Introduction
Welcome to FreelancTRAK1000. This tutorial will lead you through the process
using the FreelancTRAK1000 simple web application.
In this tutorial, we will walk you through the FreelancTRAK1000
tab listing, complete with frequently asked questions you may
encounter.
The tutorial assumes some prior knowledge of basic
features of FreelancTRAK1000, but does not assume a familiarity with every
aspect of the FreelancTRAK1000 web application. FreelancTRAK1000 requires a 5.0
or greater Internet Explorer or Netscape Navigator web browser. The tutorial
will focus on these areas:
Ø
Jobs
When your
Agency invites you to business with them Online, you
become a member to FreelancTRAK1000. You
automatically receive an email requesting for you to begin using
FreelancTRAK1000 by setting up your own Login and Password. Once you have setup your Login and Password,
it is required that you fill out your Profile.
You must inform your
Agency of your Language qualifications and check off either Interpreting of
Translation to be filtered for jobs.
With your language qualifications, your Agency will be unable to locate
you in their database.
To Login
to the FreelancTRAK1000 web application at any time, you can go to www.AgencTRAK1000.net
What if
I can’t find the email link my Agency sent me, can I still setup by Login and
Password on my own?
·
If
your Agency have you in their database as an Invited Freelancer, simply go to www.AgencTRAK1000.net and click Reset
Password link. Enter the email address
your Agency used to setup your account; you will receive an email to setup the
Login and Password again.
When you
initially hit the Account Info tab, you will have immediate access to your
basic Account Info. You can edit/update
your address and company information.
You can change your email address and password.
Email Alerts
You can setup your own email alerts to
inform your Agency of which email address you would like to use when receiving
emails. There are 3 types of email
alerts that you can control:
1.
makes changes to the STATUS of one of my jobs.
2.
makes changes to WHAT I WILL BE PAID for a job.
3.
exports an accounting PAYMENT FILE related to my jobs.
Freelancer
can use up to 2 different email addresses.
When you first begin using your account, FreelancTRAK1000 will
automatically use the first email address your used
when initially inviting you online. To
use your 2nd email address, go to your Account Info tab then type in
your Alternate email Address. You will
notice in your “Email Alert” section a new column will appear with your
alternate email address. You can now
choose which email address you want to use for email alerts by checking off the
appropriate box.
Please
make sure to keep this information current.
You can also view the status of your account. The number of freelancers
you are using and how many you have available to use. If you wish to cancel your account at
anytime, you use the billing telephone number listed.
The Freelancer has full access to edit any of
their profile information: Contact Information, Billing Information, etc. just
by simply clicking the Edit button in either section. Freelancer can also upload their resume
and/or certification by clicking the Edit button in their profile under “Other
Profile Information.”
Note: Source/Target Language* Required to be
filtered. Freelancer must
enter their source/target language then check off what area (interpreting or
translation). Without this information,
they will not be filtered for a job.)
You must check off if the language if for interpreting or translation.
Freelancer
Availability
Freelancer can enter the time for any given date that they are available for
the Agency viewing purposes. Freelancer
has unlimited typing space for notes on each given day as well. Please
note: The info entered in the The Freelancer
Availability section of the profile does NOT determine if a Freelancer gets
selected for a job based on this criteria.
It only acts as information for the Agency.
Preferred
Partner List
Do you have a freelancer you prefer not to work with? Do you have a preference for which Freelancer
you prefer to work with?
Then you will click the edit button to add those freelancers in this
section. Your Agency will be able to
quickly view your Preferred Partner List.
Certification
Tracking
The Freelancer can now notify the Agency in their profile of their individual
certification types, levels and expiration date. AgencTRAK1000 will alert freelancer and
agency when that certification has expired by changing the date to Red.
Medical,
Legal, Social Specializations
AgencTRAK1000
allows the freelancer to check off if they are specialized in Medical, Legal
and/or Social. If a job requires this
specific specialization, then AgencTRAK1000 will filter only for those that
have checked off these specific boxes.
If a Freelancer has this specialization, they need to make sure to check
it off in their profile to assure they are filtered for the job.
Areas
of Specialization
– The areas of business where the Freelancer has experience. Freelancer can enter unlimited list of Areas
of Specializations. Simply put your
cursor in the “Click last row to add” box and you will be automatically
prompted to select from a list of Areas Specializations. Simply choose one and move to the next
row. Note:
Freelancers are not filtered based on this criteria. It is only entered for informational purposes
in the profile.
Native
Languages - Simply
put your cursor in the “Click last row to add” box and you will be
automatically prompted to select from a list of Languages. Simply choose one and move to the next
row. Note: Freelancers are not filtered based on this
criteria. It is only entered for
informational purposes in the profile.
