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BalanceTRAK > System Tools > Email Settings

KEY TOPICS:

  • Delivery Options
  • Automatic Email Options
  • Job Seekers (Options)

Email Settings for balanceTRAK Communications

System Tools > General / Email Settings control how emails are sent from balanceTRAK users to Job Seekers, other balanceTRAK users, and external recipients, as applicable.

For some users, this page will not be accessible. If you are an Administrator, the page is typically read only, and this article will help you understand the current settings. However, additional or different options may have been configured for a specific Implementation.

Important Alert: Email Settings were determined during the initial balanceTRAK Implementation. If you have questions about settings or would like changes to be made, contact your balanceTRAK Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

Delivery Options

As the default, emails are displayed as originating at: “balanceTRAK@berkshireassociates.com”.

However, when an individual user sends a Job Seeker’s information to another user or sends an email to a Job Seeker, the email will be labeled as originating from the sender’s email address.

A Berkshire email address will appear in the text box, associated with the tagline: Emails Generated by balanceTRAK will be sent from the following Email Address.

How "Sent From" Appears to Recipients

For compatible email systems (e.g., Outlook), messages can be sent, displaying "from" addresses for both the system and the sender. If your organization has chosen this setting, the box will be checked next to the tagline: Deliver Email on Behalf of the Sender.

Recipients will be able to reply to the sender.

Example: “From: balanceTRAK@berkshireassociates.com on behalf of hr@companyname.com”.

Maximum Email Size

A numerical number will display, in megabytes. The default entry is: 20.

Automatic Email Options

Automatically Send Email Acknowledgements

balanceTRAK users may be permitted to send an acknowledgement email to a Job Seeker on submission of a PRESCREENER or APPLICATION form. If this option has been chosen for your organization's Implementation, the box will be checked for: Automatically Send Acknowledgement Letter. The Administrator may also select a template, using the Select From drop-down.

By checking the box for one or more of the following settings, the Administrator can allow users to:

  • Automatically send a response email when an applicant status is automatically assigned during the Prescreener Form.
  • Automatically send a response email when an applicant status is manually assigned by a user.
  • Send automatic response emails after the following time period: (and enter an Email Delay period, from 1 to 72 hours).

Job Seekers

Allow Users to Send Job Seeker Information

The Administrator may check the box to: Allow sending job seekers and their resumes to others. balanceTRAK user can then send Job Seeker's information to internal and/or external email addressees.

Send Form to Users who "Opt in" to Notifications

Boxes One more boxes may be checked so that users receive one or more of the following completed Form,applicant Forms, if they have elected to receive Notifications:
  • Resume
  • Prescreener
  • Application