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SmartRecruiters

January 2020 Release Notes

 

For our January 2020 release, we are delivering features that are focused in three areas - Improving your sourcing and candidate experience, improving sourcing and candidate experience, increasing recruiter productivity with automation, and sharing more love with our software's Administrators.  Please find and navigate through our list of features in the right column.

 

Sourcing and Candidate Experience

External Referral Form

Requires:
  • SmartRecruit

Previously, when a user was coming to a job ad page to refer a friend, it was gated by a login page. Now, referrers will be able to easily submit their recommendation via a simple branded form. The form consists of two parts: 1) Information about the referral 2) Information about the referrer. A captcha is added at the end to ensure that no malicious robot is sending random referrals!

Another new functionality with this project is the email sent to the referrer confirming that the referral was successfully submitted. 

Subject:  Confirmation that your referral was submitted!

Body: 

Thank you! Your referral will now receive an email asking to confirm their interest and complete their application. 

Name:  [Referral First Name] [Referral Last Name]

Job: [Job Title] in [Job Location] at [Brand name]  

Referred on: [Date in format Month/00/20XX]

The process following the submission will be the same as before: 

  • The referrals will receive an email asking them to complete their application

  • The referrals will be created in back-office with the status LEAD. Upon receiving an official application, they will be moved to NEW. 

  • If GDPR is turned on for the country of the job, and referral does not finish the application, then they'll be deleted from the system (given that they never provided consent in the past).  Link to GDPR HelpCenter article.

Apply with Seek

Requires:
  • SmartRecruit

Make it easy to apply for your candidates in Asia-Pacific by enabling Apply with Seek on your job ads. If this is of interest, please go through the following steps: 

  • Reach out to your Seek representative to see if you are eligible to use Apply with Seek as per your contract with Seek.

  • Once confirmed, please reach out to our SmartRecruiters Support Team with the Seek advertiser id that will be provided to you. 

  • Our SmartRecruiters Support Team will turn on the “Apply with Seek” button on your job ads. 

  • If you wish to later turn off “Apply with Seek”, please contact our SmartRecruiters Support Team.

How does it work? 

  1. Candidate arrives on a job ad and clicks “I’m Interested” 

    If there are 3 or less options to apply configured by the company, this UI will be displayed: 

    If there are 4 or more options to apply configured by the company, this UI will be displayed: 

  2. Candidate clicks on “Apply with Seek” and an authentication screen pops-up in a new window over the application process for a better candidate experience

  1. Candidate clicks “Allow access” and the application form will be filled with personal information, experience and the attached resume

    A confirmation message is first displayed then disappears within a few seconds

    The following fields are being mapped with the Seek profile:

    Personal Information: 

    • First Name

    • Last Name 

    • Email 

    • Location

    • Phone Number

    Experience: 

    • Title 

    • Company 

    • Start Date and End Date 

    • Description 

    Resume (mapped to ‘Default Resume’ in Seek) 

Automated Job Distribution

Requires:
  • SmartRecruit
  • +
  • SmartJobs
  • OR
  • SmartDistribute

SmartRecruiters customers are now able to centrally manage their job advertising across the entire organization thanks to the Automated Job Distribution functionality. Previously the users had to manually select the preferred job distribution channels for each newly created job in the application. Admin users can now automate the job distribution process to SmartJobs and other job boards by defining posting rules based on job/org fields of the organization.

Automated Job Distribution interface can be reached under Settings / Admin > Company Settings > Job Advertising > Automated Job Distribution. On this interface, the users can find the rule-setting menu for SmartJobs and SmartDistribute, and review their active job distribution rules.

Note: Automated Job Distribution for SmartJobs is only available for customers with SmartJobs add-on. In order to use the functionality for existing job board contracts, on the other hand, customers need SmartDistribute add-on. Customers who don’t have any of the add-ons can create automated job distribution rules only for their existing LinkedIn contracts.

