AppliTrack Installation To-Do List

All AppliTrack features are functional out of the box. However, some configuration is neccessary before going live. Choose a common plan below to view a list of configuration tasks. Each assumes when you'd like to go live and presents different levels of customization and configuration. Choosing an option now does not preclude you from performing additional customization in the future. These are simply good places to start.

Use AppliTrack right out of the box. Complete the following configurations and then make additional, optional, changes when you're live.

Add your locations
Post open vacancies
Add authorized users

Most go live in:
Less than a week

Clock time to go live:
About 30 minutes

Fully review the core AppliTrack functionality, complete the following customizations and call our support team if you have questions.

Position categories
Application content
Email templates
All "express" configurations

Most go live in:
2 - 4 weeks

Clock time to go live:
About 1 day

Take your HR office to the next level. Establish weekly meetings with a trainer and walk through four phases of configuration and customization.

Phase 1 - All "standard" configurations.
Phase 2 - Implement easy process improvements such as job posting requisitions
Phase 3 - Integrate more tracking fields and forms such as a New Hire Checklist
Phase 4 - Automate rote processes and workflow

Most go live in:
1 - 2 months

Step	Tasks	Notes
1	Understand Your Training Options View the "going live in five minutes" recorded video and follow along. This video demonstrates the essential configurations you'll need to go live. Setting up AppliTrack in 5 minutes Register for Live Guided Setup of AppliTrack Webinar	View Training Options
2	Sign Into the System To get started, you'll need to log into your system. The log in page is located at . Your ID and Password were sent via email by Aspex Solutions.	Contact if you have misplaced your UserID and password.
3	Add Locations Type the names of your buildings, departments or other hiring units to standardize your postings. Permissions may also be set on your Locations. Click the "Setup" tab and then "Edit Locations".	Edit Locations Edit Lists
4	Add System Users Each principal, department chair, supervisor or other hiring manager that needs access to applicants should be entered as a user. Read the help topics on how to create and manage your users.	Create a New User Manage Users
5	Post Open Vacancies Post any vacancies by clicking on the "Job Postings" tab. Then click on "Create New Posting" and then click on "A blank form". Fill in the required fields and "Save" what you have done.	Create New Posting
6	Link up your site. (Go Live!) Have your webmaster go to and follow the instructions. In preparation for effective training, we recommend you collect a number of completed applications relevant to your administrative users of AppliTrack.
7	Plan for Continuous Improvement AppliTrack can lead your HR office to the next level incrementally, without producing any downtime or backwards compatibility issues. Contact our TotalSupport team at any time with specific questions, participate in our ongoing (free) webinar series by signing up right from the log in page and watch the micro-blog announcing new features, tips and trick from AppliTrack's "Home Tab."	Webinar Schedule AppliTrack's Update Blog

Standard Setup Selected - Choose a different setup type.

Follow the steps below to fully review and configure AppliTrack's position list, application content, email templates and go live in two to four weeks. Most need just 8 hours to work through the list below. As you complete a task, mark it as "Done" to record your progress. For more information on a task, read the help links or contact Aspex Solutions.

You may want to print this page.

