The Carter Wellington Applicant Tracking System (CWATS) is a sophisticated, yet easy-to-use cloud based platform that allows you to manage nearly every aspect of the recruitment process. An introduction to the platform and its basic functions can be viewed here.
The platform is very important as it links and automates many of the functions that are required to operate in recruitment today. Most importantly, it links your clients (companies) and the people you work with (contacts), with your candidates, and allows you to track them from application to placement to invoicing.
Where do you start?
As in most things, you need to start at the beginning. Doing everything as detailed here will reward you in the future, with information, placement pipelines and invoicing instantly available.
- Check and connect to your email
- Enter your clients (companies)
- Add contacts (the people you deal with at your clients)
- Request terms of business
- Create job orders (advertise vacancies)
- Attract candidates
- Shortlist and Introduce
- Make placements
- Request Invoices
- Receive fee
1. Check and connect to your email
After you have signed in to CWATS, you can select Email from the left hand menu. This will open our web-based email client in a new browser tab or window. This email web client has everything you need to manage your business email communications, with the additional benefit of recording emails against the relevant record in the CWATS when they are sent.
- Check the email signature (you can just send an email to your personal email address – gmail or other).If you want any amendments, please contact [email protected]
- You can connect other devices and/or clients to out email server. For more information go here.
2. Enter you clients (companies)
The first thing you need to do is get your clients (companies) and the people you deal with regularly (contacts) in to CWATS. This is very important as it:
- Provides all the necessary details (including contact details) about the client you are dealing with;
- Allows you to request Terms of Business to be created;
- When you make a placement, points 1 & 2 allow the Carter Wellington accounts team to invoice correctly on your agreed terms, ensuring the shortest possible delay in receiving your funds.
You can create a company manually, or if you have a number of clients you need to enter, you can provide Carter Wellington with the information in a spreadsheet in CSV format. You can download the appropriate CSV file as follows:
Once completed, simply email the file to [email protected] and you will be notified once the import has been completed.
f you have concerns about how other users can see and access this data, please refer to Visibility of Records.
Note: By submitting this information and requesting it be imported into CWATS, you warrant that you have a legal permission to do so.
3. Add contacts (the people you deal with at your clients)
Once you have your companies in CWATS, you can now add any contacts that you may have that you deal with regularly either by phone or by email.
Again you can create the contacts manually, or you can provide Carter Wellington with the information in a spreadsheet in CSV format. You can download the appropriate CSV file as follows:
Once you have entered all the information, simply email the file to [email protected] and you will be notified once the import has been completed.
4. Organise Terms of Business
Your clients will need to enter into an agreement to pay a recruitment fee (you do not want to be working for free). To request terms of business for your client to sign, you need to have at least step 1 above completed. Comprehensive instructions for requesting terms of business for you client are available here.
5. Create Job Orders (advertise vacancies)
Comprehensive instructions for creating job orders and having them advertised are available here.
6. Attract Candidates
When you have created job orders and they have been published to the Carter Wellington website, any applications made will be automatically entered into CWATS and added to the job order pipeline. Each time an application is made, you will be notified by email with direct links to both the job order and the candidate record.
The job orders are also distributed via Global Career Networks which posts and distributes via Global Careers and multiple aggregators such as Indeed, CareerJet, JobRapido, Jooble, ZipRecruiter and more, dramatically increasing the viewing audience. We are constantly engaging with job board partners to improve reach and application rates.
If you have a specific job board that you have found useful, then feel free to use it, however understand that this will be at your own cost.
7. Shortlist and Introduce
This is something you should be very (very) familiar with.
8. Make placements
This is also something you should be familiar with.
9. Request Invoices
To request an invoice be issued, you will need to close off the Job Order, at which stage, that system will automatically prompt you for teh invoicing details. For detailed information please see Requesting an Invoice.
10. Receive Fee
Carter Wellington takes care of all invoicing and collections so you can concentrate on making more placements. Once a client pays the invoice, you will receive payment as per our Payment Terms.