Comprehensive Guide to Worksuite's Talent Directory

Talent profiles allow you to get a quick overview of your talent and to dive in deeper to gather more information on each individual. 

Introduction to talent profiles

Talent profiles contain information regarding all of each talent's activities within the Worksuite platform - from contact information and services through reviews, projects, and payments. The main talent directory page gives you a quick overview of each talent in a tile view. Clicking into a profile will provide you with much more detail for each talent.

TABLE OF CONTENTS

Talent categories

Your talent is found in two locations:

  • Talent Directory - in the side menu, go to Index > All Partners (your workspace may use different names). This is where vetted talent can be found, searched, and filtered.
  • Marketplace - this is where you can find candidates that have responded to publicly posted opportunities but have not been invited to your approved list of talent. Talent in this location can also be searched and filtered.

Talent cards view

Talent Cards contain a wealth of information in an easy glance view. 

  • Talent type - this talent is a Freelancer, as indicated in the upper right corner
  • Smart status - the talent has fully onboarded, as indicated by the green checkmark beside their avatar.
  • Availability - at the bottom of the tile, the green icon indicates the talent is available and the date it was last updated.
  • Location - the talent is located in the United States
  • Average review rating & general rank - the average of 5 stars are listed below the avatar. The rank is indicated by the medal icon in the upper left corner
  • Groups they are a part of - this talent is organized into the Photographers and Videographers groups

Talent table view

The talent table view can provide the same details as the card view in a horizontal and scrollable manner, giving users the ability to view a large amount of detail at a glance from the Index page. Fields can be added or removed depending on the relevance to the user's search and the amount of detail needed.

Talent Type

Talents are organized into different types within the Worksuite platform. For example, freelancers, businesses, etc. Worksuite Support can customize these terms for your workspace.

Smart Status

Status indicates where the talent is in the invitation and onboarding process. To see why one freelancer has a status and what's still outstanding, see How to Check a Freelancer's Onboarding Status and What's Outstanding.

  • Not invited - a grey button symbol will indicate this

  • Invitation pending - if the talent has been invited but has not yet registered, this will be indicated by a yellow clock symbol.

  • Not onboarded - the talent has not yet begun the required onboarding workflows.

  • Onboarding underway - the talent has not yet completed all onboarding workflows assigned to them. This could be because they have not completed the initial onboarding or because a previously assigned workflow has been updated to require more information.

  • Unsigned document - the talent has a document waiting for their signature.
  • Has requested document expired - a document you requested from the talent has expired.
  • Unverified - a candidate who hasn't verified their email address yet.
  • Fully Onboarded - the profile status updates to 'Fully Onboarded' in the below situations.

  • If there are no required onboarding workflows and the freelancer registers, the status will update to fully onboarded.
  • If there is one or multiple required workflows and the freelancer has finished every required workflow (workflow status Finished), then the status updates to Fully onboarded.
  • If a required workflow is updated to optional, then the freelancers who were having status as 'Onboarding underway' because of that workflow for them, the status will set to Fully onboarded.
The profile status of the freelancers can change from time to time based on the progress in the onboarding workflow or the updates made to the properties(optional/required) of the workflow.

Talent Profiles

Clicking into a talent profile gives you an in-depth view of the talent's history within the Worksuite platform. 

Tabs

The top row of tabs provides access to additional information:

  • Messages - this is where you will find all conversations between your team and the talent. Once your team sends a message, the talent will receive an email notification with a link to the page. When they respond, you will also receive an email notification.
  • Activity - an activity log for the talent's profile.
  • Contracts - the talent's contracts.
  • Job Openings - Click here to review job openings the talent has been invited to
  • Requests - this tab holds information regarding RFI's and RFP's the talent has responded to
  • Tasks & Projects - this is where you will find all the projects and tasks the talent has been assigned.
  • Invoices - the talent's invoices and their payment status.
  • Expenses - the talent's expenses.
  • Timesheets - the talent's timesheets.
  • Documents - agreements and tax forms the talent has been asked to complete/sign, and requested documents can be found here.
  • Compliance - the talent's compliance status and details.
  • More Info - if you've asked your talent to complete banking and tax information for payments, that information can be found here (based on user permissions to view), as well as onboarding workflows they've been assigned.

