Back Office

Online Timesheets are an essential part of any agency running temporary or contract staff and can be a burden on the back office if not a slick and automated process.

Tracker comes with unlimited Candidate Portal access meaning every one of your Candidates can access their own private secure portal.  Our Candidate Portal is white-labeled meaning it can be embedded in your website quickly and easily with one line of code and look every bit as professional as your website.

Candidates can use their portal to enter their timesheets whenever and wherever they want and with automated approval, can submit them for approval and payment without involving anyone from your back office team.

With our Timesheet management page, back office can see all timesheet activity in one page allowing them to review submissions, send approvals, send reminders for missing timesheets, open the Placement record to check dates and rates or to instantly bulk generate invoices and payroll records.

If you process Expenses along with your timesheets then we have all the tools you need in Tracker.

Whilst the Candidates are completing their week’s time entries, they can easily add an expense by taking a photo of any receipt or invoice using their phone, or upload it using their computer and our Artificial Intelligent scanner will store the receipt and extract the details of the expense, and amounts directly into an expense record for them.

They can categorize the type of expense (e.g. accommodation or travel) allowing you to easily allocate them to purchase orders.  These receipts are retained and presented to any approval manager so that they can quickly validate and approve both time and expenses at the same time allowing your back office team to quickly generate both invoices and payroll records.

With our Expenses management page, back office can see all expense activity in one page allowing them to review submissions, send approvals or to instantly bulk generate invoices and payroll records.

All of your Candidate have free and unlimited access to a dedicated Candidate Portal where they can interact with your business from any device.

Our Candidate Portal is white-labelled so whether integrated within your own website or not, it will look highly professional instantly and can be embedded in your website with just one line of code.

The portal access in controlled by you providing only the functions you require them to view, including Timesheets, Expenses, Read or Upload documents (e.g. registration) submit approvals, declare their availability or request time off for vacation, sickness etc.

Although any client can drive all invoicing and payments through Tracker, many clients use existing Account System Software such as QuickBooks, Xero, Sage and others.

With our Account System Integration, clients can work seamlessly alongside their chosen software by allowing Tracker to do all the “heavy lifting” of automatically calculating and generating the invoicing and payroll records and then synchronizing these directly into their management accounting software without leaving Tracker.

We can even synchronize back from the Accounting Software back into Tracker when invoices have been marked as paid and that needs to be reflected against the invoice in Tracker, just one click updates all invoices instantly.

We support all the major accounting software used in the recruitment market today for both invoicing and payroll including QuickBooks Online & QuickBooks Desktop, Sage Online and Xero Accounting.

With our unlimited flat file generator and Zapier API interface, no matter what software we use, we have a solution to providing integration to your accounting software.

Whether you are running temporary or contract assignments, logging simple days or hours worked, or highly complex project plans with multiple Phases and Tasks, our Assignment & Project Management provides you with the ultimate project management workbench to ensure clarity and success.

With easy to navigate card view, list view and Gantt views, your deliver team can quickly build and manage their plans.  Our “Default Project Plan Tasks” function allows common set of Tasks to be added quickly to plans and scheduled either from, or to a given date, offering powerful plan forecasting.

Working Candidates can be quickly assigned to specific Tasks and our Task tracking means that progress through timesheets is automatically relayed to these Tasks showing status and progress in real-time.

Other useful functions such as a Change Management, Issues and Risks Registers means you can assess the health of your projects and take mitigating action, allocating Tasks and Tickets directly from the Plan so that your team can view their obligations across all projects.

Take the pain out of reviewing your Candidates’ availability with our Candidate Planner tools.

You can view overall Candidate availability, allowing you to quickly assess and assign candidates to assignments, or with our “Runners” view, see all current temporary staff running contracts, and with our quick-status within the plan, log all those candidates you have spoken to, and have confirmed their attendance onsite in one simple page.

These planners are also available directly within the Candidate records as well as the Placement records so you are always up to speed on what they are working on when planning their utilization across multiple assignments.

For Absence Management, use the dedicated Availability Planner to review and approve or reject Absence requests (e.g. vacation or sickness).

You can create your own Onboarding activities and maintain them as your project develops or choose from a pre-defined default activity that can be automatically created with all new projects.

Whether you build your plan from the default set of project activities, Tracker allows you to manage planned activities, set statuses, expected end dates, budgets, timings and even start and stop candidates from entering time sheets against them.

And you can cut your admin by 93% with powerful e-signatures that fit right into your workday.

Tracker allows you to send secure, legal binding and industry compliant documents without leaving the system. Deliver as many forms and documents to your clients and candidates via email, with a secure link, or simply embed on your website.

Compliance is becoming ever more important, whether that’s GDPR in Europe or the equivalent CCPA in the State of California in the United States or Canada’s PIPEDA regulations.

Tracker has clients in over 40 countries and so has significant experience in the implications for ensuring compliance to these regulations alongside industry specific compliance in such fields as healthcare, education and finance.

Our Compliance tools allow you to easily build specific compliance packs for new candidates or existing candidates where some information has already been submitted.

Our in-built facial recognition feature allows you to collect photographic documents securely online and we will assess the candidate via webcam or phone camera to give you a level of confidence that the document is a valid representation.  We can even refuse compliance submission should that level of confidence be lower than you require.