CURA Scheduling Tool · mindSCOPE Staffing and Recruiting Software 2. A window containing candidates will pop up on your screen. On the left is a list of all candidates in the database

CURA Scheduling Tool

mindSCOPE Staffing and Recruiting Software www.mindscope.com

CURA Technical Support Email: [email protected]

Phone: 1.888.322.2362 x 555

http://www.mindscope.com/

mailto:[email protected]

CURA Scheduling Tool Page 1


Table of Contents

THE CURA SCHEDULING TOOL............................................................................................................. 2

NAVIGATING WITHIN THE CALENDAR .........................................................................................................2 CREATING A SCHEDULE ITEM ......................................................................................................................5 ADDING CANDIDATES, CLIENTS, CONTACTS AND RECRUITERS TO A SCHEDULE .........................................8 SAVING A SCHEDULE ITEM ON A JOB ORDER ............................................................................................. 13 SENDING MEETING REQUESTS ................................................................................................................... 16 CREATING RECURRING SCHEDULE ITEMS.................................................................................................. 20 EDITING SCHEDULED ACTIVITIES .............................................................................................................. 22 CREATING RELATED FOLLOW-UP SCHEDULED ITEMS USING SAVE & NEW .............................................. 25 CREATING RELATED FOLLOW-UP SCHEDULED ITEMS USING CLOSE & NEW ............................................ 28 COMPLETING SCHEDULED ACTIVITIES ...................................................................................................... 31 DELETING SCHEDULED ACTIVITIES ........................................................................................................... 33



The CURA Scheduling Tool The Scheduling Tool in CURA provides you with the ability to create schedule activities for candidates, clients, and contacts such as phone calls, meetings, interviews, follow-ups, etc. Schedule Items may be color-coded depending on the type of activity so that you are easily able to identify varying activities on the day-view of the calendar. You may also choose to enable a schedule reminder or save an activity as a recurring item. To navigate to a calendar within a candidate, client, contact or job order record, click on the Schedule drop down from the top menu and select Schedule underneath.

Navigating within the Calendar The month view is the default view for all calendars within CURA and it always defaults to the current month. Each scheduled item is displayed on the calendar with the start and end time, schedule type and subject. To view the details of a specific scheduled item, simply click on the activity from the calendar. You may switch the calendar view to a day view, week view or month view using the icons found at the top right corner. Please refer to the next page of this manual for a definition of each icon.

Click on the item to view the details of the activity.

Switch to a day, week or month view.



Calendar Navigating Icons and what they mean:

View Today Button – displays a day view for the current date. One Day View – displays a day view of the calendar for a specified date. Week View – displays a week view of the calendar. By default, it displays the current

week. Month View – displays a month view of the calendar. This is the default view for the

CURA calendar and it automatically displays the current month. Select Date Icon – opens a mini calendar which allows you to move between months or

years. New Item – opens a new scheduling window.

If you wish to view only uncompleted schedule items on the calendar, turn on the preference to show only uncompleted schedule items on top.

To switch between months and/or years, click on the Select Date Icon found on the upper right corner of the calendar.



A smaller calendar will open. Click on yellow arrows on each side of the month to move to the previous or the following month. Click on the yellow double arrows instead if you would like to move to the previous or the following year.

To close the smaller calendar, click on the Select date Icon, again.

Another way to navigate between months is by using the yellow navigation arrows on top.

Please Note:

If you are in the month view of the calendar, the yellow navigation arrows on top will allow you to move between months. However, if you are in the day or week view of the calendar, these will allow you to move between days or weeks respectively.

These arrows move you to the previous or following month.

These arrows move you to the previous or following year.



Creating a Schedule Item

1. From the calendar, click on the New Item Icon found at the top right corner.

Did you know? You can also click on a date to open a scheduling window, or by clicking on the Schedule Icon from the list of master icons in the upper left corner of the screen.



