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IQX Features

Onboarding
New Person wizard for easy entry of candidates
Import of MS-Word and PDF CVs
Automated parsing of CV text
Integration with 3rd party CV parsing
Postcode address completion
Duplicate checking
Import of candidates from Broadbean
Integration with candidate web registration (IQXWeb)
Monitor compliance progress
Bulk CV imports
Drag and drop of individual CVs
Drag and drop of documents from emails
Documents stored in the database
Photo upload
Analyse sources of candidates
Agency specific data
Define candidate states
Define custom fields
Define document types to classify attached documents according to behaviour
Define boiler plate text for structured notes
Define templates for easy creation of different CV versions
Keeping track of candidates
Create and maintain selections of candidates
Define re-usable searches that can be used time and again
Create appointments linked to candidates and set up pop up reminders
Daily work list for keeping on top of outstanding tasks
View colleagues' diaries and make appointments for them
Free type notes field for recording interview and other information
Mange and bulk update Availability & Unavailability, Holidays etc,
Withhold candidates from individual clients or vacancies
Recording contacts with candidates
Easily log all contact events - phone calls, emails, letters and meetings
View contact history
Email from the candidate record & anywhere else the candidate is seen
Phone dial from the candidate record
Ability to automatically attach specific documents to emails
Document templates for ease of emailing registration documents
Boiler plate text for quick emailing and SMS text messaging, with merge data fields
SMS text chat facility
Easy mailmerge, to email or print
Log contact events from incoming emails in inbox
Pop up records in response to incoming phone calls
Analyse contact events
Various
Simple merging of duplicate records using Drag & Drop
Composite and umbrella payroll company management, allowing mass updating of payroll details
Validation of bank details and NI numbers
CIS management including validation of UTRs and verification numbers
Support for Direct Engagement
Web referencing - emailing of links to referees for easy online submission of references
Calculate and pay holiday entitlement on demand
View and resend payslips from Candidate record
View location map
AWR management & linking
View Candidate progress in different jobs
Configuration
Configurable compliance approach to suit your agency
Dedicated compliance manager
Compliance domains to match roles
You can limit access to sensitive information and designate some items as non-searchable
Initial controls
Definable validations on candidate state change, e.g. from pre-registered to registered
Customisable blocks on clients who are non-compliant
Upload documents of specific types
Link document uploads to required answering of specific compliance questions
Ability to redact portions of compliance documents for safe exposure to clients
Documents stored in the database
Can send documents for E-signature and store the signed documents in the database
GDPR
Secure sending of data access request reports to candidates
Secure document sending via transmission of a password protected download link
Data anonymising and forgetting
Consent management
Ongoing controls
Customisable blocks at every stage - candidate state change, requirement entry, booking, timesheet completion
Restrict which users can delete documents
AWR monitoring across legal entities
Compliance and skills match percentage shown on record and can be used to rank candidates
Comply with 3rd party requirements
Send out document packs to clients according to defined rules per client group
Online reference requests and submissions
Document stamps
Monitoring to keep compliance up to date
Colour coded visibility of compliance expiry dates
Expiry alerts
Expiry date monitoring
Customisable scripts to alert candidates to upcoming expiry dates
Adding jobs
New vacancy wizard
Record site details where different from client address
Broadbean integration
Detailed job description for sending to candidate and posting on web - boilerplate templates available
Notes for internal information - boiler plate templates available
Drag supporting documents from incoming emails to vacancy record
Rate schemes with multiple pay and charge rates to handle overtime rates, pay grades, pre and post AWR, PAYE or Ltd Co. etc
Dynamic rate schemes including setting up rate changes in advance
Definable NI and holiday assumptions for invoicing requirements
Absolute and percentage gross margin calculations
Searching for candidates
Integrated searching on skills, availability and other user defined criteria
Unique graphical searching tool
Search criteria can be saved for re-use
Exclusion of withheld, blocked and current employees from search result
Can search based on distance from vacancy postcode
Map facility to show location of candidates
Easily move between records in a list
Highlight temps who have worked for the client previously
Create stored selections of regularly used candidates
Create a short list of candidates for the job
Copy short lists to new jobs
Auto-match candidates to jobs
Can go to candidate record and search for available vacancies
Manage personal lists of favourites
Contact management
Contact trail with both candidates and client attached to vacancy
Mail merge facility
Log incoming contacts straight from inbox
Track candidate availability
Automatic attachment of CVs and other relevant documents to emails
Filling Jobs
Withheld candidates blocked from being placed
Candidate management through the placement process with colour coded progress for easy viewing
Multiple placements per vacancy
Bulk update and notify rejected candidates when job filled
Send details of booking by text message or email
AWR monitoring
and More
Temp desk with instant view of current vacancies, placements, candidate availability, timesheets etc.
Consultant diary with popup reminders linked to candidate, client and vacancy
Linking of history between candidate, client and vacancy
Overview of interviews in one place for all vacancies
Overview of actions due to progress the short list
Report Builder
Powerful report designer component
All reports can be customised and new reports added
Reports automatically respect your current selection of data
Reports can be exported to PDF, XLSX, RTF etc.
Generation and deliver of reports can be automated - so for example morning meeting reports can be run & emailed overnight
Charts
Data can be displayed as line graphs, bar charts, radar charts and pie charts
Charts can be grouped into dashboards
