We will now create an Interpreter, referred to as a Contact within II.
To create a Contact:
- Click on the Green Create New Contact button on the top right hand side of the Dashboard, or
- Navigate to the ‘Manage’ Menu and select ‘Create New’ from the ‘Contacts’ section.
Under the General Information tab:
- Populate the Contact’s First and Last name and Gender
- You can enter other details such as Country of Residence, Origin and Nationality - this additional info can prove useful when managing or reporting on your Contact portfolio
- You can also control/modify the email communication to this Contact; by default they will receive all relevant communication from II such as job offers, assignments, updates, confirmations, reminders etc., however by checking any of these boxes you can disable certain emails only for this specific interpreter for example Confirmation reminders
- Using the Search Radius for Jobs field you can specify a radius in miles/Km that this Interpreter is willing to travel. This will override the Company search radius (Admin -> Company -> Configuration) or a Customer search radius if set (Admin -> Customers)
- You can then add as many Languages as appropriate for the Contact. Please note that the source language for all jobs is assumed to be English, and you do not need to add that to the Contact profile or to jobs.
- Click on Add Language and start typing, II will immediately perform a lookup on the language database and you can select from the results. (If a required language is not available, Navigate to the ‘Admin’ menu > ‘Languages’, click on Add Language and start typing the required language in the 2nd row and save the selection. If a required language is not available in this list, please contact Interpreter Intelligence, and this can be added to your database.)
- Select a Rating for the interpreter’s proficiency in the selected language. Note that you can use this rating for any parameters required by your agency, e.g. to rate interpreters that you wish to serve first, second etc. on job offers.
- Repeat this process for any additional languages that the Contact can provide
- In Contact Information add at least one phone number and email address as well as a physical address - this is important as II will perform a Proximity Search on jobs to filter eligible Contacts for job offers.
- Add any Notes relevant to working with the Contact - these notes will only be visible to agency users and not to Customers or the Interpreter. As you can see there are a few categories of notes such as when the interpreter began working/ became Active, their Experience and Availability
- In the ‘Financials’ section you may add bank account details etc., however note that these are for your records only, II does not process any financial transactions.
Moving to the Services tab, Service types define the medium of the service or how the job is carried out, e.g. Face to Face, Video, Telephone etc. By default, new Contacts will be enabled for all services that have been set up for your agency, however you can refine/restrict services at the Contact level:
- Uncheck the Enable All Services box
- Select Add Service
- Choose the appropriate service from the drop down menu and check the Enabled box.
- Repeat this process to enable any additional services
- Click the blue Save button on the left hand side to save these changes
- If service types change for the Contact into the future you can simply uncheck the Enabled box or click Remove Service and Save the changes
Within the Employment Status & Eligibility tab:
- Employment category is the nature of the Interpreter’s contract with you for e.g. Employee (full time) and you must select a value here
- Automated Assignment is not currently used, please select Contractor
- Employment Eligibility & Qualifications must be setup by an Admin before these can be attached to an Interpreter therefore these settings will be covered in a separate Configuration document.
On the Miscellaneous tab you can add any files/paperwork relevant to the Contact. Contacts themselves will not be able to view the documents when logged in.
The following file types will be visible to Customers on their portal who have been granted the Compliance Auditor privileges:
- VoS
- Misc
- Report
- Image
- Receipt
The following file types will ONLY be visible to Customers on their portal who have been granted the Compliance Auditor privileges if you enable the Public checkmark on the attached file:
- Customer Confirmation
- Interpreter Confirmation
- Invoice
- Contract
- Payment
- Export
- Activation
- Medical Requirements
- Training/Continuing Education
- Assessments
Don’t forget to save the Contact profile using the blue Save button in the navigation pane to the left hand side.
When you first Save an interpreter profile, it will be in Induction status. This implies that you are still onboarding this interpreter. If you are ready to offer them jobs, you will need to Activate their profile:
- Navigate back to the ‘Manage’ menu and select ‘Manage Contacts’ from the ‘Contacts’ section
- Select the drop down box to see a menu of various actions and select Change Status
- In the Next Status field, select Active and click the Change Status button.
4
Now you have successfully completed and Activated an Interpreter/Contact Profile!
If you wish, you can also Edit (in Full) from the drop down menu next to a Contact and add a photo to the Contact Profile under the General Information tab and be sure to always Save after making any changes.
Also from the ‘Manage Contacts’ page you can:
- Filter Contacts by typing into any of the columns at the top of the table or by selecting the dropdown options where available
- Select one or more Contacts to send a message to, convenient for any agency-wide communications
- Select the drop down menu next to a Contact to View or Edit a profile plus other actions
- You will notice that there are additional useful views/tabs here such as a Calendar view, Availability and Assessments.
- Export data for reporting purposes
- Use the advanced Search function
Exporting Interpreter Data
There are a number of Export options available with various levels of Interpreter data, for example you can Export Availability, Eligibilities etc. It is recommended that you play around with these options to find the data that you need as you may need different data in different circumstances.
If you wish to run a test Export you can first filter for 1 or 2 records and then select Export all contacts (with current filters applied) before running the Export. Anytime you wish to Export only a subset of filtered data you will need to select Export all contacts (with current filters applied) prior to running the Export, otherwise all data will be Exported.
As well as using the column headers to filter Interpreter records, you can also use the Search function to build a more sophisticated query of conditions:
- Simply click on the Search button
- Select Add Condition
- Select the Search attribute such as Eligibility for example and fill out the remaining query fields such as the name of an Eligibility
- You can continue to add conditions such as a Language, Rating etc. in order to define the particular set of Interpreters required
- You can also use Add Group if you wish to define alternative conditions such as OR/NOT etc. For example, in the screenshot below, this query will search for Interpreters that have All Services Enabled or that have the Face to Face Service enabled
- Once you have created your query you can then Save this for future use
- The Saved Searches tab will have a list of all Saved queries, including any that have been built elsewhere in II where the query builder is available, such as Manage Jobs for example