Creating Rules for SmartJobs Postings

  1. Click on Create Rule under the SmartJobs section.
  2. Provide a Rule description (e.g. Engineering jobs in the U.S., IT and Finance jobs for X brand, Jobs with 12345 Cost Center, etc.)
  3. Select which jobs do you want to include in the rule. You can either select your all newly created jobs, or specific jobs based on job/org fields in your organization.
  4. In case you select specific jobs, you need to add at least one value for any of the job/org fields in your organization. You can also add multiple fields and values. Example:

    Location: United States, Canada, France

    Department: Marketing, Finance

    Brand: Acme

    If you select the above org fields with the given values, your jobs will be automatically posted to SmartJobs in the following condition:

    Location: United States OR Canada OR France

    AND Department: Marketing OR Finance

    AND Brand: Acme

  5. Select the priority level for SmartJobs posting. By default, your jobs matching the criteria defined in the previous step will be posted to SmartJobs by regular priority (recommended). If selected jobs are of higher priority than usual, select SmartJobs (High Priority), and our smart budget allocation will prioritise these jobs automatically over the other positions.

  6. Once you save your rule, it will appear under Active Rules on the main Automated Job Distribution interface. At this stage, any matching job published after the rule was created will be posted to SmartJobs automatically.

Note: SmartJobs is only available in the United States, Canada, United Kingdom, France, Germany and the Netherlands at the moment. Jobs located in other geographies will not be posted to SmartJobs even if they are part of an automated job distribution rule.

Creating Rules for SmartDistribute Postings

  1. Click on Create Rule under SmartDistribute section.
  2. Provide a Rule description (e.g. Engineering jobs in the U.S., IT and Finance jobs for X brand, etc.)
  3. Select which jobs do you want to include in the rule. You can either select your all newly created jobs, or specific jobs based on job/org fields in your organization.
  4. In case you select specific jobs, you need to add at least one value for any of the job/org fields in your organization. You can also add multiple fields and values.. Example:

    Location: United States, Canada, France

    Department: Marketing, Finance

    Brand: Acme

    If you select the above org fields with the given values, your jobs will be automatically posted to your job boards (via SmartDistribute) in the following condition:

    Location: United States OR Canada OR France

    AND Department: Marketing OR Finance

    AND Brand: Acme

  5. Pick which existing job board contract(s) you want to use for the selected jobs.
  6. Once you save your rule, it will appear under Active Rules on the main Automated Job Distribution interface. At this stage, any matching job published after the rule was created will be posted to your job boards (via SmartDistribute) automatically.

Notes: 

1. Some job board contracts are only available for certain geographies and brands (e.g. Apec can only be used for jobs located in France). If you include such contracts in a rule where multiple geographies are selected, postings will take place only in matching cases.

Example: If you select Germany and France values for Location field, and pick your Apec contract for automated posting, only jobs located in France will be automatically posted to Apec.

2. Automated posting will only take place when the default job ad is published for the first time. There won't be any automatic purchase for additionally created job ads for the same job.

Once published, your jobs will be automatically posted to the selected channels if they are matching with an active rule. The user will be informed about the automated job distribution upon landing on the advertising interface (see below). 

SmartCRM - Drip Campaigns

Requires:
  • SmartRecruit
  • +
  • SmartCRM

Drip campaigns allow you to create a sequence of messages that are triggered on a specific timeline determined by the audience’s behavior.

Whether you want to onboard new prospects, re-engage with former candidates or follow-up with event attendees, drip campaigns can help you improve your campaigns' effectiveness. Compared to single-message campaigns, drip campaigns increase the frequency of touchpoints and ensure that the right message is delivered to the right person at the right time.

Find Drip Campaigns under Communities > Select desired community > Select "Campaigns" > Select "Create Campaigns".

How to set up a drip campaign?

  1. Define the campaign audience based on the recipients' location, status, segment or answer to screening questions.

  2. Add the exit rules. Whenever an exit rule is true for a prospect who had previously entered the audience, they will exit the campaign and stop receiving new messages. For instance, if a prospect's status changes to Not Interested or Not Selected.

  3. Select a start and end date to define the campaign's time frame.

  4. Select the language of the campaign.

  5. Add one or more messages in your campaign.

For each message you need to set up the following:

  1. The content: using the campaign message editor.

  2. The settings: subject, sender, replier.

  3. The trigger: The first message of the campaign can either be triggered immediately when a prospect enters a campaign or after a delay, which can be selected by the user. For every other message, users can select one of the following triggers:

    1. The number of days the previous message was sent, read, opened, or clicked.

    2. The number of days passed since the last message was received and the recipient hasn't read, opened or clicked it.

  4. The time window: The time window is the days of the week and the times of the day that messages can be sent to prospects. For instance, Monday to Friday, from 8AM to 4PM, PST.