Built in chart designer
User defined fields automatically made available for inclusion
Adding shifts
Add shifts individually or in bulk
Import shifts from email
Copying filled or unfilled shifts from day to day or week to week
Enforce shift references when required for invoicing
Enforce a 'recovery' time between shifts
Essential skill and grade for shifts to ensure only compliant candidates are placed
Shift templates to allow for ease of creating new shifts for set times, requirements etc.
Filling shifts
Linking of history between candidate, client and vacancy
Quick fill shifts
Bulk fill shifts with specified individual or any available, qualified candidate
Short lists available for individual shifts
Ability to see all matching candidates for an individual shift
Highlight temps who have worked for the client previously
View shifts over more than one temp desk
On temp desk can view only vacancies with unfilled shifts in week, only vacancies with shifts in week, or all current vacancies
Searching on combination of skills, availability and other user defined criteria
Can search on distance from the job postcode
In-place filtering of search results
Map view of distribution of records, by postcode
Unique graphical searching tool
Exclusion of current and withheld employees from search result
Create stored selections of regularly used candidates
Easily move between records on list
Contact with candidate
Manage personal lists of favourites
Mailmerge facility
Candidates can un-subscribe from marketing emails
Consultant diary with popup reminders
Full history of consultant involvement
Confirming (or cancelling) shifts
Easy notification of available shifts to candidates by SMS and email
Notification of client and candidate shift confirmations by SMS and email, attaching required documents
User definable shift cancellation reasons with specified behaviour for notifying clients and candidates, including re-fill and pay and bill implications
Timesheeting
Create timesheets directly from shifts
Master & Neutral vendor
Ability to cascade shifts to tiers of secondary agencies based on business rules defined at customer or contract level
Web / mobile app for secondary agencies
Rostering
Can define regular repeating patterns of shifts for a job
Specify lists of preferred candidates
Identify candidate skills for individual shifts
Automatically fill the shifts depending on availability and holidays
Ideal for home care but applicable in many sectors
Can pause the roster - e.g. if a care recipient goes into hospital
Perm Recruitment Features
Unique graphical searching tool
Map view of distribution of records, by postcode
Move between records within a list
Integrated searching on skills and other user defined fields
Search criteria can be saved for repeated re-use
Search for candidates based on distance from vacancy postcode
Create stored selections of candidates
Lists of favourites
Exclusion of withheld and current employees from searches
Search for jobs from candidate point of view
Managing references including online reference requests and submissions
Two way Broadbean integration
Attach job descriptions, adverts etc. to vacancy for sending to candidate and posting online
Track candidate progress through the interview / placement / rejection process, with full history
Automatic attachment of CVs and other documents to emails
Integrated text messaging for interview confirmations etc.
Consultant diary with popup reminders
Consultant diary with popup reminders
Linking of history between candidate, client and vacancy
Copy short lists for quicker working
Interview tracking
Multiple placements per vacancy
Overview of progress due for action for ease of short list workflow management
Overview of interviews all in one place
Monitoring of unauthorised placements
Managers can be required to review all, or reduced fee invoices
Timesheet Processing
Bulk create timesheets from shifts or contract placements
Timesheet image processing and management
Generate timesheets with barcodes for ease of matching
System for handling timesheet queries
Pre-defined rates picked up on timesheets
Rate schemes and scripts allow complex calculation from shifts/times into rates of pay
Timesheet dispatch by email
Auto-complete where appropriate
Customisable headline on timesheet
E-timesheets available for online temp or client completion, and client authorisation and approval
Pay and bill information stored within the timesheet
Adjustable precision of pay and bill calculations
Ability to cancel and re-create completed timesheets, for error correction, with automatic creation of balancing records and linked images
Payment
Export of payroll, or full pay and bill information to a variety of 3rd party applications
HMRC intermediary reporting supported
Validation of bank details and NI numbers
Support for IBAN and SWIFT payroll details including format checking
Integrated online validation of VAT and Registered Company details
Self-bill mechanism for non PAYE temps
CIS management including validation of UTRs and verification numbers
Composite and umbrella payroll company management, allowing mass updating of payroll details
Direct Engagement support
Holiday Pay and AWR
Configurable holiday pay calculation
Holiday pay history and liability reporting
Holiday pay timesheets for export to payroll
Policing of AWR including switching to alternative pay rates after the qualifying period
Invoicing and the Sales Ledger
Built in sales ledger
Agency specific invoice templates, by brand, client etc.
Auto-create invoices from completed timesheets
Invoice grouping preferences for individual clients, e.g. one invoice per timesheet, per order number, etc.
Ad-hoc invoicing
Batch invoicing including e-mail dispatch
Emailed invoice PDFs include timesheet images
Option to secure PDF invoices
Statements
Create credit note directly from invoice
Receipts and allocations
Transaction lists
Reports, including aged debtors
Multi-currency
Credit control
Debtor chase letters, different levels by age
Sales and Business Development
Dedicated sales consultant role
Assign client contacts to sales consultants
Create dedicated sales questionnaire
Monitor sales activity
Log full contact history - meetings, emails, phone calls
Targeted sales effort
Web platform to project your IQX to the outside world
Separate apps for candidates, clients, consultants and secondary agencies
Use from browser, install or download branded apps from App Store and Play Store
Web, Hybrid & installed Apps branded for single or multiple brands within your Agency
Responsive design making it fully usable on mobile phones as well as larger screens
Device notifications are supported on multiple platforms

