Support Home/Hiring on Elance/Managing a Job

How do I manage the job?

e_jond
posted this on May 06, 2009 05:21 PM

Once you have awarded the job, all the tools you need to manage the job effectively are available through the Elance Online Work System.

  • Communicate frequently in the Workroom.  All messages in the Workroom are documented and archived for future reference.
  • Request weekly status reports from your freelancer to review job progression.
  • Upload and share large documents and images in the Workroom.
  • Only release funds in escrow when work has been received, reviewed, and approved.
  • Adjust the terms of the job if there are any changes to scope or schedule.
  • Leave objective and honest feedback for the freelancer at the end of the job.
  • If there is a dispute over work performed, Elance is here to help.  Contact our Dispute Assistance team.

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How do I communicate with freelancers?

Contacting a Freelancer from the Profile

Prior to engaging on a job, clients can contact freelancers by clicking the Hire Me button in the upper right of the freelancer's profile.  This will bring up a short job post form to describe what you are looking for.  The freelancer will receive an invitation and can respond with a proposal.  Once the freelancer responds, you can communicate directly through the Elance message board, which provides documentation of your conversation and also sends copies to your email.  You can also respond directly to the email which will send a copy both to the Elance message board and the freelancer.  The second way to communicate is by using Elance Call:

 

Elance Call

Prior to engaging on a job, clients may contact candidates using Elance Call by clicking on the Contact button on the candidate profile.  Both methods offer a confidential means to connect and discuss job requirements. Elance Call is an easy and immediate way to talk with candidates on Elance.

Key Benefits:

  • You can connect instantly with candidates and conduct interviews, find out their availability and discuss job needs.
  • This feature is free to all registered Elance clients, who have authenticated their credit card or have made a payment to a freelancer.   
  • When you call a candidate, your phone number remains private and undisclosed. Whether you want to share your contact info with the candidate is completely up to you.   

How does it work?

  • You can start an Elance Call with any candidate from their proposal or freelancer profile.
  • To start a conversation from the candidate's profile, click the Interview Me button on the profile and select the Elance Call tab.  To start a conversation from the job page, click the Call icon on the far right of the proposal.  If you have not logged in, you will be prompted to sign in before starting a conversation.
  • Once signed in, instructions to start the call will display on the Elance Call tab.   
  • Enter your phone number into the entry field and click the Call button. The system will call you first and then connect you with the candidate.
  • You will see a status message on the page to let you know whether the call is going through successfully.


PHONE NUMBER FORMAT:  If you are in the U.S. or Canada:  Enter your 3 digit area code - seven digit phone number.  (e.g. 650-555-1212).  Do not enter a "1" before the area code.

For all other countries: Enter + your Country code - city code (if appropriate) - phone number.  (e.g. For India: +91-120-43300500; For UK: +44-1594-564133).  The plus "+" symbol is required for non-U.S. or Canadian phone numbers.

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Workroom Messages

Once the client and freelancer have engaged on a job, all communication is stored within the Workroom. The Workroom facilitates interactive and real-time communications. You can invite multiple parties to collaborate with your freelancer within the Workroom, including users of your account, as well as Guests with temporary Workroom access.  A copy of all Workroom messages is also sent via email to all Workroom participants. 

Only Messages, Status Reports, and Terms documented within the Workroom may be used as the official record of communications for job history and progression and serves as the single source of truth in the event of a dispute.  

To communicate in the Workroom, log in to Elance and follow the steps below:

  1. Click the Home icon in the top navigation bar.
  2. Click the job name to open the appropriate Workroom.
  3. The Messages section of the Workroom will be opened by default.

You will be notified through email when the freelancer contacts you through the Workroom. When you receive the notification via email that a message has been sent to you, there are two ways to reply:

  1. Reply to the email. The message will be recorded to your Workroom and a notification will be sent to the other person in the job.Do not alter the subject line of this email. If it is altered the message will fail.
  2. Log in to your Elance account and navigate to the Workroom using the steps above.

