Guide to Marketing a Candidate CV

Overview

This article will detail how to market a candidate to multiple clients in Invenias. The steps explained in this article will act as a guide and introduction to many Invenias features such as Programme Records, Email Actions and Email Templates.

This article covers:

Creating a Programme to Market a Candidate

First, we will create a Programme record for the candidate. In this example we will use a fictional person called Tomas Meyer.

  1. Open the Person Record for the candidate you are looking to market.
  2. From the Person Record, click Add in the toolbar and select New Programme for Marketing Candidates.
    • The Programme will automatically be named after the candidate. We would advise to additionally add the role they are looking for to the title. e.g. "Tomas Meyer - Marketing Director".

  3. As a User, you will automatically be added to the Primary Team role on the Programme. In addition, Tomas Meyer will have been added automatically to the People tab with the Progress Status of "Candidate".

    • Adding Tomas to the People tab means you'll be able to view this Programme in the Programme tab of Tomas' record. If any other User views Tomas' record, the fact that he is being actively marketed will be visible to them.
  4. Add any other relevant Team Members into the Team tab and ensure they have the correct roles assigned as required.
  5. Using the Summary pane in the People List, add Tomas' CV and Terms and Conditions statement to the Programme Record by highlighting then dragging and dropping the documents from Tomas' Record into the Programme.
    • We will be using these documents to attach to our marketing email described next, and adding them to the Programme streamlines the process.
    • The Internal Comments field in the Programme record will be used in the Default Candidate Marketing Email template to add detail about Tomas' capabilities/skills and the kind of role Tomas is looking for.
  6. Add any prospective clients to the People tab. You can utilize the powerful search tools included within Invenias to search your database for a list of clients at the relevant seniority level for the role the candidate is looking for and add them to this Programme. Click here for a full guide on how to use Advanced Search.
    • Alternatively, you can add clients to this Programme by clicking the Add Existing Person Record button in the People tab of the Programme:
    • When adding the clients to the Programme, they are automatically added with the Progress Status of "Target Employer".

Marketing a Candidate Using an Email Action and Template

Now that we've created a Programme with all the required information, we can use an Email Action to market our candidate.

  1. Click to the People List in the Programme and highlight a number of clients, identifiable based on their Progress Status. Right click and select Actions > Email.
    • When considering an email campaign, keep the batch sizes and overall volumes at reasonable levels to reduce the risk of an issue in Outlook. Our advice would be to start with small batches of up to around 25 and slowly increase the quantity in a batch. Click here for more information and advice on sending bulk emails.
  2. The Email Action will open as shown below:
  3. Add an appropriate subject to the email and select the Default Candidate Marketing Email Template or another template of your choice.
  4. Click Attach from Invenias, then click to the Programmes tab in the Documents window.
    • The list of Programmes has been automatically filtered for the records included in the action, meaning this Programme is automatically selected.
  5. Highlight the CV Document / Signed Terms and Conditions and select OK to attach them to this email.
  6. At the bottom of the Email Action, click to update the Progress Status of the People in the Action to CV Submitted:
    • After the emails are sent, the Progress Status will be updated to reflect that contact has been made and the clients are due for a follow-up.
  7. Click Send and the emails will open individually as they are created by Outlook, enabling you to make any edits or refinements if required.
  8. When you are happy with each email, click Send.
  9. After sending the emails, you can update the Programme Status to Active.

Tracking and Recording Results

All sent emails are now visible in the Journal of the Programme record and the individual Person records for the clients selected in the action. If new clients are added to the Programme, they can be marketed using the Email Action as previously described.

After receiving a response from a client following the email, you can now proceed to create an Assignment Record to manage the engagement with this client:

  1. Open the Programme record.
  2. Click to the People tab and highlight the client who responded, then click Create New Assignment as Opportunity:

Please note, as Opportunities are a type of Source, you will need Source Management enabled on Assignment records to use this functionality.

  1. This will create a new Assignment record, with the selected client as the Primary Contact, and a Source of the originating Marketing Programme. If other clients respond, you can add them to this Assignment and add their company to the Additional Companies field.
    • You could create an Assignment as Opportunity per Client response, however, this may lead to confusion as one possible placement could be forecast multiple times.