This article explains how to use the most common features in Recruitment Manager, including document attachments, audit trail, payee onboarding (AU only), communications (email/SMS), Outlook Extensions, Fast Approve, FastTrack Marketplace integrations, the parsing tool, and Walk-me productive learning.
⚠️ Important: Some actions require Administrator permissions in Maintenance (e.g., enabling SMS, Outlook Extensions, Marketplace apps, Audit settings, and file-type limits).
If you cannot see a control mentioned below, contact your system administrator.
Attachments
The Recruitment Manager 'Attachments' feature is utilised to attach important documents like Contracts, Resumes, Site Inspection records etc.
Attach and Manage Documents
Where you can attach documents (Front Office): Parent, Client, Cost Centre, Job Order, and Candidate records.
Where you can attach documents (Back Office):
Payroll > Payee.
Rates & Rules > Pay Agreement > Attachments.
Rates & Rules > Bill Agreement > Attachments.
Supported file types (examples): *.doc, *.docx, .xps, .png, .mp4, .xls, *.xlsx, *.xlsm, .htm, .html, .mpg, .3gp, .xml, .rtf, .mov, .flv, *.csv, .vsd, *.vsdx, .wmv, .swf, .ppt, *.pptx, .tif, .tiff, .tigf, .rm, .mkv, .txt, .jpg, *.avi, .pdf, .gif, .mpeg.
📌 Note: The accepted file types for Outlook Extensions attachments are configured here.
Open Recruitment Manager; navigate to Maintenance.
Open General Items; select Outlook Extensions.
These settings determine which attachments are imported to Candidate records.
Attach a document (Front Office).
Open a record and go to Document Management, then select Add.
Choose the target folder, then select Add Files.
Select the file and click Open to upload. If the file exceeds the configured size limit, you will be warned, and the upload will be blocked.
(Candidate record only) Tick Display in Portal to show the file in the Candidate Portal and Lock Attachment if the candidate must not edit it. The file appears in the list.
Attach a document (Back Office).
Open the relevant screen and go to the Attachments tab, then select Add.
Select the file and click Open to upload. If a size cap applies, the system will warn you.
Confirm the file appears in the Attachments list.
View or Save an Attached Document
Front Office.
Go to Document Management and either click Download next to the file or click the file name.
If the file is a Microsoft Office document and a PDF icon is shown, you can click the icon to open a PDF view in a new tab. Depending on browser settings, the file may download instead.
If you clicked Download, open the browser download and choose Open. The file opens in its relevant application (e.g., Word or a browser tab for PDF).
To save locally, open Windows File Explorer and go to Downloads.
Move or copy the file to your preferred location.
Back Office.
Go to the Attachments tab and click the View icon next to the file.
Open the browser download and choose Open.
To save locally, open Windows File Explorer and go to Downloads.
Move or copy the file to your preferred location.
📌 Note: If you use a browser plug-in such as Office Editing for Docs, Sheets & Slides, clicking the file name may open the document in a new browser tab using that tool.
Update an Attached Document
Replace the file (Front Office).
In Document Management, select Action next to the file and click Replace.
Select the updated file and click Open. If a size cap applies, the system will warn you.
Confirm the file appears with an updated Attached Date/Time.
📌Note: Alternatively, download, edit, and re-upload the updated file as a new attachment, then delete the original if no longer required.
Delete an Attached Document
In Document Management, select Action next to the target file and click Delete.
Confirm OK when prompted. The file is removed from the list.
Fast Approve Documents
Use Fast Approve to request online approval from Client Contacts, Candidates, or Agency Users.
Approver actions: Download, Approve, Decline.
Requester actions (from Pending Document list): Edit Properties (add comment), Download, Cancel.
Status changes:
Approved by all approvers → status Approved and returns to Document list (requester receives an email).
Declined by any approver → status Declined and returns to Document list (requester receives an email with decliner and reason).
Cancelled by requester → status Cancelled and returns to Document list (removed from approvers’ portals).
Post a document for Fast Approve.
Add the attachment to the Document Management list (see Attach a Document).
Click Action, then Edit Properties. Ensure the Type is Attachment.
Tick Fast Approve.
