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BalanceTRAK > Settings > System

KEY TOPICS:

System Settings for:

  • Ineligibility
  • Default User Settings
    • Revert to Default User Settings
    • Set Notifications
    • Determine the Default Display for Job Seekers
    • Determine the Default Display for Requisitions
    • Set Time Zone
  • Archive
  • Application
  • TemplatesRequisition (Templates)
  • Job Description
  • Notification

System Settings

Available via Settings in the side navigation menu, the System module controls six areas of default balanceTRAK settings that will apply across the client Implementation. Each task area is represented on the System menu by tab, with labels that correspond to the first-level Key Topics, listed above.

When updating any of these settings, remember to [Save] the tab before exiting.

Ineligibility

For organizations that wish to mark those applicants who will be ineligible for applying to future job openings, the Ineligibility tab houses two tools:

  1. A toggle switch that activates (or deactivates) the feature.
  2. A menu with check boxes to identify the ineligible Job Seeker and drop-down options to assign Job Seeker Stage and Disposition.

Default User Settings

The Default User Settings tab presents options for reverting Account settings to default, initiating Notifications, determining the time zone, and choosing the module list filters.

Cross-reference: The individual user can later change the Default User Settings for page displays and notifications, by accessing Account tools from the software header. See: User Account (and Security).

Revert to Default User Settings

At the top of the screen, the box may be checked on the Default User Settings menu to: Revert all user account settings to the client default values.

Set Notifications

On the Notifications menu, the default options for sending Notifications about system activities are turned on, using first-level toggle switches. If a Notification option is activated, a corresponding radio button selection controls its timing. The menu is as follows —

Notify users when:

  • A requisition is closing. (Sent at 7:00 AM Eastern Time.)
    • On the day the requisition closes.

      • OR

    • [XX] day(s) before the requisition closes.
  • Someone applies for a job.
    • On the day they apply.

      • OR

    • Immediately after they apply.
  • Someone completes a Background Check form.
    • On the day the job seeker completes the form. (Sent at 10:00 PM Eastern Time.)

      • OR

    • Immediately after the job seeker completes the form.
  • Notify me during each step of an approval process when I am a participating user.

Quick Tip: These options may be left unselected, so that each user can determine whether to receive Notifications, and when.

Determine the Default Display for Job Seekers

The Manage Job Seekers menu controls the default filter for Job Seekers, on entry. The Job Seeker list can be displayed by the following drop-down options:

  • All
  • Recent
  • Not Assigned
  • Not Reviewed
  • Internal
  • Flagged

Determine the Default Display for Requisitions

The Manage Requisitions menu is used to control the default filter for Requisitions, on entry. The Requisition list can be filtered by Job Seeker Stage, depending on the Implementation. Some drop-down examples include:

  • Awaiting Approval
  • Pending Posting
  • Accepting Applications
  • Hiring Manager Review
  • Interviewing
  • Closed (Position Filled)
  • Closed (Position not Filled)

Set Time Zone

The (U.S.) Time Zone is determined, based on drop-down options; and the provided box may be checked, if daylight savings time is observed. Several system activities (e.g., Calendar events/notifications, Job Seeker applied, Requisition History/Notes) will be time-stamped by the system, based on the selected Time Zone.

Application

The Application tab covers :covers:

  • Login Instructions for the Job Seeker
  • The EEO Statement (for display on the Job Posting page, in the Job Description, and with the APPLICATION)

    • AND

  • An optional Kioske mode

The first menu at the top, Login Instructions, provides a long-text field, containing the current Login Instructions for display to the Job Seeker. The instructions may be edited. Next, the existing EEO Statement is displayed, which can also be edited in a long-text field.

Quick Reminder: An attorney or an Affirmative Action expert should be consulted, regarding the content of your organization's balanceTRAK EEO Statement.

Finally, the Kiosk Mode can be toggled on (or off), so that users can apply on a "public" computer and be automatically logged out.

TemplatesRequisition (Templates)

In support of Requisition management, the Administrator may require the Requisition creator to use a Requisition Template or an existing Requisition, and then select whether the first or both of those options will be required. This control is located on the Settings > System > TemplatesRequisition tab. The options are:

  • Require one of the following:
    • Requisition Template

      • OR

    • Requisition Template or Previous Requisition

Job Description

On this final tab, the Administrator can manage whether a Job Description will be required when users create new Requisitions. With precise controls, a range of options is available, from the Job Description being entirely optional to a few or all Sections (e.g., Responsibilities/Duties) being required.

If all Sections are toggled off, the Job Description will not be required. When the setting for at least one Section is toggled on, a Job Description will be required, and then, the selected Section(s) must be populated. At the same time, other Sections can remain optional.

Notification

During Implementation, Berkshire will have set up a default set of delivery preferences for automatic notifications that will apply globally to the client's Account. Typically, just a few basic alerts will be turned on (e.g., a Job Seeker has applied, a Requisition is closing). In addition, some reminders may be in place, such as alerts that remind a Requisition creator to post that job to manual Sources or social media.

Notifications can be delivered by:

  • Email (to Outlook or other system)
  • Alert (to balanceTRAK’s notification center Inbox)

Through comprehensive menus on the Notification tab, the client-side Administrator can configure a set of alerts to be received by all new users. From that starting point, the individual user can then personalize the Delivery Settings by user Account.

Determine Notification Settings

Quick Tip: Notification options may be left unselected, so that each user can determine whether to receive Event alerts, and when.

Using the Requisition, Job Seeker, and Approval Process menus, check off (or deselect) the appropriate items, using the Email and Alert columns.

Then, for high-volume events where shown, make a selection for Email Frequency, either:

  • Immediately (individual listings)

    • OR

  • Daily (cumulative daily listings).

Click the [Save] button to apply the settings. The selections can be reverted to the default by clicking the [Revert to Default] button.