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A-Suite Glossary of Terms

A comprehensive list of the terms you may come across while using A-Suite and its Knowledge Base.

# A B C D E F G H I J L M N O P Q R S T U V W

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60 Day Expirations: Comply menu option to display a list of records that are set to expire within 60 days.

A

Actions: These are items that trigger events or require a User to do something, e.g. send a message via email/text, mark a checkbox, upload a file, order a background screen, etc.

Add: Term used for adding additional existing items to something in the system.  E.g. adding a Form to a Hiring Workflow, adding a Location to a Position Opening, etc.

Admin: (A-Suite Persona with is_admin flag/right) A User with top-level rights, Oversight, and Responsibility in the system.

Allow Expiration Override: Allows a Record of a certain Record Type to have it’s own expiration date, regardless of the default expiration date set by the record type.

All Users: A Records Browser option to show Records belonging to Candidates, Employees, and terminated employees.

Application: A Record Type that indicates the primary form (or Action) of the Hiring Workflow.

Application Card View: List of Applications designed for Recruiters to quickly view detailed information about applications and rapidly take action on.

Application List View: Browser designed to show many Applications on one screen to view and act on.

Approved: Status of an Application indicating that all requirements have been met and the Candidate has been moved from Candidate Status to Active Status (Full Time, Part Time, or Contracted).

Assignee: An Admin User who is assigned to complete the next step in the Hiring Workflow.

A-Suite Ad: A subscription within A-Suite that assists companies with advertising to various platforms.

A-Suite Train: A module within A-Suite that integrates with LearnUpon for tracking A-Fleet course completions.

Audit Checks: Special fields added to Records for auditing purposes.

Auditor: (A-Suite Persona in the Auditors group)  A User, either internal or external, with specific Oversight of Employees and Records.

B

Beta Features: New features that are available for early use for which we are requesting client feedback.

Beta Tester: (A-Suite Persona in the Beta Tester group)  A User with specific Rights able to access features released on a trial basis.

Browser: A collection of rows and columns used for displaying, filtering, and sorting information (Employee Browser, Records Browser, Records Browser on User Profile, etc.).

C

Candidate: (A-Suite Persona status of Candidate [Active|Inactive|Rejected]) User who is being considered for a Position Opening.

Candidates Browser: Data table to view and act on all Candidates in the system.

Categories:  This helps identify key Record Types for system-level processing so that the system knows how to work with it regardless of the record type’s name. E.g. If you have a record type called DOT Application with its category set as “Application”, the system will know to process the record type as “Application”.  This is useful for reporting and standardizing data.

Change Assignees: Mass Action that changes the Assignee of multiple Applications.

Change Company: Allows a User to change to a different company site that they have access to.

Change User: Allows a User to impersonate another user in the system. While impersonating a user, the finalizing of forms is not permitted. This is a feature primarily used for debugging purposes to “see what they see”.

Closed: Status of an Application that has not been selected to move forward in the Hiring Workflow.

Column Header: The column name indicative of the information that the column contains.

Company Database for Standard Records: System Admin tool used to manually check for updated Record Types, system email templates, and tag types. E.g. if new tag types are added to the codebase, this tool will add those tag types to the company’s system database.

Complex Widgets: Pre-made, sometimes configurable, collection of Fields that make up a specific Form.

Compliance Rules: A set of requirements that an Employee is required to meet in order to be in compliance.

Contact Note: A type of Note which is created by a User and is intended to log communication with other users.

Create: Term used for creating something new in the system. E.g. creating a new form, a new position, etc.

Create Candidate: Pop-up window to manually create Candidates in the system.

Create Menu: A menu with options to create Candidates, Users, or Recruiting Links located in the Menu Bar.

Create Recruiting Link: Pop-up window for Recruiters to send invitation links to Candidates that allow for tracking for Positions, Position Openings, and Referral Sources.

Create Todo: Pop-up window used for manually creating Todos in the system.

Create User: Pop-up window used for manually creating Users in the system.

Custom Fields: Input Fields that are user-created and company-specific, and are used to collect additional information.  E.g. Users can create custom fields for a record type to collect more data about that record.

D

Data ID: The unique id of a data table column used for identifying specific information. 

Days in Process: Number of days since a Candidate started the Application process.

Delete (mass action): Mass Action that allows deleting multiple Users.

Displayed in: Record Folders that a Record Type can belong to with the use of filtering.

Do NOT Dispatch: Comply menu option to display a list of Users that should not be dispatched based on configured failed Record Types.

E

Email (mass action): Mass Action that allows sending an email to multiple Users.

Email Templates: Pre-configured templates that Users can apply to emails.

Employee: (A-Suite Persona status of Full-Time, Part-Time, On-Leave, Contracted) A User that is employed or contracted.

Employees Browser: Data table to view and act on all Employees in the system.

Employment Status: The status of an Employee.  Statuses include full time, part time, on leave, contracted, and terminated (term eligible and term ineligible).

Enroll in Training: Mass Action that allows enrolling multiple Users in A-Suite Train.

