Placement Process
- Confirm with the client that they have received a signed contract and attach the documentation to the Bullhorn Search record for the placed candidate. Accepted documentation includes:
- A copy of the signed contract
- Written communication from the client confirming receipt of the signed contract
- Written confirmation from the client to send the placement invoice
- Fill out the Placement Invoice Request Form completely — ensure all required fields are completed.
- Review the Job Search Set-Up Form under the client folder in Bullhorn to verify: the placement amount, any progressive hours remaining, and the correct contact who should receive the invoice.
- Email the completed Placement Invoice Request Form to Courtney Yudin (EVP) for approval.
- Once Courtney Yudin (EVP) reviews and confirms the invoice amount is correct, she will email Accounting, you, and your BD rep to process.
- Send a placement announcement email to pacific@pacificcompanies.com with the following format:
- Subject Line: +1 PERM Placement
- Candidate Name
- Specialty
- Client & Client Location
- Days to Fill
- Source
- Teammate Recognitions
- Notable Anecdotes
- Speak with your placed candidate once every other week until they start with your client to ensure a smooth transition.
- Move the candidate through the Bullhorn workflow to reflect the placement (see Section B below).
Bullhorn Placement Workflow
- On the candidate's record in Bullhorn, click the green “Name Clear” workflow button.
- Under the Name Clear section, check the box next to your job number, click the Move dropdown, and select Placement.
- On the Move to Placement page, select Move at the bottom right.
- In the Add Note slide-out: add the client name to the Comments field, select Placement in the Action field, and save.
- In the Placement Record (Blue Star + 4-digit Job Number), go to the Edit tab and enter the Search Initiation Date — find this by looking up your job in Bullhorn by the 4-digit number; the Start Date on the job record is the Search Initiation Date. Do not change the Status field.
- Confirm the Recruiter (Submitted By) field has your name in it.
- Go to the Candidate Data section and update all applicable fields. Do not change the Status field. Do not leave any fields blank — enter "0" for any fields that do not apply (e.g., no relocation amount, no student loan repayment).
- Employment Start Date — Enter the date the candidate will start. If unknown, enter best estimate.
- Scheduled End Date — Enter a date 6 months out from the Employment Start Date. This keeps the candidate Active in Bullhorn and removes them from mass emails/texts during this period.
- Current Source — This does not include a fellow recruiter or associate. What was the specific tool/resource used to find the candidate or generate a response from that candidate (job board, mass text, cold call in BH database, etc.)?
- Days to Fill — Number of days between the Search Initiation Date and the date the contract was signed.
- Skip the Timecard Approvers section.
- In the Email Notification section: add your BD to the Internal User field and add '3' to the Distribution List field. (Distribution list '3' includes Accounting, Courtney Yudin, Heather, and Patrick.)
Fall-Off Process
- If a placed candidate falls off, complete the Account Status Change (ASC) Form to indicate the Fall-Off for the job, placement, and candidate. Send to accounting@pacificcompanies.com.
- Add a note on the Placement Record using note action "Fall-Off Replacement" to detail the fall-off. Tag the BD on the note.
- Admin will update the placement to 'Fall Off / No Start' and Accounting will make the necessary invoice adjustments.
- If the placement will be replaced, Admin will update the Job Record status to 'Accepting Candidates' and the Open/Closed field to 'Open'.