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BalanceTRAK > System Tools > Client Settings

KEY TOPICS:

Review Organization-specific Settings

The System Tools > Client Settings page is comprised of tabs that control how balanceTRAK displays to users. For most users, this page is not accessible. If you are an Administrator, the page is read only. However, the information below, organized by tab and sub-tab, will help you understand the currrent settings.

Alert: Client Settings were determined during the initial balanceTRAK Implementation. Because these settings are critical to how your organization's job applicants and users interact with balanceTRAK, they cannot be changed, unless a request is made to Berkshire's Product Support.

If you have questions about settings or would like changes to be made, contact your balanceTRAK Administrator or Berkshire’s Product Support, as appropriate for your organization.

Overall Settings

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

Under International Settings menu, a box may be checked, allowing applicant forms to accept international formats for telephone number and postal information.

Forms

Settings — The Settings sub-tab controls parameters for how an applicant interacts with the job posting site's login page.

Login Type and Login Instructions — A selection will display for Job Seeker Login Type, either:

  • Email Address
  • Name and Phone Number

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 EEO Statement.

Contact Message — The message entered here displays when a Job Seeker fails in attempts to login and answer the Security Question. The message can include contact information for resetting the password, or it may notify the Job Seeker to create a new login with a different email address.

Additional options associated may be configured for specific balanceTRAK Implementations.

Career Page

A Career Page sub-tab is available under the Forms tab, with the following settings:

  • Show positions where today's date falls between the requisition posting start date and posting end date.
  • Allow Job Seekers to email jobs to friends.
  • Allow job seekers to subscribe to email alerts for job postings.
  • Go to (Activate) Kiosk mode (which automatically logs the applicant out upon form completion)

An entry may be provided for: Message to Show Internal/External Job Seekers.

Sections/Order Sections

The forms that Job Seekers will complete are presented in Sections. Accordingly, the Sections sub-tab displays the available Sections that can be included in Form Templates, while also indicating with a Check mark which fields are for “HR Use Only”. Any entries made here will be displayed in the Section drop-down when a BALANCE/bTRAK user adds or edits a form.

Cross-reference: For information on using Sections to build a form template, see: Form Templates.

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 Background Check 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

Job Seeker Filter Settings control 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 default option for the level of display may be set:

  • All
  • Only those who have completed one form (typically a Prescreener)
  • 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.

  • Simple progression: Use a combined field for applicant stage; and enter the field name. This method relies on one applicant status reference table.

  • Two-level progression: 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.

Cross-reference: 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 Client Settings > Requisitions > Settings sub-tab controls 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, Client Settings can restrict or allow users to change forms once Job Seekers apply:

  • After Job Seekers apply
  • Until a Job Seeker has applied
  • Until the Approval Process is complete

Fields

The Fields sub-tab displays Requisition fields, indicating the following options have been applied:

  • Included
  • Shows on the Job Postings page
  • Searchable on the Job Postings page

Other options may have been set for the field, depending on field type, such as:

  • Make an included field Required.
  • Allow use of a field 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

Field names may be specific to an organization, or custom fields may have been added to the default Requisition Field list.

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.

Order Fields

The Order Fields sub-tab controls the order of Fields on the Requisition.

Requisition Numbers

The Requisition Numbers sub-tab controls how Requisition Numbers are generated by balanceTRAK. The gray bar displays the fields that will be used in generating the Requisition Numbers, in the order the fields will be combined in doing so. An Available Fields menu displays other fields that could be used in building the number.

The Options menu contains entries for:

  • Delimiter
  • # of Digits in Auto Number
  • Starting Number

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.