A comprehensive list of the terms you may come across while using A-Suite and its Knowledge Base.
60 Day Expirations: Comply menu option to display a list of records that are set to expire within 60 days.
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.
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.
Beta Features: New features that are available for early use for which we are requesting client feedback.
Browser: A collection of rows and columns used for displaying, filtering, and sorting information (Employee Browser, Records Browser, Records Browser on User Profile, etc.).
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 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”.
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.
Compliance Rules: A set of requirements that an Employee is required to meet in order to be in compliance.
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 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.
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.
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).
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.
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.
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).
Job: Describes the roles and responsibilities of Employees as well as EEOC and job-specific information.
Lead Source: The site or entry point where a Lead got to the system from upon registration.
Management Tree: A hierarchical list of management of Users in the system.
Manage Saved Views: Screen that allows the deletion and renaming of various Saved Views throughout the system.
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.
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.
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.
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 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.
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.
Qualification Date: The date that a User became subject to compliance rules.
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 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”.
Recruiting Group: A system-level User Group type that allows for round-robin functionality where each member of the group uses turn-based assignment.
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.
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.
Sorting: Used to sort data table and data list properties by either ascending or descending.
Start Date: The date that a User began performing work for the company.
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.
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.
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 Profile: The collection of information about a registered User within the system.