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BalanceTRAK > System Tools > Client Settings

KEY TOPICS:

  • Overall Settings
  • Forms
    • Settings for Login Instructions
    • and EEO Statement
    • Career Page
    • Allow Job Seekers to Send Job Postings to Friends
    • Sections/Order Sections
  • Integrations
  • Job Seekers
    • Settings
    • Define Applicant Stages
    • Personal Info Fields
  • Requisitions
  • User Access Tools

Note: Some of the sections and functions described below may not display or be activated in your implementation of balanceTRAK. If you have questions regarding the functions available to you, please contact your balanceTRAK administrator or Berkshire’s Product Support, as appropriate for your organization.

Requisitions tab Settings Set Form Permissions Limit Number of Job Seekers Fields Order Fields Requisition Numbers Statuses Workflow

The Manage Client Settings page is comprised of several tabs and sub-tabs, and key functions are described below. If any parameters are set or any changes are made to displayed settings, click [Save] at the bottom of the tab’s page.

If you would like to make changes to any Client Settings, consult your balanceTRAK administrator or Berkshire’s Product Support.

Overall Settings

The Company Website menu will contain the Website address for your organization.

If you have Job Seekers outside of the United States, your configuration can allow the APPLICATION, PRESCREENER, BACKGROUND CHECK, and SELF-ID forms to accept international formats for telephone number and postal information.

Forms===

To make changes to any of these settings, or to add or remove custom form sections, contact Berkshire’s Product Support.

Settings On the Settings sub-tab, the administrator determines some parameters for how an applicant interacts with the login page.

Login Type and Login Instructions When Job Seekers apply for a position, they must create a unique login, either an email address or a combination of name and phone number. This option will be shown under Job Seeker Login Type. (They will also provide a password, and choose and answer a Security Question. Job Seekers will use this same information when applying for any future positions with your organization.)

The Login Instructions menu houses the message that Job Seekers will see on the login page when they apply for jobs.

EEO Statement This field houses the required regulatory language that will appear on the Job Posting, Job Description, and Login pages. The default setting is to show the statement.

Contact Message Text for the Job Seeker Contact Message may be entered to give the Job Seekers instructions in the event he/she cannot login and cannot answer the security question accurately.

Quick Tip: The message can include contact information so the Job Seeker can the password reset, or it may be used to notify the Job Seeker to create a new login, using a different email address.

Additional options associated may be configured for specific implementations of balanceTRAK.

Career Page A Career Page sub-tab is available under the Forms tab.

Allow Job Seekers to Send Job Postings to Friends Using the Job Posting menu, the administrator can check the box next to the option: Allow Job Seekers to email jobs to friends.

Job Seeker Subscriptions Allow Job Seekers to subscribe to email alerts for the Job Postings page.

Sections/Order Sections The Sections sub-tab displays the form areas and indicates which fields are for “HR Use Only”.

The Order Sections sub-tab displays the order of form sections as they will be presented to a Job Seeker during the application process.

Integrations

On the Integrations tab, the settings determine which online job sites your open job Requisitions are posted to:

America’s Job Exchange Indeed.com Careerbuilder.com Monster us.jobs (formerly JOBCentral.com) In addition, the integrations for select Background Check providers and Onboarding providers can be managed from this tab.

Job Seekers

The Job Seekers tab shows options specific to how Job Seeker activities are treated within your balanceTRAK implementation.

Settings

Set Job Seeker Filter Settings With Job Seeker Filter Settings, the administrator determines whether the user can change the default setting for hiding or displaying associated Job Seekers while viewing a Requisition.

Based on applicant screening processes, the administrator can also select the default option for the level of display—either All, only those who have completed one form (typically a Prescreener), or only those who completed an Application.

Define Applicant Stage (and Disposition) The Applicant Stage menu (at the bottom of the Job Seekers > Settings tab) allows the system administrator to select the data fields that users will rely on when assigning applicant status to Job Seekers.

For a simple progression, click: Use a combined field for applicant stage; and enter the field name. This method relies on one applicant status reference table.

For a two-level progression, click: Use separate fields for applicant stage and applicant disposition; and enter the field names that designate Applicant Stage and Disposition Code. This method relies on two reference tables, referring to the first-level codes for Applicant Stage and second-level Disposition Codes, respectively.

Alert: Once the status progression is split in two, it cannot be undone.

If the Auto Assign function is being used to trigger an applicant status, based on responses to a Prescreener or Application, see: Order Applicant Status Reference Tables.

Personal Info Fields The administrator can view the personal information fields that are present on forms, using the Personal Info Fields tab. The first column displays the original field name assigned to each available field. The second column displays the most current name of each field that is used in your balanceTRAK implementation. Upon request, Berkshire’s Product Support can update the current name to meet the language of your organization.

