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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.

Setting Up Your System to Send Availability Inquiries and Offers

  1. On the main menu, click Staffing, then Staffing Settings
  2. In the Staffing Assistant Plus section, change any names or email templates to suit your needs. (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 preview, then click OK to send emails to the selected contacts
When a contact already has an Inquiry sent out during the requested date range, you will see a warning icon next to the contact's name. Hover over the icon and click the See Existing Jobs button to view more details on the overlapping Inquiries. Click here to learn more.

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 preview, then click OK to send the email to the selected contact
When a contact already has an Offer sent out during the requested date range, a warning icon will be present next to the contact's name. Hover over the warning icon and click the See Existing Jobs button to view more details on the overlapping Offers. Click here to learn more.

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.

Screenshot 2024-10-23 at 9.56.38 AM.png

There is a total size limit of 8MB allowed for attaching files to emails.

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 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 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
You can also view all Availability Inquiries and Offers associated with a specific job by opening the element and clicking the Staffing Availability Inquiries/Offers tab.

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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.

 

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