Some tabs only appear if your account uses that feature.

Availability

You can use Worksuite to request and monitor your talent's availability via email notification. Once updated, you will be able to filter by Available, Available Part-Time, Unavailable or Available Soon. You will always be able to see the last date updated to make sure availability is current.


In addition, requesting an availability update can be done with the click of a button - one talent at a time or in bulk.

And if you need to update your talent's availability on their behalf, you can always do so from their profile:

Portfolios

You will see a sample of your talent's portfolio, and click on an image or video to see more content!

More Profile Information

Scrolling down your screen will share more information about the talent, as well as certain actions you can take.

  • Custom fields, skills, and rates - this is information your talent has been asked to provide during their onboarding process.
  • Groups - a list of the groups the talent belongs to is located at the bottom of their profile.
  • Relationship managers - these individuals manage the relationship between the talent and your organization. They also receive certain notifications about the talent.
  • Worked with - this is a list of who in your organization the talent has worked with. If that's you, please add yourself!

Actions

Depending on your permission level, you can take several actions about the talent and their profile. A few examples include:

  • Sending them a message
  • Adding them to opportunities
  • Rating & reviewing their performance
  • Editing the profile
  • Updating the workflows assigned to them

Restricted visibility

There are features in Worksuite that you can utilize for only you and your team members to see. Your talent will not be able to view any of the information listed below, except groups you share with them (shared groups).

Organization

Groups 

Groups are created to help you organize your external talent. Groups are visible for internal team members to categorize external talents based on the team's needs.

Internal Notes

Internal notes are used to leave information regarding your external talent. Any information you would like your internal team members to be aware of can be left as a note, either on the talent profile or in workflows & projects.

Tags 

Tags are used as an additional way to categorize your external talent. 

Past work & reviews

Worked with
Internal members can add themselves to a talent's profile once they have worked with a certain talent. This will help you, the rest of the team be aware and ask for feedback.

Private Feedback
Reviews and ratings help you and your team evaluate what type of performance to expect from your external talent.

Relationship management & information

Relationship Managers
You can decide who receives notifications from each external talent activity. When you assign a relationship manager to a certain talent, the relationship manager receives email notifications about the talent's activity.

Custom Fields

Some fields could have been added to your account during implementation that is only visible for internal team members.

Note: What each team member can see depends on their role. See Roles and Permissions for Team Members.

Archiving Talent

If there is inactive talent in your directory, you can Archive them. This removes them from your active directory but maintains their record in your system for future reference. To archive a talent, open their profile, click the three dots below their name, select Archive and enter a reason. Archiving also cancels their open Tasks, rejects their New and Approved invoices and expenses, and removes them from their onboarding workflows. Restoring them doesn't undo this. See Talent Profile Statuses, Duplicates, Archiving and Deleting. You can also archive talent in bulk by selecting the desired talent and using your Bulk actions options.

Before archiving the talent, be sure to note the following:

  • When a talent is archived, users can't add them to a task/request/job opening until they are restored to the active talent status.
  • Archived talent will not come up in any searches within the application (dropdowns, lists, search, etc.)
  • They will be hidden from any groups (including shared groups), Marketplace, and Talent Directory.
  • They will not receive any email notifications/reminders.
  • The archived talent's profile will be marked with 'ARCHIVED' status and will have the option to RESTORE them.
  • Users can access archived talent through the Archived Partners section, which will contain all archived talent. This section is in the menu that opens when you click your initials or photo in the bottom-left corner.
  • After restoring a talent from being archived, they will be placed in the same groups they were before. If they were registered before, they should automatically regain access to their accounts.
  • On the Archived Partners page, you can search archived talent by name.

Archived Talent Directory

Archiving a Talent from a Profile

Support/Resources

Still have questions about the Talent Directory? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.