< back

Other Job Seeker Detail Tools

KEY TOPICS:

  • Review or Add Job Seeker Information
  • View Submitted Job Seeker Forms
  • Add a Document to the Job Seeker Record
  • Add a Note

Use the Review Job Seeker Detail

To enter the Review Job Seeker detail, click the [Review] icon in the Job Seekers list.

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 Submitted Job Seeker 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 to the Job Seeker Record

Click the [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].

Use the Job Seeker Information Toolbar

Icons in the Job Seeker Information menu bar provide quick links to perform the following functions, depending on user permissions:

  • [Edit Job Seeker Information] — Update the Job Seeker’s personal information.
  • [Send Email to the Job Seeker]
  • [Edit Security Functions] — Reset and [Save] the Security Answer, Password, Security Question, and/or Security Answer. •copy [Copy the Job Seeker to Another Requisition] •send info [Send Job Seeker (Info) to Others]

Use "Jobs Applied To" Links

  • Assign Status The following link is visible after clicking the maximize [Expand] triangle:

  • Email to Job Seeker — Send a link to an uncompleted form. (See also: Send Bulk Email.)

Submit a Job Seeker for Background Check (where available)

On the Review Job Seeker detail, scroll down to Jobs Applied To. Click the maximize [Expand] triangle for a specific Requisition Number. Under Background Check, click on [Submit]. Follow the provided prompts to initiate background screening through a third-party provider.

Submit a Job Seeker for Approval

On the Review Job Seeker detail, scroll down to Jobs Applied To. Click the maximize [Expand] triangle for a specific Requisition Number. Under Hiring Approval Process, click on [Submit for Approval].

balanceTRAK users who meet these system permissions will be listed in the Available Approvers box on the left-hand side:

  • Permission granted to approve Job Seekers for hire.
  • User access granted under the Business Unit Code for the current Requisition.

Drag and drop one or more users from Available Approvers to Selected Approvers, the field on the right side. Reorder multiple Selected Approvers by dragging and dropping them above or below each other; each Selected Approver will receive an approval request once the preceding approver has replied with Approve.

To reuse this Approval Process, click checkbox: Save this process for later use, and provide a Process Name.

Notes: For information on how to make the Approval Process active in the Existing drop-down the next time a balanceTRAK user enters the Requisition, see: Make an Existing Approval Process Active/Inactive under Administrative Settings.

An Approval Process may also be predefined, using Administrative Settings; see: Approval ProcessesCreate an Approval Process in Advance

Click [Save] to initiate the process. An email will be sent to Selected Approvers, and the Approval Process menu will appear when the approver enters the balanceTRAK Requisition.

Approve a Submitted Job Seeker

If a balanceTRAK user is a Selected Approver, Approval Process tools for that user then become active.

The approver will receive an email notification, containing the following three approval responses:

  • I want to log in and view the job seeker.
  • I want to approve this job seeker without logging in.
  • I want to not approve this job seeker without logging in.

OR

An approver can access the Approval Process menu on the Review Requisition detail, containing a Comment field and buttons to:

  • Approve — Sends an email message to the submitter (and the next Selected Approver in order) by email.
  • Not Approve — Sends an email message to the submitter by email and: message in the Approval Process menu will state The Job Seeker has NOT been approved.

Both the submitter and the approver may view the Approval Process by clicking [View Process] and see the current approval history by choosing [View History].