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📘 How to Use a Recruitment Agency

Welcome to Pulsawork! This system is designed to simplify and automate processes in staffing agencies and streamline the management of employees, candidates, and recruitment workflows. This guide walks you through the system – from configuration to automation.

1. 🧭 Introduction to the Pulsawork System

Pulsawork is a modern tool for staffing agencies that helps optimize recruitment and employee management. It enables you to:

  • manage orders,
  • generate contracts,
  • automate processes.

2. ⚙️ Getting Started and System Setup

Before starting, configure some basic settings.

🔸 Organizational Unit Setup

  • Business units: represent employers (linked to registration number)
  • Other units: e.g. branches, departments, internal segments

🟣 Recommendation: Start with a business unit – it is the system’s foundation.

🔸 Job Position Setup

Important for contracts and recruitment.

Steps:

  1. Create job positions
  2. Define requirements and responsibilities
  3. Configure pre-filled templates

3. 📋 Order Item Types and Their Use

The system now uses a single order that can include multiple item types, each serving the same purposes as the previous separated order types. This allows you to combine different services for clients in one order.

👥 Recruitment Item Type

  • For: clients seeking candidates only
  • Goal: deliver candidates without formal employment contracts

Steps:

  1. Go to Orders
  2. Add an item of type Recruitment
  3. Enter details (number of candidates, position requirements)

👷‍♂️ Employment Item Type

  • For: clients requiring employees under contract
  • Goal: assign specific employees to the client and manage contractual relationship

Steps:

  1. Go to Orders
  2. Add an item of type Employment
  3. Specify contract period, workplace, and terms

Steps:

  1. Go to Orders
  2. Select Employment Order
  3. Define contract period, position, and terms

4. 🤖 Automations in Pulsawork

The system includes tools that save time and reduce errors.

🔔 Automated Notifications

  • Contract expiry: warning before end
  • Notify accountant: after contract is signed

🔁 Automatic Employee Assignment

  • After order confirmation → auto-link to contract
  • Auto-generate contract documents

5. 🏢 Recruitment Process and Management

Manage recruitment through Hiring Rooms.

🛠️ Creating a Hiring Room

  1. Go to Hiring Rooms
  2. Select New Room
  3. Define recruitment phases + positions

⚙️ Process Automation

  • Auto-generate contracts after recruitment
  • Convert candidate to employee