Table of Contents

1. Front Page of Diva ..................................................................................................................................... 1

2. Inside the Candidate Profile ...................................................................................................................... 2
3. The Company Profile ................................................................................................................................. 4
4. The Contact Profile................................................................................................................................... 7
5. Client Mass Email ...................................................................................................................................... 8
6. Syncing JobDiva & Outlook ..................................................................................................................... 10
7. Candidate Testing: .................................................................................................................................. 13
8. Hire Sheets .............................................................................................................................................. 15
9. Off Sheets ................................................................................................................................................ 20
10. Outlook Calendar .................................................................................................................................. 22

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1. Front Page of Diva

You can rearrange these icons by left clicking and dragging on any of these. This will permutate to any
computer you log into.

The highlighted yellow bar is the universal bar. It will pull generalities and it has an SEO type mentality to
it. Therefore, if you search Michael, the last person you spoke with Michael will most likely come up.
You can refine these by job candidate contact company and notes. You can click any of the above by
clicking on what you are trying to search by.

If you aren’t 100% sure on spelling then use a search by contact, company, employee, or candidate. If
you type in letters “the”, it acts as a database % symbol, meaning that anything following the initial
input “the”, will contain the letters but will also be contain everything starting with “the”.

2. Inside the Candidate Profile

Hard reading? Ctrl + mouse wheel easily zoom to see 1-12 above.

1. Assignment is after an employee is hired, will be inputted by Sales Rep

2. Saved Emails will show all e-mails between recruiters, sales and the candidate.
3. This shows if the candidate applied
4. UDF -This should be checked for every candidate prior to a phone call. Please click on the
“staffing” tab. This will contain past tests, quick employment notes if applicable and career start
information.
5. This manila folder is where you put the candidate tests, reference uploads from Skill Survey,
offer letters, letters of recommendation ETC. It will have a drop down to file.
6. This is if you are doing a manual phone reference, it will want you to tie it into a Diva Company
contact record and will create one if it doesn’t currently exist.
7. This shows if a candidate has been sent an e-mail merge.
8. This will show their availability date, if they are a past/current employee, or if they are a
500/999 candidate. Update this after talking with a candidate if their availability has changed.
9. This shows when candidates are sent to a sales rep, to the client or had/has an interview setup.
10. This is where you link job orders and interactions. You can click “search more jobs” the job
status to put a note to a previous filled, closed or on-hold order.
11. Click Qualifications and click interviewed and yes after interviewing a candidate.
12. After a candidate has CAD tested with either AutoCAD or Solidworks, reflect this here and the
UDF

Side Note: if you have quotation marks such as the below, the DIVA profile will not update correctly, as
in in you cannot save UDF’s. Please make sure you update the name in the Legal name portion, deleting
the quotation around Mike.
3. The Company Profile

Make sure to attach any agreements to the company profile, either sent or fully executed.

If you are creating new companies, please update the field to keep the database organized.

If you want to protect the company, make sure to update the 100 list tab & make sure you are the
owner of the company. In Company Notes, please make one stating “100 list addition”
As there may be duplicate companies, companies that have been bought out or a Diva saving error,
merging companies helps keep the database clean

Most important thing is to go to the most recent company that has the up to date address and
information.

Once you are in that profile, click on the U shaped arrow symbol, the below Merge Companies screen
should show up. From there, start typing in the hopeful companies, in this case, after typing in “watl” at
on of Watlow’s came up, from there, you can just click on the correct company and press the Merge
button.

You can only merge one at a time, but this will allow you to see ALL jobs from the past (after 1994/6)
4. The Contact Profile

It is hard to track every single email in the notes, so the e-mails are automatically parsed into JobDiva
from our exchange. If there is any conversation between an ESPO employee and a Diva contact with
their email inputted correctly, this can be used to get the most up to date information on an
order/showcase candidate. Every contact with a job order, MUST HAVE AN EMAIL ON FILE!
Sending mass emails tends to be a pain in terms of scope, the UDF Mass-Email allows you to make a
targeted mass email blast without hitting every company you are an owner/primary contact on.