Verify or assign Approver(s):
Candidate records auto-assign the Candidate.
Parent/Client records require selecting Client Contact(s).
Use Type to choose Agency User, Client Contact, or Candidate, then Lookup to select. Click + to add more approvers.
Click Save Changes. The document appears in Pending Documents with status Pending and in the approver’s portal (for Client/Candidate).
Notify approvers (e.g., via Email or SMS). Templates may be available.
Approve a Fast Approve document.
Approver logs in to the relevant portal (Client/Candidate). Agency Users open the record in FastTrack360.
Open Document Management, then click Pending Documents.
Select Approve. When all approvers approve, the document moves to Approved.
📌 Note: To allow approved documents to display in Client/Candidate portals, open Edit Properties and tick Display in Portal.
Decline a Fast Approve document.
Approver logs in as above and opens Pending Documents.
Click Action, then Decline.
Enter a Declined Reason, then click Decline Document. The document moves to Declined and the requester is notified by email.
Cancel a Fast Approve document.
Open the record in FastTrack360 and go to Pending Documents.
Click Action, then Cancel. The item is removed from Pending Documents, returns to Documents with status Cancelled, and is removed from approvers’ portals.
Use the Audit Trail
Front Office audit trail availability: Parent, Client, Client Contact, Cost Centre, Job Order, Candidate.
Open a record and select Audit Trail from Quick Access.
Review field-level changes to see what changed, by whom, and when.
Back Office audit references:
Reporting > Report Execution Audit.
Time & Attendance > Timesheet Audit History and Timesheet Import > Batch Audit.
Pay > Payee > Audit History (AU, NZ, UK).
Pay > Pay Reporting AU > STP EOFY Submission Audit.
Pay > Pay Reporting NZ > Payday Return Submission Audit.
Rates & Rules > Bulk Rate Update > Import Batch Audit.
Billing > Debtor > Purchase Orders > Purchase Order Audit History.
📌 Note: Administrators can configure additional auditing by clicking on Maintenance, then clicking Audit.
Payee Onboarding (AU Only)
Payee Onboarding captures Bank, Tax (TFN), and Superannuation details directly from Candidates and auto-creates/updates Payee records.
How it starts:
Automatically, when a Candidate reaches a nominated Referral Workflow stage.
Automatically on Job Fill.
Manually via Custom Actions, then click Payee Onboarding from a Candidate record or Candidate Search (single or bulk).
Available via FastTrack360 Connect.
Business rules (highlights):
If a Payee exists and was updated within the last 6 months, auto-triggers will not resend onboarding (use the manual trigger if needed).
Default Employment Type and TFN Type are set (e.g., Labour Hire).
If a chosen super fund does not exist, it defaults to Change Me for Payroll to resolve.
Sync to the Payee record can take up to 15 minutes after candidate submission.
Completed super choice forms are stored as attachments on the Payee record.
Data is hosted in Australia (Azure) and retained per policy.
Run payroll checks after onboarding (Payroll team).
Open the Payee record created/updated by onboarding.
In Header, confirm the Employment Date aligns with any assigned job.
In Employment Details, select Pay Group and change Employment Type from the onboarding default to the correct value.
Review Tax Details, Banking Details, Superannuation Details, and Payslip Details.
Open Attachments to view the Super Choice Form as needed.
Save the Payee. Once the Employment Type is updated, the Payee drops off the Payee Onboarding Report.
📌 Reporting: Use the Payee Onboarding Report (and/or a scheduled email) to monitor who was onboarded in the last 7 days.
For more FAQs related to Payyee Onboarding, refer to Payee Onboarding: Frequently Asked Questions (FAQs).
Manage FastTrack Payee Onboarding
Use this article as a quick reference for payroll managers working with the FastTrack360 Payee Onboarding feature. It explains how to locate newly onboarded payees, perform verification checks, and handle super funds not yet available in your FastTrack environment.
📌 Note: You must have Payroll Manager or Administrator permissions to access and edit payee records.
Find Onboarded Payees
To locate payee records created via the onboarding process:
Go to the Reporting module.
Run the Payee Onboarding Report.
All payees created through the onboarding process have a default Employment Type of Payee Onboarding Change Me.