iqxWEB notifications support matrix

Database integration is via IQXHub, a middleware service application which deals with security and API delivery, and provides a secure buffer between the database and the web server
Candidate app
New candidate registration
Maintain contact details
Specify skills and register for work
Search for jobs
Add availability
Update bank details
Upload CV, ID and supporting documents
Complete timesheets
View diary and confirm shifts
View payslips
Client app
Manage contact details
Add jobs and view short lists
View and select candidates for jobs
Book pre-approved candidates
Request specific candidates
Complete and authorise timesheets
View historic timesheets
Manage the permissions of their own contacts e.g. who can approve timesheets
View and download invoices
Custom reports
Consultant app
View contact details for clients and candidates
Phone, text and email contacts and log contact events
Go to location map for a contact
Quick access to favourite contacts
View diary and make appointments
View analytic charts and custom reports
Secondary agency app
Manage contact details
Maintain candidate details
Access cascaded jobs and submit candidates
Complete timesheets on behalf of candidates
View historic timesheets
Custom reports
Built in integrations
Word Processing
  • IQX provides integrated word processing either by taking control of MS-Word, when running conventionally on a desktop PC, or by use of a build in word processor when running in the web browser (IQXanywhere)
  • You can define multiple templates for letters, mailmerges, CVs and other documents
  • Insert database merge fields into the templates for quick and easy letter production
  • Letters and mailmerges can be easily printed or emailed
  • Letters are stored in the database as contact events linked to the relevant client, candidate, vacancy or placement
Email
  • IQX displays your email inbox and allows you to link incoming emails with related database contacts
  • You can send emails directly from IQX, including merge fields and personalised signatures. Emails sent from IQX appear in your normal Sent folder
  • Integration is provided either by linking directly to MS-Outlook, when running conventionally on a desktop PC, or by direct online access to your Microsoft or Gmail account
  • Online Microsoft access can support multiple sender addresses per user if a user is representing multiple brands
Microsoft Exchange Web Services
  • IQX displays the Exchange Inbox (or other folder) and allows you to link incoming emails with related database contacts
  • Outgoing emails are sent through Exchange and appear in its Sent Mail folder
  • Support for multiple accounts from single IQX user to support multi-brand working
GMail
  • IQX displays the Inbox (or other folder) and allows you to link incoming emails with related database contacts
  • Outgoing emails are sent through GMail and appear in its Sent Mail folder
Powerful built-in scripting language - JobRunner
  • Scripts can be created for every kind of import, export, automation and integration task. These can range from straight forward operations to major extensions providing new functionality integrating native functionality with external APIs. The ability for tasks to run as services supports sophisticated automation.
  • Handles SQL, XML, JSON, CSV, Tab delimited files, fixed length text records, regular expression processing, email, FTP, HTTP(S) web services, ZIP files, MongoDB, ODBC, ADO, user defined GUI forms, reports, Excel, PDF and bar code reading
  • JobRunner scripts may be run on request from IQX, embedded in the program, invoked as web services, or executed unattended on a timed schedule
  • They may have a user interface or may be designed for unattended use
  • There is a debuging facility for stepping through code and examining the state
IQXHub - the IQX service application for running unattended processes and links with the outside world
  • The middleware layer between iqxWEB and the database
  • Runs JobRunner batch scripts according to a defined schedule
  • Maintains an up to the minute live backup of the database on a separate server, for disaster recovery purposes
  • Serves APIs for 3rd party access to IQX
  • Runs as Windows service
  • Status & error reporting via email, text, status tables and SNMP
Deep Linking