 

Automation and Productivity

Mass Interview Self-scheduling

Requires:
  • SmartRecruit

Mass Self-Scheduling

Schedulers are frequently tasked with the goal to take a bulk action to schedule many applicants with one or more interviewers so that the process of interviewing applicants becomes less repetitive. Bulk action of inviting candidates to self-schedule is now supported for all users who have the permission to invite candidates to interviews on a given job.

To initiate mass self-scheduling, users need to navigate to the job page and open applicant list for that job. Once all candidates you’d like to invite to self-schedule are selected, you can use the bulk action “Invite to self-schedule” to proceed with scheduling.

From that point on, the self-scheduling will be exactly like it is when inviting candidates to self-schedule individually. You can specify things like interview type, duration, team members that need to participate as interviewers and invitation templates. 

You will also see how many candidates you are inviting to self-schedule as shown below. Keep that in mind when selecting how many time slots you pick as available for interviews on the interviewing team’s end, as you want to make the amount of time available proportional to the number of candidates who you need to schedule. 

If the time slots get filled before a given candidate in the bulk self-scheduling batch picks a slot, that candidate will see that no slots are available to them currently, and they can then message a recruiter to ask for more slots that can be released through a new invitation to self-schedule. 

If all the time slots get filled before a given candidate in the mass self-scheduling batch picks a slot, that candidate will see that no slots are available to them currently, and they can then message a recruiter to ask for more slots that can be released through a new invitation to self-schedule or by removing conflicting events from the interviewers’ calendars. 

Slot Management

In addition to mass self-scheduling, our scheduling functionality now supports scenarios when you need to invite more than one candidate to be interviewed by the same team at once. This is helpful for scheduling interview events, such as coffee hours at university career fairs, career days in retail locations, and much more. 

Simply initiate a mass self-scheduling workflow as described before, and specify what should be the maximum capacity of an interview time slot. As a result, the slot will keep getting shown to candidates as “available” until the capacity limit is reached.

Note that “Capacity” field is only shown when you are sending self-scheduling invites in bulk - it will not appear in the individual self-scheduling workflow. 

Recurring Availability

Another functionality that helps fuel high-volume interviewing is recurring availability management. It allows more flexibility and visibility around interview scheduling that helps all hiring team members plan and manage their interview participation better. 

Specifically, it empowers schedulers who need to schedule over existing calendar events when initiating the scheduling from SmartRecruiters, removes the need to repetition of booking calendars of frequent interviewers, and allows interviewers to know what days/times schedulers are sending as “available” to their candidates.

To use recurring availability, simply click into the time selected on a calendar within the self-scheduling screen. You will be able to select repeatability of a selected time slot (for example, you know that a hiring manager is generally available every Wednesday after lunch for interviews). 

You can then specify how long the placeholder should be repeated until using a calendar navigator. 

Further, you can specify the event title (e.g. “Hold for interviews”) and add any notes or details that you’d wish to share with the interviewers whose calendars you are placing a recurring availability hold on.

When candidates will be confirming interviews via self-scheduling, the interviewers’ recurring availability time slots will be shown to them as “available” so that the new interviews can be scheduled during those times. 

Meanwhile, on the interviewer calendar they will appear as events with the details specified by the scheduler (e.g. “Hold for Interviews”) so that the interviewers can have more visibility and make better decisions managing their calendars. Note that if an interviewer declines the recurring availability calendar event or schedules a different event during that time in addition to the “hold” event, the hold block will still be shown in SmartRecruiters interview scheduling panel, and shown as available time to candidates. So the scheduler will need to remove it from SmartRecruiters if they would like to fully cancel the “hold” block.

To make it easier to distinguish between interview recurring availability “holds” and other events on the interviewer calendar, when scheduling from SmartRecruiters, the “hold” events will have a special  visual treatment as shown above. Schedulers can schedule interviews manually over those time slots. 

