PCRecruiter Training

Supported Browsers: Chrome, Safari, and Microsoft Edge.

Steps to Log into PCRecruiter:

1. Access the Site:

• Visit kimmelandassociates.pcrecruiter.net.
• You will be redirected to the login page for PCRecruiter.

2. Login Credentials:

• Enter your initials and password in the designated fields.
• If you don’t know your password, submit an IT Support Ticket via the Kimmel Intranet. Our IT team will assist you with a password reset.

3. Database Selection:

• Ensure that you select the correct database before proceeding.

4. Application Prompt:

• Upon logging in for the first time, you may receive a prompt to open the PCRecruiter application.
• Check the box to “Always allow PCRecruiter to open the application” and click Open.

5. Bookmark the Login Page:

• Once logged in, it is recommended to bookmark the page for easier access in the future.

Company-Centric Database

PCRecruiter is a company-centric database, meaning you cannot create any new records (people or positions) without linking them to a company.

Steps to Create a New Company

• Your first step should always be performing a quick search first to ensure the company doesn't already exist in PCR. This helps us avoid creating duplicate records.
• After confirming that the company is not already in our database, click on the “Company” icon in the top-left corner of the screen.
• If the company is not found, click the “Plus Sign” in the top-right corner (the “Add Company” button).
• Enter all required information. Required fields are marked with red text.

Shortcut for Data Entry

• If you have the company’s website open, click the icon beside the company name field.
• Paste the company’s information (such as name and address) into the provided box and click Parse. The system will automatically parse as much information as possible.
• Complete any remaining fields to the best of your knowledge.

Saving the Company Record:

• Once you’ve entered all the required and relevant information, click Save at the bottom of the screen.
• The newly created company will now appear in search results when you look it up.

Click HERE to take the quiz after completing the training video.

Follow the steps outlined in the video to add contacts to PCRecruiter.

Preferred Method – Add from Company Record

Start from the Company Record: Using this method will automatically associate the new name with the current company.

• First, verify that the person is not already in the database.
• Navigate to the company record that the person is associated with.
• Click the Add New Name icon at the top of the company record.
• Use the email signature parsing method or manually enter the required information.
• Complete the fields and save the record. The new name will be listed under the company’s Names tab.

Alternate Method – Manual Entry Using the "Candidate Wizard"

1. Check for Existing Records:

• Before creating a new name record, search the database to ensure the person does not already exist.

2. Add a New Name:

• Go to the Name tab and click the lightning bolt icon with a plus sign in the top-right corner.
• Choose Manual and then click Start to open the Candidate Wizard.

3. Required Information:

• Enter the first name, last name, and area code (or work phone).
• PCR requires a company name. If you do not associate the person with a company, PCRecruiter will automatically link them to the default company.

4. Add Company Details:

• If the person is associated with an existing company, start typing the company name, and select the correct match from the search results.
• If the company is not in the database, type the company name and click the Company icon to finish entering the required details. Once complete, click Save.

Alternate Method #2 – Parse Information from an Email Signature

1. Add a New Name Using Email Parsing:

• Click the lightning bolt icon with a plus sign in the top-right corner.
• Choose Manual and then paste the email signature into the Name field.

2. Automatic Parsing:

• Click Parse, and the system will automatically fill in the available information.
• Review and complete any additional required fields before saving the record.

Click HERE to take the quiz after completing the training video.

Takeaway:

• You can search for three types of records: company, name, and position records.
• Name searches are not limited to just first and last names; you can also search by email, city, state, class, etc.
• To refine your search, click “Basic Search” again, which will bring you back to the previously filled information.
• To clear the form and start over, click the “Name” icon again.
• Tip: Start with broad information and then narrow it down for more accurate results.
• You can save your favorite search settings by clicking “Save as Default” at the bottom of the search fields. Ensure all input fields are empty before saving, as the system will use that as the default search for future sessions.

Take the quiz

1. To access the advanced search for names, click on “Name” at the top of the page, then select “Advanced” located next to “Basic.” This opens a new screen. Use the slider on the left to expand the view.
2. You can perform a simple keyword search or utilize the dropdown menus to search with predefined terms, such as job titles or company names. Additionally, you can combine keywords with predefined terms for a more specific search.
3. To modify the search results, click “Advanced” at the top to return to the input fields.
4. You can limit the type of information or documents the system searches for; for example, you can search only for current resumes.
5. Use the “AND” / “OR” toggle to refine your search criteria further.
6. Boolean search logic can be applied in the keyword search, allowing for more complex queries.

