Help Centre

User Accounts

1How do I add a new user?

If you’re an Admin, you can add other users in your organisation to your account. It’s important that each individual in your organisation who will use the platform has their own account.

To add a new user:

  1. Click on the Users section in the navigation bar
  2. Click Add User in the top right of the main table
  3. Complete their First Name, Last Name, Job Title and Email Address
  4. Your new user will receive an email to complete their setup
2What is an Admin?

On Sourcr, an Admin is the organisations administrator responsible for adding/deleting users and monitoring the activity of other users in their organisation. As an Admin you can manage jobs on behalf of other users, for example if they’re on holiday, and see significant updates such as when a candidate is offered a job.

The first person to sign up in each business is designated the Admin as default. This can be allocated to somebody else if the business chooses to.

An Admin can interact with the platform in the same way as other users, but also has the special features mentioned above.

3What is a Sub-User?

Most users on the platform are Sub-Users.

Anybody who is not an Admin is a Sub-User.

Sub-Users represent their organisation on the site and manage the recruitment process.

4How does a Sub-User register or activate their account?

A Sub-User can register through the main sign up page on the Sourcr site. When selecting your ‘Company’, be sure to pick the correct one from the drop down and this will link to the company account and await approval from the Admin.

Alternatively, an Admin can add a Sub-User as detailed above. In this case the Sub-User will receive an email with further instructions.

To activate your account:

  1. Open the email from Sourcr
  2. Click on the link and enter your chosen password
  3. Complete your profile
  4. You will not be able to interact with the platform until you have completed your profile
5I accidentally rejected a user. What should I do?

Don’t panic! Simply follow the instructions below to activate the user:

  1. Click on the Users section in the navigation bar
  2. At the top of the main table click on Rejected Users
  3. Tick the box next to the rejected user you wish to activate
  4. Click the action button drop down at the top left of the table and select Approve
  5. Click Apply
  6. Your user is now active and will be in the Active Users section
6What are Account Requests?

These are requests from other users to join your organisations account. These users have signed up on the main site and selected your company as their employer. It is important to only accept requests from people in your organisation who you wish to use the platform. To accept an Account Request:

  1. Click on the Users section in the navigation bar
  2. At the top of the main table click on Account Requests
  3. Tick the box next to the user you wish to activate
  4. Click the action button drop down at the top left of the table and select Approve
  5. Click Apply
  6. Your user is now active and will be in the Active Users section
7How do I reallocate the company Admin?
  1. Go to the User you wish to allocate as the Admin and visit their profile.
  2. Click the switch to enable them as company Admin.

Employers

Create A Job

1How do I create a job?

To create a job, you can either:

  1. Go to Dashboard and click Create a Job in the top right
  2. Go to My Jobs and click Create a Job in the top left next to bulk actions
2What job title should I choose?

You should use the job title that the employee will be given when they join your business. If the Job Title used in your organisation does not give a clear indication of what the role is you can put the industry standard title in brackets next to it. For example, if you use the Job Title “Partnership Advancement Consultant” and the role is to find new business, you may want to put “(Business Development Manager)” next to it, to help recruiters understand the role.

It’s important to use the actual title in the job posting as this is what the recruiter will brief candidates on.

3What is a job category?

Job Categories help recruiters understand what function the role will sit in within an organisation. For example, Project Manager, could sit in a number of areas, so by selecting the category, such as Technology, recruiters will be able to easily determine whether the job sits in their area of expertise.

Job Categories match Recruiter Specialisations, with Recruiters searching for jobs based matching their expertise.

4What is the difference between Permanent and Fixed-Term Contracts?
  • Permanent Jobs
    These are for a permanent position and fees are calculated based on an annual rate.
    The candidate will become your employee and you will be responsible for paying them.
  • Fixed Term Contracts
    These are where you employ a candidate for a fixed period of time, typically a number of weeks or months.
    The candidate becomes your employee and you are responsible for paying them.
    Be aware that there are different guarantee periods for fixed term contracts. Please check out terms & conditions before posting.
5What is the number of vacancies?

This is the number of live vacancies you have available.

You can still hire more than one candidate even if you only select one vacancy, but this gives an indication to recruiters of how many candidates to submit.

6What are skills?

Skills are key skills or qualifications that are required for the job. For example CPA Qualified or .NET. This helps recruiters quickly decipher the type of skills you’re looking for.

You can enter any word you want press enter to add a skill.

7What should I write in my company overview?