Any payee with this Employment Type will appear on the report.
(Optional) Request that the Payee Onboarding Report be scheduled for automatic delivery.
To search directly in Payroll:
Go to the Payroll module.
Open Payee Search.
On the Payroll Details tab, search by Employment Type: Payee Onboarding Change Me.
Complete Payee Verification Checks
To ensure the payee record is ready for payroll processing:
Open the payee record you wish to update.
In the Payee Entry Header, verify the Employment Date.
This date defaults to when onboarding was completed.
Ensure it aligns with the start date of the related job order (if applicable).
Review the Tax Details section to confirm all information is correct.
Go to Employment Details, and check or update the following:
Pay Group – ensure a valid Pay Group is selected.
Employment Type – change this from Payee Onboarding Change Me to the appropriate value.
On the Attachments tab, open the Super Choice Form if verification is required.
Review Payslip Details, confirming the Payslip Delivery Method and Payslip Format Group are correct.
Check Superannuation Details to confirm accuracy.
Verify Banking Details to ensure all information is correct.
Click Save to complete the record update.
Once the record is saved with the new Employment Type, it will no longer appear in the Payee Onboarding Report.
Handle Missing Super Funds in FastTrack360
If a payee has nominated a super fund that does not exist in your FastTrack environment:
The super fund name will appear as ChangeMe in the payee record.
Go to the Header Attachments tab and open the Super Choice Fund form.
Follow your standard process to create the new super fund in Payroll Maintenance.
Return to the payee record and complete the Superannuation Details section.
If the policy number was already provided, it will remain after changing the super fund selection.
Manage Communications
FastTrack360 allows users to communicate with Candidates and Client Contacts through Email, SMS, and Outlook Extensions. Templates and Outlook integrations can be applied to streamline and manage communications efficiently.
Email (single).
Open a record (e.g., Client Contact) and click the email address.
Choose the Send To email(s).
(Optional) Select a Template and insert Merge Tags.
Enter the message in Message, then (Optional) tick Comment and complete the fields if enabled.
Attach files from your computer using Attach, or from RM using RM Attach and Lookup Attachment.
Click Send.
Email (bulk).
Run a search to build your recipient list.
Tick the recipients (or select all after applying filters).
Select Bulk E-Mail and follow the single email steps.
📌 Note: If some recipients have Email privacy unticked, use the Opt Out Recipient List and, if permitted, select Ignore to override.
Send a Single SMS Message
Users can send SMS messages to individual Candidates or Client Contacts if SMS functionality is configured.
⚠️ Important: The SMS field must be ticked in the Privacy section of the record to enable this function.
Within a Candidate or Client Contact record, click the contact’s mobile number. The SMS screen is displayed.
To use a template, click the Select Template icon and choose the template.
To insert merge fields, select the Merge Tag icon and pick the fields to include.
Enter or edit the message content in the Message field.
Tick Comment to add internal notes if required.
Select Preview to view the message.
Click Send to dispatch the SMS.
When a recipient responds, the message is received via email and automatically added to the Communications History of the related record.
📌 Note: Where the recipient’s SMS field is not ticked, a link to the Opt Out Recipient List will display. Only users with permission can choose to override this and send messages to opted-out recipients.
Send a Bulk SMS Message
Navigate to a search screen and run a search for the list of Candidates or Client Contacts.
Select the required recipients using the checkboxes on the left-hand side.
Click Bulk SMS from the available actions.
The SMS message screen appears. Follow the same steps as for sending a single SMS.
📌 Note: The Opt Out Recipient List link displays if one or more recipients have opted out. Only authorised users can send to opted-out recipients.
Send an SMS to Opt-Out Recipients
Follow the steps to send a single or bulk SMS to display the SMS screen.
If recipients have opted out, an Ignore checkbox and a link to the Opt Out Recipient List will appear.
Select Ignore to include the opted-out recipients.
Proceed to send the SMS following the regular sending steps.
⚠️ Important: Use this option cautiously and only when explicit permission or security authorisation is granted.
SMS Central Restrictions
From 14 July 2023, SMS Central will no longer support sending messages to certain international destinations to protect agencies from malicious threats such as automated attacks, inflated messaging, and account compromises.
