Human Resources (HR) Recruiting

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The Human Resources Recruiting program allows you to quickly and easily track and maintain data on those individuals who apply to your Trucking Company. The HR Recruiting tool allows you to enter personal data regarding prospective employees, list the interview details with an individual, track the application status of any applicant and much more. This program is an essential tool for any Trucking Company that has a high volume of applicants!

This program requires the purchase of an additional license from TMW Systems Inc. Contact your TMW Service Representative for more information.

  1. There are a variety of security options for limiting User access throughout the HR Recruiting program. For an overview of these options, see the Security Setup program > Security > Tabs Settings section.

  2. You can right-click anywhere in the program screen to access the Attach/Open Related Files option, which opens the Attach/Open Related Files window.

To access HR Recruiting:

From this location Go to

TruckMate Menu and TruckMate Task List

Profiles > HR Recruiting

Windows Start Menu

TruckMate 20xx > HR Recruiting

Windows Explorer

C:\Program Files (x86) > TruckMate 20xx > HRRecruit.exe

Menu and toolbar options

There are no unique menu and toolbar options and functionality specific to the HR Recruiting window.

For information about common menu and toolbar options (i.e. File menu, Refresh, Multi-Company, etc.), see General menu and toolbar options in TruckMate basics.

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View Menu

Application Info

The Application Info Menu contains five options.

  • Information

Selecting this option will take you to the 'Identification' Tab of the Application Info Section.

  • Personal Info

Selecting this option will take you to the 'Personal Info' Tab of the Application Info Section.

  • Notes

Selecting this option will take you to the 'Notes' Tab of the Application Info Section.

  • Status

Selecting this option will take you to the 'Status' Tab of the Application Info Section.

  • User Defined

Selecting this option will take you to the 'User Defined' Tab of the Application Info Section.

  • Location

Selecting this option will take you to the 'Location' Tab of the Application Info Section.

Job

The Job Menu has five options.

  • Checklist

Selecting this option will take you to the 'Checklist' Tab of the Jobs Section.

  • Questions

Selecting this option will take you to the 'Questions' Tab of the Jobs Section.

  • Survey

Selecting this option will take you to the 'Survey' Tab of the Jobs Section.

  • Previous Job Experience

Selecting this option will take you to the 'Previous Job Experience' Tab of the Jobs Section.

  • Other Interests

Selecting this option will take you to the 'Other Interests' Tab of the Jobs Section.

Listview

Selecting this option will take you to the Listview section of the HR Recruiting program.

Setup

The Setup Menu contains four options:

  • Survey Questions

Clicking this option will take you to the 'Survey' Tab of the 'Setup / Tools > Setup' section. See below for more information.

  • Statuses

Clicking this option will take you to the 'Status' Tab of the 'Setup / Tools > Setup' section. See below for more information.

  • Job Titles

Clicking this option will take you to the 'Job Titles' Tab of the 'Setup / Tools > Setup' section. See below for more information.

  • Other Interests

Clicking this option will take you to the 'Other Interests' Tab of the HR Recruiting program.

Options Menu

Show Outlookbar

Selecting this option will Show or Hide the 'Outlook' style section menu from the left side of the HR Recruit program’s main screen.

Preferences

Selecting this option will open the Preferences window. See Preferences Setup for more information.

Tools Menu

Refresh Security

image9Selecting this option will Refresh the TruckMate Security Settings that determine which kind of Tab options are available within the HR Recruit program. See the Security Setup program > Security > Tabs Setting section for more information.

Toolbar

Show/Hide Outlook Bar

image10Click this button to hide the Outlook styled menu bar on the left side of the screen.

See Notes

image11Click this button to be taken to the Notes Tab of the Applications Info section.

Applications Section

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The Application Info Tab is broken down further into five separate Sub-Tabs. They are: 'Identification' (the Default display Tab for the program), 'Personal Info', 'Notes', 'Status', 'User Defined' and 'Location'. These Tabs are accessible by clicking on them within the Application Info Tab, or by clicking their respective Icons in the left side program menu.

Info (General Information)

Applicant Picture

This window, common to all the Application Info Tabs, displays a selected image of the Applicant for quick reference. Use the 'Load' button to select an image file (*.BMP, *.GIF or *.JPEG) from your system. The 'Clear' button removes the selected image.

