Introduction

Document purpose

The purpose of this process document is to outline the steps and procedures that a Kalido Customer follows when trying to staff jobs, projects, and roles internally using Kalido. 

This document includes information about the Kalido tools, features, and sub-features available to the team. The document also contains descriptions and screenshots of these tools and features. 

Overall, the purpose of this document is to provide clear guidance and support for the Kalido Customers and to ensure they can have a high-quality and efficient experience while using Kalido.

Intended audience

The document is a reference guide for Kalido users who are in internal planning cells or are hiring managers. It will assist in solving their various use cases related to finding and deploying ‘bench’ talent pools onto new projects.

This document can also be helpful to other aspects of the Kalido Customer’s leadership team, such as LOB leaders and HR representatives. This usefulness can extend to teams that lead data efforts, such as the CIO office, and security and risk management teams. 

What is Kalido?

Kalido is an amazing AI-powered platform that matches your skills and goals to people, teams, and jobs, surfacing otherwise hidden opportunities.

Kalido creates an environment where productivity, wellbeing, and purpose can all thrive together without compromise. It enables any enterprise to turn a very structured command-and-control workforce into a liquid, agile workforce. Underpinned by powerful proprietary AI, and enterprise-grade technology, our platform is designed to work globally. 

Uncover the skills demand and supply in your business through rich profiles. Staff projects and hire for roles effectively with our project/skills matching capability, and match with colleagues on interests to drive diversity and inclusion.

Identified use cases

This part of the document will articulate the Kalido Customer's use cases for the Kalido Web Application, and showcase how you should navigate around the product itself to achieve your goals. 

Staffing for critical supply

We are trying to find critical talents who are on the bench and available for deployment and match them to the best Project/Role, based on their Skills and expertise.

If Kalido automatically imports your jobs into the application you can go to the Quests tab and you will see your open requisitions. 

The ‘View Quest’ button will show you what is required for the Role. The ‘View Matches’ button will take you to a long list view of available Matches for the job. These will be stack-ranked by best fit.

Here you will be able to search for the user by name or custom organisation data, such as employee ID (If you have specified these items in the Network settings). 

Kalido will give you a summary of the core requirements of the Role, and showcase to you how your talent matches. This will be across categories such as:

Job title/designation

Availability

Band

Location

Skills

Competencies

Top Tip: 

• a single tick signifies that the talent is an exact Match to the requirement
• a double tick showcases that the talent is a better Match than requirements
• an exclamation mark highlights the user as a less than or no Match to requirements 

You can drop down the ‘Skills & Certification Requirements’ section to get a better understanding of how the user stacks up against the Role requirements:

From here you have a few options:

1. View Profile

Discover their full Skill and Competency portfolio, and their Work History and Project History within the organisation. Plus - but not limited to - helpful things such as their organisation chart and contact details.

Navigating back to the Quest Match view screen you can then:

2. Shortlist

This will ringfence the user as a potential Candidate of choice for the Role in question, allowing you to get input from other colleagues or customers.

Top Tip: If you are collaborating on this Quest with other team members, they will also be able to see that you have shortlisted this person.

3. Mark as On Hold

If the talent needs to be reviewed by another party, or perhaps you have to schedule a client interview, you can mark the Candidate as ‘On Hold’ for between 1 and 4 days. During the period you choose, the talent will be soft-blocked and will no longer match with other open Quests in the Network on Kalido.

4. Deploy or release 

If the Candidate is successful, you can hit the ‘Assign Candidate’ button from the ‘On Hold’ list:

If you don’t have an integration with Kalido to fully close the job on any other systems of note, you will have to complete that process on your other incumbent systems. 

If the Candidate is rejected, you may wish to challenge the decision based on the Match Score/Profile evidence. However, if there is tangible feedback on the Candidate, you can offer this to help them. 

Kalido has Chat features integrated into the platform. From the user Profile you can hit the Chat icon on the right-hand side:

This will give you a private window to have a conversation with the Candidate:

Top Tip: if a single Candidate is rejected for 3 Roles in a row, it is advisable to provide this information, along with relevant Candidate feedback to HR representatives.

It is best practice to release rejected candidates back to the bench matching pool so they can begin matching again to open Roles. To do this, go back to the Quest list view, click on Shortlist, and hit ‘Return to Review’:

Top Tip: you may also want to remove them from your Shortlist to keep it tidy.

Staffing for critical demand

What we are trying to achieve here as a team is to staff for critical Projects and Roles. And,

in doing so, find the top talent who are available for deployment/on the bench and match them to the best Project/Role, based on their Skills and expertise.