Your company overview is pre-populated based on the company overview that has been entered for your business by the Admin. You can edit this if you feel it is necessary, for example if you want to add details about your particular division of the company.

This is you opportunity to sell the business and recruiters will use this information to brief candidates. It’s important to be honest otherwise your candidate may have different expectations to reality and it could result in wasted time, or worse a candidate employed that isn’t really going to enjoy the job.

Provide some background on the company and talk about why it exists and what it is trying to achieve. Things you could include:

  • Date founded
  • States/Countries you operate in
  • Products or Services sold
  • Vision, Mission and Values
  • Unique Selling Point (Why are you different to your competitors?)
  • Culture (What is it like to work there?)
  • Awards the company has won
8What should I write in my job description?

If you already have a job description, you can upload it in the field below. Review it carefully to make sure it includes the following information and if it doesn’t you can add extra information to the Job Description field. If you don’t already have a Job Description you can create one in the field.

Take your time in completing this section. Recruiters will use it to understand the role and if they can help. Poor Job Descriptions may attract applications from recruiters who are not relevant.

  • Define the purpose of the role in one sentence. For example – “The Business Development Manager is responsible for increasing sales or our Excellent Vaccum Cleaner range in NSW
  • List some expected duties
  • Is this a newly created role or a replacement for an existing role (for somebody who has left the business or been promoted)?
  • Who will the role report to?
  • What division does the role sit in?
  • How many people will be in the team?
  • What product or service line will they be involved in?
  • Which internal stakeholders will the person need to work with?
  • Which external stakeholders will the person need to work with?
  • Is there travel involved? How regularly? Where to? How often will you expect the person to be away from home?
  • For territory roles, which area does the role look after? For example, “QLD” or “Brisbane area”.
9What should I write in the desirable candidate profile?

Think about the skills and experience required from the ideal candidate. Break it down into your must-have’s and nice-to-have’s.

The must-have criteria may be things like “CPA qualified” for accountants or “PHP” for a web developer.

Nice-to-have’s may be “4 years’ experience” or “worked for an ASX listed business”.

Ensure that your must-have's are absolutely critical for your role. You can always discuss this in more details with your recruiter.

10Uploading a Job Description

Click in the field and browse for the file.

Sourcr accepts Microsoft Word documents, or PDF files.

11What salary should I set?

When you set a salary in the create a job section it is simply a notional salary to give the recruiter a guideline on the salary on offer. The final salary can be decided at the end of the process.

If you’re unsure what salary to put, set the salary you feel is right for now and your recruiter will be able to give you further advice when they take the brief. If you’re not sure what to put call us on 02 9188 7890 or use the chat box in the bottom left.

Remember that this field is used to calculate the fee. You should enter the sum of the Base Salary + Superannuation + Car or Car Allowance for Permanent or Fixed Term Roles. The Car Allowance Value is the dollar value of the car allowance paid. If you provide a fully maintained vehicle, the amount should be the value attributed to the vehicle or $10,000, whichever is higher.

12What fee percentage should I set?

The fee percentage you set will dictate how many recruiters are likely to be interested in working on the role. Follow the colour scale and keep an eye on the interest field which will help you set the fee. For most roles, we recommend starting at 15% to gauge interest.

If you’re not sure what to put call us on 02 9188 7890 or use the chat box in the bottom left.

13What should I put in detailed compensation benefits?

In this section, you should break down the salary package detailing the base salary, superannuation percentage paid and any car, or car allowance amount.

You should also list additional benefits which could include:

  • Private Health Insurance
  • Clothing Allowance
  • On Site Parking
  • Gym Membership
  • Bonus Scheme
  • Share Scheme
  • Holiday Allowance
14What happens when I save as a draft?

If you don’t have some of the job information available, or you need to step away from the site, you can save the job as a draft. This saves the information you have already inputted and you can complete the rest later.

It will not be posted to the marketplace until you post the job.

15What happens after I post a job?

When you click to post a job you will be asked to accept our terms & conditions again. These are the same terms that were provided when you sign up, but it is important to read them again if you are unsure of any clauses. This forms part of a legal contract and it is important you understand all the terms. If you are unsure you can contact us anytime on 02 9188 7890 or use the chat box in the bottom left.

Once the job is live on the marketplace it will move into you’re my Jobs section and recruiters will begin to apply to work on the job.

16How is fee calculated?

The notional fee is calculated based on the annual/daily/hourly rate entered multiplied by the fee percentage you entered on the sliding scale.

The final fee is calculated based on the salary entered on the hiring form multiplied by the fee percentage set when you posted the job.

