A-Suite 10-Minute Demo Video

View this demo to learn about what the software can do for your organization.

HubSpot Video


Hi everybody. My name is Kristen Cox. I am the training specialist over at AvatarFleet. We've put together a quick training video for you so you can see what the system can do for you. Hopefully, it'll be a nice resource for you. All right, we'll go ahead and get started. This is going to be your main page where you log in. There's quite a few components to this page.

First off, you have your navigation menu over here. You can open this up by clicking on this. It's going to show you all the different ways you can navigate throughout the system. Things like going to both the recruiting and compliance side or the dashboards, looking at your records, creating users, viewing your users, sending emails, creating reports, setting up your system can all be found in this navigation menu on the left-hand side.

Across the top, you have your search bar. This is going to be your search bar where you can find all users in the system. That's going to be employees, drivers, candidates, anybody that's in the system could be found in here. We also have an advanced search option here. By using the advanced search, you can search very specific things. Those are going to be things like social or birth dates. Anything that you have specifically about a person that you'd like to find them. You can search them by those things in here and they will come up below and you can choose on the person you'd like to see.

In the corner over here, you have our account settings. These are going to be things like setting up your email notifications, managing your save views, changing your password and logging in and out. On the far right, we have our reminders section. This is where you can set up reminders either for yourself or for specific people. They're all going to be just for the person who's logged in here. If you do set reminders on specific users pages you can set those to be public so all users would be able to see those reminders also.

Then the last section on this page is going to be your recruiting and compliance. We have two different sides to the system. The recruiting is going to be bringing in those new candidates from beginning to end. As soon as they register, actually, as soon as they click apply on your screen, on your website they're going to be redirected to our page where they're going to register with an email and a password and then they will go ahead and continue through the workflow of their applications, their disclosure forms, their interview and so forth.

Then once they're hired they move over into the compliance side of the system. The compliance side is going to track their DQ file, their expiration dates and anything else you'd like to track, any other record types. All right, so let's go ahead and get into the recruiting dashboard. This is your recruiting dashboard. Each card below is going to be a different application. All of the information that a candidate puts inside their application is going to populate inside here. You can see them on the card view and then you also can see them inside the person's profile which we'll go into just a minute.

You have all user information on the left-hand side. All of the application information such as the start date and the referral source and what their next task to do is going to be found here. On this side, you can do things like create new notes and new reminders on people's profiles also. Up the top, you have quite a few different filtering options. This is where you would create save views, you would manage through your pages here and you can also see different statuses such as active, withdrawn, rejected or all.

You can view all of those different filters across the top here. We also have an advanced filtering here. In here, this is where you can search things like referral source or recruiting services, how long they've been in the process. Anything specific that you'd like to search on these different applications. This is where you would do that and you would just apply it and everything that you've searched for will be here in your cards.

Let's go ahead and go into a user. This is Scott's profile. He is a candidate currently, an active candidate. On the right-hand side here, this is a window into the user's screen. The candidate sees exactly this. Except they can't see those admin tasks down here. Those are only for your side of the system but they are going to see all of those responsibility of a candidate, those blue squares here.

Those are going to be candidate responsibilities and that's what Scott is responsible for. He's going to start moving through the system, finishing his qualification questions, his DOT and all of those different acknowledgements and all those different forms that you guys need in your workflow. He'll go through, sign off on those, complete them. As soon as they are completed, they are created a record in the system which are connected to his profile. That's going to go ahead and automatically create your DQ files. That's a really nice thing for you.

It's a lot less work there. It's just creating those DQ files for you automatically as soon as everything is marked complete and signed off. We'll get into that a little bit in a second. Down below here you can see some of those red tasks. Those are the admin tasks. These are going to be things that you guys have to do in the system such as running those background checks, collecting that CDL and med card and then finishing that interview.

Anything else you'd like put in here, this is completely customizable. Once you're done with things, you will just simply check them off and they would be marked complete also. Things like background checks can be shown as processing or other things like I-9s or certificate of violations that you guys as the recruiter have to touch on also, those things can be marked as need review.

