< back

Other Job Seeker Detail Tools

KEY TOPICS:

  • View (and Update) Job Seeker Profile
  • View Requisitions Applied To
    • View and Edit Job Seeker Stage and Disposition
    • View Submitted Job Seeker Forms on the Forms tab
    • Email a Blank Form to the Job Seeker
    • View Keyword Match in Resume
  • Documents
    • Add (and Delete) a Document to the Job Seeker Record

Work with the Calendar, History, and Notes

To enter the Review Job Seeker detail, select a [Review] icon from the Job Seekers list: Job Seeker information can be reviewed and added, or actions related to the Job Seeker can be performed, as described below and in the accompanying article, respectively.

View (and Update) Job Seeker Profile

Icons in the Job Seeker Information toolbar offer quick links to perform the following functions, depending on user permissions:

  • [Edit Job Seeker Information] — Update the Job Seeker’s personal information.
  • [Send Email to the Job Seeker] — Create a Message or use an existing Email Template. The message may be blind-copied (BCC'd) to the originator's email address, as associated with the user account.
  • [Edit Security Functions] — Reset and [Save] the Security Answer, Password, Security Question, and/or Security Answer.
  • [Copy the Job Seeker to Another Requisition] — If a candidate is better suited for a different job opening, include the Job Seeker in another Requisition.
  • [Send Job Seeker (Info) to Others] — Send documents and information about a job candidate to colleagues.

Cross-reference: Some of the quick links above provide access to tools for sending email, copying the Job Seeker, and sending Job Seeker information, which are described here: Job Seekers List Tools.

Jobs Applied To

For a cumulative list of open positions to which the Job Seeker applied, scroll down to: Job Applied To. This table displays job information by:

  • Requisition Number (Click the entry to view Requisition.)
  • Job Title (Click the entry to view the Job Description.)
  • Application Date

The Job Seeker’s [Resume], and [Cover Letter], as applicable, are available through an icon to the right of each record.

View and Edit Applicant Status

Click the Applicant Status entry to assign status or edit the displayed status.

View Submitted Job Seeker Forms

To access Forms — submitted by the Job Seeker in response to job postings — navigate to: Jobs Applied To. Then, [Expand] a Requisition record. Following the Form name, the status of the Form is listed, either Completed, Started But Not Completed, or Not Started — depending on what the Job Seeker has saved in the system.

To view the PDF, click the appropriate [PDF] icon. To edit the Job Seeker's Form, click the [Edit] icon.

The Job Seeker may submit the following Forms (or others specific to your organization), which will be access bile in PDF format:

  • PRESCREENER
  • APPLICATION
  • BACKGROUND CHECK
  • SELF-IDENTIFICATION

Cross-reference: The above Form categories are described at: Learn About Form Types.

Email a Blank Form to the Job Seeker

The following link is visible after clicking the [Expand] triangle:

Documents

The Documents table stores files, associated with the Job Seeker, with links to the Job Seeker's:

  • Most Recent Resume
  • (Where required or included) Most Recent Cover Letter

Add (and Delete) a Document to the Job Seeker Record

System-compatible formats are:

  • PDF
  • DOC
  • DOCX
  • RTF
  • TXT

Click the [Plus sign], located in the Documents menu header. From the Upload Documents menu, select Document Type:

  • Resume
  • Cover Letter
  • Other

(Optional) Enter a Description.

Finally, use the [Browse] function to Select a File, and click [Upload].

The Document will be listed by: File Name and Description. To remove the Document, click the [Delete] icon to the left of the File Name. When the confirmation message appears, click [OK].

Note: Only one (Most Recent) Resume and one (Most Recent) Cover Letter may be saved. If a new version is uploaded, the system will ask whether to overwrite the prior version. [OK] or [Cancel] the upload. To save additional versions of the same document, use: Other.

Calendar

Displays existing event dates (in red) on a graphical Calendar, along with a list of event descriptions. To the right of each event are three icons, offering quick links to:

  • [Edit] Event
  • [Remove] Event
  • Send [Reminder] to Outlook

Note: An event is limited to one Date. Typical events may include an interview, a deadline, or an approval meeting.

Add an Event (and send Job Seeker's Resume)

Click on the [Plus sign] on the right side of the Calendar menu header. In the Add Event menu, enter:

  • Description
  • Date
  • Start Time
  • End Time

Then, from a pre-populated menu of system users: Select the People to Include for this Event. By default, the user creating the event is checked. Using the provided check box, determine whether to: Send participants a notification e-mail.

If applicable, check the box next to: Attach the job seeker's resume to the notification email. When the entries are complete, select [Save].

Each recipient will receive the notification, an ICS file for import into Outlook’s Calendar, and optionally, a PDF of the Job Seeker’s Resume.

History/Notes

History/ Notes are displayed by:

  • Date
  • Email (of user associated with the action)
  • Requisition Number (if the record is associated with one)
  • Description

balanceTRAK automatically records History for several activities related to data entry/deletion, completed of required activities, communications, approvals, and status.

To view the History/Notes in a print format, click on the [Report] icon, located in the table header. The History/Notes appear in a new window, suitable for printing or saving.

Add a Note

Add a comment to the Job Seeker’s History/Notes by clicking on the [Plus sign] on the right of the table header. In the Add Note menu, enter a Note, select None or the Requisition Number, and click [Save].

After the Note is added, icons become available to [Edit] or [Delete] the Note.