Sales & CRM

A core, and essential aspect of any good CRM is Activity Management.  This not only tracks all activities such as  calls, meetings, tasks and so on but links every piece of information whether past present or future.

As as CRM system at its heart, Tracker excels in activity management and always has.  So many of our clients use Tracker for the end-to-end running of their business, from campaigns through to accounts.  For users and managers to have the most complete view of their business, they need to understand precisely what was done, what it related to and who did what.

That’s why our Activity Management comprehensively logs an unlimited and customizable set of activities throughout the system and automatically links each to the users concerned and the records to which they relates.

With Voice-To-Text you don’t even need to type, you can simply talk to Tracker and we will listen and type for you, correcting grammar as we listen.

Our useful “Send Later” option also allows you to get ahead of the game, authoring emails and scheduling then to automatically send at any point in the future.

With our powerful workflow tools we can create auto follow-ups of any type, associated to anyone and at any point in the future meaning the cyclical nature of maintaining contact with your key customers and candidates is a breeze.

Software should save time wherever it can on those repetitive tasks that we have to do each and every day.  One of those is in the authoring of emails, texts and sales communications, and so Templates offers a solution to ensuring all communication is on-brand and grammatically correct every time.

Templates can be built for emails, text messages, letters, eSignature forms and sales communications quickly and easily and with our associated template tags, you can include hundreds of data fields from Tracker directly into the templates making them 100% personalized and accurate.

All our system come with a suite of templates out of the box, supporting all core functions of the system meaning our clients can benefit from the productivity of never having to write another email immediately.

And with our built-in template workflow, clients can create automatic follow-ups, reminders for other team members and even change data in the system simply by clicking “Send”.  For example, and email template to send resumes to a client can fill in the client’s name, introduction email text, summary details for each candidate being sent, auto-attach their latest resume and their email signature at the bottom.  On clicking “Send” the shortlist status for each candidate is automatically updated to “Resume Sent”, the Job status is updated and a follow-up call is placed in the diary for the following day.  All in just 2 clicks and not a single key press!

We love Templates and so do our clients as it’s an insurmountable time-saver and so simple to create.

Bulk Sending email or text messages etc is a natural part of any process as users often want to send the same communication to multiple people.  We do not think there should be any limit to this and the recipients experience should never suffer as a consequence of bulk sending.

We provide unlimited Bulk Sending to any Contact or Candidate in Tracker allowing users to filter and select multiple people and send either fresh or template communications instantly.

We fully integrate with Office365, Gmail and other mail providers so email are sent directly from Tracker, fully personalized and logged in both Tracker and Outlook.  What’s more, if you have multiple people in the “To” field, we send individually personalized emails to each, so although you send in bulk, the recipient gets their own email directly from you.  No use of Bcc to bulk send!

For mass mailing, Tracker has it’s own in-built and fully featured campaigner so there is a solution for any scale communication, with over 4 million campaign emails sent and tracked each year.

So whether you are sending to multiple long listed Candidates, your key clients, or a newsletter to your entire database, we have Bulk Sending covered.

Prospecting business is an essential part of business development and Leads can come from a variety of sources such as the website, reference requests, campaigns or client meetings.

Tracker’s Lead Management allows these to be separated from the main Job queue where they can be properly qualified using our own lead qualification methodology called “MANDACT” (Money, Authority, Need, Decision, Ability, Competition and Timing) – the seven key aspects to quality any prospect.

This methodology can be tailored to meet the precise needs of our clients and provide not only a key measure of a Lead, but a vital sales tool to provide guidance on what needs to be progressed in order to qualify a Lead good (or as importantly, bad).

MANDACT scoring can be used to focus minds on the most likely prospects to land and once qualified can be instantly converted to a full Job, carrying across all key information, allowing the sales team to progress it through the client’s normal pipeline processes.

With KPIs against Lead Generation and Lead Conversion as standard, you can easily assess the top of your pipeline at any level and with source tracking through to delivery, easily understand the ROI of each campaign or channel of new Leads down to the dollar.

As a fully fledged CRM, Tracker has one of the most comprehensive Pipeline Management tools available, often competing with the likes of Salesforce.Com and HubSpot.  In fact we use Tracker ourselves to run our entire business.

The Pipeline can be fed from Leads or client requests automatically and completely customisable to your own sales processes.  Our estimated and factored valuation engine can forecast the value of any opportunity, whether fee, product or temporary contract based, and by assessing the progress of anything in the pipeline we can provide probability and forecast sales or revenue numbers directly to our reports or dashboard widgets.