Called In

Check this box if the applicant applied via phone.

Context Menu

Right-clicking the image produces two options:

Stretch

This will stretch the image to fit exactly into the Image preview window. In some cases, this might mean shrinking the image file and therefore a reduction in image quality.

Center

Will center the selected image and apply no further modification. In some cases, especially with larger images, this might mean that only a section of the Applicant’s head shot will show. If this is the case, use the 'Stretch' option.

Identification Tab

The Identification Tab allows you to enter contact information regarding your prospective employees.

First Name / Last Name / Mid Initials / AKA

Enter the relevant information for the Applicant.

Address1 / Address2 / City / State/Province / ZIP / Country

Enter the Applicant’s address information. Use the search button to select the Applicant’s State / Province from a search form. Use the pull down menu to select the Applicant’s Country.

Telephone / Cell / Alternative Phone / Fax / E-mail

Enter the Applicant’s contact information.

Send E-mail

image12Click this button to open your default E-mail software with a message automatically addressed to the Applicant. This button makes quick acceptance / rejection notices a simple process.

Personal Info Tab

The Personal Info Tab allows you to enter some personal details concerning your prospective employees.

Birth Date

Enter the Applicant’s Birth Date in the space provided.

Hazmat Endorsement / Experience

If the prospective Employee has a Hazardous Materials Endorsement, select this flag, then provide the number of years and months of experience in the two fields provided.

SSN / SIN

Enter the Applicant’s Social Security Number (US) or Social Insurance Number (CAN).

Current Driver License

If the prospective Employee has a valid Drivers License, fill in these fields:

Number / Country / State / Province

Enter the Applicant’s Drivers License number and select a Country Code using the pull down menu. Select A Jurisdiction by clicking the search button and choosing a State or Province from the dialog window. If you chose 'US' for the Country value, State Codes will be displayed. If you chose 'CDN', Province Codes will be displayed.

Class

Enter the Employee’s current License Class in the field provided.

Expiry

Select the Calendar icon to open the calendar menu. Select the date that the Emplioyee’s Drivers License expires.

Student Driver

If the prospective Employee has a Student Driver permit, fill in these fields:

School Name / School City / School State/Prov

Enter the contact information for the Driving Instruction School that issued the Student Permit.

Graduation Date

Enter the Employee’s graduation date from the Student Driver program by using the calendar icon.

Notes Tab

The Notes Tab offers functionality similar to other Notes Tabs within TruckMate, except for one unique option. You may enter Free Format Notes in the space provided on the actual Notes Tab, or you can click the Notes button near the bottom of the screen to enter Notes on a different Form.

This second Notes Form is accessible to all Users, but the Notes entered on the new window that opens cannot be deleted without first removing the text from the window and then clicking the checkmark 'Save' button.

Context Menu

Set Font

Click this option to open a Font configuration menu similar to those found in other Microsoft Windows programs.

Save to File

Click this option to save the displayed Notes into a '.doc' Microsoft Word file.

Status Tab

The Status Tab is where the Applicant’s application Status is upgraded throughout the application review process. The Applicant’s 'Current Status' value will default to 'New' when they are first entered into the HR Recruit program.

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Current Status

Defaults to 'New'. Use the Database search button to change the Status value as the Applicant moves through the hiring process. The Status that you choose will have an associated 'Status Description', which will display directly beneath the Status Code you select in this field.

Once an application is set to 'Accepted' status, the 'Set up as an Employee / Driver' section will become available for use.

See Status Audit

Clicking this button will open a window which details the Status changes for the selected Applicant. This is useful in determining how quickly and through which application steps an Applicant has been taken.

Set up as an Employee / Driver

Once an application has been moved to 'Accepted' status, the following two options become available:

Create an Employee

If the successful applicant is to become an Employee, select this option. The Create an Employee Record window will open, allowing you to create an Employee ID code for the new Employee.

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Enter an Employee Code that you would like to use for the successful Applicant, and then click the 'Check availability of this code' button to see if the Code you have entered is already in use by your system (for another Employee, for example).

If the Code is not in use, you may click the 'Ok' button to create the new Employee Code for this successful Applicant.

The user should then continue to the Employee Profiles program to fill in other necessary details regarding the new employee.

