Trackers: Create a Tracker

Applicable Roles

• HR Admin
• HR Team
• Recruiting Administrator
• Recruiting Coordinator

Prerequisites

Tracker Terminology, Create a New Job Posting - It is recommended that Trackers be created when creating a New Job Posting, as this will automate many of the steps required when adding a Tracker, after the job posting has been completed. 

Determine Hiring Scenarios - Once the Job Posting and Tracker have been created; HR will determine who manages the Tracker and the access necessary to complete your district's established hiring process. There are 2 options regarding Tracker Management:

Option 1 - HR Manages the Tracker

• Human Resources creates a list of candidates based on various searchable criteria (certifications, jobs applied for) and assigns people as Reviewers to view this list of candidates. HR determines access level of each reviewer of the lists (View, Add Comments, Tracker Manager/Coordinator) and sends communication to the Reviewers that the list of Tracker Candidates is ready for review. Reviewers sign in and can view the candidates that are assigned to them. HR may also assign Applicant status and can email any candidate on any list

Option 2 - Hiring Manager manages the Tracker

• Human Resources allows those hiring for a position, the ability to conduct their own searches so that the Hiring Manager has full control of their Tracker for the position to be filled. Hiring Managers will be given full access to Trackers and will have the ability to create and modify candidates, assign statuses and rankings, email candidates and add comments to the Tracker (not the candidate's record details)

Contents

Create a New Tracker via Recruiting

Tracker Details

Tracker Description

Notes Template

Saving your Tracker

Add Tracker Reviewers and Candidates

Create a New Tracker via Recruiting

1. Navigate to Recruiting / Tracker / New Tracker

   Note: You can also click the "New Tracker" link from Recruiting / Tracker / Open Trackers

2. Click the Up Arrow above the empty Details tab of the Tracker for better visibility of your Tracker as you create it:

   

Enter the Tracker Details

See the following definitions below for each area of your new Tracker:

1. Tracker Name - This is required and should be named similar to the Job Posting. Tracker Names are searchable

2. Tracker Status - This is required, please see the definitions below to determine which status is appropriate for your Tracker and select the appropriate status from the dropdown menu. 

   Please Note: Districts can customize Tracker Status with their Solution Architects during Onboarding. New Trackers are set to default to "Active". 

   • Preliminary - Used when first establishing a list. Not viewable to others and will not show under "My Open Candidate Reviewer"
   • Active - When the list is ready to be viewed by others in "My Open Candidate Reviewers"
   • On Hold - Used when you want to temporarily remove the list from view in "My Open Tracker"
   • Archive - Use this rather than deleting when you are completed with the list
3. Title - This is used in searches and should match the Tracker Name

4. Job Posting - Select the Job Posting from the dropdown menu that will be associated to this Tracker

   Note: If a Job Posting is NOT selected, the Tracker will be a list of candidates NOT associated with any job posting

5. Auto Add Job Applicants to Tracker - Check this box if you are aligning the Tracker to a Job Posting, as this will automatically add applicants that apply to the Job Posting (associated with the Tracker) as Tracker Candidates
6. Auto Add Job Notes to Applicant - *Option Not Recommended at this time* - This automatically adds any notes on the Applicant to their applicant record
7. Due Date - Allows you to sort by the date that the Tracker should be reviewed by
8. Tracker Location - Defined by School Years

9. Hidden - Check this box if you wish to hide the Tracker from "Items Requiring Your Attention" on the SchoolFront landing page for any Tracker Reviewers, regardless of their access level. 

   Note: The HR Team will always have access to Trackers, regardless of this selection

Create the Tracker Description

This allows you to describe who manages the Tracker, and provide any information about the Job Posting 

Create the Notes Template

The Notes Template area is used to include instructions on the interview process and interview questions for the Tracker Reviewers if no Process Form for this has been created.

Saving Your Tracker

The following are saving options for your Tracker

Insert - Saves the Tracker

Cancel - All populated fields are removed, Tracker is not saved

Insert and Add Another - Saves the Tracker and begins the process to create another

Add Tracker Reviewers and Candidates

To add Tracker Reviewers to your Tracker, please see: Trackers: Adding and Notifying Reviewers

To add Tracker Candidates to your Tracker, please see: Trackers: Adding Candidates