Our Pipeline views provide users with highly visual mapping of their current opportunities with total valuations at each stage.  Our inbuilt workflow means that actions taken within the Pipeline such as sending proposals, placing Candidates or requesting information can automate the progression through the Pipeline, driving accuracy and visibility across the business.

Enjoy 100% functionality on both Tracker as well as both Client and Candidate Portals with Tracker OTM (On The Move).

Most people in any industry these days spend time away from their desk and are equipped with a smart phone. So it only makes sense that you should be able to operate Tracker to its full extent regardless of where you are or the device you are using.

Tracker is one of the only platforms to offer 100% mobile functionality from any smart phone or tablet device.

So, just because you are out of the office, it does not mean you do not have to be connected.

Whether you need to find resume information on the go or search for contact information outside of regular business hours, Tracker’s Mobile App is on hand to help.

Within Tracker’s Mobile App you can search your entire Tracker system including candidates, contacts, jobs, and placements, search for candidates and view resumes, display client and candidate locations, and get google map directions, log calls and activity from your phone and have the activity tracked instantly within the system.

Every client is different, in fact every user is different in our experience and so are their preferences around how Tracker looks and feels.

We have designed our platform to be fully customizable including the layout of the main screen the branding and the colors with both a light and dark themes available to each user depending on their preferences.

Our Layout Designer allows our clients to de-clutter down to the record level, determining where fields appear in each record type and can be changed role by role so sales users can focus or see different information to the back office team.

Clients can brand their Tracker in line with their organisation and color code the screen accordingly and our every popular dark theme is perfect for those using Tracker all day.

Custom Forms are used to provided template based forms that can be sent to anyone in Tracker in order to complete specific fields and electronically sign them as part of either contractual or onboarding activities.

Our in-built Custom Form Builder allows clients to build either full page or A4 documents quickly and easily and insert fields for completion by the recipient such as Text, Date, Tick Boxes, Options and Signatures.

Our template engine allows template tags to be included, automatically completing any field available in Tracker neatly within the text of the Form, completing much of the detail before it is sent.

Customers’ are provided with an encrypted link where their document is presented on screen for review and completion and signatures can be provided using either their finger or a mouse for authenticity.

On completing the form online, we immediately Pdf and store a copy of it against their Tracker record, along with their details and IP Address information for auditability.  A copy is sent to both the Sender and Receiver of the Custom Form automatically so that each party has a final copy for their reference.

If you don’t have a management accounting system, don’t worry, we have Invoicing & Payments embedded within our base CRM.

Invoices can be generated from any part of Tracker, including Jobs or Opportunities, Products & Services, Timesheets & Expenses or completely adhoc.  And because we hold all of this information within Tracker, invoice generation is fully automated, so as soon as that deal is won, or those timesheets have been approved, you can generate invoices automatically in bulk against each client or assignment.

Invoice templates can be designed within Tracker and you can have as many as you like so each Invoice can be printed, emailed or used to create Pdf’s and can be as creative as you wish.  And with our email templates, easily Pdf and attach to a new email, select the covering email template as send.  We even track how many times it’s been sent and the last time it went out!

Payments to suppliers, whether for projects or contractor’s time, can also be created directly within Tracker and associated to the relevant records for processing payments or payroll.  Our Accounting System Integration means you can instantly send Invoices and Payroll information to QuickBooks, Sage, Xero or any number of other systems with 2-way sync allowing us to update payment statuses directly within Tracker.

Every looked up at the whiteboard on the wall of the office and wondered if there was a better way to share information with the team?  This is where Task Boards come in…

In an age where remote working is more common place, the office whiteboards often adopted for fire fighting tasks or targets are becoming less effective a solution.  This is why we designed Task Boards as standard in Tracker and allows clients to build unlimited Task Boards, each having any number of Task Groups and then place Tasks in each that link directly to relevant records and users.

Tasks can be dragged between Groups in the Board and those completed during the day are clearly marked complete and Task Boards auto-refresh so no matter where you are, you can always see what is outstanding and action, informing the rest of the team straightaway.

If you create Tasks from anywhere else in the system during your normal working day you can tag these to either your own or team Task Boards directly so you have one place to go to review!

Workflow Automation sits underneath everything we do, adopting common sense to the common tasks we do each day.