The
Dashboard allows you to see up to date, real-time data of the jobs you have
been invited to work. You can change the
status of your job right from your dashboard.
Ø
Agency
Name – The Agency from which the job was sent
Ø
Status – The current status of that job. You can change the status right from your
Dashboard. Simply put your cursor in the field and the statuses will appear to
select one.
Ø
All
Job in a Series – Jobs that are reoccurring.
Multiple jobs at same location at same time. If your Agency invited you to All those jobs and you accept All the jobs, you will then
check off the box.
Ø
Job
Name – The name of the job given by Agency.
You can click the link to get details of that job.
Ø
Start/End
Date/Time – See the day, date, and time of job from start to end.
Ø
City
– The city where the job is located.
Ø
Source
Language – The language you are interpreting or translating from
Ø
Target
Language – The language you are interpreting or translation to
Ø
Invited
By – The admin user in the Agency that invited you to that job
Ø
Created
– Date that job was entered in the system
·
Status
When Job Status changes, Freelancers are immediately notified by the
email chosen in their profile. The Customer does not have any capabilities to
change a Status of a job. They can only
view their jobs in each status.
Ø
Offered
– The first automatic status all Freelancers are in when they are requested/offered
a Job. Job remains in Offered status
until all freelancers selected/offered the job has
changed this status. (Either decline,
recall, cancel, etc.)
Ø
New/Open
– All new jobs entered by either the Agency or Customer
Ø
Not
yet Filled – Job is currently in Offered status by either one or more
Freelancers
Ø
Filled
– Job is no longer in Offered status for each chosen Freelancer. Either one or more Freelancers have accepted
or job has been recalled. (Ex: If you select 3 Freelancers for a job, but only
2 has accepted or no longer in the Offered status, the job would not move to
Filled status until the last Freelancer is no longer in Offered status.)
Ø
Completed
– Freelancer has completed the job and is ready for invoicing.
Note: Freelancer will not be able
to Invoice Agency until the Job is in the Completed Status. After job is in the Completed status and you
are ready to Invoice Agency, you must do so by going in your Completed Job
Status list of Jobs. The Invoicing process is only available from the Complete
Jobs Status listing.
Ø
Pending
Invoice – Awaiting Freelancer or Agency to enter Invoice information
Ø
Cancelled
– Job has been cancelled by Agency (Only the Agency can cancel a job)
Ø
Invoiced
– Job has been completed and Invoice generated. (Only the Agency can Invoice
the Customer. Freelancers can only
Invoice their Agency if they are not a Staff Interpreter/Translator).
Ø
Accept/Decline
– The Agency or Freelancer can Accept or Decline a job.
A Freelancer
can accept a job by replying to the agency via their email/pager or they can go
online and log into their account at www.agenctrak1000.net
To view a New Job simply go to your Jobs tabs. Then click the Job Title link to view details
of that Job.
Scroll
down to the “Freelancers for this Job” field.
Put your cursor in the status box and change the Status by clicking the
arrow.
After you
have changed the Status, your Agency will be immediately notified by email of
your change.
Note: Your
job will remain in the “New/Open” jobs status until you change the status from
“Offered.”
Ø
Job
Name – The Job Name that appears on your Invoice.
Ø
Type
– Currently the Agency can choose either an Interpreting Job or Translation
Job. When choosing Interpreting job,
notice you will have the added capability to enter in location information for
the job. When choosing Translation job,
notice you will have the capability of uploading documents.
Ø
Source
Language – (Filtering Criteria) The language you are
Interpreting or Translating from. (Ex: From English to Sign Language)
Ø
Target
Language – (Filtering Criteria) The language you are
Interpreting or Translating to. (Ex:
From English to Sign Language)
Ø
Required
Specialization – (Filtering Criteria) AgencTRAK1000 will filter using this
feature. If a Job Request requires that
your Freelancer has Medical or Legal specialization or experience, it will
filter for the Freelancer this specialization checked off in their
profile. Note: Normally this is left
blank unless this is an actual need as it would limit the amount of Freelancers
filtered.
Ø
Required
Gender: – (Filtering Criteria) AgencTRAK1000 will filter using this
feature. If a Job Request requires that
your Freelancer is male or female, it will filter for the matching
Freelancer. Note: Normally this is left
blank unless this is an actual need as it would limit the amount of Freelancers
filtered.
Ø
Start
Date/End Time: Enter the date/time the job starts.
Ø
Customer
– the paying Customer that you will be billing.
Ø
Client
– In an Interpreting environment, the “client” would be the person working with
the freelancer. (Ex:
Ø
Description
of Job (Appears on Invoice) – All information entered in this box will appear
on your Invoice for the customer to view.
