Here, you can read about the system's terminology. This will help you understand the system during use and when you talk to customer service.
RecMan is one of the most complete systems in the industry and replaces a number of different functions that were previously found in other systems. It is also a system that is available in several different languages and that should work for a number of people, including those who are used to working in staffing, search, headhunting, sales, etc. We have, therefore, had to make some choices about what to call people, companies, projects, etc., so that we can distinguish between what we are actually talking about and across different languages.
Below you will find a glossary that explains the most commonly used terms:
| Term | Description |
|---|---|
| Absence articles | Refers to the different types of articles used in the system when an employee is not at work, such as employees on sick leave. Separated for practical reasons (important when exporting to external salary and accounting systems). An article is always tied to a product for invoicing purposes. |
| Addition and deduction articles | Refers to the different types of addition and deduction used in the system, separated for practical reasons (important when exporting to external salary and accounting systems), for example, "dirt allowance" as an addition or "canteen deduction." An article is always tied to a product for invoicing purposes. |
| Applications | Refers to the formal submission by a candidate for a job posting, where they are referred to as applicants. Submitted applications typically consist of a CV and application letter for the recruiter to assess the applicant's fit. Candidates who have applied for one or more positions will be marked in RecMan with the tag "Applicant." |
| Attribute | Attributes are customizable fields with a variety of input types used to capture information about candidates, projects, companies in CRM or contact persons - each having their own attribute type in the settings. Attributes can be used to extend the search functionality in RecMan, creating tags or more elaborate information to easily find suitable candidates for new projects or to have applicants fill out the attribute themselves with information. |
| Candidate | Refers to any persons who are registered in the system’s candidate base, whether they have applied for a job themselves, have registered an open application / CV or have been entered into the system manually by a co-worker. Everyone who enters the system starts as a candidate. |
| Co-worker | A co-worker is a person who has login credentials to use your system, for example, your colleague at the office or/and yourself. |
| Collective agreements | Refers to a type of agreement in the system where various salary and working conditions are predefined (e.g., hourly rate, when overtime kicks in, various additions, whether lunch is paid or not etc.). Collective agreements are the foundation for salary and invoice calculation based on logged/registered work. |
| Company | Refers to all companies/businesses located in your CRM, whether a customer, prospect, former customer etc. Differs from Corporation, which is a system hierarchy level. |
| Contact person | Refers to individuals registered as contacts associated with a company in RecMan's CRM. Contact persons can be contacted by email which will be saved as dialogue, they can be linked to projects as a resource, and can be designated as recipients of offers and as invoice references. |
| Corporation | A system hierarchy level. The typical hierarchy is Corporation – Department – Company/Candidate/Co-worker. |
| Customer order confirmation | Used in regard to staffing (employee assignments), referring to an electronic agreement with the customer that clarifies invoice price, additions, benefits, general terms, working hours etc., that the customer must read and sign. |
| Employee | A candidate who has been approved for staffing assignments, though they may not currently have an active job. The "Employee" tag means that employment information is saved, where any work done on connected jobs will be summarized under their selected employment. |
| Hired | A candidate who has been through a recruitment process and is chosen for the job. Used both in pure recruitment as well as staffing processes. |
| Internal | Indicates that a candidate has been created internally by a co-worker. Internally created candidates may not know that they have been added to the candidate database since they have not registered themselves. Internal is a special tag to highlight these candidates. |
| Job post | Refers to a job opportunity, or job ad created in RecMan that may be published to one or several platforms to attract potential candidates. |
| Jobs | Refers to an employee's active, past, or upcoming work assignments. Jobs are linked to the employee's employment record and are connected to companies through one or several staffing projects. Each job can be created using a collective agreement, which determines the calculation for prices and salary. |
| Logged work / work | Refers to all work that has been logged/registered in the system, either by users or by the employees themselves. We use the word “work” instead of “hours” because you can log more than just work hours in the solution, such as monthly salary, daily wage, piecework, etc. |
| Offers and Agreements | Electronic offers/agreements can be sent to the customer/candidate for review, evaluation and signing. If the offer is accepted and signed, it acts as a valid agreement between the parties. The term Agreements is used when sending agreements on the candidate card and Offers for agreements sent on projects/jobs. |
| Orders | An order works as a draft for an invoice, i.e., a kind of pre-invoice. An order can either be made from the project card, in the order module or by processing logged and approved work into an order in the Order backlog – work module. |
| Pipeline | This is the process you put the candidate through when evaluating him/her for a position. You have the opportunity to choose your own pipeline categories, for instance, Invited to interview, Interview complete, Reference check finished, etc. |
| Project | Refers to all types of projects in your system, whether a request, a current staffing assignment, a completed assignment or an internal project. A project may have multiple tags to further describe and distinguish it from other projects. |
| Salary articles | Refers to the different payment types used in the system, which are separated for practical reasons (important when exporting to external salary and accounting systems). An article is always tied to a product for invoicing purposes. Typical salary articles are "Hourly wage" and "Overtime." |
| Work approvers | Refers to external persons (contact persons in CRM) with login credentials and permission to approve work in RecMan's customer portal. A work approver must be associated with a staffing project in order to view and approve registered work there. |