Individual IQX records and functionality can be deep-linked from intranets, spreadsheets etc

Links follow the normal IQX rules regarding user access and rights

Active Directory - for deployment & single sign-on
Finance integrations include
Alternative Invoicing and Payroll architectures are supported

data flows diagram

 

 

Accord from Payroll Business Solutions
Staffology Payroll
Merit Payroll
Access Pay & Bill / Safe Tempest
Xero Accounts
Pegasus Payroll
enterpriSe BackOffice
Access Pay & Bill Services / Safe Outsourcing
IRIS Earnie IQ Payroll
Microsoft Dynamics
Trade Shift
OB10
Greentree
Tempaid
Sage Accounts
Other integrations
Telephony

Dialling out and responding to incoming calls where the phone system is compatible:

  • Cloudcall
  • Horizon
  • Skype for business
  • TAPI (depending on driver capability)
  • systems supporting dial:// tel:// etc protocols
Messaging
  • Integration with several text / SMS providers
  • Messaging straight from the record
  • Automatic notifications by text / SMS
  • 2-way text / SMS chat
  • Browser and App notifications with iqxWEB
Postcodes
  • Postcode lookup for address filling
  • Postcode distance calculations between candidates and jobs
  • Map display based on postcode location
RPost document signing
Daxtra CV parsing
Broadbean job distribution and candidate sourcing
Dynistics Active Dashboards
MailChimp
Mobizio / People Planner
Totalmobile
Time & Attendance

