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SmartRecruiters

April 2021 Release Notes

 

Our April 2021 release reflects our continued investment in helping our customers achieve Hiring Success throughout all stages of the hiring process - from Talent Attraction and Engagement, Collaboration, and Selection all the way to Management and Operating Model.

Delegate Approvals

Requires:
  • SmartRecruit

The Delegate Approvals feature adds significant capability to our job and offer approvals feature set. There are two primary use cases. 

  1. Allowing a user (user-A) to select a delegated approver (user-B) to fill in while user-A is out of office. With this use case, user-A selects a specific duration - a date range - for the delegation to be in-force. During this time, all job and offer approvals intended for user-A are routed to user-B. 

  2. Allowing an Administrator to delegate from one user to another for a specific job or offer. This does not allow the admin to set a date range. This approach would be used if user-A is already out of office.

Administrator enables this feature

The Admin can independently toggle the feature ON for both Job Approvals and Offer Approvals from within Settings/Admin. In both cases, the toggle is found on the second tab.

User delegates job/offer approvals to another user

Let’s assume that user-A will go on parental leave and wants to delegate all future approvals till her return to work.

1. User-A will click on Delegate Approvals from Settings/Admin.

2. User-A will select the date range and select a delegate.

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3. User-A will click CREATE DELEGATION to complete the action. Once "active" (on the start date), the original approver (user-A) would not receive any approval communication/email or see pending approvals via the UI.

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4. User-A can end an active delegation at any time - from the same page.

5. User-A is also alerted to the fact that a delegation exists on the Approvals widget which is on the right of the SmartRecruit homepage. Clicking REVIEW will take the user to the Delegate Approvals page.

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6. Where no delegation exists, it can be started from the Approvals widget.

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Administrator delegates from one user to another

In this case, we’ll assume that user-A is already out of the office and so the Admin will delegate from one user to another for a specific job or offer.

1. The Admin uses the ellipses to access the delegate feature. Skip approval has also been moved to this menu.

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2. Once DELEGATE is clicked, the Admin completes the action by entering the user name. Once the delegate has been set up, the original approver does not receive any approval communication/email or see pending approvals via the UI. The delegate would receive a standard email explaining that there is a pending approval. If the approval chain is parallel, the delegate will receive an email immediately, however, if it's sequential, the delegate will receive an email when it is his/her turn in the chain.

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FAQ

How are pending approvals treated? There can be pending approvals when a user creates a delegate. The principle is that pending approvals cannot be transferred to delegates or back to the original approver. The system will expect the user to approve/reject any pending approvals before setting up a delegate. Similarly, where user-A cancels a delegation early, any pending approvals will continue to reside with the delegate. 

This principle does not apply where the Admin is delegating from user-A to user-B. 

How will delegations be communicated in SmartRecruiters? Once a delegate has taken an action - e.g. approved - there will be a note in the approval list to indicate that this user is a delegate of the original approver (user-A). Also, the approvals comments will show that user-A has delegated approval to user-B along with time/date stamp.

Are transitive approvals possible - where user-A delegates to user-B, who in turn delegates both to user-C? Yes. In this edge case, the time period for the delegation would need to be respected. If user-B only needed to transfer to user-C for 3 days, then user-B would re-inherit user-A's delegation again if user-A's was a longer duration (i.e. 1 month). Note that where user-A has delegated to user-B, and user-B needs to delegate to someone else, then it will not be possible to select user-A. Such an action will result in an error message and a request to select another user - thus, preventing the chance of 'circular' behavior.

How does the date range work? When a user creates a delegation, we treat the start date and the end date as "inclusive". Creating a delegation for 1 day is possible - by setting the start and end date to the same date. It is also possible to create a delegation in the middle of the current day. Any approval processes which were created before the action will not be delegated, only new processes.

Can a user delegate to different users by setting up business rules? No. When a delegation is set up, all approvals will go to the one individual.

What happens if a delegate is already on the approval list? Where user-B has been set up as a delegate, and user-B is already on the approval chain, then her 1 action (approve/reject) will apply to both roles. She will not have to approve both separately - this aligns to how the system works today.

How does the feature work on mobile apps? A delegate can approve jobs/offers via the iOS & Android mobile apps, but cannot set up a delegation via mobile. 