My Jobs

1What is the Entry Date?

This is the date that you posted the job to the marketplace.

2What is the closing date?

This is the date that the job will be removed from the marketplace.

It is automatically set to 30 days but you can change this in the Edit Job section. When a job hits the closing date it is removed from the marketplace, but the candidates submitted into the candidate tracker will remain there.

3What is the fee?

This is the notional fee you set based on the notional salary and fee percentage.

4What are the different statuses and what do they mean?
  • Published
    You are accepting applications from recruiters for this job
  • Unpublished
    This job is no longer on the marketplace, but you may continue to receive candidates
  • Draft
    Removes the job from the marketplace and sends it back to draft format
  • Candidates Stop
    You are no longer wish to accept recruiter applications and no further candidates can be submitted
5What are Recruiter Listings?

You access the recruiter listings from the action buttons next to each job. This displays a list of the recruiters who have applied to work on the role.

You can click on the recruiters name to view their full profile.

You should also click on the message button to see if they have added some additional information to their application.

6What happens if I delete a job?

If you delete a job, all information including candidates submitted will be deleted and recruiters will be notified.

7In Recruiter Listings, what does Engaged, Pending Review and Rejected mean?

Engaged lists the recruiters that you have accepted.

Pending Review lists the recruiters who have applied and you need to accept or reject.

Rejected lists the recruiters that you have rejected.

Recruiters cannot see your own or your company’s details prior to being accepted.

8Which recruiters should I accept?

Once you receive applications, take the time to review each profile individually. Some of things you should do:

  • Look at the specialisations of the recruiter to see if they match your job category
  • Check the recruiters placement history. Have they worked on similar roles recently?
  • Check the location of the recruiter. Ideally they will be in the same city or area that you are looking to hire, but the specialisation and track record are usually more important.
  • If reviews are available, read through them.
  • Check the message icon to see if they have sent a message along with their application.

Remember you can pick up to 10 recruiters, but select however many you would like to work with up to that number. You should arrange a time with each recruiter to talk over the brief in more detail and allow them to ask further questions. This will be time well invested and allow the recruiter to find and brief candidates effectively. However, if you prefer not to you can choose to communicate purely through the built in messaging system.

Remember recruiters do not have access to your number. You can either call them (number available on their profile) or send them a message with your number requesting a call.

9How do I accept/reject a recruiter?
  1. Got to My Jobs Section
  2. Click on Recruiter Listing in Action Buttons for the job you are working on
  3. Find the recruiter you wish to accept and change drop down in Status to Engaged or Rejected
10How do I contact a recruiter?

You can choose to communicate through the built-in messaging system or over the phone.

Remember recruiters do not have access to your number. You can either call them (number available on their profile) or send them a message with your number requesting a call.

11How do I remove an engaged recruiter?

In the Recruiter Listings section click on the drop down in status and change to Rejected or click on the X in the action buttons. This will remove the recruiter and any candidates they have submitted.

Candidate Tracker

1What is the date of submission?

This is the date and time the recruiter submitted the candidate.

2What are the Statuses and what do they mean?
  • Pending
    The candidate has been submitted and is awaiting your action
  • Interview Requested
    Change to this status if you would like to schedule an interview
  • Interview Scheduled
    Change to this status once the interview has been confirmed
  • Interview Completed
    Change to this status once the interview has been completed
  • References
    Change to this status if you would like references to be submitted by the recruiter
  • Offer
    Change to this status if you wish to make an offer to the candidate
  • Rejected
    Change to this status if you wish to reject the candidate for the job at any stage
3How do I change a status?

Click on the drop down next to the candidate and select a status.

4How do I arrange an interview?

Change the status to Interview requested and then message the recruiter through our messaging system with the details. Once you have agreed a time and confirmed you can change the status to Interview Scheduled.

*We’re working on an interactive calendar to make this process much simpler!

5How do I view a CV?

Click on the files column for the candidate you wish to view and a pop up will open with all files submitted. Select the appropriate file.

6How do I give feedback on a candidate?

If you are rejecting a candidate based on the CV before you have interviewed them you should use our messaging system to provide some brief feedback as to why.

If you have interviewed a candidate we recommend calling the recruiter on the number on their profile to explain the feedback, good or bad.

If they have been successful, this will help the recruiter keep the candidate engaged.
If they have been unsuccessful, this will help the recruiter when explaining to the candidate the reasons they were not successful and help the candidate improve and support their job search.

7I can’t see a candidate that was submitted previously. Why?

