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Sending Availability Inquiries and Offers Through the Staffing Assistant Plus

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Overview

As part of the Staffing Plus add-on, you can send Availability Inquires and Offers to contacts via the Staffing Assistant Plus. Sending an Availability Inquiry allows you to send emails to multiple contacts to see if they are available during certain dates (but isn't an official work offer). Sending an Offer allows you to send an email to a contact to offer them work for an upcoming event.

Contacts will receive an email then click on a link to respond Yes or No and add any notes. You will see their response updated in the Staffing Assistant Plus!

The Staffing Plus add-on is currently in beta testing and is only available to select customers!

Setting Up Your System to Send Availability Inquiries and Offers

  1. On the main menu, click Staffing, then Staffing Settings
  2. Change any names or email templates, and changes are automatically saved

By default we call the features Availability Inquiries and Offers, but you can change those names to something that might make more sense for your operations.

You can also modify the email template text that sends when you use the availability inquiry and offer feature. 

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

More info about modifying email templates can be found in the Email Templates page

Sending an Availability Inquiry to Contacts

  1. On a line item 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, then click OK to send emails to the selected contacts

Sending an Offer to Contacts

  1. On a line item 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, then click OK to send the email to the selected contact

Reviewing an Availability Inquiry or Offer Status

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 to respond with Yes or No and leave any notes if applicable. 

You can 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 lef them.

The status column will show either:

  • Pending - If the contact hasn't click the link and responded yet
  • Yes - If the contact chose Yes 
  • No - If the contact chose No

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