Engagements Overview

  • *This feature is currently in beta-testing with a subset of Kamana users. We're excited to offer this functionality more broadly in the near future. If you'd like to learn about the Engagements feature, and its future availability, please reach out to Customer Success here support@kamana.com

It can be difficult for a recruiter keep track of a candidate's interests, and even more difficult to see how far along the hiring process they are for all their applications. Kamana provides a solution to this: Engagements.

An Engagement is how Kamana helps you track a candidate's journey from their interest in a Job to completion of the job. Or even if the drop-off may occur in between. With proper utilization, engagements streamline onboarding, credentialing, submitting, and placing health care professionals to all your hiring needs.

With this overview guide, you can:

Note: It is highly recommended for optimal use of Engagements to configure your Contracts, Credentialing Requirements, Job Requisitions, Facilities, and Clients to your needs prior.
Learn more about those features here:

Creating an Engagement

There are currently two ways an Agency user can create an Engagement for a Talent Profile.

1. The first way you can create an Engagement, is on a Job Requisition’s Matching Talent section.

  • From the Left-Hand side of your Menu, under Sales, select Job Requisitions
  • Locate the Job  you desire in the list and click its Name
  • Under Matching Talent at the top-right, find the Talent User you want to create an Engagement for and click Begin Qualifying

2. The second way you can create an Engagement, is in a Talent Profile.

  • Locate a Talent Profile of your Choice. Either from the Search or your Talent List.
  • At the top-right of the Profile, you'll see a "+" icon to create an Engagement.

  • Click on the "+" Icon and you'll get a Pop Up.
  • Search for an existing Job to Create your Engagement against.

Talent users can use their own Kamana Profiles to create their own Engagements by expressing interest on your Job Board.

Note: When an Engagement is created the talent user’s relationship status is automatically set to Engaged.

Understanding Your Engagement Fields

An Engagement can display a wealth of information. We'll go through a thorough breakdown of each one below:

  • Engagement Details - This is where you find the details specific to this Engagement, such as: Facility, Contract, Job, and Pay Details.
  • Notes - This is where you can see Notes added by Agency users, typically done to record interactions or unique details.
  • Status - This is where you can see how far along the Engagement has progressed, reported by its Status.
  • Subscribers - This is where other Agency users can subscribe to receive notifications on the progress of this Engagement.
  • Requirements - This is where you find your Qualification and Credentialing requirements for the Talent candidate.

Expanding your Details

Under the Facility information, click on any of the detail sections to expand and view more information.

Using Notes

While not required, the Notes section can be very useful for Agencies to highlight important details. Most commonly notes from a call, text message, or email.

To add a Note:

  1. Click the "+" icon. 
  2. Enter the Content
  3. Choose a Note Type. 
  4. Click Add Note.

This feature functions the same way as the Notes section on a talent profile. The intended difference is to highlight notes important to the Engagement, and not one to the overall Talent Profile. An included audit trail is automatically applied to show the Agency user who submitted the note, along with the timestamp.

Note: Talent cannot view data entered in the Notes section.

Understanding Status Fields

To track which point of the process a health care professional is in, their Engagement can be set to 1 of 12 different types of statuses. The statuses in the table below are ordered how they go in the Engagement process.

Each status has an “Assigned to” field indicated the agency user that is responsible for tasks that take place during that particular status. The assigned person can be changed at any point.

Viewing your Engagement List

This page displays a list of all Engagements associated with your agency. The default filters show all Engagements except those in the Complete status.

The list can be filtered by:

  • Association
  • Status
  • Status of Requirements. 

To view completed Engagements, change the Status drop-down choice to Complete.

Each Engagement in the list displays some of its important information:

  • Status
  • Talent user’s name
  • Job Requisition’s Job Title
  • Start and end dates
  • Contract length (weeks)
  • Hours per week

Processing Your Engagements

Change the “Assigned to” person

A talent’s Primary Contact is the initial person assigned to a new Engagement.

Being assigned an Engagement means you are the primary owner (i.e., person responsible) through at the specific status of the Engagement process.

This designation can be reassigned at any point. If you’ve completed your tasks on this Engagement, you can assign it to a new person to take over.

The person assigned to the Engagement can be changed two ways:

  • Click the currently assigned person’s name under the Status.