The Candidate Tracker displays the last 5 candidates that have been submitted. Click View All in the top right on the same row as the job title to see all candidates.

8How do I make an offer?

Click on the dropdown in status and change to Offer or click the green Offer button in the action buttons.

This will generate the Hiring Form. Some fields are pre-populated based on the agreement that was entered into when you posted the job. You will need to enter the final salary that you wish to offer the candidate and the date that you wish them to start.

Remember that if your candidate is currently employer they will need to give notice (typically 4 weeks in Australia, but could be more or less). Your recruiter can always change the date if the candidate is unavailable.

We recommend speaking to the recruiter over the phone before submitting the hiring form and talking through the offer. They will be able to advise if the candidate is likely to accept it and help manage the negotiation process on your behalf.

9How much should I offer?

Talk to your recruiter - they will be experts in the industry and can give you guidance on an appropriate salary based on their conversations with the candidate.

10Should I offer the candidate the job in the final interview?

No. We recommend leaving any offers to the recruiter representing your candidate. They will have worked with the candidate through the entire process to understand their mindset, concerns, motivations and expectations. They are expert negotiators and are best placed to achieve a positive outcome.

11My recruiter negotiated the offer. What does this mean?

A recruiter will negotiate the offer if the details on the Hiring Form have not been accepted by the candidate. This could be that they are looking for a higher salary or that they need a different start date.

Contact your recruiter to understand why the changes have been made. It is important that the details on the Hiring Form are correct and accepted by both parties as they will be used to calculate the invoice amount and the guarantee period.

12My recruiter rejected the offer. What does this mean?

This means the candidate has declined the offer.

Contact your recruiter to find out why.

Recruiters

Marketplace

1What is the Entry Date?

This is the date that the employer posted the job to the marketplace.

2What is the Closing Date?

This is the date that the job will be removed from the marketplace and no further applications will be accepted from recruiters. When a job hits the closing date is removed from the marketplace, but the candidates submitted into the candidate tracker will remain there.

3What does Recruiters Engaged mean?

This is the total number of Recruiters that have been accepted to work on the job.

4What is the notional fee?

The notional fee is calculated based on the annual/daily/hourly rate entered multiplied by the fee percentage the employer has agreed to work at.

The final fee will be based on the final salary paid to the successful candidate but the fee percentage will remain the same. You can see the fee percentage by clicking on the job to view all the details.

5What is advanced search?

This can be used to filter the jobs in the marketplace to those relevant to your market. You can free type into location or job title to find relevant jobs or narrow the jobs based on their category, job type or entry date.

6What should I include when applying for a job?

You should only apply for jobs that are in your area of expertise. When you apply, employers will view your profile and look at your track record, specialisations and reviews so make sure it is up to date. You should also include a message in the application if appropriate. This could be a statement about why you’re suitable to work on this role or some brief details on a candidate that you know who you think could be a good fit.

7How do I apply for a job?

You can click on the tick button in the action status next to a job or you can go into the detailed job view and hit apply from there.

8How many jobs can I apply for?

You can apply for as many jobs as you feel you can work on. You should only apply to jobs in your specialisation. Trying to recruit for roles not in your market will make you unproductive and frustrate employers when you don’t deliver.

9How many recruiters can an employer engage?

They can engage up to 10 recruiters. You will be able to see how many they are working with at all times in you’re My Jobs section.

Recruiter Profile

1Do I need a photo?

Yes! People want to see who they are working with.

You can’t apply to Jobs until you complete your full profile which includes a photo. The photo must be a headshot of you, not your logo, pet or an inanimate object. The system needs a 1 x 1 ratio to fit into the box so you may need to crop your photo.

*We're working on a solution for the system to auto crop!

2What are specialisations?

This relates to the market that you work in. They are fairly broad so choose the one that most closely aligns to you so you and you can go into detail on the About Me section.

You can select up to three specialisations, but you should only select as many as appropriate for you. Employers will use this in their decision making process when deciding whether to select you.

3What should I write in the About Me section?

Sell yourself! Talk about what makes you a great recruiter and why you’re passionate about your industry.

You can also go into more detail on your specialisation.

4What should I write in the Placement History section?

You should list up to 10 recent placements you have made. This helps the employer understand if you are used to placing candidates in roles similar to the one they are looking to recruit.

This information is not visible to other recruiters, only employers when you apply to their role. You do not need to give the company name and can instead provide a vague description. It is your decision as to whether you wish to add the salary that was paid to give an indication of seniority.

