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Help Topic: Company Compliance & Company Agreements


Overview

Tracker Pro and Enterprise tiers only.

Company Compliance lets you record compliance items against a company record, including Company Agreements, with dates, status, expiry and the job types each agreement covers.

Benefits

  • Keep financial, insurance, verification and agreement information in one place on the company record.

  • See at a glance, on the job, whether the client is compliant and has agreements in place.

  • Link each placement to the specific agreement it is made under, so Placement Approvals can check it before a placement goes live.

This article is the first in a series. Company Compliance, Company Agreements and Placement Approvals work closely together, so the other Placement Approval articles refer back to the setup described here.

Before you start

  • You need access to Tools & Settings (Company Settings and Layout Designer).

  • Decide which compliance items your business tracks, for example insurance certificates or signed terms of business, and whether each is a dated item or a Yes/No item.

  • Know which job types each client agreement covers. This is used later in the approval workflow.

  • Placement Approvals apply to non-shift jobs only.

Set Up Steps

Step 1: Set up compliance item types

Company compliance items are configured in Tools & Settings > Company Settings.

  1. Go to Tools & Settings > Company Settings.

  2. Create each compliance item you want to track.

  3. Choose its Type: Financial, Agreement, Insurance, Verification or Other.

  4. Choose its Format: Dated or Yes/No.

  5. Mark an item as a default if you want it added to every new company automatically.

Tip: Items set as defaults are added to a company record when it is created, in the same way as candidate compliance. This saves your team adding the same items every time.

Note: Use the Agreement type for anything that should be selectable on placements. Only items of this type get the Scope & Coverage options described below.

Step 2: Add the Company Compliance block to the company layout

  1. Go to Tools & Settings > Customization > Layout Designer.

  2. Set Record Screen to Company.

  3. In the Available Record Blocks panel, find Company Compliance items. 

  4. Drag it onto the tab where you want it to appear. Changes save automatically.

The block now shows on company records, where your team can add and review compliance items.

Application Steps

Add a compliance item or Agreement to a company

  1. Open the company record and go to the Company Compliance block.

  2. Add a new compliance item using the Add item button, or edit an existing one.

  3. Complete the details, and where applicable add supporting documents

The options you see depend on the item's format (Dated or Yes/No) and on whether its type is Agreement.

Adding an Agreement compliance item

When adding an Agreement compliance item, under the General tab, you can specify a name, agreement type, dates for completed/start/expire.

The Scope & Coverage tab is the most important part of an agreement. Here you choose the Job Types the agreement can be applied to.

  1. On the agreement, open the Scope & Coverage tab.

  2. Select every job type this agreement covers.

  3. Save the agreement.

This matters because a placement is only offered the agreement when it is on a job of a covered type. If no job types are selected, the agreement will not be available to choose on placements, and the Submit Placement Approval workflow cannot use it.

Under the Finance tab you have a text space to add further details about the agreement such as Payment Terms, bill frequency etc. There are also fields to record Margin, Mark up percentage and liability details.

Note: Placement Approvals only treat an agreement as usable while it is active. A dated agreement stops being available once it expires; a Yes/No agreement is always available.

Seeing compliance status on a Job

On a job record, the Summary panel shows two Yes or No pills: whether the company is compliant, and whether the company has Company Agreements.

This gives consultants an instant check before they start placing candidates, without opening the company record.

Selecting the Company Agreement on a Placement

On a placement record, a Company Agreement field appears as the last field in the Placement Details block.

  • It appears only when the client has an agreement that covers the job type linked to the placement.

  • It lists agreements that are still valid: dated agreements until they expire, and Yes/No agreements always.

  • Select the specific agreement this placement is being made under. This links the placement to that agreement, which is different from the company simply having valid agreements.

  • When a placement is extended, the agreement carries over to the new record unless it has since expired.

Company Agreement can also be made a mandatory field for a chosen placement status, so the placement cannot move to that status until an agreement is selected. If the client has no suitable agreement, the field is hidden and is not enforced. See Placement Approval | Permissions, Settings & Mandatory Data.

Example scenario and tips

Example: Your client, Northgate Logistics, signs terms of business covering Permanent and Contract job types. You add an Agreement item to their company record, set the start and expiry dates, and tick Permanent and Contract on the Scope & Coverage tab. When a consultant creates a contract placement on a Northgate job, the Company Agreement field appears and lists the agreement. A temporary placement on a job type you did not tick shows no agreement field.

Tips

  • Set up your standard items as defaults so every new company starts with the right checklist.

  • Always complete Scope & Coverage; it controls where the agreement is offered.

  • Review expiring agreements regularly. Once an agreement expires it is no longer offered on placements or carried over to extensions.