Can an Admin delegate a job/offer to herself? Yes, this is possible.

Will the Audit API capture delegate actions? Yes, the audit API is updated to show that a delegate completed the approval along with the date stamp.

Delegated Administrator

Requires:
  • SmartRecruit

SmartRecruiters is improving the management of administrative roles. Our goals are to provide data security, have local experts owning local configurations and prevent admins from accessing more information than they need. Our solution extends custom System Roles and allows Administrators to specify when a custom System Role is being used as an Admin role - one which has lesser privileges than ‘Admin’. This role is referred to as a Delegated Administrator. To accommodate this change, the current limit of 5 custom System Roles has been increased to 10.

Let’s assume that the Admin will create a Delegated Administrator and name the role Super User. This role will be expected to create and edit Email Templates and Offer Templates in Spain.

Admin sets up new role(s)

1. Admin goes to Settings/Admin > System Roles > +Add a custom role

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2. Admin names the role Super User, makes configuration selections in each column and clicks Save. Once done, the Admin will see the Company Settings button when she hovers over that row.

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3. Upon clicking the Company Settings button, the Admin first toggles ON This is an administrative role - as the role needs access to additional admin features. Then, the Admin individually toggles the fields which appear in the Company Settings section of Settings/Admin.

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Admin creates an Access Group (optional)

If the Admin wants to limit the data access scope of the Super User role, then she can do so using Access Groups. The Admin would go to Access Groups > Create group, provide an Access Group name, description and then select the Org Fields which align to the data scope of the Super User role. In this example, the Country field will be set to Spain

Admin assigns the new role and Access Group to a user

The Admin assigns a user to the new Super User role and Access Group.

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The Delegated Administrator makes Setting/Admin changes

1. In Settings/Admin, the Delegated Admin (named Super User) does not have access to features which are greyed-out. For features he can access - such as Email Templates, he is limited to Spain - per Access Group settings.

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2. When the Super User accesses Email Templates, the Country field is set to Spain. The All button is also checked, but checking it only controls Spain in this case. All other countries are greyed out.  

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3. Since This is an administrative role was toggled ON, the Super User can control features such as Skip Approver.

FAQ 

The existing custom system roles which customers have in place today will all display as being toggled OFF on the Company Settings page. If they are updated, that setting will be respected. This is a known issue and will be resolved in May, 2021.

Can this feature be turned off? Customers can effectively turn off the feature by not setting up a Custom System Role.

Are there rules in place to prevent a Delegated Admin from upgrading his/her own privileges? Yes. The system enforces rules so that Delegated Admin users cannot: 

  • upgrade their own privs to ‘Admin’, 
  • upgrade the privs of existing users above Delegated Admin, 
  • add a new ‘Admin’ via User Management.

However, if a Delegated Admin is given access to System Roles (see image), then that user CAN upgrade the Company Settings for any/all custom roles. 

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Have the number of custom System Roles been increased to accommodate this feature? Yes. It has been increased from a total of 5 to 10. 

What are the admin features which are bundled into this toggle? There are some administrative features available to the Admin role (mostly related to jobs and candidate profiles), which are not controlled via Settings/Admin. When the Delegated Administrator feature was built, it was important that selected Delegated Admin users should have access to these features. They are listed below and are all controlled by this toggle on the Company Settings page:

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This is the full list: 

  • Delete Job
  • Delete Candidate
  • Access profile deletion requested filter (per Global Compliance setting)
  • Access the Hiring Success Dashboard (per ANALYTICS dropdown) 
  • Enable/Disable New Hiring Score via Hiring Success Dashboard
  • Manage seat assignments (User Management)
  • Skip Approver
  • Delegate Approval (new feature)
  • Access the full candidate profile even if New Hire Data Masking is switched ON
  • Access all publisher notes

Note that job templates are not currently controlled by System Roles and cannot be assigned to Delegated Administrator roles. 

How can I test Access Groups? Per the image below, the Access Group setting for the custom System Role needs to have any value other than No. If No is selected, then an Access Group cannot be assigned in User Management.   

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Which Settings/Admin features respect Access Group settings? The following DO: Email Templates, Auto Replies (both internal and external), Offer Templates, Custom Consent Request and Screening Questions. 

