An active Support contract grants you:
- Support – An assigned Representative, available via phone, email, or website
- Maintenance – Relevant software updates & upgrades
- Education – Free PTU training
Frequently Asked Questions
Here you can review an archive of frequently asked questions about using People-Trak HR software. If you would like to ask support a question, click here.
How do I change a user’s password?
To change a user’s password, log in to People-Trak with your administrator account. Go to Administration, User Setup. Click on the user’s name whose password you want to change. Delete the contents of the password, then key in the new value. Please note that the characters you type in will appear as an * as a security precaution.
What does the number listed next to each module under “Inbox” mean?
This is the number of alerts you have in your inbox. These are either reminders that you have set up that need to be run. Or alert notifications that you have set up to let you know of something that is going on in an employee’s record. For example this could be letting you know that it is someone’s birthday soon, or that they have a performance review due.
How can I sort the list of employees I am working with in alphabetical order?
The easiest way to sort the employees you want to work with is to sort them in the lookup box. First key in your lookup query, or hit search to open all employees. In the lookup box there is a header on each of the four columns listed. To sort by last name simply click the header “last name”, then click OK on the right side. This will allow you to navigate through the group alphabetically.
Can I change the fields listed in my lookup box?
Yes. To change the fields listed in the lookup box go to Administration, Module Setup. (In version 9, go to Setup, Module Setup). The first screen you come to lists each of the four fields found under the lookup. You can change these by simply clicking in the field, then using the drop down to select the field you would like to appear here instead of the default field.
How do I move a terminated record to my archive company?
To move a record you first need to have that record(s) selected. Open up the employee’s record that you want to transfer. Go to the file menu across the top and select transfer employee. It will ask if you want to transfer just the current record or the entire group, choose the appropriate option. You will then be prompted to select the company to which you want to move the record(s) select the desired company and click ok. You can now move to the archive company to view this record(s).
How do I get images to show up under the images button?
The images that show up here are all pulling from the notes screen. If you attach any image file to any notes screen the image can be accessed by either clicking on the images button here, or by going to the notes screen and opening the attached file there.
How do I attach a file to an employee’s record?
Once in the employee’s record, go to the screen that you wish to attach the document to. Across the navigation bar, click on the last icon, which will take you to the notes screen. Insert a new row here (this will auto populate the user id, category and date based on your login name and system date). Enter any note text you want associated with this file. Go to attachments across the top. Click Attach File. You can now browse your computer to find the desired file and click ok. Once you hit save, there will be a paperclip icon at the end of this row to notify you that there is a file attached to this line. To view the attachment, put your cursor on the desired row and click the “Attach” button on the right side.
Are there any “hot keys” in People Trak?
F1 = Field properties (when you are in a field)
F2 = Open Record
F3 = Open Pop Up (when in a field that has a table, calendar, explorer, etc.)
F4 = Date Stamp (when you are in a date field)
F5 = Run Report (when in Document Explorer)
F8 = Delete Row (when in a grid)
F9 = Insert Row (when in a grid)
Watch the Quick Tip
How do I add values to a table?
To edit the values that are in a table go to the Table Menu across the top of your screen. Click Edit table, and select the table you want to add more values to. For example choose “City”, and then say OK. Here you can simply key in additional values to the bottom of the list, and then click the “city” header to sort the list alphabetically. Close out of the table and the new values are now permanently added to your list of cities.
Can I turn off fields I do not want to use?
Yes, you can turn off fields you have decided not to use. To do this, go to Tools, Field Customization. Navigate to the field you wish to turn off. Click in that field, then go to edit, customize field. You can click the “not used” box at the bottom and this will turn off this field for all users. **Should you decide you want to use this field in the future, you can turn it back on by following the same steps.
Can I create new Categories for reports in the Document Explorer?
Yes. To do this you need to first create a new report that you want included in the new category. Populate the report title, along with the desired query and report definition. On the general tab we need to edit the explorer category. Click in this field and delete the contents. You can now manually key in the new category you want created. Close and save the document. You will see your new category listed on the left side. *For all future reports you want saved to this category, you can simply use the drop down in the explorer category field and select the value of this new report category. ** Please note that if you delete all the reports out of this category, you will in turn delete the category as well. You cannot have a category saved, with no documents in it.
I notice that I have a number of blank records with ID Numbers of New1, New2, and so forth. How are these records being created?