1) Find the PRF on Kalido

Go to the Quests screen and use the green search bar to find the job. You can search for relevant codes/strings, or just part of it e.g. “DFS/DFS/2024/2337048” or “2337048” (depending on how you structure your job codes on Kalido).

It is also useful to note if the demand in question has interested Candidates:

This means that individual talents who are on the bench have found the job as an ‘Opportunity’ and have declared interest in working on it. You may wish to prioritise these Candidates. This document will show you how to do this later on. 

Top Tip: if you cannot find the job in question, this could be for several reasons. Typically, because the job has already been closed by another team member. Or because Kalido never received the job in the first instance from your data sets. If you feel the Role should be there, you can liaise with Kalido Support support@kalido.me. 

The ‘View Quest’ button will show you what is required for the Role. The ‘View Matches’ button will take you to a long list view of the available Matches for the job. These will be stack-ranked by best fit:

When you are viewing the Matches, you should follow the step-by-step process already outlined in this document above:

1. View Profile

2. Shortlist

3. Mark as On Hold

4. Deploy or release

If you wish to find Candidates who declared interest in the Opportunity, hit the filter button and tick the ‘Are interested’ button:

Finding specific Skills

*This process should only be followed if there is no existing Active Quest for the Skills you require. If a Quest does exist, you can go to view Matches and review Profiles/download the CSV of Profile details.*

If you are trying to discover how many people have certain Skills - either in your entire LOB or the deployment pool - the best way is to create a Quest manually. 

To do this, go to the Quests tab and click Create a Quest. Choose the Find People for Projects Quest option. You will be presented with a simple 3-step process.

Step 1: Tell Kalido what you want

Choose the Network you want to run the search in:

Fill in critical details such as the Role/Designation, the Band, and tell Kalido in your own words what you are looking for e.g. Azure DevOps. Choose a start date, Capacity %, and Location.

Step 2: Kalido interprets your request

Kalido analyses your request from Step 1 and allows you to make customisations such as adding Skill requirements, editing required Competency, or adding Certifications e.g. AZ-900:

Step 3: Review the request

Now Kalido’s AI will find people in the chosen Network who match all, or some, of your criteria. And stack-rank them by those who are the best fit and are available:

When you are viewing the Matches, you should follow the step-by-step process already outlined in this document: 

1. View Profile

2. Shortlist

3. Mark as On Hold

4. Deploy or release

Top Tip: you can filter these lists based on your requirements, such as Location, Band, Availability, have the required Skill, etc. You can also export the list to a CSV.

It is advisable to close this manually-generated Quest on Kalido once you have finished with it. Click on the tick on the right-hand side of the Quest list header, and choose to end the Quest (giving a reason if you wish):

Release management

A resource release can be initiated for reasons such as the resource being due for rotation where they wish to rotate out, or the Project is overstaffed, etc. In these instances, you will step in to move the resource onto a new Project efficiently. These typically fall into two buckets:

Bench Supply

Where the user moves to a bench state. 

Non-bench Supply

Where the user is still assigned but needs to rotate to another Project.

Here you should follow the processes outlined in “Staffing for critical supply”.

Support

There are a variety of ways you can get support when using Kalido. 

Internal Stakeholders

You can liaise with internal stakeholders or power users of note. 

Kalido Help Centre

There is a wealth of content on Kalido’s useful Help Centre. You can find extensive FAQs here.

Bugs

We hope you never encounter a bug but, as we all know, they do happen. In the unlikely event you find one, you can report it by hitting the Support button on the right-hand side of the product:

and then hitting the ‘Report an issue’ button which will load a screen for you to highlight your experience: 

Top Tip: This files a support ticket with our dedicated Support Team, so please be as detailed as possible to solve your issue effectively.

Raise a ticket

You can raise a support ticket in two other ways: by emailing support@kalido.me or via the form on the Kalido Help Centre. To get there: go to the bottom of the Help Centre and click the ‘Submit a request’ button which will load the form.

Live chat

The Kalido Support Team also offers a live chat functionality during IST business hours. You can access this by hitting the Support button on the right-hand side of the Kalido product:

This will present you with a live chat window and Kalido Bot. Tell Kalido Bot what you are looking for, or experiencing, and it will find you a relevant support article to self-serve. If this does not solve your query, it will transfer you to an available agent. You can also use the ‘Talk to a human’ option in the first instance:

Top Tip: if your query is out of hours and a live chat agent is not available, you will be given the option to submit a request via live chat by providing your email address. This will automatically create a queued ticket for the Kalido Support Team to pick up the next working day.