The following DO NOT: Job Approvals, Offer Approvals, Candidate Fields, Hiring Process, Career Pages & Job Ad, Job Ad Footers. These will be added as delights. 

Manage Candidate Reapplications

Requires:
  • SmartRecruit

Allow recruiters to easily identify previously rejected candidates who have reapplied to the same job.

This feature will be turned off by default.  Administrators will need to enable the feature in the “Settings/Admin > Career Page & Job Ad” under the “Application Configuration” tab, by selecting the “Track reapplications” toggle.  Once enabled, all applications in “new” stage will be checked to see if:

  1. their last application status was “Rejected”, and if

  2. whether they were rejected within the defined period.  The default setting will be 12 months when the feature is turned on, but administrators will have the option to change it between 1, 3, 6, 12 months or anytime.

If the answer is “yes” for both, a “Reapplied” flag will appear next to the candidate’s application status (see screenshots at the bottom).  This flag will stay with the application as the candidate moves forward through the hiring process - meaning it will not be removed if the recruiter decides to move the candidate to the next hiring step.

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For example, assuming that the tracking period is set to 12 months, candidate A:

  1. Applied to Job A on Jan 1st, 2021

  2. Was rejected for Job A on Jan 15th, 2021

  3. Applied to Job A again on Feb 1st, 2021 (reapplied flag will be added to the application profile because they were rejected within 12 months)

  4. Was rejected for Job A on Mar 1st, 2021  (reapplied flag will remain available on the application profile)

  5. Applies to Job A again on Mar 5th, 2022  (reapplied flag will not be added / will be removed from the application profile because the time between the candidate being rejected and them reapplying has exceeded 12 months)

Note: The flag will only be applied to applications where the candidate has reapplied to the same job.  If the candidate was rejected, then manually added back to the job by the recruiter in the system either as a LEAD or by reactivating their application, the “Reapplied” flag will not appear.

Desktop:

People’s Tab under Job Page

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People’s Page

Manage Candidate Reapplications (Screenshot 3).png

Candidate Profile

Manage Candidate Reapplications (Screenshot 4).png

Mobile:

iOS

Android

Applications List from Jobs Page

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Candidate Profile

Manage Candidate Application (screenshot 7).png

 

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Employee Portal: Custom Job Filters

Requires:
  • SmartRecruit

This feature is already available on production - since March 11th, 2021

Administrators can now select which job filters are available to end users in Employee Portal, both when they are searching for a job in the jobs page or when they create a job alert.

Employee Portal settings

Admin users can access the Employee Portal settings in the Settings page, under the Company Settings section.

Adding a New Filter

To add more filters, an admin user needs to access the Employee Portal settings page and then click on the "Add Filters" button. Then, in the modal that appears, the admin can select the filters to be added and save. 

Which filters are available for selection?

The employee portal filters are powered by the job and org fields which are saved in your company's settings. Every job and org field can be added as a filter, as long as all the following criteria are true:

  1. The field is active.

  2. It's visibility is configured as "Public".

  3. It's type is configured as "Single select".

You can learn more about job and org fields here: https://help.smartrecruiters.com/Configuration/Job_and_Org_Fields 

Removing filters

Admin users are also able to remove filters from Employee Portal, including the ones that appear by default (Location, Experience, Employment Type, Brand and Department). To do so, simply go to the Employee Portal settings, click on the x button next to the filters you want to remove.

Ordering Filters

It's also possible to select the order in which the filters appear in the Employee Portal. To do so, simply click on the icon with the horizontal lines next to the filter and drag it to the position you want it to appear.

SmartPal

Requires:
  • SmartRecruit
  • +
  • SmartPal

Introducing the new member of the SmartRecruiters family - our chatbot solution which ensures world-class candidate experience and drives up recruiter efficiency. Deploy chatbots on multiple platforms (Facebook, Whatsapp, Wechat, web, SMS) to handle a wide range of candidate interactions. SmartPal supports 7 user languages for its conversations - English, German, Spanish, French, Polish, Portuguese and Mandarin Chinese.

Candidate Discovery

Help candidates navigate through your knowledge base with simple conversation. Candidates can get answers to questions around remote workplace policy or the company culture or sometimes just the office locations that they can interview at. All of these frequently asked questions can be answered through the discovery capabilities of FAQs. Train and refresh your question database through the SmartRecruiters backoffice to ensure that a high number of questions are answered instantly.