Whenever you create a new employee record an employee id number will be assigned. If you are not using the auto numbering feature, the Id number will be “NEW” followed by the next available number. If you inadvertently create a new record, and do not wish to save it, be sure you delete the record as opposed to closing it. If you close the record you have saved it.
How can I tell which People-Trak user made a change to an employee record?
On the employee record there is a record status box located in the lower right hand corner of the personal screen. Here you can see which People-Trak user made a change on this record and the date. If you are interested in obtaining more detailed information on change history, please ask your support representative about using the auditing feature.
I never use the Employee ID number when looking up records. Can I make Last Name field be my first lookup field instead?
Yes. You can select up to four People-Trak fields on your lookup window. These fields can be placed in any order you wish. This setting is located in the module setup area under the administration menu.
How do I transfer a terminated record to my Archive database?
Open the record or records you wish to transfer. From the file menu, select “Transfer Employee”. Confirm if you wish to transfer only the current record, or the entire group. Select the Archive database.
*Please be sure to uncheck the Record Active box on Personal screen and populate all Termination details before archiving the record.
How do I edit my Home Page?
Each user can have their own customized Home Page. You can define what activities and documents you would like to appear on each user’s homepage. This can be done in User Setup, located under the Administration menu. You can also add links, Bulletins, Calendar items, and tips, to the home page. These items are added under Administration, Company Setup.
I’m receiving the message “Employee in use by User. Would you like to open in display mode?” but this user does not have the record open? What do I do?
This message will be displayed if you attempt to open an Employee that is currently open by another user. In the event that you should receive this message, and the named user does not have the record open, take the following steps to unlock the record:
Select Utilities from the Administration menu. Run the Clear Record locks utility. Say yes to confirm message. You should now be able to access the employee record.
How can I populate my table with data that has already been entered in my fields?
Simple Tables allow you to reverse populate your table with data specific to the field the table is associated. Select Edit Table from the Tables menu found on the main tool bar within People-Trak. Select a simple table, like City. A simple table consists of only one column of data entries. Click on File within the table, select the Populate Fields option. The table has now been populated with unique entries from all related fields.
How can I add an entry to my table?
You have the ability to edit your tables by selecting Edit Table from the Tables menu found on the main tool bar within People-Trak. (In version 9, go to Tools, Maintain Tables.) You will then be prompted with a window displaying all of your editable tables; simply select the table you would like to modify.
How do I terminate an employee?
To correctly terminate an employee you will need to uncheck the Record Active field which is found on the Personal screen within your standard employee workflow. You will also need to uncheck the Active field and populate the Termination Date field; both of these fields can be found on the Status screen.
How do I calculate employee’s seniority years?
On the Status screen of your employee record, there is a field titled Seniority Date. Simply enter in the date the employee became eligible for seniority. Once entered, the system will calculate the Seniority years, months and days automatically.
How can I print the contents of a table?
Under the Tables menu, select Print Table. This will display a list of all of the tables within that module. Simply select the table you would like to print and click Ok. This will display a document of all the contents in the table.
How do I change my default report settings?
All users have report settings that are specific to their login. In order to adjust the font size and color for the headers and the body of your reports, simply click on Tools and select User Preferences. Under the Report Font tab you can select the settings that you would like to change for your default. Additionally, there is a Report Settings tab where you can select the orientation, alignment and spacing of your reports.
How do I setup a new user in People-Trak?
The setup is simple. Go to Administration, User setup. Choose File, new user. Change the username from New1 to be the desired username for this person. Assign a password (can be any combination of letters or numbers). In the Employee ID field, use the drop down and choose the employee who is your new People Trak User. Make sure you go through all tabs to make sure you have the desired security assigned. Close and save changes. You can also go into Tools, security setup to further limit their accessibility.
How do I change the name of a field?
Go to Tools, Field Customization (in V9, go to Administration, Screen/Field Customization). Go to the screen you want to edit, and then choose the field you want to change the name of. Click in the field and go to Edit, Customize field (or hit the F1 key). Simply delete the value in both the field name and screen caption and enter the desired value. We usually recommend that these two values remain the same as one another for reporting purposes. Close and Save. If you open up a record, the screen should reflect the adjusted caption. Watch the Quick Tip.
How do I purchase more records for People-Trak?
If you are nearing or at your record count limit, you will be informed by the system, and it is time for a record count upgrade. Contact your support representative to purchase more records. (You do not need to be on active support to purchase more records.)
Helpful hint: if you are getting close to exhausting your current active record count, you may want to double check that you have properly deactivated your terminated records.