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.
Attach and Manage Documents
Where you can attach documents (Front Office): Parent, Client, Cost Centre, Job Order, and Candidate records.
Attach documents (Back Office):
Go to Payroll, then open the Payee record where you want to manage attachments.
Go to Rates & Rules, open a Pay Agreement, then select the Attachments tab.
Go to Rates & Rules, open a Bill Agreement, then select the Attachments tab.
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.
Accepted file types for Outlook Extensions attachments are configured in Recruitment Manager , then click Maintenance, and click General Items, then click Outlook Extensions. These settings influence what is 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.
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.
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.
Select 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, and click Pending Documents.
Select Approve. When all approvers approve, the document moves to Approved.
To allow approved documents to display in Client/Candidate portals, open Edit Properties and select 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:
Go to Reporting, then open Report Execution Audit to review report activity.
Go to Time & Attendance, then review Timesheet Audit History or Timesheet Import, then click Batch Audit as required.
Go to Pay, then open Payee, then click Audit History to view audit details for AU, NZ, or UK payees.
Go to Pay, then click Pay Reporting AU, then open STP EOFY Submission Audit to review submission history.
Go to Pay, then click Pay Reporting NZ, then open Payday Return Submission Audit to review reporting activity.
Go to Rates & Rules, then open Bulk Rate Update, then click Import Batch Audit to review bulk update audits.
Go to Billing, then open Debtor, then click Purchase Orders, then click Purchase Order Audit History to view purchase order changes.
Go to Maintenance, then open Audit to configure or review additional auditing settings (Administrator access required).
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 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 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.
Scope: Currently AUS only.
Change the tax scale for a payee (Tax Details)
To change a payee’s tax scale, you must add a new validity period in the payee record. This protects historical payroll calculations.
Go to Pay, then open Payee.
Search for and open the payee record.
Open Tax Details.
Add a new validity period (a new effective date range).
Set the start date to a date after the last used date for the current tax record.
In the new validity period, select the correct tax scale, then save.
⚠️ Important: If the start date overlaps an existing/used period, the system may prevent edits. Always start the new period after the last used date.
Communications (Email and SMS)
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.
(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.
📌 If some recipients have Email privacy unticked, use the Opt Out Recipient List and, if permitted, select Ignore to override.
SMS (single).
Open a record and click the Mobile Number.
(Optional) Select a Template and insert Merge Tags.
Enter the message and select Preview if required.
Click Send. Replies are emailed to the sender and logged in Communications History.
SMS (bulk).
Run a search and tick the recipients.
Select Bulk SMS and follow the single SMS steps.
If some recipients have SMS privacy unticked, review the Opt Out Recipient List and, if permitted, select Ignore.
⚠️ Important: If your SMS provider restricts certain destinations, you may be unable to send to those countries. Check with your administrator or provider.
Outlook Extensions
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, and click Enable Sync and select folders (e.g., Inbox, Sent Items).
Click Submit to save.
If your Outlook mailbox email differs from your RM user email, email matching/sync may fail.
Consider privacy before enabling Enable Sync because all matched emails in selected folders will sync and cannot be removed once synced.
Create/Update a Candidate from Outlook.
Select an email and click Add/Update Candidate (or right-click FastTrack, and click Add/Update Candidate).
Review the parsed data and click Proceed.
If duplicates are found, choose Update Candidate or Add as New Candidate.
Add an Email to Communications (manual).
In Outlook, right-click the email and select Add to Comms.
Confirm matching records, then click OK.
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.
Google Maps availability:
Parent, Client, Cost Centre, Client Contact, Candidate, Client Portal, Candidate Portal, and Job Order (including with the Location merge tag in emails).
A Search Available Candidate (Map) feature can be added via Marketplace if configured.
Parsing Tool
The parser helps automate Candidate creation/updates by extracting data from resumes/CVs across multiple entry points:
Outlook Extensions: Parses the first valid resume in attachments (or scans subject/body if no attachment). Can also create a Job Referral when a valid Job Order ID is detected.
Online Job Application (via Broadbean): Parses required resume attachments to the new Candidate record when a questionnaire requires a resume.
Unsolicited Candidate Registration: Parses the attached resume and populates mapped fields used to create the Candidate.
Parsing behaviour:
Extracts Contact Info, Work History, and Skills (as configured).
Requires actual text. Scanned PDFs without selectable text and non-document files (e.g., Excel/PowerPoint) cannot be parsed.
Conversion to plain text may occasionally misinterpret corrupted or highly formatted files.
Language and region support: Broad, including English, French, German, Spanish, Chinese (Simplified), Dutch, Greek, Italian, Portuguese, Russian, Swedish, and more; recognition across many countries/regions for names, phone, email, and postal addressing.
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.
Best Practices
Use folders in Document Management to keep attachments organised and easy to find.
For Client/Candidate visibility, tick Display in Portal only on final, approved documents.
Use Fast Approve for time-sensitive content (e.g., job ads) and add comments for context.
Review Audit Trail regularly to monitor sensitive changes to records.
Schedule the Payee Onboarding Report and clear Change Me super funds promptly.
Standardise Email/SMS Templates and Merge Tags to improve quality and compliance.
Enable Outlook Extensions syncing only after confirming mailbox/RM email alignment.
Pilot Marketplace integrations in a sandbox before enabling in production.
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, and click General Items, clickOutlook 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).
Q11: Why can’t I edit the tax scale on the payee?
Answer: Tax settings are controlled by validity periods. If the current tax period has already been used, you can’t edit it. Add a new validity period starting after the last used date, then update the tax scale in that new period.