The following actions are used to manage and view records within FastTrack360. They apply across Front Office and Middle/Back Office areas and are essential for maintaining, editing, and navigating record information efficiently.
📌Note: Some actions may differ slightly depending on whether they are performed in the Front Office or the Back Office.
Add
Front Office
You can add new records or activities from several locations:
From the Dashboard, use the Quick Access section to add a new Job or ‘General’ activity.
From any Front Office search screen, select Add (top right). Available for Parent, Client, Job, and Candidate searches.
Within a record section, click Add to create a related item.
Example: In a Client record, go to the Contacts section and select Add to create a new Contact.
Back Office
Add a new linked Payee by navigating through the following steps:
Go to Payroll and Select Payee Search.
In the Search Results list, choose Add Linked Payee.
This action allows you to link a Payee who works across multiple pay companies or operates as an entity or PAYG.
Add or create new processes, such as Pay Batch, Invoice, Credit Note, or Agreement.
Edit
Front Office
To edit record fields, click Edit at the top right of a record (e.g., in a Client record). Fields become editable once selected.
To edit list items, click Edit next to the item (e.g., editing a Comment within a record section).
Back Office
Edit list items where available by selecting Edit next to each entry (e.g., editing a Payee record).
In some views, View opens directly in Edit mode, such as when accessing a Pay Company.
Save and Mandatory Fields
Save
Click Save or Save Changes after adding or editing a record.
In Front Office, Save remains inactive until all mandatory fields are complete or a change has been made.
Mandatory Fields
Mandatory fields are highlighted with a red border in Front Office.
These fields ensure key data is captured for records to function correctly.
Some fields become mandatory later in a process (e.g., “Order By” becomes mandatory when submitting a Job Order to Timesheet).
If mandatory information is missing, a validation message appears with details.
Delete and Cancel
Delete
Delete records where this action is available.
The system may prevent deletion where information or linked settings exist.
Example: You cannot delete a Client record if a timesheet has been submitted for that Client. In such cases, a warning message will display explaining the reason.
Delete items within lists where the Delete action appears beside each entry.
Example: Select Delete to remove a comment from the Comment section of a record.
Cancel
Use Cancel to abandon an Add or Edit action.
If unsaved changes exist and you attempt to navigate away, a prompt will appear to Save or Don’t Save changes.
In pop-up windows, Cancel is displayed as an X icon in the top-right corner.
Quick Access / Quick Links
Quick Access and Quick Links sections allow you to move efficiently between record sections.
Select a link within this area to jump directly to that section.
Example of Quick Access section displayed in a Front Office record
Example of a Quick Links section displayed in a Back Office record
Lookup
The Lookup action is used to search for and apply an existing entity or person within a record or search function.
Lookup actions are available for the following items:
Agency User.
Office.
Parent Company.
Client.
Cost Centre.
Client Contact.
Candidate.
Where available, the Lookup icon is displayed next to the relevant field.
To use the lookup function:
Select the Lookup icon beside the field. The Lookup screen is displayed.
Enter the name or part of the name in the Enter Search Content field, then select Search. A list of matching results will appear.
Select the desired item from the results list. The selected name will automatically populate the field.
Flyout
The Flyout action allows users to view additional details about a linked record without navigating away from the page.
Flyouts are available for the following items:
Agency User.
Office.
Client Contact.
Candidate.
To display flyout details:
Hover your mouse over the item name or number within the record.
Example: To view details about a filled candidate on a job, hover over the Candidate No. field in the record.
A pop-up (flyout) displays with summary information for that item.
Where the item represents a person, Email and SMS functions are available directly within the flyout pop-up.
Multi Select Fields
Multi Select Fields allow you to apply more than one item to a single field within a record. These fields function slightly differently between the Front Office and Back Office.
Front Office
To apply items to a multi select field
Click inside the multi-select field to view the available list of items.
Click each item you wish to apply.
To add more items, repeat the process as needed.
To remove a selection, click the X next to the item.
To add more items
Repeat the process as needed.
To remove a selection
Click the X next to the item.
Back Office
Multi-select options appear as a drop-down list with checkboxes.
To select or de-select items
Tick the checkbox beside each item to select it.
Untick the checkbox to deselect an item.
Lists
Lists are used throughout FastTrack360 to display collections of records, batches, or transactions. Examples include search results and comments within a Client record.
A total count of list items appears next to the list heading.
Actions for lists are located either:
At the top-right of the list heading, or to the left of the individual list item.