BearBox
Synel SyncMaster
& others

Navigation
Intuitive, user-friendly navigation of the database
Selector forms to find groups of records, by simple lookup or full criteria search
Drill into individual records for detailed information
Easily step through individual records
Process the full selection - reports, mail merge, email, send text messages
Extensive use of drag & drop: CVs on to Candidates, Candidates on to short lists etc
Store selections for later retrieval
Store search criteria for later re-use
History of recently accessed records is retained for ease of re-visiting
Tree structured list of favourite records for speedy access
Desk Top for user's current information - Inbox, Diary, Records requiring attention
Temp Desks for organising temp work - pools of temps, current jobs and shifts, reports
Popup reminders
User defined fields
Questionnaire system to define unlimited user defined fields for every record type
Questionnaire fields can be text, numeric, date, single select, multi-select, scored and graded multi-select or sub-menu
Questionnaire fields are exposed throughout the system included iqxWEB
Optimised for fast indexed searching
Individual fields can be specified as private, published, read-only etc.
Embedded in the compliance system and can be linked to individual compliance documents
Can be grouped, and can var for different business units
Automatically made available to the in-built analysis tool
Customisation
Different views of data for different categories of user
Unwanted views can be hidden by individual users, to de-clutter their view of the data
Data columns can be re-arranged at agency, departmental or user level
Custom columns can be defined
Forms can be re-sized and re-positioned and the positions remembered on request
Custom terminology: Candidate / Applicant / Job Seeker, Customer / Client etc you decide
Custom colour schemes, themes and fonts
Alternative button bars
User management
Highly configurable user rights to data, functionality and reporting
Mechanism for handling leaving users so that their responsibilities can be selectively transferred to others, ensuring continuity
Template system for easily creating new users
Popup reminders can be cascaded to alternative users if not actioned
Options for users to be logged in with Windows Active Directory single sign-on
Divisions and departments
Candidates, clients and other data attached to divisions with access limited to users with rights to those divisions
Users can have access to a single division or multiple divisions
User defined fields can be departmental or global
Full separation can be achieved, so that competing businesses can be run in a single IQX system
Data organisation
Audit trail - changes to selected fields are recorded for easy inspection of the history of changes
Selectable statuses for candidates, clients, vacancies, short list entries and contact events are fully configurable
User defined database functions to insert custom functionality at every stage
Drop down lists of frequently used towns and countries, configurable by branch location
Configurable phone, email and social media types for clients and candidates
Configurable boiler plate text for speedy creation of notes, job descriptions, emails etc.
Unlimited document templates for ease of creating letters, CVs etc.
Documents, images etc. can be stored in the database itself or in external folder structures
Encryption: TLS / RSA & FIPS options for securing communications and data at rest
Candidates
Onboarding
New Person wizard for easy entry of candidates
Import of MS-Word and PDF CVs
Automated parsing of CV text
Integration with 3rd party CV parsing
Postcode address completion
Duplicate checking
Import of candidates from Broadbean
Integration with candidate web registration (IQXWeb)
Monitor compliance progress
Bulk CV imports
Drag and drop of individual CVs
Drag and drop of documents from emails
Documents stored in the database
Photo upload
Analyse sources of candidates
Agency specific data
Define candidate states
Define custom fields
Define document types to classify attached documents according to behaviour
Define boiler plate text for structured notes
Define templates for easy creation of different CV versions
Keeping track of candidates
Create and maintain selections of candidates
Define re-usable searches that can be used time and again
Create appointments linked to candidates and set up pop up reminders
Daily work list for keeping on top of outstanding tasks
View colleagues' diaries and make appointments for them
Free type notes field for recording interview and other information
Mange and bulk update Availability & Unavailability, Holidays etc,
Withhold candidates from individual clients or vacancies
Recording contacts with candidates
Easily log all contact events - phone calls, emails, letters and meetings
View contact history
Email from the candidate record & anywhere else the candidate is seen
Phone dial from the candidate record
Ability to automatically attach specific documents to emails
Document templates for ease of emailing registration documents
Boiler plate text for quick emailing and SMS text messaging, with merge data fields
SMS text chat facility
Easy mailmerge, to email or print
Log contact events from incoming emails in inbox
Pop up records in response to incoming phone calls
Analyse contact events
Various
Simple merging of duplicate records using Drag & Drop
Composite and umbrella payroll company management, allowing mass updating of payroll details
Validation of bank details and NI numbers
CIS management including validation of UTRs and verification numbers
Support for Direct Engagement
Web referencing - emailing of links to referees for easy online submission of references
Calculate and pay holiday entitlement on demand
View and resend payslips from Candidate record
View location map
AWR management & linking
View Candidate progress in different jobs
Compliance
Configuration
Configurable compliance approach to suit your agency
Dedicated compliance manager
Compliance domains to match roles
You can limit access to sensitive information and designate some items as non-searchable
Initial controls
Definable validations on candidate state change, e.g. from pre-registered to registered
Customisable blocks on clients who are non-compliant
Upload documents of specific types
Link document uploads to required answering of specific compliance questions
Ability to redact portions of compliance documents for safe exposure to clients
Documents stored in the database
Can send documents for E-signature and store the signed documents in the database
GDPR
Secure sending of data access request reports to candidates
Secure document sending via transmission of a password protected download link
Data anonymising and forgetting
Consent management
Ongoing controls
Customisable blocks at every stage - candidate state change, requirement entry, booking, timesheet completion
Restrict which users can delete documents
AWR monitoring across legal entities
Compliance and skills match percentage shown on record and can be used to rank candidates
Comply with 3rd party requirements
Send out document packs to clients according to defined rules per client group
Online reference requests and submissions
Document stamps
Monitoring to keep compliance up to date
Colour coded visibility of compliance expiry dates
Expiry alerts
Expiry date monitoring
Customisable scripts to alert candidates to upcoming expiry dates
Contract Working
Adding jobs
New vacancy wizard
Record site details where different from client address
Broadbean integration
Detailed job description for sending to candidate and posting on web - boilerplate templates available
Notes for internal information - boiler plate templates available
Drag supporting documents from incoming emails to vacancy record
Rate schemes with multiple pay and charge rates to handle overtime rates, pay grades, pre and post AWR, PAYE or Ltd Co. etc
Dynamic rate schemes including setting up rate changes in advance
Definable NI and holiday assumptions for invoicing requirements
Absolute and percentage gross margin calculations
Searching for candidates
Integrated searching on skills, availability and other user defined criteria
Unique graphical searching tool
Search criteria can be saved for re-use
Exclusion of withheld, blocked and current employees from search result
Can search based on distance from vacancy postcode
Map facility to show location of candidates
