Exploring how the MAAS eTracker supports job brokers in job matching, follow-up, and employment support

The 11th Community of Practice (CoP) session of the MAAS Project focused on the final presentation and full walkthrough of the MAAS eTracker Tool, developed under Work Package 4 – Digital Tools & Validation. The session aimed to ensure that all project partners fully understand the tool’s logic, user roles, and workflow before entering the final validation phase with real users.

As a broker-facing digital support tool, the eTracker is designed to help job brokers manage the full employment support journey: from company and job offer creation, to job seeker registration, matching, follow-up, and monitoring of progress over time. During the session, partners were guided through both the conceptual structure and the practical operation of the tool, while key implementation issues such as access roles, data management, and user validation were discussed collectively.

Exploring the eTracker Tool and its contribution to job matching and follow-up processes

Key Insights

Full Workflow, Real Validation

This session marked the transition from presentation to real-life implementation of the MAAS eTracker Tool. Partners were guided through the full workflow of the system and prepared for the final validation phase with real job brokers, job seekers, and job offers. The focus was placed on practical readiness and on ensuring that all organisations can now start using the tool in real conditions.

Clear User Roles for Effective Coordination

A key takeaway from the workshop was the importance of clearly defined user roles. The system includes different levels of access for the super-admin, coordinators, and job brokers, each with specific responsibilities. Partners were encouraged to assign stable coordinator roles, ideally linked to shared organisational email accounts, in order to ensure continuity and avoid disruptions caused by staff changes.

Structured Follow-Up Strengthens Employment Support

The eTracker Tool supports more than profile registration and matching. It also enables job brokers to document follow-up actions over time, creating a more structured and transparent support process. This helps organisations monitor progress, record interventions, and maintain a consistent overview of each job seeker’s pathway towards employment.

Privacy and Compliance Are Built In

Data protection was highlighted as a core feature of the tool. In line with GDPR principles and Swedish data management standards, job seeker profiles are stored only for a limited period and are automatically deleted after seven months. This privacy-by-design approach ensures that the tool remains both effective and responsible in handling sensitive personal information.

Practical Tools and Methods

PowerPoint Introduction to the eTracker Tool

The session opened with a structured PowerPoint presentation introducing the purpose, logic, and expected use of the eTracker Tool within Work Package 4. This overview helped partners understand how the tool fits into the broader MAAS methodology and how it supports job brokers in the management of job seekers, employers, and follow-up actions.

Live Demonstration of the Full Workflow

A live walkthrough of the platform allowed participants to see the system in action step by step. The demonstration covered the creation of companies and job offers, the registration of job seekers, the matching process, and the initiation of follow-up actions. This practical presentation gave partners a clear understanding of how the tool works in real operational settings.

Role-Based Access and Responsibilities

Special attention was given to the structure of user roles within the system. The workshop clarified the functions and responsibilities of the super-admin, partner coordinators, and job brokers, as well as the relationship between them. This role-based access model is essential for secure system management, coordinated implementation, and clear accountability across all partner organisations.

Job Matching and Follow-Up Recording

The eTracker Tool is designed to support the full employment support journey, not only the initial matching process. During the session, partners explored how job brokers can register matchings, launch follow-up processes, and document progress over time. This functionality strengthens consistency, traceability, and quality in the support offered to job seekers.

Data Management and GDPR Compliance

The workshop also explained the system’s data handling approach and privacy safeguards. Partners were reminded that job seekers do not have direct access to the platform and that all data is entered by job brokers. In addition, the automatic deletion of job seeker profiles after seven months was presented as an important measure to ensure GDPR compliance and responsible data use.

Preparation for the Final Validation Phase

The session served as a practical preparation step for the upcoming validation process with real users. Partners were reminded of the target numbers for participation, the need to nominate coordinators, and the importance of activating live accounts. This final part of the workshop helped align all organisations on the next implementation steps and on the feedback that will be collected for the following CoP session.