Ex-Employee: (A-Suite Persona status Terminated [Eligible|Ineligible])] A User who has a terminated Status of Term Eligible or Term Ineligible.

Exit: Leave a page or close a pop-up in the system.

Expirations: The date when a Record is no longer valid or compliant.

Export to Excel: Downloads the current view of a data table to an excel file.

F

Fields: Used to collect information and can vary in type depending on its use case.  E.g. A text input field to type in, a date-picker field to choose from, a select list dropdown. etc. 

Filters: Specific properties or values used to narrow down the results of a data table or data list.

Form Request: Electronic documents that are requested by an User, typically a Recruiter or Manager, to collect information and electronic signatures from Users, typically Candidates or Employees. E.g. Certificate of Violations or Employee Handbook Update.

Form Requests Browser: Data table to view or co-sign form requests in the system.

Forms : An electronic document that requires interaction of some kind between a User and A-Suite to create a Record. E.g. The DOT Application is a Form that collects all candidate information necessary to meet FMCSA 391 compliance, Direct Deposit Forms collects banking information about how someone is to receive their paycheck, Authorization Forms provide instruction and require acknowledgment of receipt, etc.

Frozen Columns: Columns on the left side of a data table that stay in place when scrolling from left to right.

G

General Note: A type of Note which is created by a User and is intended to be generic in nature.

H

Hiring Workflow: The process of stages that is your hiring checklist for new Employees.  

Home Screen: The first page a User can see of A-Suite. Currently, these pages include My Home, Compliance Dashboard, Recruiting Dashboard, and None (Logo).

I

Include Terminated Employees: A records browser option to show Records belonging to Ex-Employees.

In Progress: Status of an Application indicating that the Candidate is active in the Hiring Workflow and in the process of being evaluated by a Recruiter.

J

Job: Describes the roles and responsibilities of Employees as well as EEOC and job-specific information.

L

Landing Pages: The first page a Candidate hits after clicking a Call-to-Action from a Job advertisement or Recruiting Link. These are designed to convert site visitors into Leads.

Lead: A Candidate who has submitted basic contact information and has not selected a specific Position/Position Opening of interest.

Lead Source: The site or entry point where a Lead got to the system from upon registration.

Location: A physical address where your people go to work.  Locations are nested under Regions, have Managers assigned to them, and allow for Custom Fields.

M

Management Tree: A hierarchical list of management of Users in the system.

Manager: (A-Suite Persona with is_manager flag/right) A User with specific Oversight and/or Responsibility of Employees under them.

Manage Rights: Pop-up window that serves as a one-stop place to control Rights among all User Groups in the system.

Manage Saved Views: Screen that allows the deletion and renaming of various Saved Views throughout the system.

Mass Actions: Ability to complete actions from a Task List on multiple Users at once.

Menu Bar: The black bar at the top of A-Suite where Users can perform searches, create users and Recruiting Links, access their preferences, and open/close the User Side Menu.

Merge Users: The ability to consolidate multiple Users that share an email address or social security number into one user.

Missing Records: Comply menu option to display a list of Records that are required for drivers to have to pass compliance but do not have.

My Home: A page with options to navigate to the compliance and recruiting dashboards.

N

Navigation Menu: The menu on the left side of A-Suite that allows you to move between all areas within the system.

Notes: Describes information about certain entities within A-Suite.  There are 3 types of notes: Default, System, and Contact. Users, Applications, and Records are currently the only entities that support notes.

Notification Subscriptions: Scheduled email notifications about upcoming expirations, out of compliance drivers, or out of compliance records that a User can configure to receive on the specified day(s) of the week or day of the month.

O

Out of Compliance Drivers: Comply menu option to display a list of Users that are out of compliance based on failed comply rules.

Out of Compliance Records: Comply menu option to display a list of Records that are causing a driver to fail compliance.

Oversight: Configurable user-based Permission that dictates the visibility of Users based on their Managers or Recruiters, Locations, Regions, or User Groups.

P

Permissions: Controls roles and responsibilities of Users in the system.  These areas include User Groups, Oversight, Responsibility, Recruiting Visibility, and Rights.

Pop-up Notifications: Messages that appear in the top-right corner of A-Suite when some events are triggered or errors occur.

Pop-up Window: A window that sits in front of A-Suite that is typically shown when configuring something.

Position: A role pertaining to a Job that Candidates can apply to.  Positions handle Hiring Workflows and allow for automatic Recruiter assignment and default Employment Status.

Position Opening: A particular Location hiring for a Position.  Like positions, openings can handle their own specific Hiring Workflows, and allow for their own automatic Recruiter assignment and default Employment Status.

Prerequisites: In a Hiring Workflow, a Form (or Action) that is required before another form (or action) can be completed.

Public File Manager: A file manager that does not require an A-Suite account to access shareable files.

Push Notifications: System-level notifications about the status of the system.

Q

Qualification Date: The date that a User became subject to compliance rules.

R

Record Folders: Folders that can be used to standardize and better organize Record Types.

