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Why is tracking software important?
Workstream Blog

Why is tracking software important?

By Workstream

April 13, 2022 | 4 min read

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With the advent of technology, organizations are automating processes to maximize their potential. Tracking software is a system that tracks time, office location information, qualifications and skills levels, and other relevant data in human resource management.


With these systems, managers can keep track of candidates and employees, allowing them to find the best fit for specific roles. The applications also provide a holistic environment for fulfilling different human resource roles.


In human resources management, applicant tracking software creates a database for job applicants. Companies of all sizes use these systems to search, organize and communicate with massive groups of applicants.


Many Fortune 500 firms use human resource tracking applications in their recruiting strategy. An applicant tracking system improves human resource management, optimizing productivity and growth.


During the hiring process, there are tons of information and resumes to review before finding the right fit. There are several reasons why tracking software is essential to your business. The right system gives managers metrics to assess workers and identify skills gaps across the organization.


Here are some reasons you should have human resource management tracking software.


Tracking applications


Business managers can optimize their recruitment process and get the right candidate faster using tracking software. The applications are programmed to evaluate resumes, find suitable candidates, schedule interviews, and store resumes in the cloud for easy accessibility.


With these systems in place, hiring becomes easy and cheaper, with reduced costs of facilitating interviews and meetings for candidates. Automating manual tasks during the hiring process gives HR managers enough time to handle more critical aspects of candidate evaluation.


An applicant tracking software seamlessly integrates email, website, and career board. The systems are accessible from multiple channels, including mobile and cloud platforms. Managers can collaborate with stakeholders across departments and provide progress reports to candidates and department heads.


While applying for job openings, applicants must learn how to beat the applicant tracking system. The goal is to avoid automated rejections set on the software algorithms. Resumes and cover letters uploaded in the application form should follow a specific format for candidates to advance to subsequent application levels.


Assist in employee onboarding


Many businesses rely on onboarding checklists after hiring candidates. However, manual lists have a high tendency for mistakes and waste time. On the other hand, effective tracking software has an onboarding functionality, positively impacting the readiness and performance of new workers.


New hires become productive within short timelines when the onboarding experience is solid and comprehensive. Effective onboarding exercise also boosts morale, improves engagement, and minimizes turnover rates. Tracking software allows for the seamless creation of onboarding programs within an organization.


Since the onboarding process differs across organizations, getting an easy-to-customize tracking software is essential. There are many alternatives available in the market. As the HR manager, you should understand your organization's specific needs and choose a system that addresses these needs.


While choosing the system, you should consider several crucial onboarding features. Candidates should also understand how to optimize their skills for applicant tracking software. The system should provide compliance techniques from the manager's endpoint. Other essential features for effective onboarding include an applicant's self-service option, the ability to customize workflows, access to multiple users, and electronic signatures and forms.


Assists in employee education, training, and skill development


Effective tracking software allows businesses to identify training needs, receive feedback, implement training programs, and evaluate the effectiveness of training procedures. A training and development interface system allow admins and supervisors to develop workers' skills quickly.


Another benefit of tracking software is minimizing trainers' workload while giving executive managers a holistic view of the training process. Many HR tracking systems offer end-to-end automation with an accessible database. The tool also includes calendars, forms, folders, and other components enabling the pre-definition of workflows.


With such systems, you can create a centralized training and development program at a minimal cost. Additionally, tracking performance metrics based on program outcomes will be easier for the organization.


The features include having a manage-it-all functionality, allowing trainers, workers, and managers to operate from a single platform. A good tracking software should also provide schedule functionality, real-time feedback, assessment results, and strategy review capability.


Assists in performance management across the organization


In HR management, aligning employees to the business mission is vital. So, tracking software should allow managers to evaluate and manage workers' performance. Opting for a broader, progressive approach that includes setting objectives, implementing, evaluating, reviewing, and revising from a single interface is crucial.


Workers will be happy and more loyal to the organization when the platform offers a structured and constructive technique. This is important in giving a business a competitive edge in the world.


An efficient performance management platform accelerates growth for employees and the business. Good tracking software allows firms to define expectations and responsibilities, with clear procedures for coaching and feedback, which is a basis for evaluating workers' productivity.


A sound tracking system also has a customizable performance evaluation outline that simplifies hiring managers' work. Other essential considerations have a holistic feedback system involving workers, managers, and peers. These aspects allow individuals to effectively understand their performance, time constraints, and resource gaps.


Tracking software assists in managing workers


Another benefit gained from tracking software is the ability to manage employees. HR managers can handle day-to-day tasks, such as scheduling shifts, predicting workloads, allocating duties to workers, and managing workloads. By effectively taking these aspects, managers will also have an elaborate space for getting data-based insights on all labour-related elements of the organization. The strategy is a basis for effective decision-making, enhancing business growth and development.


