Steps for a successful implementation

The TrackerRMS Academy has been designed to ensure your investment in TrackerRMS is justified, as well as ensuring you continue to get the best from your new TrackerRMS initiative. It is important to ensure that you have a good understanding of what you are trying to achieve, in order that the eventual solution meets all aspects of your business needs.

As well as working through the video lesson tutorials in the Administrator and Recruiter section of the Academy Help file, the videos below are essential in order for you to set you up your TrackerRMS system correctly.  We would advise you to go through the tasks below to ensure you have most things covered before you start working on the videos as it will impact your ability to use the system correctly.  Not all the videos will apply but please take your time to carefully read through the list and see which ones will feel are mandatory.

Mandatory videos:

In order to ensure successful delivery of all emails from your TrackerRMS system, it is highly recommended that you provide your outbound mail server details in the My Mail Server Information section of your profile. Once your settings are configured, learn how to edit your email signature so it automatically pulls through into your emails and templates Email Signatures.

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 2007 and above on the Windows operating system.  Please note, the Outlook Add-in will not work with Outlook Webmail or Outlook on iOS.

Set up your TrackerRMS users and configure profiles within the Users section of TrackerRMS.  This short video will show how to access and add a new user as well as update their details.

Should you have resumes stored locally, quickly drag and drop your resumes into the system to quickly build fully indexed, searchable candidate records.  This video will highlight how candidate resumes can be drag and dropped into Tracker along with some tips and tricks.

Do you want to change the colors or naming conventions of your system or change the default font on email.  This quick video will cover off how to change and configure default system settings such as naming conventions, phone number formatting, number of records per page and color settings.

This quick video will go over some key drop down lists in Tracker and how you can change, delete, or add to them.  Company drop downs, contact drop downs, candidate drop downs, departments and record sources are a few covered in the video.

The system has pre built workflow that works for most clients out of the box.  This video will show you how you can rename current stages of the workflow as well as add or remove steps to it if you need.  Every business is different and this will show you how to try to make it more relevant for you.

System Templates are essential to save your Recruiters time sending the same emails out each day.  Create your tagged templates and speed up the time it takes you to get system emails out like interview confirmations or submitting resumes to contacts .  Each template has the option to automatically set system workflow and create follow up activities so there is no need to constantly update things manually.

Optional Videos:

This short video will show you how to replace the TrackerRMS logo in your system with your own company logo at the top left hand side of your TrackerRMS system.

TrackerRMS has a built in integration with Daxtra Technologies In order to use this service, you need to populate the Job Boards that you currently search with.  This feature allows you to search the Job Boards without leaving TrackerRMS.  This video will show you how you can access each user’s job board settings to configure their job boards.

You can publish jobs directly to your website from TrackerRMS using our free publishing feature which is embedded in your website using a single line of HTML. Click the link Put your Jobs on your wesbite to access this help file.
If you want to allow Candidates to register online via your website and automatically feed into your TrackerRMS system, there are a number of ways this can be done. Click the link Online Applications to access this help file.
If you are using Timesheets, then the Candidate Portal registration page can be embedded into your website so that candidates can book time against your projects. With a single line of code, you are able to embed your TrackerRMS Candidate Portal into your own website, retaining the same web address and branding of your company site. Click the link Candidate Portal   to access the help file.
TrackerRMS allows you to add your data using our formatted Pro formas to import Company, Contact and Candidate records.  This video will show you how to access the TrackerRMS importer as well as all of the company, contact and candidate Pro formas.  It will walk you all the way through importing the records into Tracker, highlighting common questions or mistakes along the way.

The Column lists throughout your system have been pre-loaded for you.  This video will show you how you can access columns throughout TrackerRMS to move, add, or remove columns for views.

Custom fields can be created to supplement and fields on TrackerRMS or add a field that isn’t represented for you.  Custom Fields are fully searchable, can be reported on, and can play a very important part in fine tuning your TrackerRMS system.

The Skills Profile Builder allows you to create system skills that can be applied to Candidates, Companies and Contacts. This is a great section for clients who do not use keyword or boolean searching when looking for candidates and need to add codes to candidates in order to search quickly and efficiently.

The User Group section is an important area that defines the access and privileges for your users.  Learn how to create different user groups and how to set users up in various user groups.  This video go over basics of what is contained inside of the user groups and how you can build out new user groups for your team.

The Layout Designer allows you to customize your tabs within a record and decide which parts of the system goes into each tab.  The Layout Designer is a great way to have the system look and feel exactly how you like. Each user group can have it’s own layout which gives you ultimate flexibility.  You can have a unique view for Managers, Recruiters and Sales team so they can each see their own personalized layout.

The document library gives you a centralized place to store your best and final documents.  This video will show you how to create unique folders in the document library and how you can populate it and add files in.

If you want to create a folder structure within records so that all new records automatically load in set folders by default then you need to create them first. For instance you may want to have a resume folder automatically available within a candidate record or a contracts folder within a company record.

TrackerRMS has a robust reporting engine built in that will allow you to report off of all of the data inside of your system.  These videos will go over basics of the reporting section, how it can be organized and walks through a few examples of building out reports in TrackerRMS.


Dashboards are a great way to view all of your reports in one place.  You can set up as many Dashboards as you need and give access to teams dependant on the need.  This video will walk through what dashboards are, how to create them and also how to populate them will different types of dashboard parts.