Recurring availability functionality can be used either from individual or mass self-scheduling workflow.

SmartAssistant: Multi-lingual support, FR & DE

Requires:
  • SmartRecruit
  • +
  • SmartAssistant

SmartRecruiters’ AI powered assistant is gaining new language capabilities. Starting with the January 2020 release, French and German language candidate profiles, resumes/CVs documents, as well as job ad descriptions will be intelligently understood by our SmartAssistant. Language support will also be extended across all of the job, company, industry and skills classifiers that form the backbone of SmartAsisstant’s capabilities. 

There will be no additional cost besides what is built into SmartAssistant add-on pricing, however language support is only activated upon request. Existing and new customers please be sure to reach out to your customer success manager or via a support ticket to have this capability activated for your account. 

If you are interested in SmartAssistant support for additional languages, please be sure to add your votes or suggestions to UserVoice.

SmartJobs available in Europe

Requires:
  • SmartRecruit
  • +
  • SmartJobs

SmartRecruiters’ in-house programmatic job advertising solution is now available in new key geographies. In addition to the United States and Canada, you can now use SmartJobs to advertise your open positions in the following countries:

  • United Kingdom

  • France

  • Germany

  • The Netherlands

In order to learn more about SmartJobs and how we can define your job advertising strategy you can visit the following link.

Or alternatively, please fill-out this form in your Settings / Admin page and our dedicated SmartJobs team will reach out to you.

 

Administrator Love

Merge Candidates

Requires:
  • SmartRecruit

Duplicate candidate profiles create more work and confusion for users and candidates. With the Merge candidates feature, SmartRecruiters allows users to merge two profiles at-a-time within the people tab, jobs and communities. When two profiles are merged, all applications and communities data are kept.  Within Hiring Team Roles, Administrators can define which roles can take this action.

Merge candidates action can happen in 3 places.

  1. On the Jobs People tab (select the target job in the Jobs page):

     

  2. On the People list:

  3. On Communities - Prospect list (select the target community in the Community page):

Merge candidates process (using a Job example)

  1. Select 2 profiles to merge, click Actions and then Merge 2 candidates.

     

  2. Select a Master profile and click Next.

  3. Click Merge Duplicates.

  4. Merge confirmation is displayed.

  5. The Activity feed of the candidate displays information about the merge event.

Settings and Permissions for Merge Candidate

Within Hiring Team Roles, Administrators can define which roles can merge candidates.

Where a user does not have permissions to view all applications, that individual cannot make an informed merge decision - i.e. customers which use Access Groups. The user cannot merge, and is informed that an administrator needs to complete the action.

FAQs

When a merge event happens, how is data treated?

  1. Job applications and community applications from both master and non-master profile will be accessible from within the master profile. This includes Emails, Reviews, Interviews, Notes, Activity, Offers, Screenings, Hiring / Confirm Hiring, Req info, Sources, Attachments, Assessments

  2. Profile data - blanks in the master profile will be populated by data from the non-master - i.e. if the master profile does not have a phone number, then the phone number from the non-master will be copied over. 

  3. Merging profiles with the same application - a user will sometimes merge 2 profiles which have applied to the same job. SmartRecruiters only allows a single job application per profile - which is the master profile. The user should select the master profile accordingly. The user will receive the below warning message. 

  4. Source of profile - Source of profile may change after merge. Profile source is taken from the oldest application, so if oldest application from non-master profile was created before any application on the master profile, then master profile source will be updated.

  5. Employee flag - if one of the profiles (to be merged) has an EMPLOYEE flag, this to be retained regardless of whether that flag sits on the master or non-master profile. 

  6. Analytics - Application counts to jobs are automatically corrected (i.e. reduced) when profiles are merged. 

  7. Candidate consent - consent on the master profile will be retained in all cases. 

    Screen Shot 2020-01-06 at 3.41.11 PM.png

  8. Links (within email) from the non-master profile are not going to work - e.g. links to profiles will throw an error message. If links within emails are important, users should select that profile as the master.

  9. Defer candidate - defer information from the non-master profile will be ignored - e.g. if non-master is deferred and master profile is not, the merged profile will not be deferred).