Step	Tasks	Notes
1	Understand Your Training Options View the "going live in five minutes" recorded video for a quick overview on the essentials needed to go live. Then, attend a 60-minute orientation webinar (or watch it on-demand using the link below). As you go through the webinar content, follow along in your own AppliTrack system. The webinar is led by a live trainer and walks you through the configurations below. At the end of the session, you'll have addressed everything in this checklist and completed the things you need to go live. Setting up AppliTrack in 5 minutes Watch Guided Setup of AppliTrack Video Register for Live Guided Setup of AppliTrack Webinar Additional options, including one-on-one sessions with our trainer, are available. See the link to the right for more.	View Training Options
2	Sign Into the System To get started, you'll need to log into your system. The log in page is located at . Your ID and Password were sent via email by Aspex Solutions.	Contact if you have misplaced your UserID and password.
3	Review/Modify the Position List To start your customization, click on the "Setup" tab and then on "Edit The Position List". The Position List is a list of all Types of positions for which you'll accept an application. The idea is that you want to sync the list with the terminology from your organization. For example, you may want to change "Assistant Principal" to "Associate Principal", or eliminate the Position Type entirely if you do not hire Assistant Principals. Note that the Position Types are grouped into Position Categories. It is important to keep in mind that this is a list of position types, not actual jobs. For example, don't enter positions like "Payroll Secretary" or "School Secretary." Likewise, it is generally not good practice to enter union specific titles such as "Secretary III." Instead, use generic terms like "Secretary." Note that you can edit the Position List throughout the life of the system. Read the link to the right for more information about the Position List. Watch a video on the process	Edit Position List
4	Review/Modify the Application Content Applicants receive different questions based on the positions they apply for. AppliTrack does this by splitting your application into logical "pages" and then showing the correct pages based on job type. You assign application "pages" to job types (and tell AppliTrack "who gets what") by using the Manage Application Pages screen. Click on the "Setup" tab and then "Manage Application Pages." In the left column you'll see the list of available pages. The other columns represent which question pages an applicant will receive per Position Category. The idea is that you want to review each available page. To review a page, click the "view" link next to its title. Ask yourself: Are the questions on the page OK? If you require any changes for a page, click the "edit" link or, if an "edit" link is not available for the page, refer to Step 5. To close the "view" page and to check for an "edit" link, just close the window. Which applicants should receive this page? Mark the appropriate checkboxes to indicate this. Be sure to click "Save Changes" if you make any. Watch a video on the process	Assign pages to Categories Manage Application Pages Create your own pages Field type reference
5	Send Change Requests to Aspex Solutions If any page is not editable (it does not have an "edit" link in Manage Application Pages), Aspex Solutions is happy to make changes for you. Just send your request to us and we'll have it implemented in about a day for no charge. Send changes by email or fax (print it, indicate the changes, and then fax the page to Aspex Solutions at (847) 568-0301). Free changes are included in accordance with the AppliTrack Service Level Agreement.
6	Review/Modify Confirmation Emails A confirmation email is sent to the applicants when they submit their application. Within the "Manage Application Pages" screen, click on the "Edit" link in the "Finishing Message" row (the bottom row) to change the default message. If you want to override the finishing message for a category, click on the “Edit” link for that category. Example: Ask Maintenance candidates for fewer requirements. Watch a video on the process	Manage Application Pages
7	Edit Locations and Other Lists Type the names of your buildings, departments or other hiring units to standardize your postings. Permissions may also be set on your Locations. Click the "Setup" tab and then "Edit Locations". Additionally, review and edit other lists, such as the Subject Hours and Certifications from the Setup tab.	Edit Locations Edit Lists
8	Post Open Vacancies Post any vacancies by clicking on the "Job Postings" tab. Then click on "Create New Posting" and then click on "A blank form". Fill in the required fields and "Save" what you have done.	Create New Posting
9	Forward Special Requests to Aspex Solutions Workflow: Do you have special workflow that needs to be addressed? Do you have a special report that needs to be generated? If so, send your requests to our TotalSupport team. Applicant Questions: Are there additional questions you'd like to ask some applicants? If so, they can either be included on an existing page (see Step 4) or you can create a "Supplemental Page" by following the instructions to the right. If you need help creating a supplemental page, please call us at 847-475-2283 x1. Configuration: Do you need the applicant's SSN before the time of interview? Your system was pre-configured to use their email address as their log-in. If you would prefer to use their SSN, contact Aspex Solutions.	Create your own pages
10	Add System Users Each principal, department chair, supervisor or other hiring manager that needs access to applicants should be entered as a user. Read the help topics on how to create and manage your users.	Create a New User Manage Users
11	Link up your site. (Go Live!) Have your webmaster go to and follow the instructions. In preparation for effective training, we recommend you collect a number of completed applications relevant to your administrative users of AppliTrack.
12	Print Step-By-Step Guides Step-by-Step guides get your end-users up to speed in a four page PDF. Attach it to an email or print it out.	Step-by-Step Guide.pdf
13	Schedule Training Ease the change management process by utilizing our in-house trainers. Click on the Planning Your Training link to the right for guidance. Training is simply billed per hour.	Planning Your Training AppliTrack User Documentation
14	Optional: Install ScanToWeb If you will be scanning in paper documents received by applicants read the link to the right. This program allow you to attach scans to applications so that hiring managers get the full package online. Please call 847-475-2283 x1 (AppliTrack Support) if you have any questions on the process.	Install ScanToWeb
15	Plan for Continuous Improvement AppliTrack can lead your HR office to the next level incrementally, without producing any downtime or backwards compatibility issues. Contact our TotalSupport team at any time with specific questions, participate in our ongoing (free) webinar series by signing up right from the log in page and watch the micro-blog announcing new features, tips and trick from AppliTrack's "Home Tab."	Webinar Schedule AppliTrack's Update Blog

Advanced Setup Selected - Choose a different setup type.

