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Send Email (and Forms) from the Job Seekers List

RETURN TO: Perform Job Seeker Actions

KEY TOPICS:

  • About Email Templates
  • Send Bulk Email to Job Seekers
    • Select one or more Recipients
    • Choose an Email Template and Compose Message
    • Preview and Send Email
  • Forward a Job Seeker
    • Associate a Job Seeker with a Requisition and Send Information

Send Bulk Email to Communicate with Multiple Job Seekers

BalanceTRAK offers two ways to communicate with Job Seekers:

  • By individual Job Seeker, from the Job Seeker detail
  • In "bulk," from the Job Seeker list

Although an individual Job Seeker may also be contacted from the Job Seeker list, the bulk method facilitates contacting multiple Job Seekers on the same topic, all at once.

About Email Templates

Your organization's software Implementation comes with email templates you can use for typical interactions with Job Seekers (and colleagues) during the screening process. These templates will be available for selection when composing an email.

Typical templates may include:

  • Application Reminder
  • Invite (Copied) Job Seeker to Apply
  • Not Qualified
  • Send Auto Acknowledgement
  • Send Self-Identification Form
  • Send Background Check Form

1. Select one or more Recipients

To send an email from the Job Seekers list, select the check box next to one or more Job Seekers; then choose Send Bulk Email from the upper Actions drop-down. The Send Email menu opens on the right, replacing the detail window. Within this window, the selected recipient(s) will display in the left column, with the composition area the right.

2. Choose an Email Template and Compose 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.

The Subject Line and Body are pre-populated: Based on user permissions, the content may be editable or locked.

Quick Tip: When editing message content, be careful with tags (identified by brackets), as these placeholders pull in important personalized content or links.

(Optional) Below the Job Seeker address, enter one or more user email addresses in the BCC Field.

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

Reminder: When sending a blank Form to Job Seekers, they will receive a link in the email message to the on-line Form.

3. Preview and Send Email

After composing the message, select the [Preview ] button from the lower toolbar to verify the recipients and Send].content. A Preview window appears; ifIf the message is satisfactory, select [Send], or click [Cancel] to edit the message.

Note: 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 upper toolbar. A Send Email window opens, with options for recipients, content, and attachments.

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 above at: Compose Email Message.

Job Seeker-specific Attachments — By default, the Job Seeker's RESUME is sent with the email message. To add other documents, scroll down to the Attachments menu, and make appropriate selections:

  • PRESCREENER
  • APPLICATION
  • COVER LETTER
  • Additional Documents — External files can be attached to the message, using the [Browse] button.

Finally, [Preview and Send].

Associate a Job Seeker with a Requisition and Send Information

If a Job Seeker on the Job Seekers list is associated with multiple Requisitions, the Job Seeker Information can be associated with a Requisition before the message is sent.

First, check off (only) one Job Seeker. Then, choose [Send Info] from the upper toolbar. The Send Email screen will display. 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 Email Message and Preview and Send Email.