  10. Tags - tags on the non-master profile will be moved to the master profile, up to a limit of 100 total tags. This is the current limit. The master profile will retain all existing tags.

  11. Avatars - the avatar images of profiles will not transfer during a merge. This has been added to the backlog and will be delivered as a Q1 delight.

When will SmartRecruiters identify duplicates submitted by agencies?

  • In Q1, SmartRecruiters will release a delight where the Recruiter will be informed (via email) when an agency submits a candidate which might be a duplicate. The user can then validate, take offline action with the agency and merge (if required).

Sandbox Refresh: NewSandbox

Requires:
  • SmartRecruit

Customers have asked for the ability to refresh sandbox environments to align with production configurations. Doing this manually is time consuming, expensive and can be hard to get right with the multitude of configuration options. SmartRecruiters is tackling this to make it easier to test new features and configurations in a like-for-like manner; and do demos, training in sandbox which accurately reflect production realities. Customers will request refreshes by submitting support tickets. 

Customers with existing sandboxes will get to keep them, and will get access to NewSandbox.  

What is refreshed with NewSandbox?

  • Job/org fields

  • Job templates

  • Candidate fields

  • Email templates

  • Request consent email templates

  • Hiring team roles

  • System roles (custom)

  • Screening questions

  • Approval chains

  • Offer templates

How does it work?

  • Refreshes of NewSandbox are done by overwriting the sandbox from Production. Customers will request refreshes by submitting support tickets. 

  • Refreshes sync all configurations at once. Customer-driven requests for partial refreshes (i.e. only job templates) are out of scope.

  • There are no back-ups of the NewSandbox and no roll-backs.

  • Employee data from Production is copied to NewSandbox (as these are required for hiring teams and approvers). To access NewSandbox, there is a two-step authentication process for all users of NewSandbox. Instructions will be shared by our Support team.  

  • Candidate, prospect and job data are not be copied to NewSandbox from Production.

If you would like to add a NewSandbox, please reach out to your Customer Success Manager.

FAQs

Is NewSandbox on the same environment as Production?

  • No. It is on a separate environment. As a result user email addresses are not the same as existing sandbox accounts. 

How are field IDs handled?

  • As the NewSandbox environment is separate from Production, this will allow for the same field ID names to be used in Production and NewSandbox - making things easier for integrations.

How do users (created in User Management) work in NewSandbox?

  • When the NewSandbox is originally created and handed-off to the customer, it will be pre-populated with users from production. The users will have the same user IDs as production - and will be referred to as "User group A". New users can also be created in NewSandbox which have no connection to the production users. These users will have unique user IDs - and will be referred to as "User group B". When a customer requests a NewSandbox refresh, User group A will be over-written, and User group B accounts will become deactivated where the email address is the same as a user from User group A.

Can users test email functionality in NewSandbox?

  • Yes - emails will be “live” in NewSandbox - so testing of communication features has to be done carefully as emails will be sent out. 

How are Public API tokens handled?

  • API/Integrations settings are available on NewSandbox. New tokens will need to be generated rather than copy over existing ones from Production.

Can Smart Assistant (AI) functionality be tested on NewSandbox?

  • Not at this time. 

Can NewSandbox be tested by customers?

  • As the feature is a sandbox product, all testing on it has to happen after it has been enabled for each customer.

Can customers whitelist domains on NewSandbox for emails?

  • Yes. At the time that customers request a NewSandbox, they should specify the domains which should be whitelisted. Without requesting this, users cannot receive emails sent using NewSandbox. Customers can only request whitelisting of domains which are controlled by them. It is a security risk to request whitelisting of other domains such as gmail.com. Such requests will be denied. 

Which Settings/Admin configurations are not refreshed in NewSandbox?

  • My Account > Calendar Preferences
  • Configuration > Hiring Process
  • Configuration > Custom Candidate Sources
  • Configuration > Custom Rejection/Withdrawal Reasons
  • Configuration > SmartLabs
  • Permissions > Access Groups
  • Reporting > EEO Report
  • Reporting > Applicant Flow Report
  • Reporting > Analytics Reports
  • Reporting > OFCCP Report
  • Reporting > Diversity Report

System Templates for Report Builder

Requires:
  • SmartRecruit

In efforts to help users get familiar with what they can do with Report Builder, we will be introducing system templates in report builder where you will be able to select a system template at the beginning of creating a report.

