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Frequently asked questions

HRtrack has been acquired by Collage Technologies Inc and all HRtrack customers will be transitioned to the Collage cloud HR software platform at no charge.

HRtrack is no longer be available to new users. Existing customers will receive support on HRtrack until October 1, 2017, after which the product will be fully discontinued. Please see the End of Life section for more information.

Do you support HRtrack installations running on Windows XP?

Microsoft stopped supporting Windows XP on April 8th, 2014. As a result, First Reference can no longer provide technical support for the HRtrack software running on Windows XP computers.

To continue to receive Technical Support for HRtrack, you must upgrade to Windows 7, Windows 8 or Windows 10.

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Why is an internet connection necessary for HRtrack?

HRtrack requires an internet connection for a couple of reasons.

  1. Product Key validation—HRtrack contacts our licensing database at startup to ensure paid users are not subject to the 10-employee restriction.
  2. Reports—An FTP connection is required for the reports. To ensure that users have the most up-to-date reports at all times, the reports are downloaded via FTP to the users' computer at program startup. If the FTP process is denied, the reports Module will be empty.

It may be necessary to white list www.firstreference.com at the firewall and/or proxy server to validate the Product Key and download reports.

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Why am I limited to 10 employees when I've paid for the software?

This occurs when HRtrack cannot validate the software Product Key. There are a couple of reasons why this may happen:

To correct this issue, ensure that the Product Key on the Activation screen matches the Product Key supplied by First Reference. If this does not resolve the issue, you must white list www.firstreference.com at the firewall and/or proxy server.

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I started to put in my company information using the free version, but need to upgrade. Will I lose my changes if I purchase now?

No, you will not lose any of your work. HRtrack simply unlocks the ability to add more users when you enter the Activation Code. Any data you added when using the free version will be available when you purchase.

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Do I need to use Outlook to use HRtrack?

No. You can use HRtrack without Outlook. The integration module is disabled when you install HRtrack. If you choose to enable Outlook integration, HRtrack will populate your Outlook calendar with tasks and reminders from HRtrack.

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Why do I need Microsoft Office?

The Probationary, Performance and Disciplinary review templates are in Microsoft Word format and are designed to be used within the HRtrack workspace. If you do not have Microsoft Office you may not be able to take advantage of these features of HRtrack.

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Is HRtrack Compatible with Office 2013?

Yes. HRtrack is compatible with Office 2013.

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Can I install HRtrack on my Windows tablet?

HRtrack was designed for the desktop version of the operating system. If the tablet has Windows 8.1 or Windows 10 installed, it may be possible to run HRtrack depending on the technical specifications of the tablet. HRtrack cannot be installed on tablets running Windows 8.1 RT. First Reference does not provide technical support for HRtrack software running on Windows-based tablets at this time.

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Can HRtrack data be stored on a network drive?

Yes, your HRtrack data can be stored on a network drive or a shared folder. However, the HRtrack software must be installed locally on your computer to ensure all of the necessary Windows controls are installed and registered. The HRtrack data folder can then be copied to a network drive and you can connect to the database in the network folder. We strongly suggest that you password protect, or otherwise limit access to, any folders where you store your HRtrack data.

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Does HRtrack allow multiple users?

Yes, more than one person can use HRtrack, although if you are managing more than 10 employee records, each user requires a valid Activation Code.

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Does HRtrack work in a Citrix environment?

HRtrack was designed to be installed on the end-users' computer and not for use in virtual installation. Depending on the configuration of the Citrix environment, it may be possible to successfully run HRtrack, but First Reference does not recommend, nor currently support, these installations.

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Does HRtrack work in a terminal services environment?

HRtrack was designed to be installed on the end-users' computer and not for use in virtual installation. Depending on the configuration of the terminal services environment, it may be possible to successfully run HRtrack, but First Reference does not recommend, nor currently support, these installations.

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Can historical data be uploaded into HRtrack?

Some historical data can be entered into HRtrack. There is currently no facility to import historical data from another source.

You can manually enter historical data as it applies to:

You cannot enter historical vacation information.

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Can I import data into HRtrack?

Yes, you can import a limited amount of employee data from an Excel® file. However, the import process has stringent requirements with regard to the formatting of the file being imported. For more information, please see the HRtrack help topic titled Import Employee Records from Excel®.

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Can I input vacation history?

No. You cannot enter historical vacation information. You must start with the current vacation period.

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Are unused vacation days carried-forward?

The ability to carry forward unused vacation days is a user-selected vacation option within HRtrack.

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How do I add Managers and Supervisors to drop-down lists?

