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BalanceTRAK > System Tools > Client Settings

KEY TOPICS:

  • Overall Settings
  • Forms
  • Integrations
  • Job Seekers
  • Requisitions
  • User Access Tools

    • User Access
    • Default User Settings

Review Organization-specific Settings

Important Caution: Client Settings were determined during balanceTRAK Implementation. Depending on the setting and your system permissions, these functions may be accessible, read only,only or not accessible. If you have questions or would like changes to be made, contact your balanceTRAK Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

The System Tools > Client Settings task area is comprised of tabs that control how balanceTRAK displays to users. This article, which is organized by tab and sub-tab, will help you understand some of the available settings.

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

The second Client Settings tab from the left is used to manage how Forms are displayed to the applicant.

Settings

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

  • Login Type — A selection will display for Job Seeker Login Type, either:
    • Email Address
    • Name and Phone Number

  • Login Instructions — 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.

PDF Settings — A setting can be turned on or off, using the PDF Settings menu, to: Start every section of a form on a new page. This setting applies to PDFs for both blank Forms and those completed by Job Seekers.

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

The forms that Job Seekers will complete are presented in Sections. Accordingly, the Forms > 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.

Order Sections

The Forms > 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 Client Settings > Integrations tab, options determine which on-line job sites open job Requisitions are posted to:

  • America’s Job Exchange
  • Indeed.com
  • Careerbuilder.com
  • Monster
  • us.jobs (formerly JOBCentral.com)

In addition, the integration of Background Check and Onboarding providers with balanceTRAK can be managed from this tab.

Job Seekers

The Client Settings > Job Seekers tab shows options specific to how Job Seeker activities are treated within your balanceTRAK Implementation.

Settings

Set Job Seeker Filter Settings — First, a box may be checked to lock the default filter setting across all Requisitions. Then, based on applicant screening processes, the default option for the level of display will be set to one of the following:

  • 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) determines the data fields that users will rely on when assigning applicant status to Job Seekers.

  • Simple progression: Relies on a combined field for applicant stage/disposition. This method relies on one applicant status Reference table.

  • Two-level progression: Relies on separate fields. Two Reference tables will refer 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: Reference Tables / Order Values.

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

The Client Settings > Requisitions tab is comprised of the following sub-tabs, which manage how Requisitions are displayed and advanced during the application process.

Settings

The 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.

Form Permissions — To ensure the integrity of the forms presented to Job Seekers, users can be restricted from or allowed 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, settings for the statuses and the order in which they progress are stored. The upper drop-down controls the page display by: Requisition Status.

As described below, two menu bars on the left provide access to statuses for:

  • Requisition Activities — Including, but not limited to: Approval Process, Job Description, Job Seekers List, Scheduling, Show Requisitions on Job Posting page
  • Job Seeker Activities

For each activity, several checkboxes are shown:

  • Include this Activity
  • Automatically advance to the next requisition status on approval activity — Upon approval, the system will automatically advance a Requisition to the next status. Settings on the Order Statuses sub-tab (described next) 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 here.

The Job Seeker Activities menu displays the following for the Hiring Approval Process:

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

Order Statuses

The Requisitions > Order Statuses sub-tab displays their current order, by Status Name.

Workflow

Under Requisitions > Workflow, the box may be checked 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).

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.