The Consultant Card gives you a complete overview of a consultant’s profile, tenure, assignments, and activity history so you can manage ongoing engagements, stay compliant, and keep everyone aligned in one place.
What you’ll find in the Consultant Card
Consultant overview
At the top of the card you’ll see key details at a glance, such as:
Name and status
Personal identifier
Contact details like email
A quick menu ⋮ for additional actions like Edit, Add assignment, and Archive
Tenure (working time overview)
The Tenure section helps you understand how long the consultant has been engaged and supports follow-ups that depend on time in assignment.
Typical fields include:
Original starting date indicating when the consultant started their first assignment in you organisation. This is important to understand to follow LAS regulation if you are a Swedish company.
Total tenure keeps track on how long the current coherent assignment period is.
Tenure LAS Rolling 36 months helps you track how long the consultant has been assigned to the same operational unit. If they exceed 24 moths within a 36 month period, the LAS regulation applies and requires action from you.
If the rolling tenure shows a warning indicator, it usually means some underlying assignment data needs attention to calculate tenure correctly.
Consultant Assignments
The Assignments section is where you manage and track the consultant’s assignments; active, completed and upcoming.
You can typically view a list of assignments with:
Assignment name
Status (e.g. Not started, Ongoing)
Start and end dates
Duration
Add assignment
Add a new assignment using the +Add action. This can for example be used when a consultant has completed an assignment before you started using Fill, that you need to consider. This should not be used for extending a contract of a consultant who's assignment has been pro-longed.
Open the assignment menu (⋮) for actions related to that assignment, such as extending and editing.
Data quality & compliance prompts
When something important is missing, Fill flags it directly on the Consultant Card. For example, you might see a banner like:
“Assignments within the past 36 months are missing classification data. Please update.”
These prompts help you catch missing information early, keep records complete, and ensure reporting and tenure calculations stay reliable.
Archiving consultants
Over time, your consultant list can fill up with people who are no longer relevant, wrong attributes, outdated entries, or consultants you simply don't work with anymore. Keeping that clutter around makes search results noisier, skews your KPIs, and slows down workforce decisions.
As a superuser, you can archive a consultant directly from the Consultant Card to keep your list clean, without losing any data.
How to archive a consultant
Open the Consultant Card
Open the quick menu ⋮ in the top-right of the card
Select Archive
The consultant and all of their assignments are archived together in one action.
What happens to archived consultants
They are removed from your active consultant list and search results
They are excluded from analytics and KPI counters
All their data — assignments, tenure, history — is preserved exactly as it was
Archived consultants live on a dedicated Archived consultants page, where you can browse, search, and manage them.
Restoring an archived consultant
You can restore an archived consultant at any time. Open the Archived consultants page, find the consultant, and choose Restore. Everything comes back exactly as it was before archiving.
If an archived consultant is signed on a new request, Fill restores them automatically — so you never lose track of someone who comes back into active work.
Archiving individual assignments
You can also archive individual assignments separately — including legacy assignments, signed candidates, and extensions — without archiving the whole consultant. Use the assignment menu (⋮) on the Assignments section and select Archive.
It's recommended to archive consultants and assignments as soon as they become outdated, to keep your data clean for everyone in your organisation.
Activity log
On the right, the Activity panel shows a chronological log of key events connected to the consultant and their assignments grouped by date. You’ll typically see entries such as:
Contract created
Assignment extended
Contract updated
Who made the change (person or system) and the timestamp
This gives you a clear audit trail for what happened, when, and by whom.
Switch to Comments to communicate and document decisions with your team. Use comments to:
Share updates with stakeholders
Capture context around extensions or changes
Leave notes that should stay attached to the consultant record
The message field (“Write to team…”) keeps communication tied to the consultant so context doesn’t get lost.
Best practices for using the Consultant Card
Keep assignments up to date: Accurate dates and statuses improve planning and reporting.
Resolve warnings early: Missing classification or required fields can affect tenure and compliance views.
Archive what you don't need: Keeping outdated consultants and assignments out of your active list improves search results and analytics.
Use Activity for traceability: When something looks off, Activity is the fastest way to understand what changed.
Frequently asked questions
What is the difference between a request and a assignment?
A request describes what you’re trying to fill, what you’re looking for and why, and an assignment is the actual engagement and placement of a selected candidate/consultant.
Why am I seeing a warning about missing classification data?
Some assignments are missing required fields (often classification) that are needed for correct tenure calculations and reporting. Update the flagged assignments to remove the warning.
What’s the difference between Activity and Comments?
Activity is an automatic system log of events (audit trail).
Comments are manual notes for collaboration and decision context.
Who can add or edit assignments on a consultant card?
That depends on your organisation’s permission setup. You only have access to consultants where you are the manager of an assignment.
Who can archive consultants?
Archiving and restoring consultants is available to superusers in your organisation.
Will archived consultants affect my analytics or KPIs?
No. Archived consultants are fully excluded from analytics, KPI counters, and search results, so your reporting stays accurate.
What happens if an archived consultant is signed on a new request?
They are restored automatically, so all their history and data become active again without any extra steps.