***Please note that assigning a teacher to a job is a two step process. The first step is to send an invitation to teachers to Apply for your role, and the second is for the council to make an Applicant an Offer, which they then need to Accept.
A teacher is not booked until they have Accepted an Offer. When they do, you'll receive a notification confirming this and the job will display clearly on your dashboard as 'Teacher Booked'.***
First, head to 'Post a Supply Job' from the left hand menu.
Then set your criteria including the Position you are hiring for, start and end dates (use 'Dates to Be Determined' if the start and end dates are flexible) and Subject.
***If you are hiring for a Primary Supply Teacher, select 'Primary Class Teacher' as the Subject.***
Add in any Special Educational Needs experience you require, and select 'Search For Teachers'. If you receive zero candidates, please refine your search criteria.
Press the green 'Invite All Candidates' button:
You will be taken to the Job Preview page where you need to add a few more details about your job including an internal reference, cover reason, desired start and end times, job expiration date/time (the point at which the job will stop accepting applications), number of paid hours, instructions for where and who to report to, and a job description:
In the Expiration Date section, you can define the point up to which you will accept applications for your job. This could be the same as the already-defined start date and time, or it could be after or before this time.
For example, for a last minute emergency cover role you may post your job at 8am with a desired start time of 8:30am; but in practice because it is a last minute request you would be open to continuing to receive applications up until 10am.
When your defined Expiration date/time passes, the job will Expire and will no longer accept applications. However this does not prevent you from Offering the job at any time to an applicant.
Notify the Council admin
From the Notifications section, ensure you notify the relevant Council HR admin for your setting by checking the box. ***It is important to ensure the box is checked to ensure the Council admin is notified of applicants so that they can assign an applicant to your job***:
Finally press 'Send Invitations' at the bottom of the screen to post your job to candidates. They will receive an email and text message notifying them of the job and with a link so they can log in to the platform and either Apply for it or Decline it.
Reviewing candidates and making Offers
From this point Inverclyde Council admin staff will receive notification of applications from teachers, and will take care of Offering the job to them. Once a job has been Offered to a candidate by the Council, the candidate receives a notification and must log into the platform to either Accept or Decline the Offer.
To view the Applicants for each job and make an Offer, click 'View Details'. The applicants and invitees will appear in a list as shown below.
Click the blue 'Review Candidate' button next to the relevant candidate in order to see more of the teacher's Profile and make an Offer. You can also update the candidate's status in the Applicant Tracking section if a longer screening process (e.g. an interview) is needed for the role:
When you click 'Offer', the teacher will receive an email and text informing them of the Offer. The email/text will also contain a link so the teacher can log back into the app and Accept the Offer.
The Offer must be Accepted for the teacher to be booked, and multiple Offers can be sent at one time. If more than one Offer is sent, the first teacher to Accept will be booked and the job will no longer be available for other teachers.
If your job was posted with defined dates the timesheet will be automatically created for those dates. If your job was posted as 'Dates to be Determined' you will need to add timesheets for the relevant dates.
***Please ensure that you add timesheets for jobs that are 'Dates to be Determined', and if you extend or reduce a booking please ensure the timesheets reflect the days and times that were worked as the timesheets are used for reporting purposes. Don't forget to Approve the timesheets as well.***
Each timesheet can be edited on a daily and hourly basis: