Tracker2 FAQs

1. I would like to try Tracker2, do I have to purchase the program first?

No, if you would like to find out more about Tracker2 we can arrange a full demonstration in your workplace at a time to suit you. We charge a nominal sum to cover our travel and time, which is deducted from the total price should you decide to go ahead and purchase Tracker2. No hard sell, no pressure, no questions asked if you decide not to go ahead with the purchase.  

2. Do I need to install the programme and how do I upgrade to latest version?

Tracker2 is a web-based online system, which doesn’t require any installation. The system is updated centrally so you will never need to upgrade. We recommend using the latest versions of the following browsers:

Internet Explorer, Mozilla Firefox, Google Chrome and Safari.

3. Will Tracker2 work on my hospital network?

Tracker2 does not require a network to work on. It’s securely hosted in the cloud. All you need is an Internet connection and you can be online in seconds.

4. How often can I access Tracker2? Is there a limit on the number of time per user or per license?

Unlike some online software Tracker2 has no limits on the number of times you login. Tracker2 is open for access 24/7, and both applicants and administrators have unlimited access to the system within the rights given to them by their login credentials. The login is specific to each individual and therefore users are required not to disclose their login details to anyone.

5. I am using Tracker at the moment can I import our present data into Tracker2?

Yes, this is possible. After import you will be able to use Tracker2 with the imported data.

Tracker2 contains enhanced features which require additional information to be inputted before the system can be used fully. This additional configuration is not onerous and will be covered in the training session.

Every hospital user group has the opportunity to set up certain aspects of Tracker2 to make it specific to the work of that hospital. One of the first duties is to create in Settings under Admin users a list of those who have admin access to the system. This should be followed by a visit to System tables, also under settings to populate the various tables such as (Locations, Users, Grades, Funding Sources, Hospitals etc.). Once these two tasks have been undertaken the third is to populate the database with applicants. This can be done either by importing the data from a previous Tracker2 database or, in the case of a new Hospital Trust using the programme, by populating the database as and when applications are made.

1. How many screens can I open simultaneously?

You may open as many screens as you wish. You have the option to open new screens as a tab within your browser or as a new browser webpage by holding down the “Control” button. The opened screens update the information which you enter on another screen. 

2. Can I alter the start date of the financial year?

Yes, go to " Settings", in the "General Options" tab. You may set "Year Start" to whatever suits your organisation or Deanery. Remember to click "Update" after alteration. Keep in mind that the change will apply to the entire database.  

3. How do I add new Bank Holiday dates?

To add new bank holidays to the Leave Form, Under “Settings “ select System Tables > Bank Holidays.  Select the date required and Add Date. The new date is registered as a bank holiday. You can search for dates in the search window.

1. How can I search for a particular leave record?

There are several ways to search for a leave record. You need to open the "Search Leave " screen under the heading “Leave”, from there you may search either by "Leave ID" if that is known to you or by person's name, course name or part of either. You may want to search for a certain type of leave (e.g. all annual leave or all study leave) or for that matter for a category of leaves (e.g. all approved leave or all rejected leave). A combination of criteria may be used within a date range.

You may also search for a particular person's leave history by generating a report: click the "Custom Report" icon in the left hand main menu under “Report” and fill in the variables in that form. Alternatively a mini-report can be generated on a particular person clicking one of two choices next to the allowance button in the leave Form.  

2. How can I count Sunday as a leave day on a particular leave application?

After selecting the From and To dates in the Leave Information section, manually change the Days field to show the correct number of leave days required.  

1. When running a report why can I not find leave information for one of my staff?

There are several reasons why data may not been show.  Firstly check that you have selected the correct leave status.  If a staff member only has pending leave you will need to change the Status field to 'All'.  Check that the staff name has been entered correctly (with forename and surname the correct way round) and with no leading spaces.  

1. How do I make changes to the text of a letter?

Should you wish to use this type of letter more than once, click the "Letters Styles" icon under General Options in the settings menu. Create a style for your purpose and save the style or alternatively edit an existing style. Remember always to save the style you edited or created.

Alternatively, if the changes are a "one off" change to a particular letter, then after the leave has been approved and before printing, identify the letter in the list. This can be done by going to “Communications” >Leave Letters and clicking on a particular name. Use filters to get a group of letters if you wish. The letter intended for this applicant will appear and the one off changes to the letter can be made.  

1. I have deleted a member of staff but I want to retrieve his record as he has now returned, can I do this?

Yes, when you 'delete' a member of staff their record is inactivated but their data continues to be available for reporting purposes.  To reinstate a member of staff click the 'Show inactive staff' box at the bottom of the staff list, select the relevant staff member then click the active box (next to Hospital).  Don't forget to click Update to save your changes.