Easily move between records in a list
Highlight temps who have worked for the client previously
Create stored selections of regularly used candidates
Create a short list of candidates for the job
Copy short lists to new jobs
Auto-match candidates to jobs
Can go to candidate record and search for available vacancies
Manage personal lists of favourites
Contact management
Contact trail with both candidates and client attached to vacancy
Mail merge facility
Log incoming contacts straight from inbox
Track candidate availability
Automatic attachment of CVs and other relevant documents to emails
Filling Jobs
Withheld candidates blocked from being placed
Candidate management through the placement process with colour coded progress for easy viewing
Multiple placements per vacancy
Bulk update and notify rejected candidates when job filled
Send details of booking by text message or email
AWR monitoring
and More
Temp desk with instant view of current vacancies, placements, candidate availability, timesheets etc.
Consultant diary with popup reminders linked to candidate, client and vacancy
Linking of history between candidate, client and vacancy
Overview of interviews in one place for all vacancies
Overview of actions due to progress the short list
Reporting
Report Builder
Powerful report designer component
All reports can be customised and new reports added
Reports automatically respect your current selection of data
Reports can be exported to PDF, XLSX, RTF etc.
Generation and deliver of reports can be automated - so for example morning meeting reports can be run & emailed overnight
Charts
Data can be displayed as line graphs, bar charts, radar charts and pie charts
Charts can be grouped into dashboards
Built in chart designer
User defined fields automatically made available for inclusion
Shift Working
Adding shifts
Add shifts individually or in bulk
Import shifts from email
Copying filled or unfilled shifts from day to day or week to week
Enforce shift references when required for invoicing
Enforce a 'recovery' time between shifts
Essential skill and grade for shifts to ensure only compliant candidates are placed
Shift templates to allow for ease of creating new shifts for set times, requirements etc.
Filling shifts
Linking of history between candidate, client and vacancy
Quick fill shifts
Bulk fill shifts with specified individual or any available, qualified candidate
Short lists available for individual shifts
Ability to see all matching candidates for an individual shift
Highlight temps who have worked for the client previously
View shifts over more than one temp desk
On temp desk can view only vacancies with unfilled shifts in week, only vacancies with shifts in week, or all current vacancies
Searching on combination of skills, availability and other user defined criteria
Can search on distance from the job postcode
In-place filtering of search results
Map view of distribution of records, by postcode
Unique graphical searching tool
Exclusion of current and withheld employees from search result
Create stored selections of regularly used candidates
Easily move between records on list
Contact with candidate
Manage personal lists of favourites
Mailmerge facility
Candidates can un-subscribe from marketing emails
Consultant diary with popup reminders
Full history of consultant involvement
Confirming (or cancelling) shifts
Easy notification of available shifts to candidates by SMS and email
Notification of client and candidate shift confirmations by SMS and email, attaching required documents
User definable shift cancellation reasons with specified behaviour for notifying clients and candidates, including re-fill and pay and bill implications
Timesheeting
Create timesheets directly from shifts
Master & Neutral vendor
Ability to cascade shifts to tiers of secondary agencies based on business rules defined at customer or contract level
Web / mobile app for secondary agencies
Rostering
Can define regular repeating patterns of shifts for a job
Specify lists of preferred candidates
Identify candidate skills for individual shifts
Automatically fill the shifts depending on availability and holidays
Ideal for home care but applicable in many sectors
Can pause the roster - e.g. if a care recipient goes into hospital
Perm Recruitment
Perm Recruitment Features
Unique graphical searching tool
Map view of distribution of records, by postcode
Move between records within a list
Integrated searching on skills and other user defined fields
Search criteria can be saved for repeated re-use
Search for candidates based on distance from vacancy postcode
Create stored selections of candidates
Lists of favourites
Exclusion of withheld and current employees from searches
Search for jobs from candidate point of view
Managing references including online reference requests and submissions
Two way Broadbean integration
Attach job descriptions, adverts etc. to vacancy for sending to candidate and posting online
Track candidate progress through the interview / placement / rejection process, with full history
Automatic attachment of CVs and other documents to emails
Integrated text messaging for interview confirmations etc.
Consultant diary with popup reminders
Consultant diary with popup reminders
Linking of history between candidate, client and vacancy
Copy short lists for quicker working
Interview tracking
Multiple placements per vacancy
Overview of progress due for action for ease of short list workflow management
Overview of interviews all in one place
Monitoring of unauthorised placements
Managers can be required to review all, or reduced fee invoices
Timesheeting and Payment
Timesheet Processing
Bulk create timesheets from shifts or contract placements
Timesheet image processing and management
Generate timesheets with barcodes for ease of matching
System for handling timesheet queries
Pre-defined rates picked up on timesheets
Rate schemes and scripts allow complex calculation from shifts/times into rates of pay
Timesheet dispatch by email
Auto-complete where appropriate
Customisable headline on timesheet
E-timesheets available for online temp or client completion, and client authorisation and approval
Pay and bill information stored within the timesheet
Adjustable precision of pay and bill calculations
Ability to cancel and re-create completed timesheets, for error correction, with automatic creation of balancing records and linked images
Payment
Export of payroll, or full pay and bill information to a variety of 3rd party applications
HMRC intermediary reporting supported
Validation of bank details and NI numbers
Support for IBAN and SWIFT payroll details including format checking
Integrated online validation of VAT and Registered Company details
Self-bill mechanism for non PAYE temps
CIS management including validation of UTRs and verification numbers
Composite and umbrella payroll company management, allowing mass updating of payroll details
Direct Engagement support
Holiday Pay and AWR
Configurable holiday pay calculation
Holiday pay history and liability reporting
Holiday pay timesheets for export to payroll
Policing of AWR including switching to alternative pay rates after the qualifying period
Invoicing
Invoicing and the Sales Ledger
Built in sales ledger
Agency specific invoice templates, by brand, client etc.
Auto-create invoices from completed timesheets
Invoice grouping preferences for individual clients, e.g. one invoice per timesheet, per order number, etc.
Ad-hoc invoicing
Batch invoicing including e-mail dispatch
Emailed invoice PDFs include timesheet images
Option to secure PDF invoices
Statements
Create credit note directly from invoice
Receipts and allocations
Transaction lists
Reports, including aged debtors
Multi-currency
Credit control
Debtor chase letters, different levels by age
Sales
Sales and Business Development
Dedicated sales consultant role
Assign client contacts to sales consultants
Create dedicated sales questionnaire
Monitor sales activity
Log full contact history - meetings, emails, phone calls
Targeted sales effort
iqxWEB
Web platform to project your IQX to the outside world
Separate apps for candidates, clients, consultants and secondary agencies
Use from browser, install or download branded apps from App Store and Play Store
Web, Hybrid & installed Apps branded for single or multiple brands within your Agency
Responsive design making it fully usable on mobile phones as well as larger screens
Device notifications are supported on multiple platforms