(Ex: Case Number, Case ID, etc.)
Ø
Other
requirements/requests – This box is generally used for the customer or Agency
to describe if that are other requirements for the job (attire,
certification). This information does not
appear on the Invoice. It is
information purposes only for the Agency.
What are
the filtering criteria used to determine if a Freelancer matches a Job?
Ø
Source/Target
Language* Required to be filtered. Freelancer must enter their
source/target language then check off what area of qualifications (interpreting
or translation). Without this
information, they will not be filtered for a job.) Note: We have notice that some Freelancers
may enter their source/target language but forget to check off if it’s for
interpreting or translation, please make sure to check off one or the other for
each language entered. It will enhance
your chance for getting filtered for a job.
Ø
Gender
(By selecting Male of Female, it allows the Agency to be able to better filter
for the best matching Freelancer for the job.)
Ø
Required
Specialization (If Freelancer has special skills in these areas, they would
need to select Legal, Medical or Social box of this language in their
profile. This will enhance their chance
for getting filtered for a job.
Freelancer
Bid feature allows the Agency to request that a Freelancer enter a bid amount
when accepting a job. You can request a
bid from your Freelancer when entering a job simply by checking off the
Freelancer bid box. Once this box is
checked off, it will require that your Freelancers put in a bid amount when
accepting the job. Freelancers will not be able to submit the job
without putting in a bid amount when this box is selected by Agency. Note: Customers do not see the bid amounts.
To get the
criteria that FreelancTRAK1000 uses to select Matching Freelancers, simply go
to our Filtering Criteria section of the tutorial.
After a
job is submitted, AgencTRAK1000 will automatically filter
for the matching Freelancers.
Uploading
of Documents is available for Translation jobs only. To upload document, simply go to the Document
Information section of your database.
Click the browse feature to upload the document from your files. Type in a description. The Agency only has the rights to delete a
document. The Freelancer and/or Customer
can not delete a document once
it is uploaded. Uploading documents has
unlimited storage capacity.
Show
Customer Documents
The Agency
can make the document available to their customers by clicking the Show
Customer box.
FreelancTRAK1000
allows the Freelancer the ability to do business with all their Agencies around
the world in one Database. Once your
Agency has invited you to their AgencTRAK1000 account and you have accepted
their invitation via email, that Agency is automatically added to your List of
Agencies. This eliminates the
Freelancers having multiple userids and passwords. If all your Agencies that you work with have
an AgencTRAK1000 account, you can do your business with ALL your agencies in
one database.
How do
I Tell my other Agencies about Signing up for a AgencTRAK1000 account?
To inform
your Agencies about AgencTRAK1000 you can simply direct them to our website www.AgencTRAK1000.com or you can
officially send them a newsletter about AgencTRAK1000 directly from you by
clicking this link: Tell
Your Agencies
Details
By
clicking the Details button next to your Agency name, you can view your Agency
contact information, all the administrative users associated with your Agency
with their contact information and you can Upload crucial documents that your
Agency would like you to have simply by clicking the link associated to the
file.
Note: Job
must be in completed status to begin Invoicing.
Locate the Job you are ready to Invoice by going to the Completed Job
Status Listing.
To begin
the Invoicing process, go to your Jobs that are in the Completed Status and
click the Job Number you want to Invoice.
Scroll
down to the Billable Work Details field.
You can now enter your Billing information.
Freelancer
can enter unlimited rows of billing information, simply by tabbing to the next
row.
After you
enter your billing information and hit Submit your Agency will receive it in
real-time.
Note: Your
Agency can edit and change any of the billing information. If the Agency changes any of the Freelancer’s
billing information, the Freelancer will receive an automatic email describing the
details of that change. Freelancers
have the ability to setup their email alerts in
their profile. This will determine which
email address they would like to receive billing information, jobs and invoice
information.
If you are
a Staff employee, you will not have the ability to see your “Billable Work
Details” field. If you need to bill your
Agency and are unable to do so, contact your Agency and have them remove your
Profile from “Staff” Freelancer. This
will give you the ability to bill your Agency.
View,
track, and manage all of your billable work details. You can filter and sort information simply by
clicking the small diamond next to the title.
Customer Support Contact
Information
Billing: 866-591-8272
Customer Support: 866-591-8272
Tech Support: techsupport@FreelancTRAK1000.com
Suggestions/Requests: Make them through your personal
FreelancTRAK1000 account platform.
Sales & Marketing: marketing@FreelancTRAK1000.com or your personal sales
rep.
AgencTRAK 1000
1800 Westlake Ave. N., Suite 102,
Harbor Master Building and Marina
Seattle, WA 98109
United States