2. A Scheduling Window will pop up on your screen. Fill in the details of the activity such as the

subject, location, schedule type, start and end dates and start and end times. The subject,

schedule type, start/end date and start/end times are required fields and must be filled in before

the activity can be saved.

Please Note:

If a candidate’s record is open on the main screen and you open a scheduling window, the candidate’s name will appear in the candidate box on top which indicates that the activity will be saved within the candidate whose record is currently open. This also holds true when a candidate(s) record is selected from the list on the left pane and a scheduling window is opened via the schedule icon at the top left corner of the CURA screen. If a client, contact or job order record is open on the main screen and a scheduling window is opened, the client and contact name or job order title will appear in the client, contact or job order boxes respectively.



3. You may set a pop-up reminder for your activity by specifying the number of minutes prior to the

activity. The reminder will automatically pop up on your screen based on the minutes you

specified prior to the activity.

Click on Save once you are finished entering all of the schedule details to save this scheduled item, OR click on Save & New to save the new activity and to schedule another related item.

Please Note: You must be logged into your CURA database in order for the pop-up reminder to display. Completed Schedule Items will not display within the schedule reminder even if a reminder has been set for the activity.

Did you know? The notes you enter in the scheduling window will automatically be saved to Notes Section of the record.



Adding Candidates, Clients, Contacts and Recruiters to a Schedule Schedule Activities may be saved on multiple calendars so that the activity appears on multiple records within your CURA database. A single activity may be saved on a candidate, client, contact, and recruiter record at the same time.

1. To add a candidate to the activity, click on the Candidates button within the Scheduling window.

Please Note:

To send a meeting request, please refer to page 16.



2. A window containing candidates will pop up on your screen. On the left is a list of all candidates in

the database. You may search for a candidate by entering the candidate ID or first name or last

name on top of the list and clicking on the search icon. To add candidates, select them from the

list on the left and click on Include at the bottom. Then, click on Save.

You may search for candidates using these fields.

Select candidate(s).

Click on Include.



3. The candidate(s) you selected now appears in the candidate box on top of the scheduling window.



4. Another way to add candidates to an activity is to enter the candidate’s name or ID within the candidate box. A drop down menu containing a list of suggested candidates based on the name or ID you enter will appear. You may then select the candidate you wish to add to the activity.



5. The candidate you selected from the drop down will now appear in the candidate box on top of

the scheduling window.

To remove a candidate from the activity, simply delete the candidate’s name from the candidate box.

Please Note: Adding Clients, Contacts and Recruiters to an activity works the same way as adding Candidates where you can either click on the Clients, Contacts or Recruiter button or manually enter the client, contact or recruiter name within the Client, Contact and Recruiter boxes respectively. All activities you create while logged into your CURA application are automatically saved in your personal calendar in CURA and you do not need to add yourself to the activity.



Saving a Schedule Item on a Job Order A schedule item may also be saved to a job order calendar for activities related to a specific job order.

1. To save the schedule item to a job order(s), click on the Job Order button within the Scheduling

Window.



2. A window containing job orders will pop up on your screen. On the left is a list of all clients that

have job orders in the database. You may search for a job order by entering the job ID or position

(job title) or client name on top of the list and clicking on the search icon.

To add a job order (s), select the job order from the list on the left and click on Include at the bottom. Then, click on Save.

You may search for job orders using these fields.

Select a job order(s).

Click on Include.



3. The job order(s) you selected now appear(s) within the scheduling window. Note that the Contact assigned to the job also gets populated.

Did you know? Schedule Items can be color-coded on the day-view of the calendar based on the schedule type. System Administrators are able to specify a color associated with each schedule type through the Setup Module.



Sending Meeting Requests CURA allows you to send meeting requests to Candidates, Clients and Contacts, as well as other recruiters within your organization.

1. In the Scheduled Activity, select Meeting Request from the Schedule Type drop down menu.



2. Select the individuals to whom you wish to send the request, either by typing their name into the fields, or by selecting the buttons, as outlined on page 8. Alternatively, you may simply enter an email address into any of the available fields.

