10 Steps to Trakstar Hire Success

You've accepted your invite, completed onboarding with our team, and you're ready to get started with Trakstar Hire. To help you get the most value from your account, follow the steps below as you begin creating openings and managing candidates.

Before diving into account setup, we recommend enrolling in the Super Admin Training Course. The course provides guidance on getting the most out of Trakstar Hire and helps build a strong foundation for managing your hiring process.

1. Set Up Your Hiring Stages

Review and customize the hiring stages for your openings.

Consider how your organization's hiring process works and translate that workflow into Trakstar Hire by:

Adding stages
Removing stages
Renaming stages
Adjusting the order of stages

Creating a hiring workflow that matches your real-world process helps keep recruiting organized and consistent.

2. Customize Your Application Form

Build an application experience that helps you collect the information you need from candidates.

Consider using different answer types to improve candidate screening and gather relevant details early in the hiring process.

Set Up an Automated Response

Configure an automatic response to applicants so candidates:

Know their application was received
Understand the next steps in the process
Receive timely communication from your team

Automated communication helps create a better candidate experience from the start.

3. Customize Interview and Review Evaluation Forms

Create evaluation forms that support consistent candidate assessments.

Well-designed evaluation forms help interviewers and reviewers provide structured feedback, making it easier to compare candidates and make hiring decisions.

Save Time with Reusable Workflows

After completing Steps 1–3, you will have created a complete hiring workflow that can be reused for future openings.

When creating a new opening, you can copy the details from an existing opening to:

Save setup time
Maintain consistency across hiring efforts
Reuse proven workflows

To copy an opening:

Create a new opening.
Select Copy details from another opening in the upper-right corner.
Update any copied information as needed.

All copied details remain editable after the opening is created.

4. Create a Test Candidate

Create a candidate profile using your own information and move that candidate through your hiring process.

As you test the workflow, try:

Moving the candidate through stages
Scheduling interviews
Sending the profile for review
Leaving comments and feedback

This exercise helps you understand:

The candidate experience
How hiring teams collaborate
How candidates move through your workflow
How communication functions throughout the process

Testing your process before opening it to real applicants can help identify opportunities for improvement.

Additional Account Setup Tasks

Once you're comfortable working with openings and candidates, review the following settings and configuration options.

5. Set Up User Access and Invite Your Team

Determine which user levels and permissions are appropriate for your organization.

After deciding on access levels:

Add team members
Assign the appropriate permissions
Invite users to join the account

Proper user setup ensures each person has access to the tools and information they need.

6. Sync Your External Calendar

Connect your calendar to simplify interview scheduling and availability management.

Calendar synchronization allows you to:

Check availability more easily
Schedule interviews efficiently
Sync interview events directly to your calendar

Supported calendar integrations include:

Google Calendar
Outlook Calendar

7. Create Email Templates

Save time by creating reusable email templates for common candidate communications.

Examples include:

Rejection emails
Written test instructions
Interview invitations
Follow-up communications

Templates help ensure consistency and reduce repetitive work.

8. Set Up Follow-Up Questionnaires

Create questionnaires that can be sent to candidates after initial screening.

Follow-up questionnaires can help gather additional information and support more informed hiring decisions before advancing candidates to the next stage.

Review the available options for manually sharing openings to external job boards.

Understanding job distribution options can help expand visibility for your openings and attract more candidates.

10. Publish Jobs on Your Website

Make your openings available to candidates by publishing them online.

Available options include:

Embed available positions directly on your company website.

Hosted Career Site

Share your Trakstar Hire hosted site so candidates can browse and apply to openings online.

You're Ready to Launch

Completing these setup steps will establish the foundation of your Trakstar Hire account and prepare you to:

Publish openings
Attract candidates
Manage applicants efficiently
Collaborate with hiring teams
Create a consistent hiring experience

Need Help?

Our support team is here to help.

You can contact Trakstar Hire Support by:

Emailing hire@trakstar.com
Using the Question Mark icon within Trakstar Hire and selecting Ask to send a message

We're excited to have you on board and look forward to helping you succeed with Trakstar Hire.

10 Steps to Trakstar Hire Success