Create a Driver

If the successful applicant is to become a Driver, select this option. The Create a Driver Record window will open, allowing you to create a Driver ID code for the new Driver.

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Enter an Employee Code / Driver ID that you would like to use for the successful Applicant, and then click the 'Check availability of this code' button to see if the Code you have entered is already in use by your system (for another Driver, for example).

If the Code is not in use, you may click the 'Ok' button to create the new Driver Code for this successful Applicant.

Continue on to the Driver Profiles program to enter more details for the new Driver Code.

Driver Create Options

These options allow you some specification of the new Driver Code:

Copy Notes

Selecting this flag will copy the Notes included on the HR Recruiting program’s Notes Tab into the Driver Profiles program > Notes Tab upon Driver ID creation.

Driver Type

Select the radio option that corresponds to this new Driver ID. Select either 'Company Driver' or 'Owner Operator' depending on the employee type.

User Defined Tab

The User Defined Tab contains any User Defined data that is setup for the HR Recruit program.

Location Tab

Use the search button to select the Terminal Zone Code that represents the closest Terminal to the Applicant’s home address.

Job Section

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The Jobs Tab, accessible from the left side menu of the main HR Recruit program screen, allows you to record certain details of the interview process with the selected Applicant, and to keep track of the Applicant’s Job History and related details.

Job Title

This field is used to select the Job Title of the Job the Applicant is applying for. Use the search button to change the Job Title to another Code that is setup in your system. Job Titles are defined in the Setup Section’s 'Job Titles' Tab.

Years of experience related to this job

Enter the years of experience that this Applicant can apply to the task he / she is applying for.

Checklist Tab

The Checklist Tab allows the HR personnel the ability to record and add details for the various parts of the Application process for an Applicant, and to maintain their list of tasks to complete during the Interview process.

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Code

Displays the Code ID of the current Checklist detail line. Code IDs are created in the Setup section’s Checklist Tab.

Description

Displays the Description of the selected detail line’s 'Code ID' value. Descriptions are created in the Setup section’s Checklist Tab.

Completed

Double click the 'Competed' field to check / uncheck the Completed Status of the selected Checklist detail line.

Date

Double click the 'Date' field to select a date from a Calendar menu, representing the date this Checklist task was fulfilled.

Pass / Fail

Double click this field to show whether the prospective Employee Passed or Failed the task associated with the current Checklist detail line.

Mandatory

Displays either 'True' or 'False', depending on if the Interviewer must complete this Checklist item or if it is optional.

Comment

Enter any Comments related to this Checklist task in the space provided using your keyboard.

Search / Save

Use the 'Search' button to search for a text string within any of the Checklist detail lines. A new window will open, where you can enter a text string to search for, select options regarding it’s formatting, and specify 'Where' and in which 'Direction' you would like to search.

Use the 'Save' button to save any changes / additions you have made to the Checklist Grid.

Context Menu

The context menu for the Applications section allows you to save the Grid details into a number of file formats for easy reference. Depending on the File Format, you will see different output styles.

Save as txt

Saves the Grid information as a plain text file, with no additional formatting.

Save as CSV

Saves the Grid information as a Comma Separated Values file, which can then be used with Miscrosoft Excel software programs.

Save as .doc

Saves the Grid information as a Microsoft Word document file, which is formatted into a table.

Save as HTML

Saves the Grid information as an HTML file, which is formatted into a colored table. These files are viewable in a web browser.

Questions Tab

The Questions Tab details the Questions asked during the Interview process, and lets you provide both an 'Answer Type' and 'Answer' value for the questions asked.

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Code

Displays the Question Code of this detail line. Question Codes are created in the Setup section’s Question Tab.

Question

Displays a Question that should be asked of an Applicant. These questions will change depending on the Job Type selected for this Applicant. Questions are created in the Setup section’s Question Tab.

Answer Type

Displays the 'Answer Type' expected for the selected Question detail line. 'Answer Types' are created in the Setup section’s Question Tab.

Answer

Enter the answer that the Applicant provides to the question in the space provided using your keyboard.

Search / Save

Use the 'Search' button to search for a text string within any of the Question detail lines. A new window will open, where you can enter a text string to search for, select options regarding it’s formatting, and specify 'Where' and in which 'Direction' you would like to search.

Use the 'Save' button to save any changes / additions you have made to the Question Grid.