There are two methods to save a search:

1. Create a shortcut in the form of a template for searches you frequently run by saving the search parameters.some text
   • To save the search parameters and create your template, click the save button at the top of the search form. Enter a descriptive name for the search and click save.
   • To access that template later, go to the advanced search form and click the folder icon to view your saved searches.
2. Run a search and save the current results to a Rollup list. This method saves the existing list of names as they appear today, rather than a search template for future queries.

A rollup list is a collection of search results you want to save for later, create a call list, or compile individuals for the same position.

To add names to a rollup list:

• Check the box next to the desired names and click the “book” icon labeled “Rollup Names.”
• This will open a box displaying your existing rollup lists and the option to create a new list.
• Enter a title and a brief description for the new list, then click “Save.”

To access your rollup lists:

• click the rollup icon to view your saved lists. Click on the number associated with the list to open it.

You can also add names to a rollup list while viewing a specific record by clicking the “Add to Rollup” icon. Select the desired rollup list to add the name.

This guide explains how to create a new position record in PCRecruiter.

Step 1: Navigate to the Company Record

• All new positions must be created from within a company record
• Locate and open the record for the company where the position exists

Step 2: Initiate Position Creation

• Locate the "Add Position" icon (appears as a lunchbox) in the company record
• Click the lunchbox icon to open the position template

Step 3: Select the Pipeline

• When prompted, select "Short Pipeline Primary"
• Click the "Select" button to continue
• Important: Always use the Short Pipeline Primary option for all new positions

Step 4: Enter Position Details

• Enter the job title in the designated field
• Use a descriptive title that will help you locate the position later
• The title can be either a marketing job order or an actual job order

Step 5: Specify the Contact Information

• Search for and select the appropriate contact person from the list
• Verify the contact's information, particularly their email address, as this will be used by the front office for sendouts
• Note: The email address shown is pulled from the primary email field in the contact's name record. If the email address is incorrect, update it in the contact's name record.

Step 6: Review and Save

• Double-check all entered information, especially:
• Contact name
• Contact email address

• Optional: Add any personal notes in the additional information section
• Click "Save" to create the position

Note: The contact information you enter will be used by the front office for sendouts. Always verify the accuracy of the contact's email address before saving the position.

Linking a candidate to a position is required before requesting a sendout from the front office.

Step 1: Navigate to the Candidate Name Record

• Open the name record for your candidate in PCRecruiter
• Locate the chain link icon 🔗 in the interface to open the "Link to Position" menu
• The system will display a list of recently viewed or created positions

Step 2: Search for the Position

• If your desired position is not in the recent list, you can run a search
• Enter the company name and job title in the search field
• Click the search button
• Optional: Set the "All Open Positions" filter to "Open Positions (Your Initials)" to view only your positions

Step 3: Link the Records

• Locate the desired position in the search results
• Click "Select" next to the position
• Click "Link Items" to complete the association
• The candidate will appear in the pipeline associated with the position, ready for the next step (requesting sendout)

Important: Linking a candidate to a position is a required step before you can request a sendout from the front office.

Before requesting a send out, you must have already created your position and linked the candidate to that position.

A sendout request asks the front office to send a candidate's information to a hiring authority. There are two methods to request a sendout.

Method 1: From the Candidate's Name Record

Step 1: Access the Pipeline Tab

• Navigate to the candidate's name record
• Click the "Pipeline" tab
• Locate the position you want to request the sendout for

Step 2: Create the Sendout Request

• Click the plus sign (+) next to the position
• Select "Add Step" to open the sendout request template
• Enter any notes for the front office, including:
• Cover notes for the hiring authority
• Special instructions about project lists
• Additional people to be copied on the sendout
• Any other relevant information for the front office

• Click "Save Step" to submit your request

Method 2: Using the Pipeline Tab

Step 1: Access the Pipeline

• Navigate to the candidate's name record
• Click the "Pipeline" tab
• Click the position title to open the position pipeline
• Locate your candidate in the inbox stage

Step 2: Submit the Request

• Either right-click and select "Add Step" or drag and drop the candidate to the "Request Sendout" stage
• Enter your notes for the front office
• Click "Save Step" to complete the request

What Happens Next

• The front office will process your sendout request
• You will receive a copy of the sendout email
• The front office will move the candidate to the "Resume Sent" stage
• You can begin moving the candidate through subsequent pipeline stages (interviews, etc.)

Form letters in PCRecruiter allow you to store and use email templates directly within the system, eliminating the need to maintain separate templates in Outlook or Word. This guide explains how to create and use form letters effectively.