A tracking software creates a seamless employee management system to enable businesses to move forward on many fronts. The approach also reduces costs by eliminating hiring people to oversee these aspects.


A tracking software should come with five main components to manage workers effectively. These components include planning for resources, robust monitoring for employee directories, recording tasks, accessibility from any place, and the ability to report.


Tracking and managing time


Tracking software also acts as a time tracking system within the organization. So, it synchronizes the number of workers with the working hours as productivity metrics. This helps determine the amount of time needed to complete a specific task.


It is the basis of creating a timesheet tracking, retrieving details, computing salaries, and recording working hours.


Other tracking software allows third-party application integration to capture and analyze employee performance and project progress and export information into different formats.


Businesses can utilize this data to understand skills gaps, identify hiring needs, streamline salary management, and get managerial insights.


Do you need tracking software for your business?


The tracking application you choose should offer various versatile and robust solutions to help you manage your brand. As a manager, it is essential to understand your needs.


You will automate your entire HR process from hire to retirement with the right software. You will also be able to seal your performance and time management loopholes, optimizing your organization for growth.

 

Learn More About Applicant Tracking Systems: 
By Workstream
Workstream is the leading HR, Payroll, and Hiring platform for the hourly workforce. Its smart technology streamlines HR tasks so franchise and business owners can move fast, reduce labor costs, and simplify operations—all in one place. 46 of the top 50 quick-service restaurant brands—including Burger King, Jimmy John’s, Taco Bell—rely on Workstream to hire, retain, and pay their teams. Learn how you can better manage your hourly workforce with Workstream.

Read more from Workstream

Personal Information and Sensitive Personal Information

Before we discuss the right to limit and the right to opt-out, we must first define personal information and how it relates to sensitive personal information.

Personal information is any data that identifies, relates to, or could reasonably be linked to you or your household. A few examples of personal information include:

  • Name or nickname
  • Email address
  • Purchase history
  • Browsing history
  • Location data
  • Employment data
  • IP address
  • Profiles businesses create about you, including pseudonymous profiles (“user1234”)
  • Sensitive personal information

Sensitive personal information or “SPI” is a subset of personal information, defined as:

  • Identifying information (e.g. social security number, driver’s license)
  • Financial data (e.g. debit or credit card numbers)
  • Precise geolocation (within a radius of 1,850 feet)
  • Demographic or protected-class information (e.g. race/ethnicity, religion, union membership)
  • Biometric and genetic data (e.g. fingerprints, palm scans, facial recognition)
  • Communications and content (e.g. mail, email, text messages)
  • Health and sexual orientation (e.g. vaccine records, health history)

Right to Opt-Out

Californians have the right to opt-out of the sale and sharing of their personal information. That means you have the right to opt-out of the sale of your personal information to third parties (e.g. data brokers, advertisers). You also have the right to opt-out of the sharing of your personal information to prevent the targeting of ads across different businesses, websites, apps, or services.

CCPA-covered businesses must provide a link to allow you to exercise this right. It is usually found at the bottom of a webpage and will say “do not sell or share my personal information” or “your privacy choices.” Sometimes businesses offer privacy choices through a pop-up window or form

To opt-out of the sale and sharing of your personal information, click on the link or use the toggle provided by the business and follow the directions. Doing this on every website you visit can feel burdensome, but to ease the burden you can automatically select your privacy preferences for every website by using an opt-out preference signal, or OOPS for short.

An OOPS is a user-friendly and straightforward way for consumers to automatically exercise their right to opt-out of the sale and sharing of their personal information with the businesses they interact with online. An OOPS, such as the Global Privacy Control. It can either be a setting on your internet browser or a browser extension. With an OOPS, consumers do not have to submit individual requests to opt-out of sale or sharing with each business.

Right to Limit

Californians also have the right to direct businesses to limit the use and disclosure of their sensitive personal information.

Businesses covered under the CCPA must provide a link on their website that allows you to request the limiting of your SPI, if they plan on using it in certain ways. That link will also typically be at the bottom of a webpage and will say: “limit the use of my sensitive personal information” or “your privacy choices.” Once you send this request, the business must stop using your SPI for anything other than to:

  • Provide requested goods or services
  • Ensure security and integrity
  • Prevent fraud
  • Maintain system functionality
  • Comply with legal obligations

Bringing it Together

In summary, the CCPA gives you the right to opt-out of the sale and sharing of your personal information and gives you additional rights to further limit the use and disclosure of your sensitive personal information.

When you exercise these rights together, you exert greater control in protecting your personal data which is important for your identity, safety, and financial health.

If you are on a business’s website and you can’t find the links to exercise your rights, remember to check their privacy policy. The privacy policy should tell you how you can exercise your rights under the law.

If you find your rights being violated, you can submit a complaint to CalPrivacy.

Next in the LOCKED series, we will explore the right to correct and right to know. Follow us on social media to get live updates or check back in one week for the next post.

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