Survey Tab

The Survey Tab allows the HR Personnel conducting the Interview to find out how the Applicant found out about your Company. This information is useful in determining the success of your Company’s marketing projects.

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Simply check the checkbox options that the Applicant mentions as the origin of his / her Application to your Company. You may click some options, all options, or none.

Referred by

Enter the Name of the person who referred this Applicant to your Company, if applicable.

Previous Job Experience(s) Tab

The Previous Job Experience(s) Tab allows the HR Personnel conducting the Interview to record the Applicant’s Previous Job History, including the previous Job Locations and Contact Information. All of the fields within the Job Experience Grid are text fields, and can be changed using the keyboard.

Job Title

Enter the Previous Job Title.

From / To

Enter a 'From' and 'To' Date Range for the length of the prior Job.

Note: To include someone’s current employment, insert "12/31/9999" in the To Date field. This signifies that the individual is presently employed in this position.

Company Name

Enter the Company Name of the Applicant’s previous Employer.

Address1 / Address2 / City / State/Province / Country

Enter the previous Employer’s Address information.

Phone

Enter the previous Employer’s phone number.

Job Description

Enter the Job Description of the Applicant’s previous Job.

Nbr. Of

Enter the number of years of experience the Applicant has relating to the Job Title applied for.

Reason for Leaving

Enter the reason why the Applicant left his previous Employer.

Contact Name / May we contact this Employer?

Enter the Contact Name of the Contact the Applicant gives for his previous Employer, and if you have permission to contact this person, type 'Yes' into the last field.

Other Interests Tab

The Other Interests Tab lets the HR Personnel record details specific to each applicant that may or may not apply directly to the Job offer, and lets the HR Personnel add some recommendations regarding the applicant.

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Code

Displays the ID Code of the Other Interest Code being used for this detail line. Codes are setup in the Status Tab of the Setup Section.

Item

Displays the Item Description of the Code being used on the selected Detail Line.

Would Consider

This is a True or False field. Say you have an applicant that would be interested in an office position but could do various things (ie: Payroll , Accounts Receivable, Claims, etc.) this field will be set to 'True'.

HR Recommends

Similar to the 'Would Consider' field, the HR Personnel will set this field to 'True' if they also feel that the Applicant is capable of assisting in other fields than the one they are directly applying to.

Comment

This field allows the HR Personnel conducting the interview to add any free format notes concerning the Applicant.

Driver Tab

The Driver Tab contains two sub-Tabs that let you enter some specific information regarding the applicant if he/she is applying to be a Driver with your Company.

Other Information

You can enter some information regarding the applicant’s 'Vehicle Experience' in the provided fields, as well as any information they have as an 'Owner Operator'.

Accidents / Violations

In the 'Accidents' and 'Violations' sections, you can enter information provided by the applicant regarding any traffic accidents or violations. Use the TruckMate Navigation Bar to enter, edit and save new records.

Listview Section

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The Listview Section displays a summary of all the Applicants that have recently applied to work for your Company, along with some of their specific details (Address, Drivers License, Status, etc.). The fields within this Tab have all been explained previously in other sections of this help page. The Listview Tab is best used as an information-only summary page for quick reference.

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Context Menu

The context menu for the Applications section allows you to save the Grid details into a number of file formats for easy reference. Depending on the File Format, you will see different output styles.

Save as txt

Saves the Grid information as a plain text file, with no additional formatting.

Save as CSV

Saves the Grid information as a Comma Separated Values file, which can then be used with Miscrosoft Excel software programs.

Save as .doc

Saves the Grid information as a Microsoft Word document file, which is formatted into a table.

Save as HTML

Saves the Grid information as an HTML file, which is formatted into a colored table. These files are viewable in a web browser.

Setup Section

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The Setup Tab Allows you to add and / or modify the Codes used throughout the HR Recruit program. You can view or change the Codes used in the 'Survey', 'Status' and 'Job Titles' Tabs of the Applications Section of the HR Recruit program by accessing their respective Tabs within the Setup Tab.

Note: You can configure User Access to the Setup Tab (and all of its sub-tabs on an individual basis) by using the Security Setup program > Security > Tabs Setting section.

Survey Tab

The Survey Tab lets you add or modify existing Codes used in the 'Survey' section of the HR Recruit program.