Types of Form Letters

PCRecruiter supports different types of form letters:

• Name Letters: Templates for emails sent to candidate records
• Position Letters: Templates for job-related communications
• Other types are available but follow the same creation process

Creating a New Form Letter

Accessing Form Letters

• Click System at the top of the screen
• Select Form Letters
• Choose the appropriate category (Name Letters or Position Letters)

Create New Template

• Look for the New option in the menu
• If not immediately visible, click the dropdown menu to see all available options
• Click New to create a template

Configure Template Settings

• Your username will appear as the template owner
• Templates can be personal (only visible to you) or global (available to all users)

Compose the Template

• Type your desired template content
• Use the Insert Field option to add dynamic content:
• Click Insert Field to see available fields
• Type in the search box to filter field options

• Common fields include:
• Print Date
• Name fields (First Name, Last Name)
• Current User Email Signature

• Job Description (for position letters)

Save the Template

• Click Save when finished
• Close the window to return to the form letters list

Using Form Letters

Sending to Individual Recipients

From a Name Record

• Open the recipient's record
• Locate their email address
• Click the envelope icon next to the email address
• Select Form Letter instead of starting a new email

Select and Customize

• Choose the desired template from the list
• The system will automatically populate all dynamic fields
• Review and modify the content as needed
• Update the subject line
• Verify the recipient's email address
• Click Send

For Position Letters

• After selecting a position letter, you'll be prompted to choose the relevant job
• Select the appropriate position from your list
• The system will populate the template with job-specific information

Viewing Sent Letters

• To view sent form letters:
• Open the recipient's record
• Go to the Activities tab
• The email content will be visible in the activities list

Best Practices

• Testing: When testing templates, use your own email address or a test email address. The training database will actually send emails, so be careful with real addresses.
• Organization: Create clear template names for easy identification
• Sharing: Consider whether templates should be personal or global
• Types: Use appropriate template types (Name vs. Position) for better organization
• Dynamic Fields: Use Insert Fields whenever possible to automate personalization. Always verify that dynamic content populates correctly before sending.

Template Visibility

• Templates marked as "trainer global" are available to all users
• Personal templates (marked with your username) are only visible to you
• You cannot see other users' personal templates unless they are shared globally

Notes

• Form letters can be used with roll-up lists for mass communications
• Templates remain unchanged even when you modify content for individual sends
• The system maintains the original template while allowing customization for each use

Accessing Email Templates

Step 1: Navigate to Templates

• Click the System icon at the top of PCRecruiter
• Select "Form Letters" from the menu options

Step 2: Choose Template Category

• Select "Name Letters" for individual contact emails
• Select "Company Letters" for business development communications

Note: Name Letters are most commonly used for bulk emails to individuals, while Company Letters are typically used for business development purposes.

Creating a New Template

Step 1: Start Template Creation

• Navigate to Form Letters
• Select your desired category (Name or Company)
• Click the plus (+) sign to create a new template
• Enter a descriptive name for your template

Step 2: Add Dynamic Fields

• Use the "Insert Fields" tab on the right side of the editor
• Type the field name you want to insert (e.g., "firstName")
• Select the appropriate field from the dropdown
• Common fields to include:
• First Name for personalization
• User Email Signature for automatic signature insertion

Step 3: Save Your Template

• Review the template content
• Verify all dynamic fields are properly inserted
• Click Save to store your template

Using Email Templates

Step 1: Individual Emails

• Open the desired name record
• Click the Form Letter option
• Select your template from the available options
• Review and send the email

Step 2: Bulk Emails with Roll-up Lists

• Open your desired roll-up list
• Select the intended recipients
• Click the envelope icon at the top
• Create or select an existing campaign
• Choose a category for the campaign
• Select your email template
• Preview the email to verify formatting and dynamic fields
• Verify recipient email addresses
• Click Send to distribute emails individually to each recipient

Best Practices

• Always preview emails before sending
• Verify the correct email address field is selected (primary, work, etc.)
• Check recipient records and email addresses before sending bulk emails
• Use first names instead of formal salutations (Mr., Ms., etc.)
• Keep templates organized by using clear, descriptive names

Important: When sending bulk emails, the system sends individual emails to each recipient, ensuring privacy and maintaining a personal touch.

Steps to Change a Candidate's Company

• Search for the Candidate: Go to the homepage and use the basic search to find the candidate by name.
• Access Candidate Record: Click on the candidate's name to open their record.
• Change Company Association:
• Hover over the company icon (chain link) next to the candidate’s current company.
• Click the icon to search for the new company.
• Enter the new company name (e.g., "Construction Jobs") in the search bar and hit Search.