Agencies that use SMS Central will no longer be able to send messages to the following Countries: Aland Islands; Antigua and Barbuda; Bangladesh; Belize; Benin; Bermuda; Cambodia; Diego Garcia; Ecuador; French Antilles Martin; French Guiana; Guadeloupe; Guinea; Guinea-Bissau; Haiti; Holy See (Vatican City State); Iran, Islamic Republic of; Iraq; Kazakhstan; Kosovo; Malawi; Martinique; Mayotte; Mongolia; Myanmar; Netherlands Antilles; Niger; Palau; Papua New Guinea; Reunion; Rwanda; Saint Kitts and Nevis; Saint Lucia; Somalia; United States Minor Outlying Islands; Zambia.
Outlook Extensions
Configure and manage your Outlook Extensions settings to enable synchronisation between Microsoft Outlook and FastTrack360. Some settings must be applied before you can begin using the tool.
⚠️ Important: You must have access to both Microsoft Outlook and FastTrack360 to perform these actions.
What you can do:
Add/Update a Candidate from an email (parses attachments/body for resume and data).
Sync Activities between RM and Outlook (Allow Sync) for Tasks/Appointments (create/update only; deletions are not synced).
View Person to open matching Candidate/Contact in RM.
Add to Comms to push emails into Communications lists (or enable auto-sync via Enable Sync).
Configure Outlook Extensions.
In Outlook, open the Add-ins toolbar and click Settings.
Enter the FastTrack URL (copy the RM URL from the login page) and your FastTrack Username/Password.
(Optional) Enable Allow Sync and set the interval (default 15 minutes).
(Optional) Enable Comms Integration > Enable Sync and select folders (e.g., Inbox, Sent Items).
Click Submit to save.
General Settings
FastTrack URL
The FastTrack URL links Microsoft Outlook to FastTrack360. This must be configured before using Outlook Extensions.
To apply the URL:
Open Recruitment Manager without logging in.
Copy the Recruitment Manager URL.
Paste the copied URL into the Outlook Extension Settings – URL field.
FastTrack Username and Password
Enter your FastTrack Username and Password before using Outlook Extensions.
⚠️ Important: If your FastTrack credentials are updated, you must also update them in the Outlook Extension Settings to maintain functionality.
Task and Error Logging
Allow Sync
When Allow Sync is selected, activities created or updated in Recruitment Manager automatically synchronise with your Outlook Tasks/Appointments.
The system checks for updates every 15 minutes by default (this interval can be adjusted).
Activities appear as Outlook tasks or appointments depending on the assigned Task Code.
Error Logging
This feature assists the FastTrack Client Services team in diagnosing issues.
By default, Error Logging is turned off.
Enable it only when requested by a FastTrack representative.
Comms Integration
Enable Sync
When enabled, this option automatically syncs emails from Outlook to FastTrack360.
Select the Outlook folders you wish to include in Select Folder (for example, Inbox and Sent Items).
The system matches emails using your Outlook and FastTrack360 account addresses.
If your Outlook and FastTrack email addresses differ, emails may not sync correctly.
⚠️ Important: All emails in selected folders that match a FastTrack360 record will sync automatically. Personal emails cannot be removed once synced. If this is a concern, manually select and sync only the emails you wish to bring into FastTrack360.
Last Sync
Displays the date and time when the most recent sync was completed.
Add or Update a Candidate Record
Open Microsoft Outlook, then select the email containing the candidate details.
Go to the Outlook Extensions Toolbar and click Add Candidate.
Alternatively, right-click the email, select FastTrack, then choose Add/Update Candidate.
If the email is already open, select Add/Update Candidate from the Email Menu toolbar.
Review and update any editable items in the View Candidate workflow, then select Proceed.
A message will confirm that the candidate was successfully added to Recruitment Manager, including their Candidate Record Number.
If duplicate records are found, the View Duplicate workflow will display.
If duplicates are detected and you wish to update an existing record:
Select the relevant Candidate from the duplicate list.
Click Update Candidate.
A confirmation message will display when the update is successful.
If duplicates are detected but you wish to create a new record:
Select Add as New Candidate.
