Trak1 Manual 1
Contents
1. 5 26 2014 3 23 2012 8 16 2011 7 21 2014 6 21 2013 5 26 2014 3 23 2014 8 16 2012 6 Training amp Background Screening Each individual profile will display the history of the applicant s training and background screening This tool allows administrators to view which training or screening sessions has been sent to the individual whether they have completed the training or are still in the process of completing the training the date the invitation was sent as well as the renewal dates for both the training and background screening Additionally administrators can view the individual reports associated with that session and any reference information requested as part of that session Click here to learn how to send a training session to your individuals Continued Ee Volume 1 Version 1 8 22 11 USER MANUAL VOLUME 1 Smart TRAK Management System Management System Events Tithe Potluck Dinner 1 23 2010 7200000 PM Documents Add Document Description LF 2010 H040 PM L7 2010 DODO PM Email Log 9 Date Email Type View Details Tf2L 2011 Training Invite Safe Sanctuanes Training 7 14 2011 Training Invite Safe Sanctuaries Training RESEND RESEND RESEND 6 23 2011 Training Invite Safe Sanctuaries Training RESEND RESEND 6 21 2011 Training Invite Safe Sanctuanes Training RESEND 6271 2011 Training Invite Safe Sanctuanes Training 1 E Ps Page lof 4 Item 1 to 5 of 17 72. USER MANUAL VOLUME 1 Smart TRAK Management System SMart trak POWERED BY TRAK 1 TECHNOLOGY Training Manual Volume 1 Date August 22 2011 Sman TRAK Administration eateerpsreecinsieecsryesro anc yar ounsuiouncseocpirveanss oemeiestrnwsuen icon cxtannmisanb actu sioue vd gue ee EE A EA 2 Adding an Individual Profile or Group to Smart TRAK cccsssccesssecesssecessecessesesceseeceeseecesaeecesaeecesaeecesasecessuecessuesessuecesaeees causes cesses sesaeeeesaeeceses 3 Viewing and Editing an Individual Profile in Smart TRAK __ aa seessssecssscecsssreceseeceseecessecesssecessaeeeseseeesessses esses cesses cesseecesaeecesaeecessuecessueeeseneeees 4 Sending a Training or Background Screening Invitation in SMart TRAK ou eccsessseceecssseecssseecsseeecssaeecessesecessnecesesesesssesescesescenaescesaeesesseecesaes 7 Approving Attributes Interests in Smart TRAK ____aaseecesseccsssecessecescsssescesseecesaeecesssecessuecessuecessuecessueeess causes couse cesses cenaeecesaeecesseecessueseseaesessaeeees 8 po Volume 1 Version 1 8 22 11 USER MANUAL VOLUME 1 Smart TRAK Management System Management System ADDING A VOLUNTEER OR EMPLOYEE TO SMART TRAK smart trak t Ww R EY TR 4 TEC HAG F G Y a a co i m ae a yr gt os j es POWERED Pr TAAR T TECHAOLOGI Admin Applications Smart Trak Report our Bill Contact Us Logout 5 Ma rt Tra k Welcome Ji Kim Oklahoma Conference of the United Methodist Church Inc Sm
3. 779 7000 Number of Children 0 Update Profile View Notes Update Profile Picture Decision Notes Sara iS approved for all activities Locations Edit Locations PACT Attributes Edit Attributes 7 Childcare Preschool i College Transcripts for employees i counselors i Sunday School Usher 1 Attributes To edit an individual for a particular attributes you will need to navigate to the interest section of their profile This can be done by either selecting the applicant s name from the Smart TRAK Administration home page or by selecting the Manage gt gt Attributes link from the Smart TRAK Tools box When the Edit Attributes link is clicked you will be able to check off which attributes you would like for the employee or volunteer to have More attributes may be added by selecting Manage gt gt Attributes under the Smart Trak Tools fF e Volume 1 Version 1 8 22 11
4. Events This tool allows administrators to both invite and approve individuals for specific events Events are added to each profile by the individual through their Smart TRAK account created when they complete their first training or screening session To approve or decline an individual for an event select the icon located under the Event Approval heading From the pop up window select the appropriate approval setting and select the save button to exit the window and update the profile 8 Documents Administrators can store corresponding documents to each individual profile such as resumes certificates consent forms etc To add a document to the report select the Add Document link In the pop up window complete the required fields and attach the document to the report by selecting the Browse button navigating to the document and then selecting the document from the window To complete the addition process select the upload button to save and exit From this tool you may also delete documents by selecting the red x icon or download the document by selecting the green arrow icon under the Download heading 9 Email Log Utilizing the email tool to contact your applicants allows administrators to update individuals on newly required training event details or reminders for background screening Each correspondence is logged into the Email Log feature for each profile To review the details of a particular correspondence
