Candidate Diary

A diary is used to manage the Candidate’s availability / unavailability, this information can be utilised in Search Candidate and also on job fill to make sure the candidate is available for the shifts required.

Candidate Diary Type

Where configured, a diary can be applied to a Candidate record.

Where an Hourly Diary is allocated, the system will assume the Candidate is always available for work, unless an 'Unavailability' is specified.
Where an Hourly Available Diary is allocated, the system will assume the Candidate is not available for work unless an 'Availability' is specified.
Where the Diary Type is set to 'None', you or the Candidate will not be able to apply 'Availability' or 'Unavailability' entries to the diary.

Apply or change a Candidate's Diary type:

1	Open the Candidate record and select Edit at the top of the record.
2	Navigate to the Available section and in the Diary Type field, select the diary you wish to apply.
3	Enter the Apply Date required.
4	Select Save. The new diary is applied from the apply date.

View a Candidate Diary

Within a Candidate record, the diary or schedule is automatically updated when the Candidate has been 'Booked' on a Job, 'Referred' to a Job or where the Candidate has booked leave using the on-line portal.

'Availability' or 'Unavailability' entries applied by you (or the Candidate via the on-line portal), also display in the schedule. View the diary, within the Candidate's record by navigating to the 'Diary' section. By default the current month will be displayed.

View a different month or year by selecting from the Month, Year drop down items. Select Get Diary to display the results.

To view details within a diary entry, click on the item to display a pop up. Entry types are differentiated by colour.

Manage Availability or Unavailability

An Hourly diary is applied to a Candidate where the Candidate wishes to advise when they are not available for work. An Hourly Available diary is applied where the Candidate wishes to advise when they are available for work, for example, a nurse would use an 'Hourly Available' diary. Candidates that have access to the on-line portal may be given permission to record their own entries.

To view a list of Availability' (Hourly Available diary) or 'Unavailability' (Hourly diary) entries, within the Candidate record, navigate to the 'Availability' or 'Unavailability' section. The section will be labelled according to the 'Diary Type'.

To add 'Unavailability' (Hourly Diary Type):

1	Open the Candidate record and navigate to the Diary section. Displayed below the Candidate's diary / schedule is the 'Unavailability' list.
2	Select Add Unavailability. The Add Unavailability screen is displayed.
3	Select a Reason Code if required.
4	Ensure Select Pattern has the correct type applied. If the unavailability has the same start and end time for a day or every day within a continuous range of days, ensure Select Pattern is set to Single Pattern. If a recurrence pattern is required ie; the same shift or day every week is not available, the Select Pattern is set to Recurrence Pattern.
5	Enter the Start Date and End Date and complete other items as required for the entry.
6	Select Save. The unavailability is displayed in the list.

Add 'Availability' (Hourly Available Diary Type):

1	Open the Candidate record and navigate to the Diary section. Displayed below the Candidates diary / schedule is the 'Availability' list.
2	Select Add Availability. The Add Availability screen is displayed.
3	Ensure Select Pattern has the correct type applied. If the availability has the same start and end time for a day, or every day within a continuous range of days, ensure Select Pattern is set to Single Pattern. If a recurrence pattern is required ie; the same shift or day every week is not available, the Select Pattern is set to Recurrence Pattern.
4	Enter the Start Date and End Date and complete other items as required for the entry.
5	Select Save. The availability is displayed in the list.