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How to use the Careers Partners database

Updated

Watch the video or read our step-by-step guide below:

The Careers Partners Database is a tool in Compass+ that allows you to store information about individuals and organisations who can help deliver careers activities for your institution.

This tool and the database of Careers Partners can also be accessed when you are creating an activity. You can attribute a Careers Partner to your activity – and then also see that information reflected in Your Careers Partners.

TOP TIP : If it's more convenient for you, why not print out our Careers Partner Info sheet, write down the organisation/employer information, then login to Compass+ and record the information later, or ask a colleague to help and enter this for you.
When you click the link above, the Careers Partner Info sheet will download straight onto your computer, check your 'Downloads' folder to access this.

Key functionality

  • Store all of your careers contacts in one place, only accessible to you and the other users at your school
  • Create an organisation, and one or more contacts within that organisation
  • Record many different types of data against each Organisation and Contact, so you have a full overview of what careers help they can provide
  • Create contacts who are Retired, or not part of an organisation
  • Export an excel file of information you’ve entered, to help you contact your partners
  • Link individual contacts or whole organisations to the Activities they take part in

Step-by step guidance

Viewing existing contacts and organisations

To access this tool, click on “Careers Partners” in the main navigation on the left of the screen. Then select “Your Careers Partners”

On the 'Your Careers Partners' page you will see a list of all of the partners you have added already, grouped by Organisation. Select the arrow in the Actions column to expand an entry and view more information

If your Organisation has Individual Contacts added, they will be listed underneath Organisation information. You can select the arrow in that Actions column to see more information about that individual, including the activities they have taken part in.

You can also see the activities that the Organisation has taken part in.

 

Editing an existing contact or organisation, or creating a new contact in an existing organisation

Select the pencil icon from the Actions column beside an organisation’s entry

Amend details in the modal that opens and click “Save changes” when you are done

Using this method you can also add new contacts to an existing organisation

Create a new organisation and add contacts

To create new entries, click the “Add Partner” button in the top right hand corner of the page

Fill out information about the Organisation you are creating

If you want to create an Organisation without any individual contacts, that’s fine – just click “Add Partner” once you’ve filled out the Organisation section to save and close.

If you want to add one or more individual contacts, click the Add Contact button to get started, and then click the Edit icon to add information. You can create multiple contacts for each organisation

If you’ve entered the address of the Organisation, you can copy that over to the Contact as well by selecting the checkbox of “Same as organisation” by the Contact Address field.

When you’re finished, click “Add partner” to save all the information you’ve just entered and create the new entries

Add contacts that don’t have an organisation

We understand that some contacts don’t have an organisation they could be listed under – maybe they’re retired, or they want to take part in activities but not necessarily be affiliated to their employer. In that instance, when you choose to Add New Partner, instead of adding an organisation name you just choose the option that is most relevant for the individual – Retired, or Not part of an organisation

Once you’ve made your selection, you don’t need to add any more organisation details. Instead you can then add the individual contact details, and save.

Advanced search

As well as keyword search, we have added Advanced Search functionality to help you efficiently search through your partners list.

Select the Advanced Search button at the top of your list to access the new search options. There are sets of filters for Organisations and Contacts.

Beside each option in the dropdown will be a number in brackets – this shows you how many items in your Careers Partner List will be returned if you select this criteria. When you add multiple filters, the list will be reduced.

When you have filters on your list, you will see a notification at the top of the list. If you have added contact filters, the list of Organisations you see will be reduced to only those that include Contacts with the specified criteria – expand the Organisation entry to see the Contact information.

Organisation filters

Organisation Type filter uses the Organisation Type data you set

Organisation Sector filter uses the Organisation Sector data you set

Organisation Distance filter uses the address that has been entered into the Organisation Distance field if you utilised the address lookup functionality when adding that address, to calculate the distance between your school and the Organisation’s address. If you haven’t used this to set addresses, you will not be able to search using this filter.

Contact filters

Contact Criteria filter let’s you narrow down your list by their status as an Alumni, Inactive, Active, or Relative of Learner

Contact Curriculum Area uses the Curriculum Areas data you set

Contact Distance filter uses the address that has been entered into the Contact Distance field if you utilised the address lookup functionality when adding that address, to calculate the distance between your school and the Contact’s address. If you haven’t used this to set addresses, you will not be able to search using this filter.

Contact Available For filter uses the Contact Available For data you set

Download Contact Details

You can export details of individual contacts into an excel by using the “Download Contact Fields” button on the tool homepage.

The data included in this is:

  • Organisation Name
  • Contact First Name
  • Contact Last Name
  • Job Title
  • Branch or Department
  • Address
  • Email Address
  • Phone Number

Creating activity with organisation / contact

You can create activities with an Organisation, or Contact within an Organisation, directly from the Careers Partners tool.

To create an activity with an individual Contact, expand the Organisation’s entry in the list and navigate to the Contacts Tab.

Expand the Contact’s entry and navigate to the “Activities” section; select the “Create Activity” button.

This will open up the Create Activity page with the Contact added in the Careers Partners section.

To create an activity with an Organisation, expand the Organisation’s entry in the list and navigate to the Activities Tab; select the “Create Activity with this organisation” button.

This will open up the Create Activity page with the Organisation added in the Careers Partners section.

Step-by step guidance: Create Activity and Careers Partners

From the Create Activity page in Compass+ you can carry out the following activities related to Your Careers Partners –

  • Add an existing Organisation or Contact to an activity
  • Add multiple Organisations or Contacts to an activity
  • Create new Organisations and Contacts
  • Edit existing Organisations and Contacts
  • Use Advanced Search functionality to narrow down the list
  • Add multiple Organisations and Contacts to a single activity

These features all work in the same way as they do in the Careers Partners tool. To access them, Create a new Activity or Edit an existing one, and navigate to Section 3.

Add existing organisation or contacts

Click inside of the field and start typing to narrow down your list of existing Careers Partners. In the list are organisations, and individuals within those organisations

Advanced Search

To access the Advanced Search, click into that box and choose the relevant button

Advanced Search has the same filters and functionality as in the Your Careers Partners tool. To see individual contacts within an Organisation, expand the Organisation entry using the arrow

You can add an Organisation by selecting the checkbox beside the Organisation name

You can add an individual Contact by selecting the checkbox beside the Contact name

When you exit the pop-up box, they will then be added to the activity

Creating a new Organisation and Contact

To access the Create Partner tool, click into that box and choose the relevant button

You can then fill out the Organisation and Contact information as you would in the Careers Partners tool; and select “Add Partner” at the end

And when you save the activity it will show up in their Careers Partner entry.

Adding a Contact to an existing Organisation, editing an Organisation, and editing an existing Contact

To edit existing entries, access the Create Partner tool by clicking into that box and selecting the relevant option

Add the first few letters of the Organisation whose details you want to amend. A notification will come up advising you of Organisations that match that search

Select the Organisation whose details you want to amend, or whose Contacts’ details you want to amend. You will then be able to edit and save the details

Once you have finished your amends, you can save the details.

You can then add them to the Activity by typing into the box on the Create Activity page, or looking them up through Advanced Search

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