After you input a “Report Name” in step 1, you can choose to apply a system template to help you start off with some recommended fields.

Screen Shot 2020-01-13 at 11.18.48 AM.png

Once you have selected a template from the dropdown, reporting area (step 2) and columns (step 3) will be auto-populated based on the pre-defined system template.  From there, you can further customize your report under Step 3 to 5 as needed.

 

If at anytime you want to reapply the same template when you are creating the report, you can click on the “reset” button at the top right corner of the “template” dropdown.  This will bring you back to the selected system template before any edits were made.

If you want to apply a different template, you can simply click on the “template” dropdown and choose a different template.  By changing your selection to “None”, you will clear all selections under steps 2 through 5.

Kindly note that templates cannot be applied when editing an existing report.  This is to prevent users from accidentally clearing custom fields and making dramatic changes in column orders, ensuring enough consistency between reports before and after the edits for users to make any comparisons/associations as needed.

Templates that are available in the system now are:

Report Name

Description

None

Blank template for you to start from scratch

Diversity Report

Use our Screening Question Answer Report to list out all Diversity Screening Question answers in an itemized form for Hired candidates.

Compliance (OFCCP / EEO) Report

Use our Application Report to see each Diversity Screening Question answers in columns for Hired candidates.

Application Flow Report*

Use our Applications Report to track Diversity Screening Questions answers and Disposition Reason for all applications.

Job Hiring Status

Use our Jobs Report to track the latest status of your open jobs.

Hiring Velocity

Use our Hired Position Report to review whether your jobs were filled on time.

Note: "Application Flow report" under "Settings/Admin" will no longer be available by February 28, 2020.  For SmartStart users, if you would like to continue having access to this report with Report Builder, please reach out to us.

Analytics and Compliance reports sunsetting

Requires:
  • SmartStart
  • +
  • SmartRecruit

We will soon be saying good-bye to some of the early report downloads that have supported our users to be able to report on key data in the system. Report Builder is the new home for all of your custom report needs, and introduction of the new system templates (above) is going to provide you with a more powerful, simple to use feature for reporting. 

On February 28, 2020, we will be sunsetting the following reports and pages from the Settings/Admin page

SmartRecruit users will have to use Report Builder to access all these reports after February 28, 2020

SmartStart users will no longer have access to the Applicant flow report after February 28, 2020. If you would like to continue having access to this report, please reach out to us.

We are also going to be sunsetting the Analytics API at the end of April 2020. The Analytics API has always been part of the same feature set as the Analytics Reports Downloads. Customers can use this API to integrate data directly from the SmartRecruiters platform to their data warehouse This functionality has been replaced by the Reporting API released in April of 2018. We recommend all customers to switch to using the Reporting API prior to April. 

Anonymized candidates available in Report Builder

Requires:
  • SmartRecruit

Starting with the January 2020 release, all newly generated report files will include data of anonymized candidates, applications and jobs by default. The behavior applies for any newly built ad-hoc reports, as well as scheduled reports. For scheduled reports, it will only impact new report files generated on or after January 30, 2020. 

We introduced this update to support our customers with more accurate reporting for candidates and applications in different stages of the hiring process. 

All PII (personally identifiable information) of a candidate/applicant will be anonymized or removed for the deleted rows.

To exclude anonymized data from their reporting, users can edit their reports and apply a true/false Data filter.

  • Is Job deleted? True/False

  • Is Application deleted? True/False

  • Is Candidate deleted? True/False

If False is selected, then the anonymized data will be excluded from the report. To preserve the current behavior in reports so that anonymized data is excluded, you will have to add this filter to all of your actively scheduled reports. Otherwise, you may see additional data rows in report files generated after January 30, 2020. 

Users will also be able to add Data filters that allow them to see the reason that the data was anonymized. The reasons are: 

  • Manual delete - Candidate, application or job was deleted by a user via the UI

  • No consent - Candidate and subsequently, their applications were deleted because Global compliance was configured and no deletion reason was provided. 

  • End of retention period - Candidate’s retention period has expired per Global compliance configuration and candidate has no active applications. 

