to a Single Contact
• Attaching a File(s) to an Availability Inquiry/Offer Email
• Canceling an Offer
• Reviewing an Availability Inquiry or Offer Response
• Reviewing All Availability Inquiries and Offers

Overview

As part of the StaffingPlus add-on, you can send Availability Inquires and Offers to contacts via the Staffing Assistant Plus to confirm their availability for upcoming jobs.

When sending an Availability Inquiry, you can send an email to multiple contacts at once for a specific role to determine who is available (this isn't an official work offer). Once availability has been confirmed, you can then send an Offer email to the individual you wish to assign to that role.

The contact will receive an email with a link where they can respond Yes or No and include any notes if needed. After they respond, their response status will update in Staffing Assistant Plus, and the sender will receive an in-app or email notification (if enabled).

Setting Up Your System to Send Availability Inquiries and Offers

By default, the different email types are called Availability Inquiries and Offers, but you can rename them to better fit your organization’s terminology or workflow.

1. On the main menu, click Staffing, then Staffing Settings
2. In the Staffing Assistant Plus section, change any names or default email templates to suit your needs. (Changes are automatically saved)

You can also customize the email templates used when sending Availability Inquiry or Offer emails.

1. On the main menu, click Projects, then Email Templates
2. Double-click the staffing email template you want to modify
3. Make changes to the email template, then click OK

More info about adding new email templates or editing existing ones can be found in the Email Templates page.

Sending an Availability Inquiry to Contacts (single role)

1. On the line item (role) you are trying to staff, click the "..." menu, then Staffing Assistant Plus
2. Click the checkbox next to any contact that you want to send an Availability Inquiry to
3. Click the Availability Inquiry button (this might be called something else if it was changed in your system)
4. Review the email template preview, then click Send Email to send emails to the selected contacts

Sending an Offer to Contacts (single role)

1. On the line item (role) you are trying to staff, click the "..." menu, then Staffing Assistant Plus
2. Click the checkbox next to the contact that you want to send an Offer to (you can only send an offer to a single contact)
3. Click the Offer button (this might be called something else if it was changed in your system)
4. Review the email template preview, then click Send Email to send the email to the selected contact

Sending Multiple Roles to a Single Contact

In addition to sending inquiries and offers to contacts for a single role, you can also send multiple Availability Inquiries or Offers to the same contact. This allows you to request availability or send an offer for several roles on a job within one communication.

1. On the line items (roles) you are trying to staff, click the "..." menu, then Staffing Assistant Plus
2. Click the checkbox next to the contact that you want to send an Availability Inquiry or Offer to
3. Click the Availability Inquiry or Offer button (these might be called something else if it was changed in your system)
4. Review the email template preview, then click Send Email to send the email to the selected contact

The contact will receive a single email where they can respond Yes or No to each role. Each role’s response will be tracked individually as its own Availability Inquiry or Offer.

Attaching a File(s) to an Availability Inquiry/Offer Email

At the bottom of the email template preview, you will see an Attachments area. You can drag a file to the drop area or select Attach Files to choose a file from your computer.

Canceling an Offer

After an offer has been sent to a contact, it can manually be canceled. This will not send a cancellation email to the contact but if they click the response link in the offer email then it will show as inactive.

1. On the line item that you sent an offer to, click the "..." menu, then Staffing Assistant Plus
2. Click the Offers tab
3. Click the checkbox next to the contact(s) that you want to cancel the Offer for and select the Cancel selected Offers button in the bottom left

Reviewing an Availability Inquiry or Offer Response

After an availability inquiry or offer has been sent, the contact you sent it to will receive an email with a link to click. When they click that link, they will be brought to a page where they can respond with Yes or No and leave any notes if applicable. If you have in-app or email notifications enabled, you will be notified of the contact's response.

You can also review how people responded in Flex:

1. On the line item that you sent an availability inquiry or offer for, click the "..." menu, then Staffing Assistant Plus
2. Click the Availability Inquiries or Offers tab

On the Availability Inquiries or Offers tab, you will see each contact that you sent an availability inquiry or offer to, the date you sent it, the status, when the contact responded, and any notes if they left them.

The Response column will show either:

• Pending - If the contact hasn't clicked the link and responded yet
• Yes - If the contact chose Yes 
• No - If the contact chose No
• Canceled - If the offer has manually been canceled

Reviewing All Availability Inquiries and Offers

You can review any availability inquiry or offer that has been sent in your Flex system, along with their response information.

1. On the main menu, click Staffing, then Availability Inquiries / Offers (note: this might be called something different in your Flex system if you have changed the names)

By default the page will filter showing the last 30 days based on when the availability inquiry or offer was sent. But you can change this filter to show a shorter or longer timeframe, or even show All and then use the filters on the other columns to filter as you wish.