Workflow can be applied both actively and passively using our numerous workflow rules engine.

Template Workflow is applied to email and text type templates and can automatically create follow-up tasks or calls, actions for other users and even change the data in the system based on actions. 

For example, sending a Placement Confirmation from the Shortlist can automatically update the Candidate’s Shortlist status to “Perm Placed”.  In the background we can then automatically set the Job status to “Placed Permanent”, the Candidate status to “Placed” and inform accounts that the invoice can now be sent.  All just by sending the email.

If users move Candidates from one status to another on the Shortlist you can auto-prompt to confirm precise status and reasoning as part of the Job Management workflow.

We have integrated Workflow into each process in Tracker and each can be customized to meet the needs of your own business, from registration, ownership and job management, down to the individual emails, texts, letters and forms you send.

With the power of click-to-call, screen-pop, auto call logging and call recordings, you’ll never need to touch your phone again. You have the ability to use these Telephony functions with the core Tracker system.

Additionally, you can take it a step further with our CloudCall integration. CloudCall plugs into Tracker to simplify the day to day lives of your teams.

Make Calls with a Single Click. Improve efficiency by making calls with a single click from TrackerRMS or any Google Chrome webpage, saving you time to have more conversations. With built-in call controls from TrackerRMS, you can manage your communications in one place.

Call Activity Sync with Tracker. Reduce the time spent on admin tasks by adding & logging notes directly to contacts’ record in Tracker. All calls are recorded, with playback available on the candidate and client records, ensuring that all important conversations are captured.

Reporting and Dashboards. Access a full view of your team’s engagement and communication with candidates and clients through an advanced reporting suite and dashboards with key metrics around call volumes, duration and frequency.

Text Messaging. Send and receive text messages from TrackerRMS. All text conversations are are saved on the contact’s notes and activity history and are logged as full, searchable conversations.

Text Messages are quickly becoming more effective than email in communicating with Candidates due to their immediate and brief nature.

We provide built-in text messaging so texts can be sent to anyone with a cell phone number, and you can free-type your text or use templates to write them for you. 

As a 2-way service, text messages sent to you will automatically be received by Tracker and logged, notifying the original sender both on screen and via email so they never miss an inbound text.

If you want to send the same text to multiple Candidates, for example to know their availability for next week, you can send bulk texts saving you valuable time.

In support of our international clients, Tracker supports multiple currencies and tracks exchange rates as standard.

Jobs can be associated any currency and clients can select only those currencies that relate to their business.  This can adjust the way the current is presented (e.g. $1,234.56 versus €1,234,56) and by using our exchange rate tracker we can adjust currencies over time as rates change ensuring you always get an accurate comparison.

By selecting a “base” currency, we can present all financial information in both “local” and equivalent “base” values so wherever your offices are located around the world, the local teams can work with their local currencies whilst management reporting can align everything to a single common currency.

Our LinkedIn Extension provides you with a browser sidebar tool to capture individual candidates and contacts and import them directly into your Tracker system.

Connect LinkedIn directly to Tracker allowing you to work exclusively within LinkedIn and view people in our feature rich sidebar.

People can be imported directly into Tracker as either Contacts or Candidates and assigned directly to your Job Shortlist or Long List. All without leaving LinkedIn and you don’t even need to be logged into TrackerRMS at the time!

Features include and ability to view comprehensive “resume” level data for anyone on the current page where you can collapsible sections to make the record readable and reviewable.

Created Candidates have full job history loaded alongside any of the fields on the page which can be reviewed and updated as required before importing and created Contacts will be linked to existing Clients if found or a new one automatically created.

It also has an in-built check-back function to see if the person already exists in Tracker and an “Open in Tracker” button to open found records directly.

And with the inclusion of support for RocketReach.co allowing you to look up the email addresses and phone numbers for LinkedIn Profiles, directly from within the sidebar.

The TrackerRMS Outlook Add-in installs on your local machine and provides you with highly useful functions that integrate seamlessly with your TrackerRMS system. This Add-in is compatible with Microsoft Outlook 2013 (including Office365) and above on the Windows operating system.

We have introduced a new view panel which can be docked anywhere inside or outside of Outlook that automatically populates each time you select an email in your Outlook folders. This panel looks up the sender’s email address on Tracker and presents you with all of the key information from TrackerRMS including their contact details, photo as well as listing the last 10 Activities you had with that person.

