Role Tracking Templates are used in conjunction with Projects and act like a project role tracker.  They are customisable and allow you to add any additional mobilisation requirements into MyPass, keeping all of your data in one place.  

You can create your own components and add them to any stage of the project recruitment workflow. 

To create your own RTT, please follow the steps below:

1. From the left navigation panel, click Settings. Select Role Tracking Templates. Then, click on +, to create a new RTT.

2. In the Manage Template window, type the name of your new Role Tracking Template 

• The sub buckets are the stages of the process for resourcing and adding personnel to a Project Role.
• Click to add a new column, to add your custom columns.  This is where you will add data for each element of your role tracking template.

3. Type in the name of your custom column (e.g.  Reference Check).  Then, proceed to fill out the rest of the fields.

Buckets (stage) 

Choose the buckets where you’d like the column to appear. You can choose one or more buckets. Example: 

If you tick  ‘Shortlisted’ , you can only assign this column to appear under the Shortlisted bucket.

If you tick ‘Shortlisted’ and ‘Follow-up’, you can assign the custom column to appear either in Shortlisted or Follow-up buckets.

Value Types

• Date -  The field will require you to enter a date (MM/DD/YYYY) and add a note.
• Text -  The field creates a text box for adding notes.
• List - Create a list for users to select from.  Refer to the next screenshot to see how a ‘List’ value type is set up.
• URL -  Allows you add a URL link and add a note.
• Fixed Value - This will show a predefined text value in the column you created.
• *Client Reference Data - Allows access to employee data into a table and references it in the RTT when the integration with data source is in place. 
• Conditional - Refer to Add a Conditional Column to a Role Tracking Template

Edit Permission

• Owner - Only the organisation that created the Role Tracking Template can edit the required information.
• Supplier - Only the supplier can edit the information.
• Both - Both owner and supplier can edit the information.

States (Only for Value Type: List and Conditional)

• Default - The pre-populated or default status.
• Failure - Considered as a complete status.
• Success - Marked as a complete status.
• In Progress - Considered ongoing or incomplete status.

Note: Click Add another state to create a new column. To set a note as mandatory, click the ellipsis  on the right side of the panel, then select Set note as mandatory

Additional Settings

• Show in Role Details - Personnel will be able to see this information in their digital skills passport along with role information. 
• Required before confirmation - Personnel can only be confirmed if this column is populated.
• Require Validation - Documents uploaded need to be validated.

3. Click Done to save your custom column.

4. Once you have created your custom columns you can assign them to your desired bucket or stage. Click Next to continue.

Note:  You can assign only one custom column per sub-bucket. Custom columns will be visible in a specific bucket only if assigned during their creation.

5. Assign Assets. After you have created the RTT, you need to assign it to an Asset.

You can select from the list of assets to assign, then click Save or Skip.

Modify your Role Tracking Template

1. In the left navigation panel, select Settings, then choose Role Tracking Templates.

2. Click on the name of the Role Tracking Template you wish to modify.

Note: To update asset assignments associated with the selected Role Tracking Template, click the ellipsis icon  and choose Assign Assets. To remove the Role Tracking Template entirely, select Delete from the same menu.

Updated 08 November 2024 08:44