Records: Finalized Forms that contain information about and are associated with a User.  They generally contain an electronic signature but are not required to.  Records can be created by manually uploading a PDF or image, signing/submitting a form, or overriding a form in the Hiring Workflow.

Records Browser: Data table to view and act on all Records in the system.

Record Types: Describes a certain kind of Record that contains specific information about visibility and expirations.  Record types also allow for Custom Fields and custom Audit Checks.

Record Version: A particular instance of a record that differs from an earlier instance of the same Record.  A record can have multiple versions but may only have one version marked as “current”.

Recruiter: (A-Suite Persona in the Recruiters group) A User with specific Oversight and/or Responsibility of Candidates and Applications assigned to them.

Recruiting Group: A system-level User Group type that allows for round-robin functionality where each member of the group uses turn-based assignment.

Recruiting Link: A link to a specific Position, Position Opening, or Location for a specific Recruiter or Recruiting Group with options for Lead Source, Recruiting Status, Tags, and Landing Page.

Recruiting Statuses: A configurable collection of status tags that can be applied to Applications.  Recruiting statuses are used to identify a User’s current stage in the Hiring Workflow.

Recruiting Visibility: Configurable Permission that a User has which dictates visibility of job applications that belong to specified Recruiters, Positions, Locations, and Regions.

Referral Source: Describes how a User heard about a Job.

Region: Encompasses a number of Locations.  Regions are nested under Super Regions and allow for Custom Fields.

Reject Applications: Mass Action that rejects multiple Applications.

Reporting: A module within A-Suite that contains interactive and downloadable Excel-based reports pertaining to company information such as candidates, employees, positions, etc.

Responsibility: Configurable user-based Permission that dictates their role in managing compliance.  This allows the User to only see dashboard metrics that are reflective of which users they are responsible for in terms of their Managers or Recruiters, Locations, Regions, or User Groups.  The user must also have Oversight of the users which they are responsible for. 

Rights: Administered throughout the system as a means to control access to certain areas, information, and functionality to specific User Groups.

S

Save: Finalize changes made to something in the system.

Save As New: Create a copy of something in the system based on existing settings. E.g. copying an existing position and saving it as a new position based off of the existing workflow.

Saved Views: Saved configurations of data tables or data lists.  I.e. A snapshot of any combination of filters, orders, and sorts applied at the time of creation.

Secure File Manager: A company-specific file manager that requires an A-Suite account to access shareable files.

Send Form Request: Mass Action that allows sending Form Requests to multiple Users.

Simple Landing Page: Designed to generate Leads by telling your story with an image and simple Fields to collect basic contact information.

Simple Widgets: Single Fields that can be used to build custom Forms.

Sorting: Used to sort data table and data list properties by either ascending or descending.

Stage: A group of Forms and Actions in the Hiring Workflow.  Stages include New Lead, Qualification, Application, Screening, Interview, and Onboarding.

Start Date: The date that a User began performing work for the company.

Steps: A section of a Form that a User see at one time. Made up of Widgets.

Super Region: Encompasses a number of Regions and allows for Custom Fields.

System Database for Standard Records: System Admin tool used to manually check for updated employment types, widgets, persona note types, record type categories, recruit form templates, and recruit actions.  E.g. if a new widget is added to the codebase, this tool will add the widget to the company’s database.

System Note: A type of Note which is automatically generated by the occurrence of varying events within A-Suite.

System Notifications: Optional email notifications that a User can receive regarding assigned Employees, hired Candidates, assigned Applications, uploaded files by candidates, completed background checks, and new Records created of a given type.

T

Tags: Items or labels that can be used on a User or Application with the intent of supplying additional information at a glance.  Multiple tags may be applied to a user or application.

Task List: A list of items that can be created by filtering and sorting on a Browser.

Term Date: The date that a User stopped performing work for the company.

Todos: System and/or user-created tasks in the system that Users can be assigned to or that users can assign to other users, which can have date/time-based reminders set to notify the todo’s assignee. 

Transfer [Managers|Recruiters|Locations]: Mass Action that allows changing the Manager, Recruiter, or Location of multiple Users.

U

Unassigned [Positions|Locations|Openings]: Applications with an unassigned Position, Position Opening, or Location are created when applicant interest of either option is not known at the time of creation.

User: (A-Suite Persona) Any person that interacts with A-Suite in some way.

User Groups: Assigned to Users to distinguish their role in the system.  User groups describe the roles, responsibilities, record type visibility, and Rights that a User can have, along with Custom Fields to display on a belonging User Profile.

User Preferences: Configurable options, specific to each User, to set an initial home screen, default application view, and whether or not to show System Notes by default.

User Profile: The collection of information about a registered User within the system.

User Side Menu: Displays Todos and notifications in a list to the User.

V

Video Landing Page: Designed to generate Leads by telling your story with a video and simple Fields to collect basic contact information.

Visible to: User Groups that are permitted to view certain Record Types.

W

Widget: Singular or a collection of Field(s) and information that make up a Form.