• Confirm the Change:
• Select the desired company from the search results.
• Confirm the change when prompted: “Are you sure you want to move [Candidate Name] from [Current Company] to [New Company]?”
• Click Save.

• Verify the Update: A notification will confirm that the candidate has been moved to the new company. Click "Close" and check the candidate’s record to ensure the change is reflected.

Steps to Add a New Contact to a Company

• Access Company Record: Navigate to the company’s record by searching for it in PCRecruiter.
• Add New Contact: Click the Add New Name icon located next to the Save button, then fill out the new contact’s information as required.
• Save the New Contact: Click Save to associate the new contact with the company.

Connect RingCentral to use the calling and texting features available through PCRecruiter.

Steps to Connect RingCentral

1. Look for a red notification bar indicating that RingCentral is not connected.

2. Connect RingCentral:

1. Click on the red bar to prompt the sign-in screen.
2. Enter your RingCentral email address and password.
3. Select the option to stay signed in and click the Sign In button.
4. Authorize PCR to access your RingCentral account.
5. The red bar should change to green, indicating a successful connection.

Making a Call

Initiate a Call:

• Use the phone icon located at the top of the PCR interface.
• Select the type of phone number you want to call (e.g., Mobile, Work Line, Pager).

Direct Call from Name Record:

• Navigate to a candidate's or contact's record.
• Click the phone icon to initiate the call directly.

⚠️ Important: When using the phone icon in a contact record, the call will start immediately upon clicking. Ensure you're ready to make the call before clicking this icon.

Sending a Text Message

Initiate Texting:

• Click the SMS icon at the top of the PCR interface.
• Choose the number to which you want to send the message (e.g., Mobile, Pager).

Compose and Send the Message:

• Type your message and click Send.
• PCR will confirm that the message was sent.

Additional Notes

• You can leave notes for both calls and texts in the activity pane after initiating them.
• For direct messaging or calling from a contact's record, ensure that the correct phone number is selected to avoid unintended calls or messages.

This guide explains how to customize the layout and fields displayed in PCRecruiter name records, company records, and job orders. Each user can create their own personalized view without affecting other users' layouts.

Step 1: Access the Customization Menu

• Open any record (name, company, or job order)
• Locate the hamburger menu in the middle toolbar
• Click the menu and select "Customize"

Step 2: Use the Layout Editor

• A new window will open showing your current layout in an editable format
• The editor provides a blank slate view of your current field arrangement
• All existing fields and groups will be visible for modification

Step 3: Modify Your Layout

• Remove unwanted fields
• Click the delete option on any field you don't want to see
• Deleted fields will no longer appear when you view records

• Add new fields
• Click the pulldown menu in any section
• Select additional fields you want to display

• Rearrange elements
• Click and drag boxes to reposition them
• Move entire sections by dragging them to new locations

Step 4: Create Shortcut Groups

• Click "Add Group" at the top of the layout editor
• Enter a name for your new group
• Select the information you want to display in the group
• Example: Choose "Last Few Activities" to show recent record activity

Step 5: Save and Apply Changes

• Click the "Save" button at the top of the layout editor
• Close the customization window
• Open a new record to see your customized layout

Steps to Customize Your Toolbar

Accessing MyPCR

• When you log into PCRecruiter, you will see the basic search and MyPCR tab.
• Click the down arrow next to MyPCR to view available actions.

Pin Frequently Used Actions

• Identify actions you frequently use and pin them for quick access.
• Click the thumbtack icon next to the desired action (e.g., name search).
• Pinned actions will appear at the top of the MyPCR menu for easy navigation.

Move Action Menus

• To minimize mouse movement, you can move action menus to the left side of the screen:
• Click the small arrow next to the menu to reposition it.
• The menu will remain on the left side for future sessions.

Customize Action Bars in Records

• When viewing a specific record (e.g., a candidate), you can customize the action bar:
• Unpin items you rarely use (e.g., changelog, attachments) to declutter the toolbar.
• Pin items you use often, such as Map, Save, or Add Activity for quick access.

Customize actions for recently viewed records:

• Click on the search bar, select "Configure," then choose "Recently Viewed".
• Unpin actions you don’t need (e.g., Email) and pin those you do (e.g., Add to Rollup Record).
• Click save to apply changes.

Change Theme Settings

• Go to User Settings and select "Change Theme".
• Choose your preferred theme (e.g., Dark Mode) and hit save.
• You will be prompted to log out and log back in for the changes to take effect.

Log Back In

• Your new theme will be applied, making the interface easier on your eyes.