5. art Trak Tools Smart Trak Administration 6 Add a Single Person F Import a Group Smart Trak Administration send Training Invite ai eae Conference Olergy 1017 SE 515T ST Email Tool _ Methodist Church 4052573105 Manage Tulsa St Matthew s United Methodist Oct 171959 Church Application Queues 594 Tuka Boston Awe United Methodist Church Reports Tuka Asbury United Methodist Orurdh F a4 Tutorial Videos Aug 241971 9183921154 Seminole United ETERS BRETT KA Sen 22 1347 p i Methodist Ohurdh all a Customer Support PETERSEN KAYLA OKC Sunny Lanre United RALPH mis Methodist Ohunch il m Der 27 1953 4054737351 PETERSON Cassidee For Gibson United PAUUNE EE Methodist Ohurdh Beaver United Methodist Ohurch w Aug OL 1981 Church e Conference a Oklahoma Methodist Conference Clergy a an Mame Okahoma Wlethoiist Oct 05 I7 3187424162 Date of Birth Decision Status o Decision Key Pending Approved Approved with Conditions Dormant Denied 1 Smart TRAK Tools The Smart TRAK Tools box allows you to navigate through the Smart TRAK system with ease From here you can navigate to the various Tools that the Smart TRAK system offers To access your employee and volunteer information select the Smart TRAK Administration link You should automatically be directed to this page upon log in 2 Search Tool Th
6. e search tool allows you to locate employees and volunteers within your church or within the Conference 3 Smart TRAK Administration The Smart TRAK Administration page houses all employee and volunteer information that is entered into the system From this page you may enter individual volunteers or employees or import a group of employees and volunteers from a CSV file Click here to learn how to enter an individual applicant or upload a group of people 4 Profile The volunteer or employee profile includes all information related to that applicant In addition to storing their contact and vital information the profile allows you to add notes specific to that individual approve or decline the individual for work within certain interest groups send invitations for training or events and communicate directly with the individual via the email tool Click here to view a sample profile D Volume 1 Version 1 8 22 11 Add Edit Profile First Mame Middle Mame Last Mame Address City state Zip Email Phone DOB USER MANUAL VOLUME 1 Smart TRAK Management System ADDING AN INDIVIDUAL PROFILE TO SMART TRAK 1 Add Edit Profile To add a single volunteer or employee to your Smart TRAK Administration database select the Add a Single Person link from the Smart TRAK Administration home page Upon selecting this link a window will be opened that will allow you to add a single profile Complete the provided fields and se
7. h individual profile can include notes specific to the individual based on performance and preferences To add a note to the profile select the View Notes link Enter your note information within the pop up window and select save to exit and update the profile 4 Locations Each individual can be assigned to multiple locations within the Conference to promote cross church participation To add additional locations to the applicant and make them eligible to participate in other location s events select the Edit Locations tool Select the appropriate locations from the pop up window and then select the save button to exit and update the profile 5 Interests Each church has the ability to approve or decline individuals based on the specific interest they have requested This is displayed in the Interests section of the profile Click here to learn how to approve or decline individuals for attributes Continued ooo Volume 1 Version 1 8 22 11 USER MANUAL VOLUME 1 Smart TRAK Management System Training amp Background Screening send Invitation 6 Training Status Training Training Background Report Renewal Date Renewal Date In Process In Process In Process In Process In Process Safe Sanctuaries Training Safe Sanctuaries Training Safe Sanctuaries Training Sate Sanctuaries Training Safe Sanctuaries Training F211 6 21 2011 5 26 2011 23 2011 8 16 2010 7 21 2013 6 21 2014
8. lect the save button The window will close and your individual will be added to the Smart TRAK Administration home page 2 Upload Group To add a group of volunteers or employees from a CSV file select the Import a Group link from the Smart TRAK Administration home page Upon selecting this link you will be redirected to another page which will outline the instructions for uploading a CSV file Once you have uploaded your CSV file the system will verify that all information has been entered and will alert you to any duplicate emails within your file Select the complete button and you will be redirected to the Smart TRAK Administration home page where your applicants will be added to your queue sender Marital Status Children Upload Group NOTE Each line within the CSV file MUST be in the following format FirstName LastName Email MiddleName Gender PhoneNumber Address1 Address City State Zip Code social Security Number Date of Birth Number of Children Marital Status NOTE Do not include headers as the first row of the CSV file First Name Last Name and Email Address ARE REQUIRED FIELDS All other fields are optional and can be left blank Below are examples of valid CSV strings Jane Doe jane mail com mA B 1 Jane Doe jane mail com George Smith george mail com M 916 777 5555 7100 N Somewhere Dr Apt 3333 Tulsa OK 74133 125 45 6769 1 1 1980 3 Single J