A confirmation message will display once the new candidate record has been created.
View a Candidate or Contact
Use this function to quickly open and view a Candidate or Contact record from within Microsoft Outlook.
Open Microsoft Outlook and select the email associated with the person you wish to view.
Go to the Outlook Extensions Toolbar and select View Person.
One of the following will occur:
If a single match is found, Recruitment Manager will open in a new browser window showing the Candidate or Contact record.
If multiple matches are found, a results list will appear. Select the record you wish to view.
If no matching record is found, a message will appear stating that no record could be matched to the email address.
📌 Note: Only the From email address is used to match against records in FastTrack360.
Add an Email to the Communications List
You can add an email directly to a Candidate or Contact’s Communications list using the Add to Comms function in Outlook Extensions (Vega Version 11.30).
Open Microsoft Outlook.
Select the email you want to add to the Communications list.
Right-click the email.
The Outlook Extensions Add-In Actions menu will appear.
Click Add to Comms.
The system will match the email address to existing records in FastTrack360.
If no matches are found, the message “Recipients are not valid in FastTrack” will display.
If matches are found, a pop-up window will display the matching Candidate or Contact records.
Click OK.
The selected email will be added to the Communications List of the matching records in FastTrack360.
📌 Note: If Comms Integration is enabled in Outlook Extensions Settings, the system will regularly scan your selected Outlook folders and automatically add emails that match existing records.
⚠️ Important: The system matches emails based on your Outlook mail account address and your FastTrack360 user email address. If these addresses differ, automatic syncing may not occur, and emails may not appear in the Communications Centre.
FastTrack Marketplace and Google Maps
Marketplace: Review third-party integrations (functionality, setup, and costs) directly from Marketplace in the left panel of Recruitment Manager. Some integrations require Custom Actions or Custom Sections configured in Maintenance.
For more details on the items available via the FastTrack Marketplace, visit FastTrack Marketplace Products.
Google Maps
Google Maps can be displayed by selecting the Google Map icon next to addresses in the following records:
Parent Record – Main Address, Mailing Address.
Client Record – Main Address, Mailing Address.
Cost Centre Record – Main Address, Mailing Address.
Client Contact Record – Address.
Candidate Record – Actual Address, Mailing Address, also by clicking on the Diary Filled Job Flyout 'Location' item.
Client Portal – Main Address, also by clicking on the Job List 'Location' item,.
Candidate Portal – Click the Job List 'Location', also in the diary for Filled Jobs flyout, click the 'Location' item.
Job Order – Location and Merge Tag for 'Location'. Where the Merge Tag is applied to an Email this item will evoke a Google Map on selection.
Parsing Tool
The Parsing Tool in FastTrack 360 automates data extraction from resumes and related documents to streamline candidate creation and updates. It supports parsing in multiple workflows, including Outlook Extensions, Online Job Applications, and Unsolicited Candidate Registrations.
Parse Candidate Data via Outlook Extensions
When a Candidate is created or updated using Outlook Extensions, the Parsing Tool scans attachments to identify a resume.
The first resume found is treated as the primary resume, and data is extracted to populate the Candidate record.
If no attachment is found, the tool scans the email subject and body for candidate details.
When a valid Job Order ID is detected, a Job Referral to that job can be automatically created.
The Review Candidate Data screen appears, showing the extracted information. You can then choose to proceed with creating or updating the Candidate, or cancel the process.
Parse Candidate Data from Online Job Applications
When FastTrack 360 is integrated with the job aggregator Broadbean, the Parsing Tool extracts data from resumes submitted via assigned Questionnaires.
Ensure that the Job Advertisement includes a Questionnaire requiring a resume attachment.
When an applicant submits their resume, the tool parses details such as contact information and work history into the new Candidate record automatically.
Parse Data from Unsolicited Candidate Registrations
If your business uses a Candidate Registration Page for unsolicited applications, the Parsing Tool can extract and map data from attached resumes.
Ensure the registration Form requires a resume attachment and includes mapped fields.
When the form is submitted, the tool parses the resume, applies data to the mapped fields, and transfers the extracted data into the Candidate record.