Some lists include checkboxes that must be ticked before certain actions (like Export or Bulk Email/SMS) become available.
In the Middle or Back Office, double-clicking a record (for example, a Payee in the Payee Search Results list) opens it in View mode.
Page Navigation
Lists are paged to show a limited number of records per page.
When the number of records exceeds a single page, navigation controls appear at the bottom of the list.
The current record range appears at the bottom-left (e.g., Showing 1–5 of 10 entries).
To move between pages:
Select Previous to go to the previous page.
Select Next to go forward in the list.
Back Office lists also include additional navigation controls:
>> Go to the end of the list.
<< Go to the start of the list.
Click on a page number to jump directly to that page.
Use the Records per Page dropdown to change how many items display at once.
Scroll Bar
When the number of columns exceeds the visible area, a horizontal scroll bar appears at the bottom of the list.
Use the arrows at each end of the scroll bar or drag the grey bar to move horizontally.
If the scroll bar is hidden, click within the list and use your keyboard arrows (← →) or Shift + Mouse Wheel to scroll left and right.
Quick Sort
All lists are sorted by default. For example, the Client Search Results list is alphabetically sorted by Client Name.
Click a column header to change or reverse the sort order.
An arrow on the right side of the column header indicates the active sort column and order:
Up arrow (▲) – ascending (A–Z or lowest to highest).
Down arrow (▼) – descending (Z–A or highest to lowest).
To sort by another column, click that column’s header name.
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Filters
Filters help you narrow down results to show only relevant records.
Front Office:
Click the Filter icon beside the column header.
Enter your search text (e.g., fa) and select Search.
The filter icon will turn red to indicate an active filter.
To remove filters, select Reset Filter.
Middle/Back Office:
Click the Action button (top-right of list) and select Show Filter.
Enter values to filter dynamically (e.g., type ba to find all records containing “ba”).
To remove filters, delete the filter values from column headers.
To hide filters again, click Action, and click Hide Filter.
Export
All lists in FastTrack360 can be exported as a comma-delimited (CSV) file.
Front Office:
Select Export.
Note: You must first tick one or more records to enable the Export button in screens like Search Candidate or Search Contact.
The browser displays the exported file at the bottom of the page.
Click Open to view in Microsoft Excel, or Save to download the file.
Middle/Back Office:
Select Export and ensure required records are selected.
When prompted, open the CSV file in Excel or save it locally.
Manage Layout
The Manage Layout function allows you to choose which columns display in a list. You can add, remove, reorder, or reset columns to customise how data is presented in FastTrack360.
Front Office
Add Columns
Select Manage Layout located at the top-right of the list. A list of currently applied columns is displayed.
Click Add Columns. The Add Column screen appears.
Tick the columns you want to add.
Select Add. The selected columns are inserted into the list.
Remove Columns
Select Manage Layout at the top-right of the list.
In the list of applied columns, click the Bin icon next to the column you want to remove.
Select Apply. The list updates with the column removed.
Change Column Order
Select Manage Layout at the top-right of the list.
Select the column you want to move and use the Up and Down arrows to change its position.
Select Apply. The columns display in the new order.
Reset to Default Layout
Select Manage Layout at the top-right of the list.
Click Reset Layout. Default columns and order are restored.
Select Apply. The list displays with default column settings.
Back Office
Add or Remove Columns
Select Action at the top-right of the list, then choose Show Manage Layout. The Manage Layout pop-up appears.
Click the Down Arrow to view available columns.
A tick indicates a selected column.
Tick the columns you want to display.
To change the display order, untick and re-tick columns in the preferred order.
Select Save. The selected columns display in the list.
Reset to Default Layout
Select Action at the top-right of the list, then choose Show Manage Layout.
In the pop-up, select Reset. Default columns and order are restored.
Select Save. The list displays with the default layout applied.
🤔 FAQs
Q1: Why can’t I delete a Client record?
Answer: The record is linked to other items such as submitted timesheets. You must remove or reassign linked data before deletion.
Q2: Why is the Save button greyed out?
Answer: Save remains inactive until all mandatory fields are completed or changes are made to the record.
Q3: Can I change which columns appear in a search result list?
Answer: Yes. Use Manage Layout to add, remove, or reorder columns in both Front Office and Back Office.
Q4: Why don’t I see the Lookup icon next to a field?
Answer: The Lookup function is only available for specific field types like Client, Contact, or Candidate fields.
Q5: How can I export multiple candidate records at once?
Answer: Tick the checkboxes next to each candidate in the list, then click Export to download them as a CSV file.