Broadmead User Manual

Settings controls your organization profile, invoice defaults, workflow behavior, and feature-level setup pages like Users, Integrations, Shift Types, Key Job Areas, Email Lists, and Email Signature.

1. Open Settings from the account menu.
2. On General, confirm organization name and contact details.
3. On Billing & Currency, set Default Currency, Default VAT Rate, and Invoice/Credit Note prefixes.
4. On Localization, choose whether timesheet approval is required.
5. On Email Inbox, set mailbox address and processing mode.
6. Use quick-link cards to configure Shift Types, Key Job Areas, Users & Permissions, Integrations, and Email Signature.
7. Key Job Areas is also available directly from the sidebar for faster daily access.
8. Click Save Changes after edits.

• New records inherit your default settings where applicable.
• Team members see updated rules immediately (for example approval requirements).
• Email and inbox behavior follows the latest configuration.

• Changing settings without clicking Save Changes.
• Using inconsistent invoice prefixes across your team.
• Turning off approval workflows before aligning with finance operations.

Candidates is your central profile area for personal details, skills, compliance tracking, notes, documents, and candidate status.

1. Go to Candidates and click Add Candidate.
2. Enter required fields such as first name, last name, and email.
3. Add skills, availability, source, and optional compliance fields.
4. Save the profile and open it to add documents, notes, and communication history.
5. Update candidate status as they progress (for example Active or Placed).

• Candidates become available for matching to vacancies and applications.
• Profile details flow into communication and scheduling workflows.
• Status changes appear in activity and reporting views.

• Skipping core contact fields, which creates outreach delays.
• Leaving old skills in place, which harms match quality.
• Using inconsistent status updates across team members.

Clients stores company records, billing details, contacts, branches, and linked vacancies.

1. Open Clients and click Add Client.
2. Enter company details, status, and billing contact information.
3. Set payment terms, VAT number, and billing address where needed.
4. Add client contacts and branch locations from the client detail view.
5. Use the client record when creating vacancies and invoices.

• Client data is reused in vacancy setup and invoice generation.
• Contacts and branches become selectable for interviews and shifts.
• Status and activity are visible to your wider team.

• Using duplicate client records for the same business.
• Missing billing email or payment terms before invoicing starts.
• Not marking inactive clients, which clutters active workflows.

Vacancies defines open roles, required skills, positions, client linkage, and application routing.

1. Open Vacancies and click New Vacancy.
2. Select the client and optional branch/work location.
3. Enter title, type, positions, description, requirements, and required skills.
4. Set status (for example Draft or Open).
5. Set Application Inbox Email if applications should route automatically to this role.
6. Save and open the vacancy to manage AI matches, applications, interviews, and notes.

• Open vacancies can receive applications and candidate matches.
• Vacancy-level pipeline actions become available.
• Vacancy metrics appear in reports and KPI views.

• Leaving vacancy in Draft when you expect applications.
• Not setting positions total, which affects fill tracking.
• Using vague requirements that reduce match quality.

Applications manages pipeline movement across stages like Applied, Screening, Interview, Offered, Hired, and Rejected.

1. Open Applications and filter by vacancy, status, or search text.
2. Use status cards and tabs to focus on pipeline stage.
3. Select one or more applications for batch actions.
4. Move candidates to Screening or Interview, or reject when appropriate.
5. Use Add Candidate to Vacancy for manual placement.
6. Use Bulk Upload to ingest multiple CVs when needed.

• Pipeline updates feed interview scheduling and offer decisions.
• Stage counts update on vacancy and applications dashboards.
• Activity logs capture major status movements.

• Forgetting to clear stale filters and assuming data is missing.
• Batch-updating the wrong selection.
• Skipping rejection reasons when your process requires traceability.

Interviews tracks scheduling, status changes, outcomes, and follow-up steps.

1. Open Interviews and click Schedule Interview.
2. Choose candidate, client, and optional vacancy/contact details.
3. Set date/time and interview type (phone, video, in person, assessment).
4. Use calendar and list views to track upcoming and completed interviews.
5. Open an interview to mark status (confirmed, completed, no show, cancelled, or rescheduled) and capture feedback.

• Interview outcomes guide application stage changes and offer decisions.
• Upcoming interviews appear in dashboard widgets and interview views.
• Completed outcomes can trigger next-step actions in your team workflow.

• Scheduling without confirming time zone expectations.
• Not recording outcomes after the interview.
• Leaving cancelled interviews marked as scheduled.

Shifts manages assignments, rates, recurrence, and shift lifecycle from scheduled to completed.

1. Open Shifts and click Create Shift.
2. Select client, vacancy, candidate, and optional branch or shift type.
3. Set date, start/end times, break minutes, candidate rate, client rate, and notes.
4. Enable recurrence when creating repeated shifts.
5. Save and monitor status transitions such as scheduled, pending, confirmed, completed, or cancelled.

• Completed shifts feed timesheet creation and payment workflows.
• Shift totals influence payroll and margin visibility.
• Calendar and dashboard views update with current shift state.

• Incorrect break minutes causing wrong payable hours.
• Using outdated rates before shift confirmation.
• Not reviewing recurring series after client changes.

