The "Pre-Completion Contact" can be sent to Apprentices automatically on a daily basis same as other Milestone Contacts or can be sent manually using the Send Self Service feature from the Contact Page.
Below are the settings pre-requisite for enabling automated Pre-Completion Contact which can be managed by Admins.
Communication Specifier
Users need to set up Pre completion contact Communication Specifiers with desired templates for below options:
- Apprentice - Pre completion contact email
- Employer - Pre completion contact email
- Apprentice - Pre completion contact SMS
- Employer - Pre completion contact SMS
Providers can create the templates appropriate for Pre-completion Questionnaire under the Templates Settings page.
Note:
- A template must be uploaded in Communication Specifiers, else the contact will not be sent electronically.
- If Apprentice response is required, The Email or SMS template must have the same Questionnaire link with the ‘Self Service Request Auth Token’ merge field similar to other Electronic Contact Email Template.
- If Apprentice response is not required, no questionnaire link should be added in the template as there will be no need for a questionnaire to be sent out.
- Employer Communication Specifier can be setup if employer contact is sent from Contact page for individual contact. Employer contact is not sent automatically via the self service contact settings.
https://*.jobreadyactive.com.au/communication_specifiers
Self service contacts schedule
In Self Service Contacts Settings, Pre-completion Methods have been added. For the First Contact, the Pre-completion Contact will be sent once a method is selected. For the reminders, only if the Include Pre-completion checkbox is ticked and a method is selected for each reminder, reminders for Pre-completion contact will be sent. Providers can choose not to send reminders. In that case, the reminders' checkboxes should be kept unchecked.
The Methods will be visible when there is Email and/or SMS templates added in corresponding Communication Specifiers.
Automated Pre completion contact follows the self service contact schedule similar to other Contacts. The Contacts and Reminders will be sent according to the schedule in the following link.
Note:
- The reminders needs to be setup to be able to be sent if Apprentice response is required.
- If no Apprentice response is required then only one contact is sent for Pre-completion. For that only First contact's Pre-completion Method is required to be selected. Leave the check box and methods for reminders unchecked.
https://*.jobreadyactive.com.au/settings/self_service_contacts
Pre-Completion Contact Settings
If providers require Apprentices' response by sending self service links and marking the Contact as Complete when Apprentice provides response to the questionnaire, check the box "Apprentice response is required" and Save the settings.
If Providers do not wish to get Apprentices' response and simply send the required information via Email and/or SMS, the check box should be unchecked.
If Apprentice response is required, Pre-Completion electronic contact settings allows users to create their own Questionnaire page to outline what is required as a part of the contact.
For Apprentice Contact, Admins will list the requirements regarding the Pre-completion Contact in the Apprentice Contact Requirements text field. These requirements will be shown in the questionnaire page instead of the default questions used for Milestone Contacts. Similar will be for Employer Contact.
Users can list out a question that has a Yes/No response. The question will be along the lines of "Do you understand and agree that all of the above has been completed?".
Note: When the Requirement text field is blank, the contact will not be sent electronically if Apprentice Response required checkbox is ticked.
https://*.jobreadyactive.com.au/settings/contacts/pre_completion_electronic_contacts
Sending and Receiving Pre-completion Contact
After above set-up is completed, Apprentice pre completion electronic contacts will be sent as per schedule. The process for automated Pre completion contact is similar for all options
- Apprentice - Pre completion contact email
- Apprentice - Pre completion contact SMS
If Apprentice Response is not required, once the Pre-completion Contact is sent automatically, the contact is marked as "Complete". The details of Apprentice contact completion information can be viewed from Contact Page > Administration Tab and Contact history Tab.
Upon completion, the contact form with the data of that time is also available in "Documents" tab as shown below.
Note: If Pre-completion Contact is sent from Contact > Send Self Service option, the Contact is marked as Contact Complete.
If Apprentice Response is required, once the Pre-completion contact is sent and the questionnaire link can be accessed by Apprentice. The requirements and the question are listed as per the Pre-completion Contact settings. Additionally, there is a text box for 'Any Additional Comments'. Apprentice can choose yes or no for the question and can provide other information in the text box. If The answer to the question is No, the Require Further action flag is shown against the contact
Below example is for "Apprentice - Pre completion contact SMS". Once the electronic contact is sent via SMS, corresponding entries can be seen in the history tab of Pre completion contact page
If apprentice responds as "No" to question "Do you understand and agree that all of the above has been completed?", then "Requires Further Action - Apprentice" tag will appear. Also response from the apprentice can be viewed after clicking on "Apprentice Self Serviced" link as show below.
