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Organize the Job Seeker List

KEY TOPICS:

  • Filter the Job Seekers List by Category and Requisition
  • Job Seeker Icons
  • Perform a Simple Search by Job Seeker Name
  • Assign Applicant Status
    • Other Methods to Assign Status
  • View Multiple Job Seekers (and Assign Status)
  • Delete a Job Seeker
  • Send Job Seeker Info(rmation to Colleagues)
    • Associate a Job Seeker with a Requisition and Send Information
  • Copy Job Seekers to another Requistion
  • Import a Resume to Update Job Seeker Data
  • View Job Seekers During the Application Process (Administrator-level permissions only)

JUMP TO: Customize and Save Views

Perform Job Seeker Actions from the Job Seekers List

The Job Seekers list offers several tools for performing important Job Seeker activities, including some beneficial shortcuts. These tools are described below.

Filter the Job Seekers List by Category and Requisition

The View and Requisition drop-downs in the tab header will help you refine the Job Seekers list to hone in on information that is relevant to the task(s) at hand.

First, from the View drop-down, select one of these Job Seeker categories:

  • All
  • Recent – Job Seekers who have applied in the last 10 days
  • Not Reviewed – Job Seekers who do not have an assigned applicant status
  • Internal – Job Seekers who are current employees
  • Flagged – Only those Job Seekers who have been flagged (as described below)

Cross-reference: For information on setting a default View, refer to: balanceTRAK (User) Account Settings .

Next, from the Requisition drop-down, select:

  • All

OR

  • [A specific Requisition Number]

Show Scores (If a Scoring Scheme is in place)

After choosing a Requisition Number from the upper Requisition drop-down, an additional bar will display, with the label: Show Scores For. From the provided drop-down, select the Form that has been scored to display a Score column on the Job Seekers list.

Perform a Simple Search by Job Seeker Name

From the Job Seekers list, click the [Search] icon, located in the column header for (Job Seeker) Name. To create the Filter, enter: First Name and/or Last Name; then click [Save].

A yellow banner will indicate that the Search is applied. To restore the full Job Seekers list, select the [Clear Search] button.

Job Seeker Icons

Click on an icon to the left of each Job Seeker record for quick links to:

  • [Review] an individual Job Seeker’s information.
  • Open a Job Seeker document, such as
    • COVER LETTER
    • RESUME
    • Completed PRESCREENER
    • Completed APPLICATIOIN

Quick Tip: If an existing Job Seeker applies to a new job Requisition without uploading a new RESUME, the system automatically associates the Job Seeker’s most recent prior RESUME with the Requisition.

  • [Flag] a Job Seeker to highlight the record in red. Click the icon a second time to clear the highlighting.

Assign Applicant Status

To assign applicant Status to a Job Seeker or change it on the Job Seekers list, 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 upper toolbar. 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).

Cross-reference: If you want to learn about Requisition Status, instead, see: Requisition Information Menu, Toolbar, and Status.

Other Methods for Assigning Applicant Status

Status can also be applied:

  • Using the [View Selected Job Seekers] button
  • By clicking the displayed [Applicant Status entry] in the Review Job Seeker detail, under: Jobs Applied To.

Cross-reference: If you are an Administrator, your balanceTRAK Implementation may have been configured to send automatic email messages to Job Seekers, based on assigned Status: System Tools / General / Email Settings.

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 upper toolbar.

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 [Status 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 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.

Delete a Job Seeker

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

Send Bulk Email to Job Seekers

To send an email, select the check box next to one or more Job Seekers; then choose [Send Bulk Email] from the uppertoolbar. 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.

Compose Email Message

Under Email Content, select one of the following:

  • Use your own text — (For users with permission to send customized emails only) 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
    • 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).

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

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.

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

Send Job Seeker Info(rmation to Colleagues)

Select one or more Job Seekers. Choose [Send Info] from the toolbar. 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.

Associate a Job Seeker with a Requisition and Send Information

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 toolbar. 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. Then, follow the instructions above to: Compose Message and Preview and Send Email.

Copy Job Seekers to another Requisition

Select the check box next to one or more source Job Seekers. Then select [Copy Selected] from the toolbar. In the Copy Job Seeker menu, make selections for:

  • Requisition to Copy to
  • Application to Copy Answers to
  • Prescreener to Copy Answers to

When finished, click [Copy].

Import a Resume to Update Job Seeker Data

Prepare File(s) — balanceTRAK accepts the following document formats:

  • Microsoft Word (DOC, DOCX)
  • Acrobat (PDF)
  • Rich text (RTF)
  • Plain text (TXT)

Begin — Choose the [Import] button from the toolbar.

  1. Select one of two File Type options from the Upload Files menu:

    • Upload separate files for each resume.
    • Upload a zip file containing resumes.

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

  2. 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.

  3. A results message will display. Choose [Import More Job Seekers] if there is an additional Job Seeker RESUME to upload

    OR

    Select [Back to Job Seeker List] to view the updates.

A Job Seeker record is created from each file; and the RESUME is available for view, via the [Resume] icon.

View Job Seekers during the Application Process (Administrator-level permissions only)

From the upper View menu, select: Incomplete (or Incomplete Application). The following settings must be in place:

  • A system Profile must be in place, allowing you to see these Job Seekers.
  • A Requisition Number must be selected from the Requisition drop-down.
  • The Requisition must have the status of: Accepting Applications.
  • The Requisition’s Job Seeker Filter Setting is required to be set to: Must Complete a Form or Must Complete Application, respectively.