  • Candidate self deletion - Candidate deleted their profile from their candidate portal. 

For additional information about Global Compliance settings that trigger automatic removal of candidate applications, please read our documentation here.

Centralized Apps and integrations

Requires:
  • SmartRecruit

We are building a central place for Administrators to discover, enable and manage integrations for their organization. The new integrations page is located under Settings/Admin > Administration > Apps & Integrations.

Each application will show a green dot if it has been successfully activated for your organization. There will be an orange dot if it is not enabled. 

Click on each application to start the activation process for each integration, or to see details about each integration configuration. Click the switch to turn on the integration. Here is an example of the Field Recruiting app configuration

Please note that the following integrations are going to be found under the new Apps & Integrations page starting with the January 2020 release:

In addition, the new central page already contains the following integrations: 

We will continue moving other integrations and expanding the list of apps we connect with to provide our users with the best possible cross-platform recruiting experience.

SmartLabs

Add Resume via Email

Requires:
  • SmartRecruit

Getting resumes from candidates or referrals via email is a scenario familiar to everyone who has been a recruiter or hiring manager. Thanks to a new SmartLabs feature, users can now create candidates by forwarding resumes to SmartRecruiters!

To turn on the feature, Admins will need to turn on the "Enable email applicatons" toggle in their SmartLabs Settings. Once this toggle is enabled, any user whose email address matches their user account in SmartRecruiters (for example, both are "a.skywalker@jedi-company.com") can forward resumes to create candidates/applications in the system. Note that there is no support for more granular permissions, such as in-system support for customizing which system roles can create a candidate; the setting is for all users or none.

Screenshot 2020-01-20 at 01.22.58.png

To forward a resume and create an application (if the candidate exists) or a new candidate (if the candidate is not in the system yet), users will need to know at least two things: First, the email address to which they can send a resume - this email will have the form of "jedi-company@resumebox.smartrecruiters.com" where "jedi-company" is the company URL identifier (can be found on any of the job ads hosted by SmartRecruiters in the URL). Second, they will need to mention REF ID of a job to which they wish to add a candidate in the subject line of an email. The REF ID is a unique job identifier that usually looks like this: "REF1234". Note that subject line can have only one REF ID at a time.

Each email forwarded to the system will result in creation of one candidate/application. If you select multiple - let's say seven - emails with a resume and forward them all to the resume email address, this will result in addition of seven candidates to the job. However, if on email has multiple resume attachments, only one attachment will be identified as resume (the first one) and parsed, and the rest will be added as additional attachments. Therefore, we recommend forwarding one resume per email at a time. 

If an email contains a resume and other attachments (e.g. cover note) and results in the creation of a new candidate, then the attachment identified as resume will be parsed, and the rest of the attachments will be added as additional attachments to the candidate's application. If the candidate already exists, the forwarded resume will not parse and just be uploaded as an attachment along with other attachments in the email. Lastly, the email content will always be added as a text file attachment for the convenience of storing the context of how the resume got added. 

The application created in the system as a result of resume forwarding will be added in the status Lead. The source of application that is created as a result of forwarding resume is Organic (source type) and Manual Upload (source). Users will also need to handle candidate consent request from the system later, as it will not be set to "consent granted" when the resume is forwarded. 

In addition to specifying a REF ID, users can also specify in the subject line tags that they would like to add to the candidate whose application is being created in the system. Users can list multiple tags separated by a comma. For example, subject line "FW: Consider my applications for REF7248J ASAP right away please tags: asap, hs-conference, Amsterdam" will create an application against a job REF7248J and candidate tags "asap", "hs-conference" and "Amsterdam". 

Application against a job created via email forward will honor all permissions in the system - users will access to the job / candidates on that job will be able to see the newly created Lead and interact with the Lead within their regular scope of user permissions.

SmartLabs features are experimental and therefore not covered by SmartRecruiters’ SLAs or support commitments as are other features. This means bugs reported under the SmartLabs category are prioritized after roadmap features. To reiterate, when proposing an idea for SmartLabs, kindly make sure it’s not a critical piece of functionality so as to avoid bugs that may compromise normal workflows by SmartRecruiters users.