Parsing Process Details
Depending on configuration, the Parsing Tool can extract and populate data for:
Contact Information.
Work History.
Skills.
The tool processes resumes and CVs in any layout format. It uses a converter to translate resumes into plain text while retaining useful punctuation and formatting for accurate parsing.
⚠️ Note: If a document is corrupted or poorly formatted (e.g., garbled characters or heavy formatting), parsing accuracy may be reduced.
Supported File Types
The Parsing Tool attempts to extract text from most document file types.
However, only files containing actual text can be parsed.
File Type | Parse Support |
Word (.doc, .docx) | ✅ Supported |
PDF (text-based) | ✅ Supported |
PDF (image/scanned) | ❌ Not supported |
Excel, PowerPoint, Project | ❌ Not supported |
Supported Languages
The Parsing Tool supports multiple languages, with ongoing expansion each year.
Currently supported languages include:
Chinese (Simplified), Czech, Dutch, English (all markets), French (including Canada), German (including Switzerland, Liechtenstein, and Austria), Greek, Hungarian (contact info only), Italian, Norwegian, Portuguese, Russian, Spanish (including Catalan, Galician, Basque), and Swedish.
Planned expansions:
Support for South America, Mexico, Portugal, Poland, Romania, and additional support for Italian, Danish, Polish, Romanian, and Flemish.
Supported Countries
The Parsing Tool supports resume parsing standards for the following countries:
Argentina, Australia, Austria, Brazil, Belgium, Canada, China, Czech Republic, Denmark, Finland, France, Germany, Greece, Hong Kong, Hungary, India, Ireland, Italy, Liechtenstein, Netherlands, New Zealand, Norway, Poland, Russia, Singapore, Spain, South Africa, Sweden, Switzerland, United Kingdom, and United States.
It also recognises major international cities in other regions and adapts parsing to local cultural conventions, including postal address formats, company and school recognition, and phone/email patterns.
Walk-me Productive Learning
Follow guided, in-product walkthroughs that both teach and complete the task for you.
Start a Walk-thru.
Click ? in the top-right toolbar.
Select Show me how to open the Walk-me menu.
Expand a topic with the > arrow.
Select a Walk-thru to begin.
Follow the on-screen prompts. To stop, click the × in the Walk-me popup.
🤔 FAQs
Q1: Why can’t I upload my file?
Answer: Your file may exceed the configured size limit or be of a type blocked by policy. Check limits with your administrator and confirm accepted types in Maintenance > General Items > Outlook Extensions if using Outlook imports.
Q2: Why do I see a PDF icon next to my Word or Excel file?
Answer: The system can render certain Office documents as PDF for quick browser viewing. Clicking the PDF icon opens a PDF view; clicking the file name downloads the original file.
Q3: Who can see attachments in the Candidate Portal?
Answer: Only documents with Display in Portal ticked are visible. Use Lock Attachment to prevent Candidate edits.
Q4: A document shows “Pending.” What does that mean?
Answer: It has been posted for Fast Approve and awaits action from assigned approvers. It moves to Approved, Declined, or Cancelled based on outcomes.
Q5: The same Candidate keeps getting onboarding emails. How do I stop this?
Answer: Auto-triggers suppress onboarding if the Payee was updated in the past 6 months. If you still need an update, use the manual trigger from Candidate or Candidate Search.
Q6: Can Payee Onboarding update existing Payees?
Answer: Yes. Submissions overwrite Bank, Tax, and Super details on the existing Payee.
Q7: Where do onboarding forms get stored?
Answer: Key details map to Payee fields, and the Super Choice Form is stored as an attachment on the Payee record.
Q8: Outlook auto-sync pulled personal emails into RM. Can I remove them?
Answer: Synced emails cannot be removed. Disable Enable Sync or narrow the selected folders, and use manual Add to Comms for select messages.
Q9: Why didn’t my SMS send?
Answer: The recipient may have opted out, your user may lack permission to override, or provider/country restrictions may apply. Check privacy settings and provider rules.
Q10: Why can’t the parser read a resume?
Answer: The file may be a scanned image PDF or an unsupported format without selectable text. Request a text-based resume (e.g., .docx or native .pdf).