BalanceTRAK > System Tools > Profile Management

JUMP TO: User Management


  • What are Profiles and How are they used?
  • How the Profile Management Module is Organized
  • Define a Custom Profile
    • Copy an Existing Profile
  • Perform Profile Actions
    • Edit an Existing Profile Name
    • Delete an Unassigned Profile
  • Edit a Custom Profile
  • Sample Profile Scenarios

Manage Software Permissions through Profiles

Note: The functions described in this article are for users with Administrative-level permissions; these functions may not display or be editable in your environment. If you have questions regarding the functions available to you, please contact your system Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

The Profile Management module serves as the system's repository for software Profiles, which detail all of the possible roles users may have in balanceTRAK. Profile options available in this module provide an Administrator granular control over understanding and granting user permissions. While the Profiles installed during Implementation are typically sufficient, the definitions for existing Profiles can be edited, and custom Profiles may be created.

Navigate to Profile Management by:

  1. Clicking the System Tools icon in the balanceTRAK software header.
  2. From the drop-down menu, selecting the Security / Profile Management link.

What are Profiles and How are they used?

Profiles in balanceTRAK control how groups of users, typically by role, have access to software functions and data, on a spectrum from no access to full permissions to enter a function and view, edit, and delete data.

A default Profile is assigned to every new user when the user is added to the system, typically indicating the user has: No Access. At that time or at a later date, the Administrator may change the initial assignment to one that reflects how the user will interact with balanceTRAK. Therefore, the Administrator should become familiar with the existing Profiles in the system, along with information contained in this article.

How the Profile Management Module is Organized

The library of existing Profiles will appear in the Profile Management column, with most being balanceTRAK Profiles that are included with the software Implementation. By selecting a line item here, the Administrator can review details for the highlighted Profile in the right-hand window.

A toolbar to add or copy a Profile is located at the top of the column, and these actions are outlined below.

In the detail view, labeled by Profile Name, each Profile is comprised an introductory Profile Information tab (with action buttons), plus three tabs that hold Profile settings for the following software work areas:

  • Job Seeker
  • Requisition
  • Administration

Define a Custom Profile

To add a Profile to the existing library, choose the Add New icon from the Profile list's upper toolbar. A blank, but active, Profile Information tab will display in the detail window. Enter a Profile Name in the provided text field. Then click the [Save] button.

(Optional) To quickly provide access to all business locations, check the box next to the tagline: Allow Access to All User Access Codes.

Help Cross-reference: Granting Location access is typically applied by user, for precise control: User Management / Edit the User's Record.

Copy an Existing Profile

In some cases, an existing Profile will serve as the basis for developing a similar, but new, Profile. Begin by highlighting the Profile in the Profile Management column that best serves as the model for the new one. Then, choose the Copy icon from the column header. Continue editing the Profile, as described below.

Perform Profile Actions

Edit an Existing Profile Name

The Profile Name, displayed on the Profile Information tab, can be edited at any time:

  1. Highlight the default or custom Profile in the left-hand column to display its Profile Information tab.
  2. Update the Profile Name entry (for example, to change the default Name to one that matches your organization's nomenclature).
  3. AND

  4. Click [Save].

Edit an Existing Profile

Select an existing Profile from the upper drop-down to display the current settings.

Navigate through the line items. Where necessary, click on the Access Level entry, and make a different selection from the provided drop-down. Click Save.

Quick Tip: If the Access Level entry applies to all Profiles, select Apply to All.

Delete an Unassigned Profile

Profiles that are assigned to a balanceTRAK user cannot be deleted. However, a Profile that is not assigned to any user may be deleted. Select the Profile from the upper drop-down to display it, then select [Delete].

Sample Profile Scenarios

Below are some granular examples that can constitute elements of a comprehensive balanceTRAK Profile.

Example: Requisition tabs / Functions: Approve and Post
Requisition Functions can be assigned by Profile to ensure that personnel operate in the system according to their professional roles. The Hiring Manager can be allowed to Approve a Requisition, during the Approval Process for a job opening. Then, the HR Coordinator can be specified as the user to: Post to Job Boards.

Example: Job Seeker tabs / Functions
The Applicant Database Administrator for the software can be allowed to handle data Functions, such as: Import, Export, Merging Duplicates, and Show Incompletes.

Example: Job Seeker tab / Job Seeker Stage and Disposition Code
HR personnel could be given permissions to view and edit (assign) codes, moving the Job Seeker through the screening process. In contrast, the Hiring Manager could be restricted to assigning a code during the Interview Stage, while being permitted to view all codes, arising out of other HR actions.

Example: Administration / Email Templates
The software Administrator can ensure that other users send only authorized emails to Job Seekers. In this example, the Administrator would have full rights to add and edit Email Templates and apply Email Settings on the Administration tab (among other permissions). Other users, such as HR personnel and Hiring Managers, would be granted permissions (on the Job Seeker tab > Functions table) to Email the Job Seeker, using one of the predefined Email Templates.