    • A pop-up will display. Search the agency user and click their name in the drop-down result.

    • Click Assign.
    • After the above steps are completed, the new assignee will receive a notification that the Engagement was assigned to
  • While changing the Engagement status
    • Either click the button to move to the next status or the back arrow to move to the previous status.

    • Select the new person from the Assign To drop-down.
    • Click Change Status.

After one of the above steps are completed, the new assignee will receive a notification that they were assigned the Engagement.

Note: If an agency user is assigned to an Engagement, they are automatically added to the Subscribers list.

Subscribers

As an Engagement moves through the process, different agency users need to have a hand at some point or stay up-to-date with its Status. Oftentimes multiple people are involved in ensuring an Engagement’s success and need to receive updates. This is where Subscribers comes into play.

Subscribers on an Engagement receive notifications when its status changes. If a user is assigned to an Engagement, either at creation or later in the process, they automatically become a subscriber.

Users can manually subscribe to an Engagement, without needing to be assigned to it, by clicking Subscribe. A user can Unsubscribe at any point.

Engagement Requirements

As the mechanism to track a candidate from initial job interest to completion of a job, Engagement’s play an important role in qualifying and credentialing the candidate. This is done through the Requirements feature.

Engagement Requirements are a snapshot of the credentialing requirements the candidate must complete to start work for that particular job. This section pulls in requirements set at the Account (Employer), Client, Contract, and Facility levels. If needed, a one-off requirement can be linked directly at the Engagement level.

This area is broken down into 4 sections:

  • Needed
  • Mapped
  • Verified
  • Dismissed

Needed

Engagement requirements are initially displayed in this section. This section lists requirements that “need” to be mapped.

To map a requirement:

  • Locate it in the Needed list.
  • Click the ellipsis icon on the right.
  • Click Map to Credential.
  • The list of relevant credentials from the talent’s profile will display. Click Choose to the right of the appropriate credential.

After following the above steps, the requirement will move to the Mapped section.

Note: Multiple items can be mapped to a single engagement requirement. After the initial item is mapped, click the ellipsis icon and Map to Credential to map additional items.

Mapped

Requirements that’ve been mapped to a credential display here.

To un-map a requirement:

  • Locate it in the Mapped section.
  • Click Undo Mapping.

The mapped item will be removed from the requirement. If all mapped items on a requirement are un-mapped, the requirement will move back to the Needed section.

To verify a requirement:

  • Locate it in the Mapped section.
  • Click Verify on the right.

Note: There is not an “undo” feature for Verified requirements, as there is with Mapped. Be sure an item is verified before clicking Verify.

Verified

Credentials that’ve been verified display here. Once an item is Verified, it cannot be undone.

Dismissed

Credentialing talent is an iterative process. The facility/client might, at the last minute, say they do not need a certain credential. Additionally, there could be a duplicate requirement that made it to the engagement due to a different name or slightly different requirements at multiple levels within the Facility > Contract > Client > Employer chain that fed the Engagement Requirement creation. Credentialers need the flexibility to manage an engagement at that engagement level.

Engagement requirements in the Needed section can be dismissed.

To dismiss a requirement:

  • Locate it in the Needed section.
  • Click the ellipsis icon on the right.
  • Click Dismiss.

Sometimes a requirement may be accidentallly dismissed. Dismissed requirements can be restored.

To restore a dismissed requirement:

  • Locate it in the Dismissed section.
  • Click the ellipsis icon on the right.
  • Click Restore.

The restored requirement will be moved back to the Needed section.

Create one-off Engagement Requirement

There are many reasons why a requirement could only apply to a single Engagement. Perhaps a Client makes a one-time exception by accepting a certain credential in place of another. Or maybe a talent user recently changed their name and the Client needs a Name Change Attestation.

Before the requirement can be linked to an Engagement, it, as with all other requirements, must first be created on the Credentialing Requirements page. 

To link the requirement, follow the below steps:

  • On an Engagement, to the right of Requirements, click the plus icon.
  • Search for the requirement.
  • Locate it in the results and click Create.

Can select contract after engagement is created if none was previously selected. That will load the Client and Engagement requirements

Cannot switch contracts if the wrong one was selected and the Engagement is already created

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