[User Guide] Seat Tracker App and Reporting

The Seat Tracker app is where the recruitment team keeps track of open positions, and where CMO, regional, and school leaders can plan for positions in their schools and departments.  

We pushed major updates to app and the reporting dashboard in July 2024. This deck summarizes the changes we made and why we made them -- They mostly have to do with the backend functionality of the app. Anything affecting users is summarized below or included in the guides.

Quick Links

Seat Tracker App Link *NEW Link* 

Using the App:

• For Recruitment Team
• For School Leaders and DSOs
• For Regional and CMO Leaders
• For Admin Users

Reporting:

Recruitment Dashboard Link *NEW Link*

• • Battle Board View
  • Timeline View

Key Things to Know

• Always refresh the browser tab for the app before you enter data. The app is web-based and updates happen overnight. Entering data into an unrefreshed version of the app might cause you to lose your work.
• If you have questions about the number or type of positions at your school, contact your regional operations leaders to ask for clarification.
• If you need to edit whether a seat is open or staffed or update a teammate, contact the Recruitment Team.
• If you have technical trouble in the app, contact the Data Team at [e-mail]. 

Using the App:

For Recruitment Team

Visibility: Recruitment Team members see all seats in the organization. The Lotus icon shows you Seats, the Person icon shows you Teammates and information about them (Gutchecks and Renewal Status). The Axe icon shows you information from past years.

Editing: Recruiters can edit Teammate, Mid-Year Hire, Status, Status Detail, and Recruiting Notes

Entering data about Seats

Entering data about People (not Seats)

Before, we entered Gutcheck in the same row as the seat information. To reduce confusion with year over year turnover, now we'll enter Gutcheck, Nonrenewal Reason, and Nonrenewal Notes in another view that's one click from Seat Details and tied to the *Person*, not the Seat.

For School Leaders and DSOs

Visibility: School Leaders and DSOs see seats at their school or campus. The Lotus icon shows you seats at your school, the Person icon shows you teammates at your school and information about them (Gutchecks and Renewal Status). The Axe icon shows you information from past years.

Editing: School Leaders and DSOs can edit only the Teammate field for most of the year. During renewal and next year planning, we'll update the help guide to include other fields used for those processes. If you need to change the staffing status of a position (flip it to "Open", for example, contact your Recruiter).

For Regional and CMO Leaders

Visibility: CMO and Regional Leaders see all seats in their region, entity, or department. The Lotus icon shows you seats, the Person icon shows you teammates and information about them (Gutchecks and Renewal Status). The Axe icon shows you information from past years.

Editing: CMO and Regional Leaders do not have editing access.

For Admin Users

Visibility: Admin Users, typically Recruitment and Regional Operations Directors, see all seats. The Lotus icon shows you seats, the Person icon shows you teammates and information about them (Gutchecks and Renewal Status). The Axe icon shows you information from past years.

Editing: Admin Users can modify all editable fields in the app, including Staffing Plan Status, which indicates whether a seat is active for the year. They also have the ability to Add Seats.

Reporting:

Recruitment Dashboard Link *NEW Link*

The Home screen of the dashboard has lots of good information about key terms and calculations, as well as links to the views below. Both views can be cut by Academic Year/Plan Year, Entity, Grade Band, Location, Recruiter, Recruiter Manager, and whether a position is being actively recruited or is on hold.

Battle Board

The Battle Board uses information from the Seat Tracker to aggregate the number of staffed seats, open seats, mid-year hires, and other trends. Data is live and will update with a page refresh.

Visibility: Recruitment, Human Resources, and TEAM Council see all seats. Regional folks see seats in their regions, School Leaders and DSOs see seats at their school/campus.

Timeline

The Timeline allows us to compare the Battle Board metrics on a week over week basis. Data is a snapshot taken each Friday morning. 

Visibility: Recruitment, Human Resources, and TEAM Council see all seats. Regional folks see seats in their regions, School Leaders and DSOs see seats at their school/campus.