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You can also invite the freelancer to a meeting in the Workroom by clicking on the Actions link next to the freelancers name on the right side of the workroom and then clicking the Invite to Meeting link.  The freelancer will be notified that you're interested in meeting with them in the workroom.

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Leaving Feedback for a freelancer

Leaving feedback is an important part of working on Elance.  Freelancers build a reputation of client satisfaction and clients build a history of consistent hiring and payment.  These serve as references for both parties when evaluating whom to work with in the future.  Feedback can only be left by past clients of that freelancer on Elance, so you can be confident that the history of comments and ratings are from legitimate experiences of other Elance members.

When can I leave Feedback

As of 5/18/2011, feedback can be left for a freelancer after a payment has been released on the job.  Feedback period expires 60 days after the job is marked as complete.  If a job has been marked complete by either party, the client has the option to change the workroom back to a working status within 14 days of being marked complete.

Note: For jobs with a final milestone date 60 days prior to 5/18/11, the feedback period has already expired based on our prior feedback policy.

How to leave public Feedback

To leave feedback for your freelancer, please log in to Elance and follow the steps below:

  1. Click the Home icon in the top navigation bar.
  2. Click the job name for which you wish to leave feedback.
  3. Click the Feedback link on the left navigation bar.
  4. Complete feedback, click Preview, review and click the Submit button when you are happy with your ratings.

Once feedback has been left, it can not be modified or removed.

Sample of the Leave Feedback Page

 

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Invite-Only and Repeat Job Feedback Privacy Options

When leaving feedback for an “Invite Only” job, clients can opt to show or hide the title and description of the job that has just been rated.  This info will be subsequently viewable on the Job History page of the freelancer and the client.

Private Comments

If you are unable to leave public feedback because either you have not made a payment to the freelancer or because the period for leaving feedback has expired, you may send private feedback to Elance regarding your experience with the freelancer. These comments are monitored by Elance to ensure freelancers are delivering consistently.  You can leave private comments at any time during a job and can still leave public feedback for the freelancer after a payment is made or final milestone date is reached.

To leave private comments, log into Elance and follow the steps below:

  1. Click the Home icon tab in the top navigation bar.
  2. Click the job name you wish to leave feedback.
  3. Click the More link on the left.
  4. Click the link Leave Private Comments.

How do I cancel a job?

Canceling a job that has not yet been awarded

To cancel a job that has not yet been awarded, please log in to Elance and follow the steps below:

  1. Click the Home icon tab in the top navigation bar.
  2. Click on the name of the job posting you wish to cancel.
  3. Click Settings tab in the right hand section of the job name.
  4. Click the Cancel Project button.  Enter the reason for canceling the job.  This reason will be shared with the freelancers who submitted proposals on your job posting.

Canceling an active job

Cancelling an active job can be done right through your Elance account.  To submit a Job Cancellation request, please do the following:

  1. Click on the Home icon in the top navigation bar.
  2. Underneath the job name you wish to cancel, click the Action drop down and select Refund, Cancel or Dispute link.
  3. Click the File a Request button.
  4. Select the option Cancel job and enter all relevant information on the form.

Once you submit this form a cancellation request will be sent to the other party to confirm. Upon their confirmation, the job status will reflect the cancellation.  Also at that time any refunds that were indicated on the cancellation form will be processed.

If the freelancer does not agree to the cancellation, Elance is here to help and this job will be moved into Dispute Assistance.  For more information on Elance Dispute Assistance, click here.

How do I remove or archive a job?

To remove and archive a job from your My Jobs list, please log in to your account and follow the steps below:

  1. Click on the Manage tab in the top navigation bar.
  2. Click on the Action menu under the Job that you wish to to archive and then click the Archive link.
  3. To view the jobs you've already archived, click the All Jobs menu and select Archived Jobs link.

To archive more than one job at a time, please follow these steps:

  1. Click on the Manage tab in the top navigation bar.
  2. Click on the Archive link next to the search bar.
  3. Check the box next to the jobs that you wish to archive and then click the green Archive button.

Note: Only Jobs with the following status may be archived: Working, Complete, Project Cancelled or Project Expired.

 
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