Take your HR office to the next level by implementing the full array of options in AppliTrack in about 60 days. Establish weekly meetings with an implementation specialist and walk through four phases of configuration and customization.

Phase 1 - All "standard" configurations.
Phase 2 - Implement easy process improvements such as job posting requisitions
Phase 3 - Integrate more tracking fields and forms such as a New Hire Checklist
Phase 4 - Automate rote processes and workflow

You may want to print this page.

Step	Tasks	Notes
1	Understand Your Training Options Advanced setups are typically accomplished by establishing hour-long weekly meetings with a dedicated implementation specialist. Your implementation specialist will guide you through the phases below over the course of approximately two months. Dedicated implementation specialist packages include 20 hours of project management services and four hours of development. Purchase implementation plans directly from the AppliTrack Store, or call (847) 475-2283 x1 for more information. You are also welcome to move forward with the implementation on your own by studying our user guide, connecting with our support team and attending our webinar series.	Ready to train
2	Sign Into the System To get started, you'll need to log into your system. The log in page is located at . Your ID and Password were sent via email by Aspex Solutions.	Contact if you have misplaced your UserID and password.
3	Phase 1 - All "Standard" Configurations The phase of configuration gets the application content, look and feel and job types in sync with your organization. Technically, after this step you can go live and start accepting applications.	Edit Position List Manage Application Pages
4	Phase 2 - Easy Process Improvements In paper processes and/or many other online application system some functions such as routable job posting requisitions, automated reference surveys and behavior based screening systems* have too much overhead making implementing them not practical. AppliTrack changes that with out-of-the-box templates, zero-overhead processes and low-risk enhancements to your existing process. *All (education based) AppliTrack systems come with a 30-day free trial of our behavior based screening system, AppliTrack Selection TeacherFit.	Reference Surveys Job Posting Requisitions AppliTrack Selection Screening Tools
5	Phase 3 - Integrate Tracking Fields and Forms AppliTrack can track and save notes, status flags, and forms from adminstrators. Examples include a pre-interview checklist, interview questionnaires and applicant score cards. AppliTrack can also run context-aware calculations to auto-score applications given sufficient data. Almost all customizations of this nature are included in your annual price. Your implementation specialist will alert you if a certian function/field would require an additional fee.	Overview of Forms Interview Manager
6	Phase 4 - Automate Processes and Workflow AppliTrack comes with basic workflow for applications out-of-the-box which essentially release applicants to all authorized users upon submission of the application. AppliTrack can integrate any sort of pre-release, application review, and/or recommendation process you require. In addition, other processes and integrations can be completed at this phase including: 1) user account creation automation using LDAP 2) export of applicant data to other HR systems including criminal background check providers, substitute calling systems, HRIS systems and ERP solutions 3) possible integration of a state teacher certification system 4) custom linkages and integrations to reduce data entry and increase effeciency.	LDAP Integration Export Applicant Data
7	Link up your site. (Go Live!) Have your webmaster go to and follow the instructions. In preparation for effective training, we recommend you collect a number of completed applications relevant to your administrative users of AppliTrack.
8	Print Step-By-Step Guides Step-by-Step guides get your end-users up to speed in a four page PDF. Attach it to an email or print it out.	Step-by-Step Guide.pdf
9	Schedule Training Ease the change management process by utilizing our in-house trainers. Click on the Planning Your Training link to the right for guidance. Training is simply billed per hour.	Planning Your Training AppliTrack User Documentation
10	Optional: Install ScanToWeb If you will be scanning in paper documents received by applicants read the link to the right. This program allow you to attach scans to applications so that hiring managers get the full package online. Please call 847-475-2283 x1 (AppliTrack Support) if you have any questions on the process.	Install ScanToWeb

Express Setup Selected - Choose a different setup type.

Standard Setup Selected - Choose a different setup type.

Advanced Setup Selected - Choose a different setup type.