Improvements
Applications
KeepnTrack now provides you with the ability to disable your volunteer application and display a message of your choice. This is useful during the times you are not taking applications, such as over the summer break. Volunteer Application Notifications now support HTML.
Background Checks
If you run Background Checks through KeepnTrack, you’ll be happy to know the window has been redesigned in a similar format to the Sex Offender window. When you run a Background Check, and finish looking through the results, you have the option to mark that the person either Passed or Failed; OR, if you can’t make a decision right now, Defer to set the status to Needs Review and you can easily find those records later.
Help
In an ongoing effort to improve communication with our customers, we have created a new Message Center within KeepnTrack. Use this new tool to watch out for important announcements on software updates and other significant events. Administration offers a new "About" module with help links and information to orient new users, as well as a form to email Customer Support, Account Information, and a quick link to supplies.
Management
People and Application Management have been reorganized and enhanced with improved search options. The rules for Person IDs are now more explicit — they must be 4–15 UPPERCASE alphanumeric characters long, contain at least 1 numeric character, and be unique. Upon conversion to 3.16.1 the system will validate existing IDs and enforce the case requirements. We will not automatically remove or change any IDs that do not adhere to the new requirements; however, the system will now enforce these rules in both the management modules as well as for data import. People now have a primary phone so you know which number to call first. KeepnTrack now supports both lifetime hours and current period hours for volunteers and other classified people. Operators have the ability to define the current period and reset that counter when necessary. With this improvement we have deprecated the archiving of history records to a summary file — lifetime hours now reflects the current period activities as well as any previously archived hours. As history records are removed in the future, the current period hours can be adjusted but the lifetime hours will be maintained indefinitely. In all cases it is recommended that administrators run and save history reports for any activity they wish to permanently record. Security enhancements have been made to History to ensure that if anyone changes a History record, KeepnTrack keeps track of that change in a History Change Log. The record tells you at a glance if the record was created manually, and if it has been modified. When you change a record, you can now make a note explaining why you made that change. History record Transaction Start and End are set when the record is created and are no longer editable, but you can modify the Duration on a case-by-case basis in order to adjust for discrepancies or user error and award proper minutes to your volunteers (or other people).
Preferences
Preferences and facility management have been separated. Preferences are now organized so that you can easily access all account and current facility settings in a single view. You can now configure an Account Announcement that shows at all of your facilities, as well as individual announcements and welcome messages for each facility. Ethnicities, Volunteer Types, and Staff Types are now all Account preferences.
Printing
KeepnTrack now offers the ability to override printing behavior on a person-by-person basis. Options include Never Print, Ask to Print, and Respect Workstation Settings.
Security
KeepnTrack now enforces the logged in operators classification and facility access in management windows. For example, if an operator only has access to manage person records for staff they will not be able to manage those person records that are classified as a student only. We recommend that administrators review their security settings for all security groups and operators following this update.