A Placement History could look like:

  • Marketing Director – National FMCG Retail - $240k
  • Marketing Manager – International B2B Service Provider - $180k
  • CMO – Privately Owned Footwear Retailer - $210k
  • Director of Marketing – ASX Listed Pharmaceutical Company - $260k

My Jobs

1What should I do after being engaged?

Go to your My Jobs section and message the employer asking to arrange a time for a phone brief.

Remember that the fee has already been negotiated so the phone brief should purely be focused on the job and candidate profile. If you already feel confident you know what the employer is looking for you can begin to submit candidates from the Candidate Tracker.

2What do the statuses mean?
  • EngagedMbr>You have been accepted to work on the role and can start submitting candidates
  • Pending Review
    The employer has received your application, but has not made a decision on whether to accept it yet
  • Rejected
    Your application has been unsuccessful and you will not be able to submit candidates
  • Submissions Closed
    The employer does not wish to receive further candidates
3Why can’t I message an employer?

You can only contact an employer once you have been accepted.

If your application is still pending or you have been rejected you will be unable to contact them. If your application is still pending we will send reminders to the employer to make a decision.

4What happens if I cancel a job?

This will notify the employer that you no longer wish to work on the role and remove your candidates from their Candidate Tracker.

Candidate Tracker

1How do I submit a candidate?

Got to the Candidate Tracker and click on Add Candidate next to the job you wish to submit a candidate for.

You can also use the Submit a Candidate action button in the My Jobs section.

You must have the candidates permission to do this. The employer will accept candidates on a first received, first accepted basis. However, if you submit a candidate without their prior approval and a candidate verifies this, we may elect to give representation to another recruiter.

Any recruiter who submits candidates without the candidates permission risks being having their Sourcr account suspended or cancelled.

2What should the cover page on candidate CV’s include?

Each candidates CV should have their contact details removed and a cover page with some basic information. This should include at a minimum:

  • Candidates Name
  • Most Recent Job Title
  • Most Recent Company
  • Salary Expectations
  • Notice Period that the candidate needs to give
  • Confirmation that you have check their work rights

It is your responsibility to confirm that candidates you submit have the right to work in Australia. Candidates that do not currently have the legal right to work or have work restrictions should have this stated on their cover page. This is a legal requirement and non-compliance can result in removal from Sourcr and could put you at risk of prosecution. If you are unsure how to check work rights check the government immigration website.

3Why do I have to give the candidate email?

The system uses this email address to verify that the candidate has not been submitted by another recruiter. It is used exclusively for this purpose and it is not stored by us or shared with the employer.

4I don’t have the candidate email address. What should I do?

You should always attempt to get the candidate email address but on the rare occasion you cannot do this, enter your own email address. The employer will accept candidates on a first received, first accepted basis. However, if you submit a candidate without their prior approval and a candidate verifies this we may elect to give representation to another recruiter.

Any recruiter who submits candidates without the candidates permission risks being removed from Sourcr.

5I am trying to submit a candidate and the system is saying they have already been submitted. Why?

This means they have been submitted by another recruiter.

You should call the candidate to confirm whether they have been submitted by another recruiter. If you believe there has been a mistake or system error call us on 02 9188 7890 or use our Support Chat.

6What should I submit in the additional information section of a candidate application?

You should provide a brief summary of why you believe the candidate is suitable for the role. There is no obligation to this but it will support the employer in deciding whether to accept the candidate.

7What are the statuses?
  • Pending
    The Candidate has been submitted and is awaiting the employers action
  • Interview Requested
    The Employer will change to this status if they would like to schedule an interview
  • Interview Scheduled
    Change to this status once the interview has been confirmed
  • Interview Completed
    The Employer will change to this status once the interview has been completed
  • References
    The Employer will change to this status if they would like references to be submitted. Contact them through the messaging system to understand how they would like the references completed
  • Offer
    The Employer will change to this status if they wish to make an offer to the Candidate
  • Rejected
    The Employer will change to this status if they wish to reject the Candidate for the job at any stage.
8The Employer rejected my Candidate but I don’t know why

When an Employer rejects a Candidate they should contact you either through message or over the phone to explain why. If they have not done that you can contact them through the messaging system.

9I’ve received an offer for a Candidate. What should I do?

Manage the process exactly like you would offline. You can contact the employer through message if you need more details. Once you have spoken to the candidate you can then either Accept, Reject or Negotiate the offer.

10References

Contact the Employer to confirm how they would like the references conducted and any specific questions they would like you to ask.

If they do not have a preference we recommend two verbal references from direct line managers where possible.

contact us