iqxWEB notifications support matrix

Database integration is via IQXHub, a middleware service application which deals with security and API delivery, and provides a secure buffer between the database and the web server
Candidate app
New candidate registration
Maintain contact details
Specify skills and register for work
Search for jobs
Add availability
Update bank details
Upload CV, ID and supporting documents
Complete timesheets
View diary and confirm shifts
View payslips
Client app
Manage contact details
Add jobs and view short lists
View and select candidates for jobs
Book pre-approved candidates
Request specific candidates
Complete and authorise timesheets
View historic timesheets
Manage the permissions of their own contacts e.g. who can approve timesheets
View and download invoices
Custom reports
Consultant app
View contact details for clients and candidates
Phone, text and email contacts and log contact events
Go to location map for a contact
Quick access to favourite contacts
View diary and make appointments
View analytic charts and custom reports
Secondary agency app
Manage contact details
Maintain candidate details
Access cascaded jobs and submit candidates
Complete timesheets on behalf of candidates
View historic timesheets
Custom reports
Integration and Automation
Built in integrations
Word Processing
  • IQX provides integrated word processing either by taking control of MS-Word, when running conventionally on a desktop PC, or by use of a build in word processor when running in the web browser (IQXanywhere)
  • You can define multiple templates for letters, mailmerges, CVs and other documents
  • Insert database merge fields into the templates for quick and easy letter production
  • Letters and mailmerges can be easily printed or emailed
  • Letters are stored in the database as contact events linked to the relevant client, candidate, vacancy or placement
Email
  • IQX displays your email inbox and allows you to link incoming emails with related database contacts
  • You can send emails directly from IQX, including merge fields and personalised signatures. Emails sent from IQX appear in your normal Sent folder
  • Integration is provided either by linking directly to MS-Outlook, when running conventionally on a desktop PC, or by direct online access to your Microsoft or Gmail account
  • Online Microsoft access can support multiple sender addresses per user if a user is representing multiple brands
Microsoft Exchange Web Services
  • IQX displays the Exchange Inbox (or other folder) and allows you to link incoming emails with related database contacts
  • Outgoing emails are sent through Exchange and appear in its Sent Mail folder
  • Support for multiple accounts from single IQX user to support multi-brand working
GMail
  • IQX displays the Inbox (or other folder) and allows you to link incoming emails with related database contacts
  • Outgoing emails are sent through GMail and appear in its Sent Mail folder
Powerful built-in scripting language - JobRunner
  • Scripts can be created for every kind of import, export, automation and integration task. These can range from straight forward operations to major extensions providing new functionality integrating native functionality with external APIs. The ability for tasks to run as services supports sophisticated automation.
  • Handles SQL, XML, JSON, CSV, Tab delimited files, fixed length text records, regular expression processing, email, FTP, HTTP(S) web services, ZIP files, MongoDB, ODBC, ADO, user defined GUI forms, reports, Excel, PDF and bar code reading
  • JobRunner scripts may be run on request from IQX, embedded in the program, invoked as web services, or executed unattended on a timed schedule
  • They may have a user interface or may be designed for unattended use
  • There is a debuging facility for stepping through code and examining the state
IQXHub - the IQX service application for running unattended processes and links with the outside world
  • The middleware layer between iqxWEB and the database
  • Runs JobRunner batch scripts according to a defined schedule
  • Maintains an up to the minute live backup of the database on a separate server, for disaster recovery purposes
  • Serves APIs for 3rd party access to IQX
  • Runs as Windows service
  • Status & error reporting via email, text, status tables and SNMP
Deep Linking

Individual IQX records and functionality can be deep-linked from intranets, spreadsheets etc

Links follow the normal IQX rules regarding user access and rights

Active Directory - for deployment & single sign-on
Finance integrations include
Alternative Invoicing and Payroll architectures are supported

data flows diagram

 

 

Accord from Payroll Business Solutions
Staffology Payroll
Merit Payroll
Access Pay & Bill / Safe Tempest
Xero Accounts
Pegasus Payroll
enterpriSe BackOffice
Access Pay & Bill Services / Safe Outsourcing
IRIS Earnie IQ Payroll
Microsoft Dynamics
Trade Shift
OB10
Greentree
Tempaid
Sage Accounts
Other integrations
Telephony

Dialling out and responding to incoming calls where the phone system is compatible:

  • Cloudcall
  • Horizon
  • Skype for business
  • TAPI (depending on driver capability)
  • systems supporting dial:// tel:// etc protocols
Messaging
  • Integration with several text / SMS providers
  • Messaging straight from the record
  • Automatic notifications by text / SMS
  • 2-way text / SMS chat
  • Browser and App notifications with iqxWEB
Postcodes
  • Postcode lookup for address filling
  • Postcode distance calculations between candidates and jobs
  • Map display based on postcode location
RPost document signing
Daxtra CV parsing
Broadbean job distribution and candidate sourcing
Dynistics Active Dashboards
MailChimp
Mobizio / People Planner
Totalmobile
Time & Attendance

BearBox
Synel SyncMaster
& others

User Interface
Navigation
Intuitive, user-friendly navigation of the database
Selector forms to find groups of records, by simple lookup or full criteria search
Drill into individual records for detailed information
Easily step through individual records
Process the full selection - reports, mail merge, email, send text messages
Extensive use of drag & drop: CVs on to Candidates, Candidates on to short lists etc
Store selections for later retrieval
Store search criteria for later re-use
History of recently accessed records is retained for ease of re-visiting
Tree structured list of favourite records for speedy access
Desk Top for user's current information - Inbox, Diary, Records requiring attention
Temp Desks for organising temp work - pools of temps, current jobs and shifts, reports
Popup reminders
User defined fields
Questionnaire system to define unlimited user defined fields for every record type
Questionnaire fields can be text, numeric, date, single select, multi-select, scored and graded multi-select or sub-menu
Questionnaire fields are exposed throughout the system included iqxWEB
Optimised for fast indexed searching
Individual fields can be specified as private, published, read-only etc.
Embedded in the compliance system and can be linked to individual compliance documents
Can be grouped, and can var for different business units
Automatically made available to the in-built analysis tool
Customisation
Different views of data for different categories of user
Unwanted views can be hidden by individual users, to de-clutter their view of the data
Data columns can be re-arranged at agency, departmental or user level
Custom columns can be defined
Forms can be re-sized and re-positioned and the positions remembered on request
Custom terminology: Candidate / Applicant / Job Seeker, Customer / Client etc you decide
Custom colour schemes, themes and fonts
Alternative button bars
System Management
User management
Highly configurable user rights to data, functionality and reporting
Mechanism for handling leaving users so that their responsibilities can be selectively transferred to others, ensuring continuity
Template system for easily creating new users
Popup reminders can be cascaded to alternative users if not actioned
Options for users to be logged in with Windows Active Directory single sign-on
Divisions and departments
Candidates, clients and other data attached to divisions with access limited to users with rights to those divisions
Users can have access to a single division or multiple divisions
User defined fields can be departmental or global
Full separation can be achieved, so that competing businesses can be run in a single IQX system
Data organisation
Audit trail - changes to selected fields are recorded for easy inspection of the history of changes
Selectable statuses for candidates, clients, vacancies, short list entries and contact events are fully configurable
User defined database functions to insert custom functionality at every stage
Drop down lists of frequently used towns and countries, configurable by branch location
Configurable phone, email and social media types for clients and candidates
Configurable boiler plate text for speedy creation of notes, job descriptions, emails etc.
Unlimited document templates for ease of creating letters, CVs etc.
Documents, images etc. can be stored in the database itself or in external folder structures
Encryption: TLS / RSA & FIPS options for securing communications and data at rest

Contact

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IQX Recruitment Software

IQX works with many of the UK’s leading Recruitment Agencies and Staffing Firms to deliver a suite of software solutions to automate complex processes ensuring the optimised and compliant management of permanent and temporary agency staff and labour.

© 2023 IQX Limited - registered in Scotland SC171786 - IQX ® is a registered trademark of IQX Limited.