You can also see all Leads, Jobs, Opportunities, Assignments/Projects and Tickets you have with that person, all within Outlook.

What’s more, clicking on any of the listed items will show you a preview of that record so you won’t need to open Tracker to read previous emails, or the description of a Job.

Rather than having to constantly open emails in order to action them, the new toolbar found at the top of the View Panel has all the actions you need to process the item you are looking at.

The TrackerRMS Outlook Add-in installs on your local machine and provides you with highly useful functions that integrate seamlessly with your TrackerRMS system. This Add-in is compatible with Microsoft Outlook 2013 (including Office365) and above on the Windows operating system.

We have introduced a new view panel which can be docked anywhere inside or outside of Outlook that automatically populates each time you select an email in your Outlook folders. This panel looks up the sender’s email address on Tracker and presents you with all of the key information from TrackerRMS including their contact details, photo as well as listing the last 10 Activities you had with that person.

You can also see all Leads, Jobs, Opportunities, Assignments/Projects and Tickets you have with that person, all within Outlook.

What’s more, clicking on any of the listed items will show you a preview of that record so you won’t need to open Tracker to read previous emails, or the description of a Job.

Rather than having to constantly open emails in order to action them, the new toolbar found at the top of the View Panel has all the actions you need to process the item you are looking at.

When using any software, especially SaaS (Software As A Service), security is paramount as access is typically from multiple locations and over the internet.

Our platform is fully segregated by client and data is encrypted both in transit and at rest with all transmission of data being over the highest SSL secure protocol.

Within Tracker itself, access control can be down to the individual IP Address level with the flexibility for certain users to register their IP Addresses should they be required to access Tracker outside of the office, using 2-Factor Authentication.

If you have already adopted security based user management systems such as Active Directory, we can provide restricted Single Sign-On meaning users must already be logged into their corporate account in order to gain access to Tracker.

Everything users do in Tracker is logged in our User Audit Log such as updating or deleting records, right down to the records they views, the documents they opened, the reports they ran or the custom fields they changed – including the values they changed from, and to.

We take security seriously and as a subscriber to the Azure Security Center program, you can rest assured we have our finger on the pulse when it comes to protecting your data.

Stay up-to-date with our Alerts & Notifications where you can build custom alert rules specifically for your own needs.

Alerts can be sent onscreen, by email or text, and be set to notify you immediately it happens or as a Daily Summary report sent to you at the end of the working day.

You can set Alerts on any action taken for records, whether you own, your departments’ or any changes made. 

New registrations, applications, shortlist changes, in fact anything that moves can be tracked and alerted to you in any way you like and with multiple alert rules available, you can choose which individual alerts arrive and what what means and timeframe.

The ultimate tool for those who like the sound of their own voice.  Voice To Text can be started anytime you like using the microphone icon which we have placed in every multiline text field within Tracker

So whether you’re recording your telephone call or just leaving a note for someone, you can quickly fire up your microphone and start recording.

Voice To Text will show you the words as you speak and if we hear the odd word wrong, don’t worry, we automatically sense check the grammar at the end of each sentence to ensure those words are adjusted to fit the context of what you said.  We even place full stops and capital letters in the right places!

We even understand punctuation so you can use “comma”, “full stop” and “new line” to organize your text accordingly.

If you have spreadsheet data and would like to import these into Tracker, you can use or free Importer to upload Client, Contact or Candidate data without cost or technical support.

You can download our pro-forma spreadsheets for any record type and simple transfer your data into it before uploading it to the Importer.

We will then intelligently match up any records in Tracker, showing you precisely which we have matched and how we have matched them.  You can them set further parameters around ownership, categorization, send list attachment and even auto-activity creation before importing them in seconds.

Today’s labor market moves fast. Recruiters must hone in on the right opportunities and quickly convert them into revenue. That’s a challenge when massive amounts of time are spent searching for profitable clients and suitable placements.

Our partner, Textkernel’s Jobfeed simplifies business development (and placement) with this tool that helps you find client leads and get background information to help you close the deal.

With our fully integrated Job Sourcing it’s easy to target your existing and new customers, offer candidates relevant opportunities, and even tap into market trends.  We will watch your key customer websites or your geography for Jobs you can fill, creating Leads automatically.

Your Consultants will start their day with new pipeline opportunities which is the key to being on the pulse of the labor market and boosting fill rates to completely new levels.