5. Client Mass Email

To send a mass email based on the above UDF, in the home screen go to search contacts

Then owned by, & click the User-defined Fields, mass email YES box is checked
Once you search, the Mass E-mail button is in the top right corner. Once sent, this will create a Note in
the candidate profile
6. Syncing JobDiva & Outlook

in order to make sure your JobDiva (ATS/CRM/Main Tool) syncs with your outlook calendar, please
follow the below steps after you first login to JobDiva.

1. Click the Cog (settings tab)

2. Scroll down until you see Update Job Diva Outlook Synchronization (JOS)
 3. The below window should open up, yours should read the same, username: kellie
Password: *you changed this password when you logged into your workstation, please enter this
here*
 4. Click NEXT

5. Check all boxes and save.

7. Candidate Testing:

Whenver someone has tested, there are 3 things that must be done in Diva to accurate, searchable data.

1.) UDF’s- Make sure the Recall, and Test Results and interview comments are filled in. The Tested
& Test Date are not necessary & redunant
 2) Qualifications – remember anyone you bring in to test, is also interviewed. Remember, all
squares are rectangles, but not all rectangles are squares, same thing for this.

3) Attachments- We have a Graded folder for the purpose of uploading the test into Diva. It’s a
hard copy in case we ever need to refer back to the test, change tests or see what they did differently
from one to the other. Please Delete the test in the graded folder after successful upload to JobDiva.
8. Hire Sheets
a. Contract to Hire/Contract Hire Sheet

To start out with, any hire sheet needs to have a job order already created, and an external submittal.
You can have a start sheet without an interview, (technically you can just click on the briefcase if you
never sent the resume, but we always will send a resume to a customer)
In the candidate profile is where you will engage the “start” button for either contract or direct hire
candidates.

Your schedule start should look like the above, with a start date, final bill rate, agreed pay rate & the
position type. The internal notes will be identical to what is put into ESPO Work history in the UDF’s.
On ALL Contract starts, you need to do an edit the assignment record and how are you tracking time?

Through JobDiva time sheets? If so, make sure the Send Email to *candidate* is checked

To get the process for correct for Assignment record &/or Timesheets

 CLICK HERE

REMEMEBR TO FILL OUT THE UDFs!

b. Direct Hire Sheet

Just as in Contract, you click start after submitting a resume. I’ve never seen a walk on direct hire start,
so most likely they will have interviewed via phone or in person.

If you aren’t seeing the Fee Type show up, make sure the position type says Direct placement

You will not need to send the start email to candidate or hiring manager through Diva.

As shown before, make sure the salary, Fee % correct recruiter & internal notes are put in.

The Internal notes are put into the UDF’s again, and the recall will be changed to 100
You will receive an email in outlook, please make sure you forward this over to Hire sheet to let
Accounting
9. Off Sheets

1. You will click back on the start record in the candidate’s profile, the first step will be to update the
internal notes and put in the end date. Click Save after this.

2. You will then need to click BACK on the start record, and click terminate, the below window will
appear
Termination date should be the same as in the start record end date.

Update the reason for leaving.

Performance code – This will correspond with the UDF performance code

Notes: this should be identical to then internal notes

All candidates should be marked as PAST Employees

After completion, go into the assignment record and un-check Bill & Save.

Then un-check Pay & save

A job diva organizer email will be send to your outlook, please forward this over to off sheet.

10. Outlook Calendar

As the Solidworks Test, CAD Test & Conference room all have calendars embedded in them for
interviews & testing purposes, it should be transparent as to if they are open or not

In your outlook, click the calendar icon (circled red below)

This will take you to the below screen which will display your calendar, to open additional calendar, click
Open calendar, and then address book

Once in address book, please open CADtest1, Solidworks Test & 855 conference room (you can do all 3
at once)

After completion, you should see 3 additional calendars in your outlook.