The Managers and Supervisors drop-down lists are generated from those employee records where the Manager or Supervisor checkbox has been selected. To add an employee to the Manager and Supervisor drop-down list, open the employee's record and click in the Manager or Supervisor checkbox as appropriate.

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How can I check where my HRtrack data is stored?

If you are unsure where your HRtrack data is stored you can manually check the location.

To do this:

  1. Click Activation > First Reference Override
  2. Type database in the text box and click OK.

The full path to your HRtrack data folder will appear in the pop-up box.

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Can I configure HRtrack so that Supervisors and Managers can only see the records of employees who report to them?

No. The security in HRtrack is not configured to function in this way. HRtrack security facilitates the granting or restricting of access to the tabs within the software, not to the individual employee records.

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Can I remove the names of terminated employees from the Employee list?

Yes, you can choose whether to display the names of terminated employees in the Employee List in HRtrack.

To do this:

  1. Click View > Customize
  2. Clear the Include Terminated Employees in Employee List check box and click Save & Close

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Can I export a report to Excel?

No. HRtrack does not currently have the capability of exporting report data to Excel.

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Can I delete a position from an employee record?

No, once an employee has been assigned to a position you cannot delete the position from the employee's record.

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Can HRtrack automatically allocate vacation days if different departments accrue different numbers of days? (e.g., warehouse and office staff do not accrue the same number of vacation days per period.)

No. HRtrack can only automatically allocate vacation days based on years of service. There is currently no provision for department, functional area, or other variable that would facilitate the automatic allocation of vacation days based on differing criteria.

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Why do some employee birthdays appear in Outlook and some don't?

There is a slight glitch in the Outlook synchronization process as it relates to pushing employee birthdates from HRtrack to Outlook.

Currently this feature only works if

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Our company does not use a standard work-week of Monday to Friday. Can HRtrack schedule vacation days on weekends?

Yes. The ability to schedule vacation days on weekends is a user-selected vacation option in HRtrack and can be enabled from within the Absenteeism & Vacation module in Company Settings.

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Can I add extra vacation days to allow for personal days; doctor's appointments and bereavement leave?

There is another method for tracking this information in HRTrack. The Absenteeism/Leave page allows you to track absences other than vacation: e.g., personal days, bereavement days, family care days. You can also track

For more information please see the Help topic titled Tracking Employee Absences or an Employee on Leave.

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Can HRtrack track lieu time?

HRtrack does not currently track employees' time, and there is no mechanism for tracking lieu time in HRtrack per se. The software can track that a particular employee has a workday of x hours, and is entitled to x number of breaks, but cannot log actual attendance, or hours worked.

However, there is a workaround that can be used for the purpose or correlating lieu time with vacation days. Please see the HRtrack Help guide Tracking Lieu time for more information.

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I'm running Office 2003. Is there a way I can edit the Performance Templates?

HRtrack requires Microsoft Office 2007 or later to customize the Performance & Discipline templates that come with the software. However, there is a workaround that allows Office 2003 users to edit the Templates. Unfortunately this cannot be done from within HRtrack. You must create a custome template within HRtrack and then open the dcocument in Word for customization.

For more detailed instructions, please see the HRtrack Help guide Editing Performance Templates with Office 2003.

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What is the difference between "Run" and "Save" when downloading the software?

When you download the software you may be prompted to "Run" or "Save" the install package. "Save" lets you specify where the setup file goes just in case you need to reinstall it, or need to install HRtrack on another computer. You will then need to manually start the install. "Run" starts the the installation process once the setup file is downloaded to your temporary internet folder. When you empty the folder the installation package is deleted.

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Can I schedule vacation days for next year?

Yes. Vacation days are assigned to a vacation period in HRtrack. Vacation periods have a defined start and end date based on calendar year, employee hire date or the company's fiscal year. If you need to schedule vacation days after the current vacation period, you can schedule these days in the "Future Period" on the Absenteeism & Vacation > Vacation screen.

When the next vacation period is created, any vacation days scheduled in the Future Period will automatically be transferred to the new current period and automatically subtracted from the number of vacation days the employee has available.

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Can I track when a certification expires?

No, not within HRtrack per se; HRtrack does not track training expiration or recertification dates.

Instead of tracking this information in HRtrack, you would need to create a reminder in Outlook. (You can do this when you input the training information by clicking the Create Reminder button on the HRtrack toolbar.)

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How do I move HRtrack to my new computer?