9. locate the desire email and select the yellow notepad icon located under the View Details header You may then view the details of the correspondence or resend the email as required Ooo Volume 1 Version 1 8 22 11 USER MANUAL VOLUME 1 Smart TRAK Management System SENDING A TRAINING OR BACKGROUND SCREENING INVITATION IN SMART TRAK Send Invite Training Select Traiming Applicant Email First Name Middle Name Last Name Invitation Sent By Chad Stair Ff30 2010 6 24 55 AM References Required Personal References 0 Bill To C Applicant Organization Recurrence Indicate the frequency in months of taining or background screening for this applicant If this will be a onetime screening please n ter j Li Training lo months 0 36 Background Screen lo months 0 36 1 Select Training The first step in sending a training or background screening invitation is to select the training session you would like to invite your applicant to From the drop down menu select your desired training session If your location has the ability to request background screening on the individual a package selection tool will also be displayed where you can select the appropriate background screening package 2 Applicant Information Next enter your applicant s email into the Applicant Email field If your applicant already exists within the system the First Middle and Last Name will be populated with
10. pload CSV a Upload a Volume 1 Version 1 8 22 11 USER MANUAL VOLUME 1 Smart TRAK Management System VIEWING AND EDITING AN IDIVIDUAL PROFILE IN SMART TRAK Sarah Smith sarah smith gmail com Approved on 8 17 2011 7131 Riverside DOB 5 5 1980 Tulsa OK 74136 Female sarah smith qmail com Married 918 779 7000 Number of Children 0 Update Profile View Notes Update Profile Picture Decision Notes Sara is approved for all activities Locations Edit Locations 4 PACT Attributes Edit Attributes Childcare College Transcripts for employees Sunday School 1 Profile Each volunteer or employee has a profile within the Smart TRAK system This profile allows administrators to track not only their involvement with the organization but also their training and certifications The profile also allows administrators to communicate directly with the individual through the Email Tool as well as approve or decline the individual for participation in events 2 Update Profile Each profile will be created with the information that you put into the system when you add the individual either through the Add Edit Profile tool or through the Upload Group tool However if you need to update the applicant s information during their tenure as an employee or volunteer you may select this link and enter the new information in the appropriate fields Select save to update the profile 3 View Notes Eac
11. the stored information If the applicant you are entering is attempting to use an email address that is already in use a notification will alert you to enter a different email address If you have not yet entered an applicant profile for the individual you are sending training to a profile will be created upon sending the invitation 3 References Required Based on your church or conference qualifications your individual may be required to provide references prior to employment or volunteering To set the required number of references for your applicant select the appropriate number from the drop down menu 4 Bill To Each administrator has the ability to set payment responsibility to either the organization to the applicant By selecting the organization the screening and training will be billed to your monthly statement Selecting the applicant will require the applicant to provide electronic payment when they attempt to complete their training session 5 Recurrence Based on your church or conference qualifications select the recurrence for each training or background screening session in months To send the invitation select the Send button ooo Volume 1 Version 1 8 22 11 USER MANUAL VOLUME 1 Smart TRAK Management System ADDING AND EDITING INDIVIDUAL ATTRIBUTES IN SMART TRAK Sarah Smith sarah smith gmail com Approved on 8 17 2011 7191 Riverside DOB 5 5 1980 Tulsa OK 74136 Female sarah smith qmail com Married 918
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