How to use TalentOps

The 10-minute guide. Written for recruiters, not IT people.

Your first 5 minutes

1. Open Settings and put in your company name.
2. Got a candidate spreadsheet? Candidates → Import CSV. It finds your name/phone/skill columns even if the headers are messy. No spreadsheet? Just click + Add candidate as people come in.
3. Add your clients under Clients & Orders — company, contact, and each open order with its shift, pay rate, and days. Those three fields are what make matching smart.

The daily rhythm

Morning — 2 minutes

Open the Dashboard. Who starts today, who's got an interview, and what the system handled overnight. Check the Inbox — orange threads need a human; the 🤖 ones the AI already handled. Then Reports → Needs attention — that's your call list.

When a new order comes in

Add it to the client, then hit ⚡ Find matches next to it. You'll get a ranked list of your own people with the reasons shown. Click Put forward on the good ones — the offer text drafts itself for your approval. You just worked your existing pool before spending a dime on job ads.

When somebody applies

Add them (or let the intake feed do it in the full version). The instant-text automation reaches them within a minute — the first agency to text back usually gets the person.

The pipeline — what each stage means

• Sourced — in your pool, not attached to anything yet
• Screened — you've talked to them, they're real and available
• Submitted — packet sent to a client (moving here auto-sends the packet)
• Interview — scheduled (confirmation and reminder texts fire on their own)
• Offer — client wants them (offer checklist starts)
• Placed — working (first-day text and check-ins schedule themselves)

Candidates — keep the data clean, get paid back in matches

• Skill: always pick from the list. Only add a new skill if it truly doesn't exist yet — "CNC Machinist" and "cnc guy" as two skills ruins your counts and your matching.
• Certs: put the cert AND its expiration date in. The system counts down, warns at 45 days, and nudges renewals — but only if the date is in there.
• Schedule & pay: check off the days they can work, the shifts they'll take, and what they want per hour — get it during the first phone screen and matching does the rest. A great fit who can't work Saturdays isn't a fit for a weekend order, and the system will tell you so instead of letting a no-show tell you.
• Tags: transportation, certs in progress, quirks — short and honest: has ride, prefers Findlay.
• Filters: stack them — search + stage + skill + shift + redeploy-only. "Sort: cert expiring soonest" is your Friday compliance sweep; "Sort: lowest pay ask" finds margin on tight orders.

Automations — what to leave on

Leave on for everyone: instant text-back (speed wins candidates), no-show protection (saves interviews), coming-off-assignment list (recurring revenue you'd otherwise forget), cert renewal nudges (nobody gets benched by paperwork). Turn on once you're comfortable: runner-up re-engagement, first-week check-ins, timesheet chase, client "how are we doing" texts.

Reports — the weekly ritual

Every Friday, 5 minutes: Pool by skill tells you where you're thin before a client asks. Needs attention is next week's call list. The funnel shows where people get stuck — lots of Screened but few Submitted means orders are the problem, not candidates.

Five best practices from shops that do this well

1. If it's not in the system, it didn't happen. Sticky notes don't get matched, counted, or remembered.
2. Text first, call second. Workers answer texts. Save calls for closing.
3. Work your pool before you post. Find matches + runner-up texts are free; job ads aren't.
4. Dates on every cert. An expired forklift cert is a benched worker and an awkward client call.
5. Friday backup. Settings → Download full backup. Your data is yours — act like it.