The process for moving HRtrack to a new computer is fairly simple:

  1. Confirm the location of your HRtrack data,
  2. Install HRtrack on the new computer,
  3. Copy the HRtrack data folder from the old computer to the new computer, (If necessary)
  4. Start HRtrack and connect to your HRtrack data,
  5. Login to HRtrack
  6. Activate HRtrack on the new computer

For more detailed instructions, please see the HRtrack Help guide Moving HRtrack to a new computer.

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Top issues

No reports appear in the Reports Module

This occurs if the reports file was corrupted on download. To correct this:

  1. Click Activation > First Reference Override.
  2. Type deletereports and click OK.
  3. Close and restart HRtrack.

The reports should now be visible. For more information please see the HRtrack Help topic Repopulating the Reports Module.

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The Reports Viewer does not appear when trying to run a report

The reports engine cannot connect to the HRtrack database tables. Download and install the driver for the 2007 Office System Data Connectivity Components . You can download the Office System Data Connectivity Components from here.

If that does not resolve the problem, uninstall the 2007 Office System Data Connectivity Components and download and install the Microsoft Access Database Engine 2010 Redistributable. You can download the Access Database Engine from here.

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A "The 'Microsoft.ACE.OLEDB.12.0' provider is not registered on the local machine" error appears when trying to run a report

The reports engine cannot connect to the HRtrack database tables. Download and install the driver for the 2007 Office System Data Connectivity Components . You can download the Office System Data Connectivity Components from here.

If that does not resolve the problem, uninstall the 2007 Office System Data Connectivity Components and download and install the Microsoft Access Database Engine 2010 Redistributable. You can download the Access Database Engine from here.

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Your Company database does not show up in the list when you click File > Company > Open Company

If your company database does not appear in the list of companies on the Change Company dialogue box, you need to manually navigate to the folder where it is stored. Click the Browse button and navigate to the appropriate folder.

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An "Only administrators can back-up" message appears when using the back-up button on the HRtrack Home Page

You must log in under the HRtrack Admin account to use the backup feature.

For more information please see the HRtrack Help topic How to Backup HRtrack Data

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Cannot create a vacation period

Vacation periods have a defined start and end date based on calendar year, employee hire date or the company's fiscal year. You cannot create a vacation period beyond the current period.

If you need to schedule vacation days after the current vacation period, you can schedule these days in the "Future Period" on the Absenteeism & Vacation > Vacation screen. When the next vacation period is created, any vacation days scheduled in the Future Period will automatically be transferred to the new current period and automatically subtracted from the number of vacation days the employee has available.

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Results outside of the selected date range appear when using the date filter in a Report

The month and day fields can be transposed if the computer's short date format is set to dd/MM/yyyy. For example, in this scenario, a user searching a date range of Feb. 1, 2015 to Feb. 10, 2015 (2/01/2015 to 2/10/2015) would get results for the date range Jan. 2, 2015 to October 2, 2015 (1/02/2015 to 10/02/2015).

To correct this, change the short date format to M/dd/yy and re-run the report.

To access the short date format setting, click Start > Control Panel > Clock, Language and Region > Region and Language. The short date setting is on the Formats tab.

A message appears stating "The field is too small to accept the amount of data you attempted to add..." when creating an employee record or assigning a position to an employee on the Position/Wage page .

This error occurs because the Position field on the Position/Wage Page is limited to 50 characters (including spaces) and the position title selected is longer than 50 characters.

You will need to abbreviate or shorten the position title in Departments & Positions item in Company Settings.

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Not all terminated employees appear when you run the Employee Termination report

This will occur when no termination details have been entered for an employee. If the Termination or Resignation Details screen has not been completed, the terminated employee does not appear on the report.

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Not all employees appear when you run the Wage History report

This will occur when no wage adjustments have been entered for an employee. If no changes are made to an employee's starting wage,the employee does not appear on the report.

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Error Reading Setup Initialization File

The Error Reading Setup Initialization File error message typically indicates a problem with the downloaded installation package. Re-download the latest version of HRtrack from the Download page and try the install again.

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Setup is unable to remove earlier version

There is a problem with Microsoft Installer entries for the last installed release of this product, and the software must be manually removed before the update can be installed.

  1. Click Start (Vista and Windows 7) or point to the upper-right corner of the screen, move the cursor down then click Search. (Windows 8 and 10)
  2. Type appwiz.cpl in the Search box and press Enter.
  3. Select HRtrack from the list of programs and click Uninstall

If this is unsuccessful, please see the Microsoft Knowledge Base article KB 971187 - How to fix MSI software update registration corruption issues. This article contains an install and uninstall issue troubleshooter that diagnoses and fixes MSI issues. This troubleshooter should allow you to uninstall the problematic version of HRtrack. The Knowledge Base article can be found here

Error 1731. The source installation package for the product HRtrack is out of sync with the client package. Try the installation again using a valid copy of the installation package 'HRtrack.msi'.

