To begin with, let's talk a little about what a contact person is in this context 😄
General information about contact persons
A contact person is, just as it sounds, a person who is contacted! In this case, it specifically refers to the people you can choose to include in your advertisements that candidates can contact with questions about the position, for example, the manager and the professional contact.
It's not more complicated than that! However, it's important to note the difference between a contact person and a user on your account, as these two are unrelated. A contact person is in no way linked to a user, so even if you have a user who is also entered as a contact person, the two are not linked to each other ❌🙂↔️
Organizationally linked
A contact person will always be linked to the organization/department they are created in. If we look at this example, you can see that the contact person "Rasmus Svensson" is created in the organization "Organisation C".
This means that this contact person will only be available to choose as a contact person in cases created in that specific organization "Organisation C" (and if the organization in question has its own underlying organizations).
For a contact person to be available to choose in all advertisements on the entire account, the top level of your account should be specified in the "Organization" box 😊
Where are contact persons managed?
Contact persons can only be managed on the account by going to Admin -> Contact Persons. Here you will find all your created contact persons and can edit and delete them, as well as create new ones.
To access this tab, you need the rights "Admin - Menu" and "Contact Person - Manage"!
Overview of contact persons
When you go to the tabs above, you will see a list of the contact persons you already have on your account. It might look something like this:
On the "Contact Persons" tab you can:
Search for contact persons under the "Filter" section on the far left. Here you search by the person's name.
See the list of created contact persons where you can sort them by name and email. You do this by clicking on the "Name" or "Email" column 😊
See all the information about the contact person
Name
Title
Whether they are a union representative
Telephone
Mobile phone
Email
Which organization they are linked to
Edit the contact persons either by clicking on their name or the edit icon (pen) on the far right.
Delete a contact person by clicking on the delete symbol (trash can) on the far right.
Create a new contact person by clicking on the green button in the upper right that says "Create Contact Person."
Edit a contact person
Let's say you want to edit an existing contact person in the list!
Click either on the contact person's name or the edit icon (pen) on the far right. (NOTE! If you have contact persons with perhaps long names, email addresses, etc., you may need to scroll to the right to see the icons).
Change/add the information you want to change or add.
Click "Update."
Done! 😄
The contact person is updated with the new information, and you are taken back to the list of contact persons.
Keep in mind! Editing an existing contact person will affect the contact person on all advertisements they are added to. So, if you, for example, remove a phone number from a contact person in this case, the phone number will be removed from the advertisements where the contact person is added. This is so you don't have to change information in several different places if you, for example, discover a typo, old information, etc.!
Create a new contact person
Creating a new contact person works in much the same way! You:
Click "Create Contact Person" in the upper right.
Enter the information in the boxes, those marked with a red star * are mandatory to fill in.
Click "Create."
Done!
The contact person is then created, and you are taken back to the list of contact persons.
Create and edit a contact person in an advertisement
If you have ever created an advertisement, you have probably noticed that it is also possible to create a contact person directly in the advertisement! This feature is great if you, for example, have a temporary contact person that you will not use more than once.
A contact person created directly in an advertisement will not be added as a permanent contact person on the account, but will only exist in that specific advertisement.
Also, edits of contact persons directly in an advertisement will not affect the contact person on the account (even if it was added to the advertisement from the dropdown list), but the change will then be advertisement-specific. It can be good to know if a contact person is, for example, reached in a different way during the summer or you want to add if the person is on vacation a certain week, etc.