Job Discovery

Ensure that the candidates can easily discover jobs and apply to them through the chatbot. SmartPal comes integrated with the SmartRecruit, making jobs easily accessible to candidates via a conversation interface.

Analytics

Understand the impact of chatbot automation on your recruitment efficiency and candidate experience.

SmartCRM: Filter, Search & Sort Communities

Requires:
  • SmartRecruit
  • +
  • SmartCRM

During the sandbox period between April 15 and 28, this feature will not be enabled. It will be added on the full release on April 29, 2021.

Search, Sorting and Filters in Communities page.png

Sort communities

There are be two ways to sort the communities appearing on the Communities page:

  • Title (A-Z): Sort communities in an alphabetical order
  • Created date: Sort communities by the date that were created in a descending order

Search communities

SmartCRM users can search communities by their title using the search field. Searching will work incrementally (aka "find-as-you-type"), so users will start seeing the results of their search while they are typing.

View toggle

The view toggle allows users to easily define which communities should be displayed in this list and has 3 option:

  • Open Communities: Show only communities whose status is set to Open.
  • Closed Communities: Show only communities whose status is set to Closed.
  • All Communities: Show all communities, regardless of their status.

Filters

In addition to the view toggle, there will be a layer of filters that allows user to find the community they are looking for more easily:

  • ​​​​Creation Date: Users will be able to select a time range and see only the communities which were created within it.
  • My Role: Users will be able to find the communities to which they participate as a Sourcer or as a Participant.

SmartCRM: Lead Capture Form Customization

Brand Settings in Lead Capture Form Wizard

SmartCRM users can now select which brand's logo is displayed on a lead capture form.

When you are creating a new lead capture form, you will be able to select which brand to use for that form. The main logo of the brand you select will be displayed on the form when you publish it. In addition, the color used by the form and its button color will be fetched from the brand's corporate color setting.

The same will be true when you are editing a form which has already been published. In order to ensure a smooth transition, the forms that were published before this feature was introduced will have the brand that is associated with the company's profile selected by default. It will be up to you to edit these forms and select a different brand in order to update their logo and/or their button color.

Resume Settings in Lead Capture Form Wizard

SmartCRM users can now select if candidates must upload a resume file when filling out a Lead Capture Form.

When you are creating a new lead capture form or editing an existing one, you will see there are three options in the resume settings:

  • Optional: Candidates can upload a resume file, but it isn't required in order to complete filling the form.

  • Required: Candidates must upload a resume file in order to complete filling the form.

  • Do not allow: Candidates don't have the option to upload a resume.

SmartCRM: Global Unsubscribe

Requires:
  • SmartRecruit
  • +
  • SmartCRM

During the sandbox period between April 15 and 28, this feature will not be enabled. It will be added on the full release on April 29, 2021.

Until now, whenever a candidate unsubscribed from a campaign, they would stop receiving campaign messages only from that community (from which the campaign was launched). However, they would still receive campaign messages from other communities.

From now on, whenever a candidate unsubscribes from a campaign, they will stop receiving all campaign messages, regardless of the community from which the campaign was launched.

Unsubscribing from campaigns affects only messages that are triggered by campaigns, and does not affect email notification from the hiring process, direct messages etc.

Workflows: Automated Email Notifications

Requires:
  • SmartRecruit

Setting up Custom Email Notifications

There is a new page available under “Admin/Settings > Templates > Custom Email Notifications” where administrators can set up custom email notifications which can then be attached to a Send Message block under workflows. Notifications which are setup here will not be visible in the template dropdown for recruiters/coordinators to send to candidates on an ad hoc basis in the email tab of the candidate profile or through inbox.

There are 2 types of notifications which can be created:

  • Candidate = notifications that are specifically sent to internal or external candidates

  • Internal = notifications that are specifically sent to internal users (such as a hiring team member or a named user)

In the main page you will be able to:

  • “Create New” templates with the button on the top left corner,

  • “Edit” templates by clicking on the template name, and

  • Search through existing templates that are already created with the search by (by template name)

Workflows Notification (screenshot 1).png

Workflows Notification (screenshot 2).png

“Send Message” Workflows Block

Once the desired email notifications are set up, navigate to the workflow for which you would like to configure automated notifications. This is under Admin/Settings > Configuration > Hiring Process, click on the hiring process step that you want configured and select “Workflows”.