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To add a new Code, click the '+' button in the TruckMate Navigation bar. Enter the 'Code ID', 'Description' and 'Comment' information by clicking on the appropriate field and using your keyboard to enter the information. The 'Code ID' values can be anything you wish, as they are not used outside the HR Recruit program itself.

Status Tab

The Status Tab lets you add or modify existing Status Codes used in the 'Status' section of the HR Recruit program.

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To add a new Status Code, click the '+' button in the TruckMate Navigation bar. Enter the 'Status Code' name and a 'Type' value of 'User Defined' will generate. Enter a description of the Status Code in 'Description' field. Enter the information by clicking on the appropriate field and using your keyboard. The 'Status Code' values can be anything you wish, as they are not used outside the HR Recruit program itself.

Note: Those codes with 'Type' of 'System' cannot be modified, as they are hard coded into the HR Recruiting software.

Job Titles Tab

The Job Titles Tab lets you add or modify existing Job Title Codes used in the 'Job Titles' section of the HR Recruit program.

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To add a new Job Title, click the '+' button in the TruckMate Navigation bar. Enter the 'Job Title' name and a 'Description' in the associated field. Enter the information by clicking on the appropriate field and using your keyboard. The 'Job Code' values can be anything you wish, as they are not used outside the HR Recruit program itself.

Context Menu

Define Checklist

Clicking this option will open the Application Checklist window, where you can define the Checklist options associated with the selected Job Title.

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This information will be viewable in the Checklist Tab of the HR Recruit program. You may add a new Checklist record by clicking the '+' button on the TruckMate Navigation bar. Enter the 'Checklist ID', 'Description' and 'Comment' information by clicking the respective field and using your keyboard.

The 'Order' column lists the Order that the 'Checklist ID' values will appear on the Checklist Tab, and you may change the specific order of an entry by selecting it and using the 'Up' and 'Down' arrows to the right of the Grid.

The 'Mandatory' field specifies if the Checklist ID' detail line must be completed during an Interview process. You can toggle this value from 'True' or 'False' by double clicking this field.

Define Questions

Clicking this option will open the Define Questions window, where you can define the Questions associated with the selected Job Title.

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This information will be viewable in the Questions Tab of the HR Recruit program. You may add a new Question record by clicking the '+' button on the TruckMate Navigation bar. Enter the 'Question Code', 'Question Text' and 'Answer Type' information by clicking the respective field and using your keyboard.

The 'Question Order' column lists the Order that the questions will appear on the Questions Tab, and you may change the specific order of an entry by selecting it and using the 'Up' and 'Down' arrows to the right of the Grid.

Interests Tab

The Interests Tab is used to create and or modify the 'Employee Interest' codes used on other Tabs within the HR Recruiting program, such as the Other Interests Tab in the Jobs Section.

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Click the '+' button to enter a new 'Interests' item. You must provide both an 'Interest Code' and a 'Description'.

Preferences Setup

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The Preferences Menu is divided into two section Tabs: 'Display Options' and 'Warnings'. Choose the Tab that you wish to edit Preferences for.

Display Options Tab

The Display Options Tab contains options that control how the HR Recruiting program appears on your screen. Some of these options are accessible form within the 'View' Menu of the main program screen. Click the 'Apply' button to apply any changes you make within the Display Options Tab to the main program screen.

Banner / Toolbar / Outlook Bar

Check these options to 'Show' / 'Hide' the options listed. This functionality can be accessed from the 'View' menu option on the main program screen.

Status Bar

Choose the options that you wish to display on the main HR Recruiting screen.

Warnings Tab

The Warnings Tab contains options that control how the HR Recruiting program behaves when problems occur. Click the 'Apply' button to apply any changes you make within the Warnings Tab to the main program screen.

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Visual Warnings

Check or uncheck these options depending on if you want the HR Recruiting program to display visual warnings, usually in the form of flashing text within the main program screen.

Audible Warnings

Check or uncheck this option to have an audio sound play if a Note exists for a selected Applicant.

When Inserting / Editing an Application…​

Check this option to allow a Warning if Inserting a duplicate Application, based on the entered Social Security Number / Social Insurance Number.

Prior to Accept / Approve an Applicant…​

Check this option to receive a Warning dialog box if you are moving an Applicant to 'Accepted' Status without filling out all the Checklist options for that Job Title.