Human Resources (HR) Recruiting

Application Info

The Application Info Menu contains five options.

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

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

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

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

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

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

Job

The Job Menu has five options.

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

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

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

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

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:

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

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

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

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

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.

Refresh Security

Selecting 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.

Show/Hide Outlook Bar

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

See Notes

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

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.

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

Click 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.

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).

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.

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.

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.

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

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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

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.

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

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.

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.

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

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.

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.

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.