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Organize the Job Seeker List

JUMP TO: Run an Advanced Search


  • How the Job Seeker List is Organized
    • View Job Seekers with Incomplete Applications (Administrators only)
  • Simple Filter and Sort Options
    • Filter the Job Seeker List
    • By Drop-down Options

      By Header Icons

      By Column

      By Header Icons

    • Sort the Job Seeker List by Column
    • Show Score (if a Scoring Scheme is in place)
  • Delete a Job Seeker
  • Copy Selected Job Seekers to another Requisition
    • Transfer the Job Seeker's Assessment Status (Where applicable)

Hone in on Key Job Seekers

Tools on the Job Seeker list will help you refine the Job Seeker rolls to focus on information that is relevant to the task(s) at hand, whether you want to locate Job Seekers who stand out by meeting key criteria; understand and manage HR workload; or check on Job Seeker progress at various stages.

These tools are described below.

How the Job Seeker List is Organized

The Job Seeker list, located in the left-hand column on the Job Seeker screen, is organized to help you:

  • Scan key attributes for each Job Seeker
  • Sort or filter Job Seekers, based on key criteria
  • Select a Job Seeker, whose detail record will show in the right-hand window
  • Perform bulk Job Seeker actions by checking off one or more Job Seekers, using the check box to the right of each Job Seeker listing.

View Job Seekers with Incomplete Applications (Administrators only)

Simple Filter and Sort Options

Filter the Job Seeker List

By Drop-down Options

Beginning with the first drop-down filter menu, located on the left above the Job Seeker list. This menu will display the default option to show: All Job Seeker Stages. To limit the display by Stage, click the menu's down arrow and check off one or more options, as displayed in the provided menu. Some typical Stages may include:

  • New Applicant
  • HR Review
  • Hiring Manager Review
  • Offer
  • Hire

The second drop-down menu will display default Requisition options for all Requisitions (by number) that are Open.

To limit the display by Requisition attributes, expand the drop-down and check off selections for:

  • [Requisition Number]
  • AND / OR

  • Category of: Open, Closed, or Open & Closed

  • All
  • Recent – Job Seekers who have applied in the last 10 days
  • Not Reviewed – Job Seekers who do not have an assigned applicant status
  • Internal – Job Seekers who are current employees
  • Flagged – Only those Job Seekers who have been flagged (as described below)

Cross-reference: For information on setting a default View, refer to: balanceTRAK (User) Account Settings .

Next, from the Requisition drop-down, select:

  • All
  • OR

  • [A specific Requisition Number]

Show Scores (If a Scoring Scheme is in place)

After choosing a Requisition Number from the upper Requisition drop-down, an additional bar will display, with the label: Show Scores For. From the provided drop-down, select the Form that has been scored to display a Score column on the Job Seekers list.

Filter by Column

(Job Seeker) Name

From the Job Seekers list, click the [Filter] icon, located in the column header for (Job Seeker) Name. Then, enter: First Name and/or Last Name. Click [Save] to apply the filter.

A yellow banner will indicate that the Search is applied. To restore the full Job Seekers list, select the [Clear Search] button.

Email Address or other Optional Field

First, make sure a column for Email Address (or another optional field) is visible on the Job Seekers list. If the column is not visible, choose [Change Fields] from the upper toolbar. Then select the field from the provided menu, and [Save] it to the Job Seekers list.

Finally, click the [Filter] icon, located in the column header for Email Address (or other optional field). Then, enter the relevant filter criteria, and click [Save].

Job Seeker Icons

Click on an icon to the left of each Job Seeker record for quick links to:

  • [Review] an individual Job Seeker’s information.
  • Open a Job Seeker document, such as
    • RESUME
    • Completed PRESCREENER
    • Completed APPLICATIOIN

Quick Tip: If an existing Job Seeker applies to a new job Requisition without uploading a new RESUME, the system automatically associates the Job Seeker’s most recent prior RESUME with the Requisition.

  • [Flag] a Job Seeker to highlight the record in red. Click the icon a second time to clear the highlighting.