Timesheets handles submission and review of worked hours before invoicing and payouts.

1. Open Timesheets and use status tabs (All, Pending, Submitted, Approved, Disputed, Rejected).
2. Open a timesheet record to review shift details and totals.
3. Approve valid entries and reject or dispute incorrect ones.
4. Use Timesheet Periods for batch review when processing weekly or monthly cycles.

• Approved timesheets become available for invoice creation.
• Approved, unpaid entries are available for payout processing.
• Status changes are reflected in finance and compliance reporting.

• Approving timesheets with unverified hours.
• Skipping dispute notes, which slows resolution.
• Invoicing before all required timesheets are approved.

Invoices creates, tracks, and manages client billing from approved timesheet data.

1. Open Invoices and click Create Invoice.
2. Select client and choose approved timesheets to include.
3. Set issue date, due date, VAT rate, and optional notes.
4. Create the invoice and open it to review line items and totals.
5. Track status changes (draft, sent, viewed, partial, paid, overdue, cancelled).

• Outstanding balances appear in invoice summaries.
• Paid and partial updates improve cash-flow visibility.
• Invoice history supports account and client review conversations.

• Missing timesheet selection before creating the invoice.
• Incorrect VAT rate or due date.
• Ignoring overdue statuses without follow-up.

Payouts groups unpaid approved timesheets into candidate payments with optional deductions.

1. Open Payouts and click Create Payout.
2. Choose candidate and period dates.
3. Select unpaid timesheets to include.
4. Add deductions only when needed and review net amount.
5. Create payout and update status through your approval/payment process.

• Selected timesheets are tied to the payout record.
• Net payout amount becomes traceable for payroll reconciliation.
• Payout status contributes to finance reporting accuracy.

• Selecting the wrong date range and missing timesheets.
• Applying deductions without a recorded reason.
• Paying outside the documented payout status flow.

Mail Client lets users read, send, and manage personal Microsoft mailbox communication inside Broadmead.

1. Go to Mail and connect your account if prompted.
2. Use folders like Inbox, Sent, Drafts, Deleted, Archive, and Junk.
3. Click Compose to send new messages and use Reply, Reply All, or Forward as needed.
4. Use templates and signature settings where available.
5. Use Sync Now if recent messages do not appear.

• Communication history stays visible in one workflow tool.
• Drafts and sent items stay aligned with your mailbox flow.
• Faster recruiter response times improve candidate experience.

• Assuming Mail Client is the same as Application Inbox.
• Not syncing before troubleshooting missing messages.
• Sending without validating recipient addresses.

Application Inbox is a shared mailbox workflow for incoming candidate applications and attachment processing.

1. Open Email Inbox and review incoming messages by status (new, needs review, processed, ignored).
2. Open a message and check classification and confidence indicators.
3. Select the correct vacancy when manual processing is required.
4. Process relevant emails or mark unsuitable messages as ignored.
5. Use Sync now to pull latest mailbox messages.

• Processed emails can create or enrich candidate/application records.
• Needs review items remain visible until action is taken.
• Inbox status gives the team a shared processing view.

• Processing without setting the correct vacancy.
• Ignoring uncertain classifications without review.
• Leaving old needs-review items untriaged.

This area manages reusable templates, one-off email composition, delivery logs, and bulk campaign communication.

1. Open Emails to create and edit templates by category.
2. Use Compose for direct communication using templates and smart placeholders.
3. Check Sent logs for status tracking (sent, delivered, opened, bounced, failed).
4. Open Email Campaigns to create newsletter or announcement campaigns.
5. Choose recipient type, review stats, and manage campaign status (draft, scheduled, sending, completed, paused, cancelled).

• Template quality improves speed and consistency in outreach.
• Campaign metrics help refine future communication strategy.
• Logs provide traceability for delivery and engagement issues.

• Using outdated template content.
• Sending campaigns without checking recipient targeting.
• Ignoring bounce and failure patterns in logs.

These tools help teams stay organized with daily actions, scheduling, and compliance document expiry tracking.

1. Open Tasks to create, assign, prioritize, and complete to-dos.
2. Open Calendar to add events, view schedules, and keep team timelines aligned.
3. Open Documents to monitor expiry and filter by urgency windows.
4. Follow up on critical or expired items before they block placements.

• Teams gain clearer ownership and due-date visibility.
• Scheduling conflicts become easier to spot early.
• Document compliance risk is reduced through proactive follow-up.

• Leaving tasks without priority or due date.
• Treating calendar entries as optional updates.
• Ignoring warning-stage document expiry until it becomes urgent.

These pages provide operational visibility for performance, quality control, and auditability.

1. Open Reports to review recruitment and financial trends.
2. Open KPIs to track targets and current progress status.
3. Open Activity to review who changed what and when.
4. Use filters to focus by date range, category, or status.

• Leadership can spot bottlenecks and prioritize improvements.
• KPI status supports performance and planning conversations.
• Activity tracking strengthens operational transparency.

• Reviewing reports without consistent filter ranges.
• Relying on KPI snapshots without checking underlying records.
• Skipping regular activity checks after major process changes.