Then once the candidate is completely done and then you the recruiter are completely done also, you just go up here in the corner and you would be able to approve or reject this candidate. A few other things that you can do with the applications or any other forms really is you have the option to go in and actually fill out information for these candidates, which makes it really helpful for them.

Some people have a hard time filling those out online. You can go directly into the application just by clicking on it. You'll see the digital application that the candidate has. You can see what they've done. The green is completed, the red is not done yet. You could actually go in there and put that information in there for them. You can edit any other stuff.

The only thing you can't do is sign off on it. What you would need to do then is contact the candidate and let them know that you'd made these changes and send them a link. To do that, down here you can click create link. This link is a direct link to this form. When you sign this, it's going to go directly to Scott either through email or text message and it's going to say, "Hey, please log back in and go back to your DOT application or whatever form you choose to send a link from and sign off on the changes that we made for you."

Then all Scott would have to do is log in and just sign off by using his password and his documents will be marked completed then. All right. Another way to get to that link then would also be to right-click and you can create a link to this task through here also. Like I said, everything that's marked completed is going to create a record over here for you under records.

Let's jump over there. This is all records. Let's go to the DQ file. Over here it is creating Scott's DQ file automatically with everything he fills out throughout the whole process. If you guys ever need to create one, it's very simple. All you would have to do is go over to action and create new record. You can create any record you need. This page is very familiar probably.

You've seen this on the other browser pages that we have. We have all of our different filtering options that are the same throughout the system. Then you can go into your different records and see information about those also, when they were created, the record type, the dates they were created. Then down below here you also can see things like expiration dates.

Already. Let's jump over to the user profile. Over here is all the information Scott, a candidate, put in to his application or when he registered. All of that basic info is going to be here. Then down below you have things like any notes, reminders that you set on the user. You have the option to text through the system, which I'll show you here in a second.

Then you also can send emails through the system too. One of our coolest features is being able to text in the system. That has been something that all of our recruiters have found super helpful. You can see just by having this black bubble here, that this person is able to text. You can click on that black bubble, send a text message. You could send it right through, it's going to send directly to that person and then all they would have to do is take a picture of their CDL and send it back. It's going to come back into the system. Those text messages are tracked right through here. You can see that I sent- let's see here- "Can you please send me a picture of your CDL?"

Then that person sent back that attachment and you can see that here. You also would view that attachment up in unassociated files. This is actually the system knowing that a file came into this profile, but it just doesn't really know where to put it. All you need to do is-- We're going to create a new record. Let's go to action, create a record and I'm going to click at CDL, create new. It's going to open up that new blank file for you and then I'm going to take that attachment that this driver sent to me through text message and drag it over and it's going to attach directly to there.

Now, we can click on that, and we can view that file that quickly and then just set an expiration date on there also, and you've got your CDL and your DQ file. Already, these last two that I wanted to show you here, these are going to be all requirements and missing records. Those come into play with the compliance side of the system so once this person is hired, they will now be tracked on all the required documents that that job has to have. Let's go ahead and jump over to the compliance dashboard.

Here it is. You've got five boxes across the top here. This first box is your do-not dispatch box. That's going to be anybody that's got a required document such as their MPR license or med card that would be expired. This is going to really warn you to not let those people be dispatched out onto the road. These next two boxes, these are out of compliance so these are going to be either drivers or records. So those drivers records that are out of compliance so they would be expired and they need to be fixed right away. This next one is a list of all of your missing records. Then finally, this last one is your 60-day expiration.

This is going to be where you work out of. These are all of your upcoming expirations for the next two months. You can click into any of these boxes and it's going to give you, again, that same browser page with all those same filtering options. Then each one of that are listed inside on your dashboard so from here, you can actually dig right into this person's profile and create that record so they're no longer out of compliance. All right, so that's really all I wanted to show you today. Hopefully, that was a nice little overview of what our system is, and we hope to hear from you soon. Thanks so much.