The connection between the download package and the installed MSI is corrupt. To correct this:

  1. Rerun the install package for the HRtrack release currently installed.
  2. When the Program Maintainance screen appears, select the Remove option.
  3. Install the latest version of HRtrack.

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.NET Framework Initialization Error: Unable to find a version of the runtime to run this application

This error occurs if only version 4 of the .NET framework is installed. HRtrack requires .NET framework version 3.5 SP1. Version 3.5 SP1 can be downloaded from the Microsoft Download Center.

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The application failed to initialize properly (0xc0000135)

HRtrack requires .NET framework version 3.5 SP1. Version 3.5 SP1 can be downloaded from the Microsoft Download Center.

Please Note: Version 3.5 of the .NET Framework must be installed for HRtrack to function properly—even if .NET version 4 is already installed.

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Error 2908. Could not register component

Version 3.5 of the Microsoft .NET Framework must be installed. You can download the Microsoft .NET Framework 3.5 SP1 free-of-charge from the Microsoft Download Center.

Click here to download the .NET Framework version 3.5 SP1.

Please Note: Version 3.5 of the .NET Framework must be installed for HRtrack to function properly --- even if .NET version 4 is already installed.

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Permission Denied: Unable to determine form permissions when opening an employee record.

This error occurs because the user account does not have access to the Documents tab. The user account will need to be deleted and recreated. To do this:

  1. Login to the database using the Admin account.
  2. Click on Company Settings and open the Users & Permissions Manager
  3. Delete the user account where the error occurred
  4. Recreate the user account

This error does not occur if logged in as Admin.

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Cannot import employee records from Excel file

The most common problem when importing an Excel file of employee data to HRtrack is incorrect formatting in the file to be imported:

Click here to download a sample import file for testing purposes.

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The content of the Documents Tab disappears after upgrading to HRtrack Version 4

This occurs if there is an issue migrating the Documents table to the new database on the first run of Version 4. We have created a utility to resolve this. The utility can be downloaded from here.

  1. Save the file DocumentTableCorrection.zip to your computer
  2. Double-click on the file DocumentTableCorrection.zip and copy the file DocumentTableCorrection.exe to your Desktop.
  3. Double-click on the file DocumentTableCorrection.exe to run the utility.
  4. Click the Correct Document Table button.
  5. Close the Document Table Correction utility.

For more information please see the Help topic The content of the Documents Tab is missing after upgrading to HRtrack.

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Required Components

HRtrack requires the following components in order to operate:

Click here to get the .NET Framework from the Microsoft download center.

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Please Note

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End of life

Consult the First Reference End of Life policy for more information about the product lifecycle.

HRtrack Version 4.0.1.20408
HRtrack has been acquired by Collage Technologies Inc and all HRtrack customers will be transitioned to the Collage cloud HR software platform at no charge.

Collage advisors will be in touch with all HRtrack customers shortly to initiate the transition to the Collage platform. Collage advisors will provide a white-glove onboarding service free of charge to ensure that your data is transferred and set up on Collage with minimal effort.

HRtrack is no longer be available to new users. Existing customers will receive support on HRtrack until October 1, 2017, after which the product will be fully discontinued.

Milestone Effective Date
End of Version Announcement4/5/17
End of Support10/1/17

Versions that have been retired and are no longer supported:

Version 4.0.0.14954
Version 3.0.4.21864
Version 3.0.4.20933
Version 3.03.17484
Version 3.02.25824
Version 3.02.23224
Version 3.01.26169

HRtrack Version 4.0.0.14954
HRtrack version 4.0.0.14954 (release 2012-01) support ended on July 1, 2014.

HRtrack Version 3.0.4.21864 and 3.0.4.20933
HRtrack versions 3.0.4.21864 and 3.0.4.20933 (release 2010-02) support ended on October 31, 2012.

HRtrack Version 3.03.17484
HRtrack version 3.03.17484 (release 2010-01) support ended on February 1, 2011.

HRtrack Version 3.02.23224 and 3.02.25834
HRtrack versions 3.02.23224 and 3.02.25834 (release 2009-02) support ended on January 1, 2010.

HRtrack Version 3.01.26169
HRtrack version 3.01.26169 (release 2009-01) support ended on January 1, 2010.

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