Organize the Job Seeker List

Use the Job Seeker List Icons

Click on an icon to the left of each Job Seekers record for quick links to: •review job seeker [Review] an individual Job Seeker’s information. •Open an associated document, such as cover letter [Cover Letter] or resume [Resume].

Quick Tip: If a repeat Job Seeker applies to a job Requisition without uploading a new resume, the system automatically associates the Job Seeker’s most recent prior resume with the Requisition. •prescreener View [Prescreener] information and application [Application] information. •flag job seeker [Flag] a Job Seeker to highlight the record in red. Click the icon a second time to clear the highlighting.

Import a Resume to Update Job Seeker Data

Quick Tip: To bring in a new Job Seeker record, use the [Import] button on the Requisitions tab to ensure that the Job Seeker is associated with a Requisition.

To begin updating a Job Seeker, choose the [Import] button from the button bar. Select one of two File Type options from the Upload Files menu: •Upload separate files for each resume. •Upload a zip file containing resumes.

balanceTRAK accepts the following document formats: Microsoft Word (DOC, DOCX), portable document format (PDF), rich text (RTF), and plain text (TXT).

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

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. Choose [Import More Job Seekers] if there is an additional Job Seeker RESUME to upload; or select [Back to Job Seeker List] to view updates. A Job Seeker record is created from each file, and the RESUME is available for view, via the resume [Resume] icon.

Delete a Job Seeker

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

Assign Applicant Status

To assign applicant status to a Job Seeker or change it, 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 button bar.

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).

Other Methods for Assigning Applicant Status: Status can also be applied using the [View Selected Job Seekers] button or by clicking the displayed Applicant Status entry in the individual Job Seeker’s detail, under Jobs Applied To.

balanceTRAK can be configured to send automatic email messages to Job Seekers, based on status assignments. Refer to: System Tools—General>Email Settings. Requisitions are also assigned status; please refer to: Requisition Statuses.

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 button bar.

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 entry to change it. Then from the Applicant Status drop-down, select the appropriate option, and [Save].

Note: Typical balanceTRAK 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 (a) 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.

Copy Job Seekers to another Requisition

Select the checkbox [Check Box] next to one or more source Job Seekers. Then select [Copy Selected] from the button bar. In the Copy Job Seeker menu, make selections for: Requisition to Copy to, Application to Copy Answers to, and Prescreener to Copy Answers to.

When finished, click [Copy].

Send Bulk Email to Job Seekers

To send an email, select the checkbox [Check Box] next to one or more Job Seekers; then choose [Send Bulk Email] from the button bar. The Send Email menu opens.

Quick Tip: A group of Job Seekers may be selected based on Applicant Status to receive a standard response letter.

Compse Message

Under Email Content, select one of the following: •Use your own text.* Enter Subject Line and Body. Format the Body, using the provided formatting toolbar. •Choose a Template From the Template drop-down, choose the appropriate option from those provided. Typical templates may include Not Qualified, Send Auto Acknowledgement, or Send Background Check Form. The Subject Line and Body are pre-populated, but can be edited.* Enter information for any template tags (identified by brackets).*

• For users with permission to send customized emails only.

Add any file Attachments to the message from your computer, using the [Browse] function.

Preview and Send Email

After composing the message, select [Preview and Send]. A Preview window appears; if the message is satisfactory, select [Send], or click [Cancel] to edit the message.

Notes: An individual email may also be sent from the Review Job Seeker detail, using the Job Seeker Information toolbar.

For more information regarding how to set up an email template, see: Administrative Settings>Email Templates.

Send Job Seeker Info (to balanceTRAK users /external addressees)

Select one or more Job Seekers. Choose [Send Info] from the button bar. A Send Email window opens labeled with the Job Seeker’s name.

Under Send To, select one or more balanceTRAK Users, using the provided check boxes. Enter external e-mail addresses, if any, in the Additional Recipients field below, separated by semicolons.

Continue creating the email message, as described at: Send Bulk Email.

Send a Job Seeker's Information to Colleagues

Individual Job Seeker Information can be associated with a Requisition and sent to balanceTRAK users and external recipients directly from the Job Seekers list. First, select (only) one Job Seeker. Then, choose [Send Info] from the button bar. The Send Email screen will display, labeled with the Job Seeker’s name. From those options presented in the Requisitions menu, choose a Requisition.

Note: Only Requisitions associated with the user's access code will display.

From the Send To menu, select one or more balanceTRAK users and other recipients.

Follow the instructions above to: Compose Message and Preview and Send Email.

Use the Review Job Seeker Detail

Review or Add Job Seeker Information

To review a detailed Job Seeker record, click on the review [Review] icon in the Job Seekers list.

The Review Job Seeker detail includes: •Job Seeker Information—Shows contact information and Date [Record was] Created.

•Jobs Applied to—Displays job information by Requisition Number, Job Title, and Applicant Status. The Job Seeker’s resume [Resume] is available through an icon to the right of each record.

View Forms

To access Forms associated with the Requisition, navigate to Jobs Applied To, and use the expand [Expand] icon on the left of each record.

Note: Typical forms, in PDF format, may include PRESCREENER, APPLICATION, BACKGROUND CHECK, and/or SELF-IDENTIFICATION.

To view the PDF, click the appropriate PDF PDF icon. To edit the form, click on the edit [Edit] icon. 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 completed in the system.

•Documents—Stores files uploaded by the Job Seeker, with links to Most Recent Resume and (where required or included) Most Recent Cover Letter in system-compatible formats (PDF, DOCX, TXT). Add a Document

Click the add document [plus sign], located in the Documents menu bar. From the Upload Documents bar, then select Document Type, either Resume, Cover Letter, or Other. (Optional) Enter a Description. Finally, use the [Browse] function to Select a File, and click [Upload].

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, use Other.

• Calendar — Displays existing event dates on a graphical calendar (in red), along with a list of event descriptions. To the right of each event are three icons, offering quick links to edit remove reminder [Edit (Event)], [Remove (Event)], or send an Outlook [Reminder]. 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 add event [plus sign] on the right side of the Calendar menu bar. In the Add Event menu, enter Description, Date, Start Time, and End Time. Then, use check boxes to Select the People to Include for this Event from a pre-populated menu of system users. By default, the user creating the event is checked. Using the provided check box, determine whether to Send participants a notification e-mail. Check the box next to Attach the job seeker's resume to the notification email, if applicable. 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 — Lists the Date, Email (of user associated with the action), Requisition Number, and 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 [Report] icon, also located in the menu bar. The History/Notes appear in a new window, suitable for printing or saving.

Add a Note

Add a note to the Job Seeker’s History/Notes by clicking on the add notes [plus sign] on the right of the menu bar. In the Add Note menu, enter a Note, select None or the Requisition number, and click [Save].