Managing employments

Viewing employments

Head to Staff in the main menu. You'll see a Datatable listing all employments for the current season. Use the stage, department, and role filters to narrow your view.

The employment table supports a wide range of optional columns including contract and offer status, visa details, salary information, medical data, transport assignments, form completion, and more.

Understanding employment stages

Every employment moves through a series of stages that represent where they are in the hiring lifecycle:

• Applied - the initial stage when someone applies or is added to the system.

• Shortlisted - the candidate has been reviewed and shortlisted for consideration.

• Offered - a job offer has been sent to the candidate.

• At contract - a contract has been sent and is awaiting signature.

• Hired - the staff member has accepted and is confirmed for the season.

• At camp - the staff member is currently on-site.

• Alumni - the season has concluded and the staff member is now in your alumni records.

• Rejected - the candidate was not selected or declined the opportunity.

• Withdrawn - the staff member or admin withdrew the employment.

Moving an employment to Rejected or Withdrawn requires a note explaining the reason, and automatically revokes any outstanding offers or contracts.

Hiring status

Alongside the employment stage, each staff member has a hiring status that tracks where they are in the offer and contract process:

• Offer sent - an active offer is waiting for a response.

• Offer accepted - the candidate has accepted the offer.

• Contract sent - a contract is waiting for signature.

• Contract signed - the contract has been signed by both parties.

The hiring status appears as a badge on the employment profile, giving you a quick snapshot of document progress.

Employment profiles

Click on any employment to open its full profile. The tabs available depend on how far the staff member is in the pipeline.

For applicants (early-stage):

• Information - personal details, contact info, and job application data.

• Forms - assigned forms and completion status.

• Tasks - pending tasks for this employment.

• Activity - full audit trail.

• Notes - internal notes.

For offered staff and beyond (converted):

• Overview - a summary showing hiring status, active offers and contracts, tasks, and pinned notes.

• Information - personal details, contact information, job details, and recruitment fees.

• Contacts - emergency contacts.

• Medical - health information, medications, and consultations.

• Forms - assigned forms and their completion status.

• Transport - arrival and departure arrangements.

• Visa - visa details (only shown for international staff).

• Tasks - pending tasks.

• Activity - full audit trail.

• Notes - internal notes.

• Media - photos and files.

Offers and contracts

The offer and contract workflow is built directly into the employment profile.

Making an offer

From the employment profile, click Make an offer to draft a job offer. You can set an expiry date and customize the details. When you send the offer, the employment stage can automatically move to Offered (configurable). If the candidate accepts, an invitation to join Campfront can be sent automatically.

Offers can be withdrawn, resent, or extended with a new expiry date if needed.

Sending a contract

Once an offer is accepted (or directly from the shortlisted stage), you can send a contract. Contracts are built from your contract templates and require a digital signature from an admin before being sent.

When the staff member signs the contract electronically, the employment stage can automatically move to Hired (configurable). A signed PDF is generated and attached to the employment record. Any outstanding offers are automatically revoked when a contract is sent.

Contracts can be voided if circumstances change, with the option to move the employment to the Withdrawn stage.

Changing stages

From an employment profile, use the stage selector to move the employment forward or to an unsuccessful outcome. Stage changes are logged in the activity feed.

Quick action buttons are available for the most common next steps - for example, moving from Applicant to Shortlisted, or from Shortlisted to Offered.

Bulk actions

The employments Datatable supports several bulk operations. Select one or more rows and the bulk actions bar will appear:

• Change stage - move multiple employments to a new stage, with validation that each can transition.

• Add tags - apply one or more tags to the selected staff.

• Remove tags - remove tags from the selected staff.

• Add note - add a note to the selected staff profiles.

• Assign form - assign a form to multiple staff at once.

• Assign transport route - bulk assign arrival or departure routes.

• Assign responsibility center - assign an admin as the point of contact.

• Invite to Campfront - send account invitations in bulk.

• Send email - email selected staff members, with template support.

• Send SMS - send an SMS to selected staff members.

• Archive - soft-delete selected employments.