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BalanceTRAK User Account (and Security)

KEY TOPICS:

  • Review Contact Information
  • Determine Settings
    • Set the Number of Records to Display per Page
    • Change Password
    • Develop Security Questions and Answers
  • Logout
    • System Timeout

View Profile and Customize User Settings

Select your [Account user name] from the software header, which will open a menu with four options:

  • Contact Information
  • Password
  • Settings
  • Logout

Each of these items will be outlined in the article below.

Set Number of Records to Display per Page

The default setting of 20 records per page applies to the balanceTRAK, but the default may be changed.

Under [Account user name] > Settings, locate the Records per Page drop-down (located at the top of the menu); then select a different number:

  • 10
  • 50
  • 100

    • OR

  • 250

Select [Save] to apply the change.

Change Password

Note: New users will be required to reset the Password provided for use during initial login.

Access [Account user name] > Password from the header. The Update Password menu will display. In the provided fields, enter:

  • Old Password

    • AND

  • New Password

Then Confirm New Password by entering it again. Click [Save].

The Password and login procedures will conform to system defaults or your organization's security requirements, whichever are stricter. Requirements are based on:

  • Number of characters
  • Use of upper/lower case, symbols, and numerals
  • Password expiration
  • Reuse of Password
  • Number of log-in attempts allowed

Users are notified to the email address of record when the Password is updated. Contact your organization's System Administrator for help with logging into balanceTRAK.

Develop Security Questions and Answers

The balanceWORKS software platform provides a framework of three Security Questions to safeguard your account in the event you forget your password. For best security, it is recommended to develop all three Security Questions and Answers.

Access to the menu is available in the page header under [Account user name] > Settings. If Security Questions are not set, the menu will display on entry to the software.

To set a Question and Answer:

  • For the first question/answer, review the options for questions in the drop-down on the right side of the menu; and select one.

    • OR

  • (Optional) If one of the default questions is not sufficient, toggle the Create Your Own button . Then enter a Question and an Answer in the provided fields.

Quick Tip: Choose a Question/Answer combination that is both unique and easy to remember.

Clear an entry by clicking the Delete icon, located on the right side of the field.

Repeat for the other two questions. At the bottom of the menu, click the [Save] button.

Logout

As part of maintaining security, remember to access the Logout link when your session is complete, available in the header under [Account user name].

System Timeout

A time limit for lack of user activity will be placed, based on system defaults or your organization's security requirements, whichever is stricter.

  • Set Preferences for Automatic Notifications
  • Change the Default Page Displays
  • Change the Default Time Zone

Set Preferences for Automatic Notifications

On the balanceTRAK tab / Notifications menu, check off the appropriate settings to individualize the receipt of system notifications:

  • A requisition is closing. (Sent at 7:00 am Eastern Time.)
  • Someone applies for a job. If this option is checked, choose one of the following:
    • On the day the job seeker applies at 10:00 pm at Eastern Time.
    • Immediately after the job seeker applies.

      • Quick Tip: Consider how many job applications your organization receives. For a small organization (or a recruiter who must address every application), notification by Job Seeker event may be appropriate. For a large organization, a daily message at 10:00 pm ET, listing all new Job Seekers, may be preferable.

  • Someone completes a Background Check form.
  • Notify me during each step of the approval process when I am a participating user.

Change the Default Screen Displays

Navigate to the Manage Job Seekers menu, which controls the default view of the Job Seekers page. The Job Seekers list can be displayed by:

  • All
  • Recent
  • Not Assigned
  • Internal
  • Flagged

Navigate to the Manage Requisitions menu to set the default view of the Requisitions page. The default view is based on Requisitions Status, depending on your balanceTRAK Implementation. Some typical Status options include:

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

Change the Default Time Zone

To change the U.S. Time Zone used by the system, choose another from the provided drop-down at the bottom of the page (e.g., Central, Pacific). You may also check or uncheck whether the system relies on daylight savings time.

Quick Tip: Make sure the proper Time Zone is in place, so Calendar events and related notifications will be time-stamped appropriately.