Submitter in aiTime

Intro

We have introduced the role of submitter in aiTime, especially to make it easier to deal with subcontractors. The background is that in some cases during the ongoing deal, the email address of the candidate has changed because another person is creating and submitting the performance records.

What has changed.

The submitter now manages the performance records, while the candidate is only listed in the contract (deal).

Initially, the submitter has to be selected once per deal in the setup, but in the long run this results in many advantages. Already when the submitter field is integrated into the aiFind part, the first advantages become noticeable.

The details

• The user always defines a submitter in the setup. All manager email addresses of the company are displayed in the dropdown. Alternatively, any email address that is not stored in aiFind can be used.
• The manager must be selected once per deal.
• There can be any number of submitters per deal, but at least one.
• After selecting the email address, the invitation will be sent (as before).
• If the email address of the submitter has already been used (e.g. for a previous deal), no new invitation will be sent.
• It is not possible to select an email address for a submitter if it has already been used for a manager or candidate. If this is done, an error message will appear.
• Each submitter sees his or her own track record. It is not possible that all submitters can see and manage all performance records. If you find that this is not practical after the release, please let us know and feel free to leave feedback at htttps://roadmap.aifind.io.

FAQ & Best practices

• In the majority of cases, you can use the candidate’s email address 1 to 1 for the administrator’s email address.

• When working with subcontractors, it is often the case that the manager himself, the accounting department or someone similar wants to manage the performance records. In this case you use the email address communicated by the subcontractor.

• How can I change the email address of the candidate before starting the project? Just change the email address of the submitter. Just remember that only the email address with which a track record was created can see and manage it.

• How can I change the email address of the candidate during the project if he/she leaves the project?

  • You can change again the email address of the person in charge. Depending on your company’s policy, a new contract may need to be drawn up, as there will be a change in personnel. Clarify this if necessary again internally.
  • Performance records that have already been started must be completed by the candidate or canceled by the user. If the performance period has to be blocked, you should not forget this either.