You will now be able to see a new block called “Send Message” in the list of steps.  Once dragged into the configuration box on the right, administrators will be able to define the following:

If you change between Candidate and the other 2 recipient options, the email template selection will automatically clear out and a new template will need to be selected.

  1. Recipient of the email, whether it should be:

    • The candidate who was moved to this step, or

    • Everyone who is assigned a specific hiring team role in the job that the candidate applied to (e.g. all interviewers in the job that the candidate applied to), or

    • A specific named user in the system

  2. The email template which will be sent to the candidate or internal user when the candidate is moved to the specified hiring step. Depending on the recipient chosen in step 1, the emails which are displayed in the dropdown will differ (Candidate = External email notifications, Hiring team role or Named User = Internal email notifications).

  3. Delay filter, number of days that you would like to wait before sending the notifications (i.e. if the filter is set to 2 days, the email will be sent to the recipient 2 days after the candidate is moved to that step).

Unlike other workflow blocks, you will be able to add more than one send message block in one hiring step.  This is to account for needing to send different notifications to different recipients.  There is a maximum limit of 10 send message blocks per hiring step to avoid overwhelming users with too many messages in one go.

Workflows Notification (screenshot 3).png

What Users See?

Recruiters (tracking emails)

Email notifications sent to the candidate will also be visible in the emails tab of the candidate profile and Inbox.  The sender will be indicated as “System User” to make clear that this is triggered systematically through workflows and not by an individual user.  Similar to auto-replies these are one-way notifications which candidates will not be able to reply to - candidates will receive notifications with the Sender email as notifications@smartrecruiters.com and the Sender name as the company (brand) name.  If they reply to the email, they will be getting a delivery failure reply from their email provider.

Workflows Notification (screenshot 4).png

Workflows Notification (screenshot 5).png

Hiring teams will also be able to track the emails sent to to internal hiring team members on the activity tab of the candidate profile.  Internal notifications which are automatically triggered through workflows will appear with the following details.

Workflows Notification (screenshot 6).png

Recruiters (tracking forms send through email notifications)

If forms are included in the notifications sent, the forms will automatically be added to the candidate profile under the Forms tab when the candidate applies to the job.  The default status of the form will be “pending” with a status description of “To be sent in [hiring step]”.  Kindly note that when a form is in “pending” status, you will not be able to see a preview of the form as there may be changes to the form between when the candidate applies and when the form is sent to the candidate.  Once the form is sent to the candidate, any changes to the form made by the administrator will not affect the form, if the updated version needs to be sent, the recruiter will need to resend the form to the candidate to see the updates.

Workflows Notification (screenshot 7).png

Recruiters (managing duplicate forms)

There will be instances where recruiters may not remember to check the forms tab to see what forms are scheduled to be sent in future steps.  As such, there are warnings implemented to remind recruiters that they may be sending forms prematurely. 

1. When a recruiters tries to manually send a form which is scheduled to be sent later on through workflows, the user will see a warning and be requested to confirm whether to include the form in the email being composed, or remove the form.

Workflows Notification (screenshot 8).png

If chosen to still send the form, the recruiter will see the form appear twice in the forms tab (one row per status):

Workflows Notification (screenshot 9).png

2. Similarly, when a recruiter moves a candidate to a hiring step which would trigger a form previously sent by the recruiter, they will also get a warning to let them know moving the candidate to the step will trigger the form to be resent to the candidate.

By selecting:

-- Yes, resend The templated email notification will be sent to the candidate and the candidate will be able to resubmit the form with updated information if needed.  If the candidate had already submitted the form previously, that data will not be cleared.  So if there are no changes needed by the candidate, they can ignore that form and do nothing.

-- No, do not resend The candidate will continue to move forward to the specified step but the templated email notification will not be sent to the candidate.  If the email notification includes multiple forms (some which were not sent to the candidate previously), these will remain unsent.  Please be mindful when selecting this option.

-- Cancel Cancels the “Move Forward” action.