Please Note:

Scheduled Activities can only be stored to records which contain the used email address. If you type an email address which is not assigned to a record in CURA directly in to the field, the meeting request will send, but the record of this will only be accessible from your recruiter record, located in the My Information module.

3. The meeting request feature uses the default email address for each invitee from their record in

CURA. You may verify the email address to which the meeting request is being sent by:

a. Hovering over the name when making a selection using the side buttons;



b. Or by viewing the details provided in the drop down menu when typing a name directly into the field.

4. Enter any additional specifications for the meeting into the other available fields and then select Save to send the meeting request.



5. The meeting request will be sent to each of the invitees’ inboxes, allowing them to accept your meeting request.

6. Their responses to your meeting request will display in the inbox associated with your CURA login, such as Outlook.



Creating Recurring Schedule Items CURA allows you to create recurring schedule items to easily keep track of recurring activities without having to re-create the item several times on the calendar.

1. Within the Scheduling window, select Recurrence.



2. Next, specify the recurring pattern (daily, weekly, monthly, or yearly), the start date/day and the range of recurrence (no end date, end after, or end by a certain date). Once finished, click on the Save button at the top right corner of the window.

The activity will now appear within the calendar based on the recurring pattern you specified.



Editing Scheduled Activities

1. Select a scheduled activity item either from the schedule calendar by selecting the activity from the day it one which it is scheduled, or from the activity-to-date tab of a record by selecting the details button.



2. The scheduled item will open in a new window.



3. Make any changes you require, such as adding additional participants, changing the date and/or time of the event, or the activity note field.

4. Select Save once you are satisfied with your changes. You will see the activity on your schedule move to the newly specified date and time.



Creating Related Follow-Up Scheduled Items Using Save & New

1. Rather than creating a new scheduled item and selecting Save, you may opt to select the Save & New button which will save the activity and open an identical one for you to schedule farther in the future. For example, if you have called a candidate but had to leave a message, you could specify the status as completed, and use the Save & New button to save the existing activity and schedule the follow up.



2. A new window will open, containing the same details as the previously created activity.

The start date will be highlighted for you to easily use your down arrow key on your keyboard to change it to tomorrow or another future date.



3. Adjust the date, and any other important details, such as changing the Schedule Status from Completed to Not Started or Scheduled (depends on your list of statuses). Feel free to update the note as well and schedule the next related activity by selecting Save, or you may prefer to use Save & New again.



Creating Related Follow-Up Scheduled Items Using Close & New

1. Rather than creating a new scheduled item and selecting Save, you may opt to select the Close & New button which will save the activity, giving it a Completed status for you, and will open an identical one for you to schedule farther in the future.



2. A new window will open, containing the same details as the previously created activity.

The start date will be highlighted for you to easily use your down arrow key on your keyboard to change it to tomorrow or another future date.



3. Adjust the date, and any other important details, such as applying a Schedule Status. Feel free to update the note as well and schedule the next related activity by selecting Save, or you may prefer to use Save & New or Save & Close again.



Completing Scheduled Activities

1. Select a scheduled activity item either from the schedule calendar by selecting the activity from the day it one which it is scheduled, or from the activity-to-date tab of a record by selecting the details button.



2. The scheduled item will open in a new window.

3. Use the Schedule Status drop down menu to specify that the activity is Completed, and then select Save.



Deleting Scheduled Activities

1. You may delete a scheduled activity from the schedule if you wish to remove all record of that activity having been scheduled. There are two methods of going about this. First, go to the calendar of an item you wish to delete and make a selection.

Alternatively, select the Activity to Date tab and select the activity you wish to delete from the list.



2. The Activity window will open allowing you to select the Delete button.

3. Once you have selected Delete, use the checkmark to confirm the deletion or the X to cancel it.

Documents

CURA Scheduling Tool · mindSCOPE Staffing and Recruiting Software 2. A window containing candidates will pop up on your screen. On the left is a list of all candidates in the database