Assign Applicant Status

To assign applicant Status to a Job Seeker or change it on the Job Seekers list, a Requisition Number/name must be selected from the Requisition drop-down. Click the check box next to one or more Job Seekers, then choose [Assign Applicant Status] from the upper toolbar. When the pop-up window appears, select the appropriate status from those provided. Click [Assign] to apply the setting.

Note: The system will display the name of the data field(s) used to denote applicant Status (e.g., Applicant Stage, Disposition Code).

Cross-reference: If you want to learn about Requisition Status, instead, see: Requisition Information Menu, Toolbar, and Status.

Other Methods for Assigning Applicant Status

Status can also be applied:

  • Using the [View Selected Job Seekers] button
  • By clicking the displayed [Applicant Status entry] in the Review Job Seeker detail, under: Jobs Applied To.

Cross-reference: If you are an Administrator, your software Implementation may have been configured to send automatic email messages to Job Seekers, based on assigned Status: System Tools / General / Email Settings.

View Multiple Job Seekers (and Assign Status or Flag)

Select the check box next to two or more Job Seekers. Click on the [View Selected Job Seekers] button, which becomes active in the upper toolbar.

The Job Seeker selections display, organized by the following tabs:

  • Resume (current)
  • Application

Use the page controls at the top of the page to click through the RESUMES and APPLICATIONS, in the order they were originally selected.

From either tab, assign an Applicant Status, using the tagline located beneath the tab header. If the Job Seeker has not been assigned a Status, click on Assign; if a current Applicant Status requires updating, click on the displayed [Status entry] to change it. Then from the Applicant Status drop-down, select the appropriate option, and [Save].

Note: Typical options include Hired, Not Qualified, Withdrew Application, Set up 1st Interview, and Ready for Offer Approval, but the system may provide others.

Also available is a check box to: Flag Job Seeker on the Job Seekers list and highlight the record with a red overlay.

When finished, close the window to return to the Job Seekers list.

Delete a Job Seeker

Select the check box next to one or more Job Seekers, and then click [Delete Selected]. Verify the deletion, and click [OK] to continue.

Copy Job Seekers to another Requisition

Select the check box next to one or more source Job Seekers. Then select [Copy Selected] from the toolbar. In the Copy Job Seeker menu, make selections for:

  • Requisition to Copy to
  • Application to Copy Answers to
  • Prescreener to Copy Answers to

When finished, click [Copy].

Transfer the Job Seeker's Assessment Status (Where applicable)

When a Job Seeker is copied from one Requisition to another — and Forms match — the Job Seeker's ASSESSMENT status of PASS can be carried over. In the Review Job Seeker detail > Jobs Applied To table, a status of Already Passed will display for the "new" Requisition.

Import a Resume to Update Job Seeker Data

Prepare File(s) — The following document formats are accepted:

  • Microsoft Word (DOC, DOCX)
  • Acrobat (PDF)
  • Rich text (RTF)
  • Plain text (TXT)

Begin — Choose the [Import] button from the toolbar.

  1. Select one of two File Type options from the Upload Files menu:

    • Upload separate files for each resume.
    • Upload a zip file containing resumes.

    Use the [Browse] function to locate the file on your computer. If additional files are to be uploaded, use the [Add Another File] button. When finished, select [Next] to continue.

  2. From the Overwrite Type menu, select one of two options:

    • Update existing job seekers with the information being imported — Replace the Job Seeker’s data with the uploaded data; old data for that Job Seeker will be lost.
    • Do not update existing job seekers and show a list of duplicates — View a list of updated and existing records to choose the data to retain.

    Click on the [Import] button at the bottom of the menu.

  3. A results message will display. Choose [Import More Job Seekers] if there is an additional Job Seeker RESUME to upload


    Select [Back to Job Seeker List] to view the updates.

A Job Seeker record is created from each file; and the RESUME is available for view, via the [Resume] icon.

View Job Seekers during the Application Process (Administrator-level permissions only)

From the upper View menu, select: Incomplete (or Incomplete Application). The following settings must be in place:

  • A system Profile must be in place, allowing you to see these Job Seekers.
  • A Requisition Number must be selected from the Requisition drop-down.
  • The Requisition must have the status of: Accepting Applications.
  • The Requisition’s Job Seeker Filter Setting is required to be set to: Must Complete a Form or Must Complete Application, respectively.