Menu Structure
Template Details
| Template | Purpose | Features |
|---|---|---|
| Master Directories | ||
Client Companies ACTIVE · Menu 2 |
Master directory of employer clients with account details, billing info, and markup rates. | |
Candidates ACTIVE · Menu 2 |
Master directory of job seekers with full profiles, availability, pay expectations, and placement history. | |
Internal Staff ACTIVE · Menu 2 |
Directory of agency employees including recruiters, account managers, and support staff. | |
| Recruiting Operations | ||
Job Orders ACTIVE · Menu 3 |
Open position requests from clients. Tracks job type, rates, requirements, and fill status. | |
Candidate Applications ACTIVE · Menu 3 |
Individual candidate submittals to job orders. Manages pipeline from screening through placement decision. | |
Interviews ACTIVE · Menu 3 |
Scheduled client interviews with candidates. Captures format, interviewer, feedback, and pipeline outcome. | |
| Placement Management | ||
Placements ACTIVE · Menu 4 |
Active job assignments. Tracks placement type, dates, pay/bill rates, markup, and assignment milestones. | |
Timesheets ACTIVE · Menu 4 |
Weekly time records for temp workers. Tracks hours, pay/bill rates, gross pay, and approval workflow. | |
Payroll Records ACTIVE · Menu 4 |
Pay period records per worker. Documents gross pay, withholdings, net pay, and employer tax obligations. | |
Onboarding Checklist ADVANCED · Menu 4 |
New worker onboarding checklist ensuring all admin and compliance requirements are met before day one. | |
Performance Reviews ADVANCED · Menu 4 |
Formal worker evaluations with client supervisors. Supports 30/90-day and annual review cycles. | |
| Compliance Screening | ||
Background Checks ACTIVE · Menu 5 |
Pre-employment background screening records. Tracks package type, vendor, results, and re-screening dates. | |
Drug Test Records ACTIVE · Menu 5 |
Drug and substance screening records for pre-employment, random, and post-incident tests. | |
I-9 Verification ACTIVE · Menu 5 |
Employment Eligibility Verification records with E-Verify status and document expiration tracking. | |
Workers Comp Claims ADVANCED · Menu 5 |
Workplace injury claims for temp workers on client sites. Tracks carrier, reserves, and claim resolution. | |
| Financial Management | ||
Client Invoices ACTIVE · Menu 6 |
Full invoice lifecycle from creation to payment. Tracks amounts, payments, and balance due. Transaction Log maintains payment history. | |
Client Contracts ACTIVE · Menu 6 |
Service agreements and master staffing contracts with clients. Tracks markup rates, perm fees, and renewal dates. | |
Commission Tracking ACTIVE · Menu 6 |
Recruiter commission records tied to specific placements. Calculates amounts, supports splits, tracks payment status. | |
| Business Development & Admin | ||
Business Development ACTIVE · Menu 7 |
Prospect pipeline for new client acquisition. Tracks stages, outreach history, and revenue potential. | |
Agency Performance ADVANCED · Menu 7 |
KPI and financial metrics by period. Tracks revenue, payroll, gross margin, placements, and recruiter activity. | |
| Active — No Menu (Browse/Search Access) | ||
Reference Checks ACTIVE · No Menu |
Individual reference check records per reference contact. Documents questions, feedback, and employment verification. | |
Skills Inventory ACTIVE · No Menu |
Detailed skill and certification tracking per skill area with proficiency levels and expiration tracking. | |
Credential Verification ACTIVE · No Menu |
Professional license and credential verification for regulated placements. Tracks issuing body and expiration. | |
Offer Letters ACTIVE · No Menu |
Formal job offer records for direct hire placements. Tracks offer terms, negotiation, and acceptance workflow. | |
Job Fairs & Events ACTIVE · No Menu |
Recruiting event tracking from planning through results measurement and ROI analysis. | |
| Advanced — No Menu (Activate When Needed) | ||
Safety Training ADVANCED · No Menu |
OSHA and compliance training records for workers in industrial and regulated placements. | |
Compliance Calendar ADVANCED · No Menu |
Agency-level regulatory deadlines for EEO filings, state licenses, and federal requirements. | |
Vendor Directory ADVANCED · No Menu |
Third-party service provider records (background check vendors, drug testing labs, payroll processors). | |
Industry Networking ADVANCED · No Menu |
Professional contacts and referral sources outside direct client/candidate relationships. | |
Client Satisfaction ADVANCED · No Menu |
Client NPS surveys and satisfaction assessments to identify retention risks and service improvements. | |
Recruiter Scorecard ADVANCED · No Menu |
Individual recruiter performance metrics by period supporting reviews, compensation, and goal setting. | |
Do Not Place Registry ADVANCED · Menu 2 |
Formal registry of candidates restricted from placement with documented justification and audit trail. | |
Template Relationships
Hub Template (Master Directory)
CLIENT COMPANIES
↓ Used as Contact Lookup in
→Job Orders
→Client Invoices
→Client Contracts
→Business Development
→Client Satisfaction
Hub Template (Master Directory)
CANDIDATES
↓ Used as Contact Lookup in
→Candidate Applications
→Interviews
→Placements
→Timesheets
→Payroll Records
→Background Checks
→Drug Test Records
→I-9 Verification
→Reference Checks
→Skills Inventory
→Credential Verification
→Offer Letters
→Workers Comp Claims
→Onboarding Checklist
→Performance Reviews
→Do Not Place Registry
→Safety Training
Hub Template (Master Directory)
INTERNAL STAFF
↓ Used as Contact Lookup in
→Commission Tracking
→Recruiter Scorecard
💡 Related Information — Use the built-in Related Information feature on any record to create ad-hoc links between templates not covered by Contact Lookup relationships (e.g., link a specific Job Order directly to a Placement record).
Activation Strategy
✓ Active (21 Templates — Ready to Use)
Client Companies, Candidates, Internal Staff
Job Orders, Candidate Applications, Interviews
Placements, Timesheets, Payroll Records
Background Checks, Drug Test Records, I-9 Verification
Client Invoices, Client Contracts, Commission Tracking
Business Development
Reference Checks, Skills Inventory, Credential Verification
Offer Letters, Job Fairs & Events
⚙ Advanced (11 Templates — Activate When Needed)
Do Not Place Registry — Enable when formalized DNP process needed
Onboarding Checklist — Enable for structured new-worker onboarding
Performance Reviews — Enable for formal evaluation programs
Workers Comp Claims — Enable when managing injury claims internally
Agency Performance — Enable for monthly/quarterly KPI reporting
Safety Training — Enable for industrial/regulated placements
Compliance Calendar — Enable for multi-state licensing management
Vendor Directory — Enable when managing multiple screening vendors
Industry Networking — Enable for active BD networking programs
Client Satisfaction — Enable for formal NPS/retention programs
Recruiter Scorecard — Enable for performance management programs
Getting Started
1
Build Your Client Directory
Create a Client Companies record for every active employer. Add all key contacts (HR, hiring managers, billing) under the Key Contacts tab. Set markup rates and account status.
2
Load Your Candidate Database
Create Candidate records for all active job seekers. Attach resumes and set availability dates. Flag work authorization, desired pay rates, and placement type preferences.
3
Enter Open Job Orders
Create a Job Order for every position currently being worked. Link to the client. Set Urgent Fill for hot orders. Put Start Date Target on the calendar for pipeline visibility.
4
Track Active Placements
Create Placement records for every worker on assignment. Set Start/End Dates on the calendar. Create weekly Timesheet records for all temporary workers to maintain pay history.
5
Establish Compliance Records
For every active temp worker, create Background Check, Drug Test, and I-9 Verification records. Set expiration dates on the calendar for timely re-screening reminders.
6
Expand to Advanced Features
Activate Onboarding Checklist for structured new-hire workflows. Enable Agency Performance Metrics for monthly KPI reporting. Use Recruiter Scorecard for quarterly reviews.
Pro Tips
Candidates is your single source of truth. Every compliance record, placement, interview, and application links back to the Candidate record via Contact Lookup. Open any candidate record and use Deep Search to see their complete history across all linked templates in seconds.
Use calendar dates aggressively. Set Job Order Start Date Targets, Placement Start/End Dates, Contract Renewals, I-9 Expiration Dates, and Background Check Expirations on the calendar. Your daily calendar view becomes your real-time operational dashboard.
Hashtag your candidates by skill. Add skill hashtags like #CDL, #BILINGUAL, #FORKLIFT, #OSHA30, or #HEALTHCARE to candidate records. Deep Search finds all candidates with that hashtag instantly — no need to maintain separate skill databases.
Transaction Logs replace invoice software. The Transaction Log on Client Invoices tracks every payment received with running balance. Use it to track partial payments, aging balances, and payment history without exporting to a separate system.
Protect sensitive compliance records. Use record-level password protection on Background Check and Drug Test records containing sensitive adverse findings. Individual record passwords keep confidential screening data secure from general staff access.
Make It Your Own
This collection is a professionally designed starting point, not a locked system. Every template, field, and menu assignment is yours to customize to match how your staffing agency actually operates.
✚ CREATE
Build your own templates from scratch for anything not covered — skills assessment rubrics, onboarding packet checklists, payroll reconciliation logs, client satisfaction surveys, or workers' comp claim trackers.
✎ MODIFY
Fine-tune any template: change field labels, enable or disable features, update purpose text, or reassign menus. Make each template fit your specific workflow.
❌ REMOVE
Delete templates you don't need, or simply toggle them to Inactive to hide them from menus and browse views without losing the design for later use.
🔬 EXPAND
Combine templates from multiple collections or mix collection templates with your own custom creations for a system that's uniquely yours.
Your Agency Journey
This collection grows with you, whether you're launching a new staffing agency or managing an established multi-branch placement operation.
LAUNCH
You're starting a staffing agency or going digital for the first time. These templates teach you what records to keep and how professional agencies manage candidates, placements, and client accounts. Get productive immediately at minimal cost with no subscription fees.
GROW
As your candidate pool deepens and client accounts multiply, customize templates to match your evolving workflow. Activate advanced templates when ready. Data Fortress scales with you without pressure to upgrade or migrate.
EVOLVE
When you adopt staffing platforms like Bullhorn, TempWorks, or Avionte, Data Fortress fills the gaps. Keep using templates for compliance documentation, timesheet tracking, vendor management, and more. Create new templates to bridge systems.
No vendor lock-in. No subscription fees. No per-placement pricing. Your data, your way, at every stage.