Requisitions

Settings

The Settings sub-tab (available under Client Settings > Requisitions) allows the administrator to set general parameters related to Requisitions.

From the Requisition Settings menu, the following two global parameters can be set, as applicable:

Do not allow a user to change a requisition's status to a closed status unless all job seekers are assigned a final applicant status. When editing a job description for a requisition, cascade the changes to the job code's default job description by default. Limit the Number of Job Seekers From the Job Seeker Limit menu, a box can be checked for: Allow the number of job seekers for each requisition to be capped.

From the provided drop-down menu, a status can be selected to occur once the job seeker cap has been reached.

Set Form Permissions To ensure the integrity of the forms presented to Job Seekers, the administrator determines Client Settings that restrict or allow users to change forms once Job Seekers apply. Under Job Seekers tab > Form Permissions, use the radio buttons to allow edits: After Job Seekers apply; until a Job Seeker has applied; or until the Approval Process is complete.

Fields The Fields sub-tab allows the administrator to select from a default list of Requisition fields and: Make a field available for selection on the Add Requisition menu. Display a field on the Job Postings page. Allow a field to be used in email templates. Default fields typically include, but are not limited to:

Establishment or Location Code Requisition Number Job Code Job Title Posting Start Date Posting End Date Employee Acceptance Date Time to Fill Recruiter Location Note: Depending on the implementation, fields may be available for FLSA Status, Grade, and Job Group. To request these fields, contact the balanceTRAK administrator or Berkshire’s Product Support.

The administrator can click a field to view check boxes, which depending on the field may include these setting options:

Show on Postings page Make field Searchable by Job Seekers (on Postings page) Mark the field to be an Included Field (on Add Requisition menu). Make an included field Required. Allow use of a field in email templates. The administrator may also rename fields or add custom fields to the Requisition Field list.

Order Fields The administrator may use the [insert icon] [Move Up/Down] arrows to place a field in a different location within the order of display on the Requisition. Options include moving the field’s selection panel one position at a time or repositioning a field to the start or end of the order.

Requisition Numbers

The Requisition Numbers sub-tab allows the administrator to determine how Requisition Numbers are generated by balanceTRAK. The gray box displays the fields that will be used in generating the Requisition Numbers in the order the fields will be combined to make the number. Additional fields that can be used are displayed in the Available Fields menu.

Under Options, the delimiter that separates the fields and the number of digits used in the auto number field will be displayed. A sample requisition number will be displayed in the Preview area.

Alert: If the Requisition Number format is changed after Requisitions have been created, the Auto Number will be reset for any Requisitions created after the change has been made.

Statuses

Under the Requisitions > Statuses sub-tab, you can review Statuses and the order in which these statuses progress. The Statuses tab allows you to view Requisition and Job Seeker Activities that should be associated with a particular status. Activities in the left-hand column that are selected for a status are indicated by an icon. Additional settings are available as appropriate for these sections.

The Requisition Activities / Approval Process menu displays several checkboxes as follows:

Include this Activity Automatically advance to the next requisition status on approval activity—Upon approval, this option will automatically advance a Requisition to the next status that that has been previously assigned on the Orders Statuses page. When this option is not selected, a user must manually change the status for a requisition when the approval process is completed. Quick Tip: Settings on the Order Statuses tab (described above) define how this advancement occurs. Send an email to the next approver during an approval process—balanceTRAK users that are defined to approve a requisition will receive an email to approve the Requisition in the defined order. Attach the job description when sending emails during an approval process Send an email to the selected users (below) when the approval process is completed for a requisition—An email will be sent to all selected users once the final approver has approved the requisition. Job Seekers List ◦When this activity is selected for a requisition status, a list of job seekers will be displayed on the requisition detail screen, and will be filtered by the disposition codes selected on this screen. The Job Seeker Activities menu displays the following checkboxes for the Hiring Approval Process:

Include this Activity Send an email to the next approver during an approval process Workflow

Using the Workflow Settings menu, the administrator can initiate an automatic prompt to users under certain conditions, asking the user to close a Requisition.

Navigate to Requisitions > Workflow, check the box next to the following tagline:

When a job seeker is assigned a hired disposition code, and the number of hired job seekers then meets or exceeds the number of positions for the requisition, prompt the user to change the requisition to the (particular closed)* status.

  • A drop-down is provided for the closed statuses that are available in your organization’s balanceTRAK implementation (for example, Closed –Position Filled). Select the appropriate one, and click [Save].

The message the user will receive is:

There are now (number of) job seekers assigned a hired disposition code, and the requisition currently has (number of) positions to be filled. Do you want to close the requisition?

In answer to the above question, the user may select: Yes or No.