Workflows Notification (screenshot 10).png

​​​This warning will only appear when a user explicitly moves a candidate to a different hiring step, for example

  • through the “move forward” button on the candidate application profile 

  • mass “change candidate status” action button in the job details page, or

  • scheduling an interview (if users selected to move the candidate to a different step when the interview is scheduled) etc.

If the candidate will be moved automatically due to other actions done on the candidate application (such as sending or manually accepting and offer), this warning will not trigger and by default the notification will still be sent to the candidate.  This is because resending forms will not clear out data that has already been collected from the candidate.  Candidates have the option to submit updated information or not take any action on the form. 

3. If the same form has been included in multiple notifications throughout the hiring process, a warning will also appear next to the form.  Clicking on the form, will show more information on the steps that this form is duplicated in.  Recruiters will need to notify their administrators to review the Hiring Process and Custom Email Notifications configuration to remove such duplicates.

Workflows Notification (screenshot 11).png

FAQ / Notes

  1. Workflows and subsequent email notifications are triggered based on a candidate’s movement into the designated hiring step.  As such, please be mindful when setting up internal email notifications to avoid overwhelming internal users as they will be receiving one email per candidate who is moved to that hiring step.

  2. Custom email notifications currently only support 1 language at a time.  As such, if you have a job that uses multilingual job ads, you will not be able to customize the language of the email notification that a candidate received based on the job ad language which they have applied through.

  3. In addition to the note mentioned in “What Users will See > Recruiters (managing duplicate forms)” section above, candidate status moves instructed through Candidate API will also not return an error if the Send Message block triggers forms to be resent to the candidate.  If the configured notification includes duplicated forms, the configured email notification will still be sent.  This is because resending forms will not clear out data that has already been collected from the candidate.  Candidates have the option to submit updated information or not take any action on the form.

Inbox: My Inbox & Team Inbox

Requires:
  • SmartRecruit

My Inbox allows hiring team users to filter for conversations where they’ve sent outgoing messages to the candidate. Different from My Inbox, Team Inbox shows all candidate conversations where the user is a member of the hiring team. 

The My Inbox filter helps hiring team users to stay focused on conversations that are relevant and require attention while the Team Inbox filter continues to provide hiring team users access to other candidate conversations within the hiring team.

My Inbox

By default, users now default to My Inbox when they click the Inbox tray icon.

Team Inbox

Users can switch from My Inbox to Team Inbox using the drop-down selector next to the text 'My Inbox'. Team Inbox shows users all conversations between hiring team members and their candidates. 

 

When a conversation is marked as read in Team Inbox, it will also be marked as read in My Inbox, and vice versa.

User Sync Integration

Requires:
  • SmartRecruit

This is a paid offering. Please contact your CSM for additional information

SmartRecruiters is pleased to offer a connector that will allow customers to maintain their employee population in synchronization with SmartRecruiters in Real-time. This integration enables customers to create, update, activate/deactivate and provision/deprovision employees using the User Sync connector.

SmartRecruiters API Token: This integration requires an API Token. Navigate through the following links in order to generate a key:

 Settings / Admin → Apps & Integrations → CREDENTIALS

Data Transfer Protocols

FTP or API Endpoints supported. Choose from the following options:

  • SmartRecruiters SFTP

  • Customer’s FTP o SFTP (SSH encryption available)

  • Customer’s API Endpoint

  • SmartRecruiters API Endpoint

SFTP & FTP Method

  • File consumption (the customer will upload the file into the FTP or SFTP and the integration will consume the file based on a scheduled frequency)

Endpoint HTTP Methods 

  • GET (Fetch)

* The integration will pull data from an Endpoint (in real time or on a schedule)

  • POST

* The customer will push data to SR’s Endpoint (in real time)

Data Payload

The are two file formats supported: CSV or JSON

In order to create a User in SmartRecruiters the following fields would be needed:

  • First name (*required by SmartRecruiters)

  • Last name (*required by SmartRecruiters)

  • Email (*required by SmartRecruiters)

  • Role (*required by SmartRecruiters)

*SR standard or custom roles. 

*Mapping done by label matching

*If customer doesn’t have System Roles they can choose a default in SmartConnect in order to create a user

  • Employee ID 

*Recommended as unique identifier between platforms. Find more details regarding the unique identifier below

  • SSO 

*SAML 2.0 Protocol. SSO must match exactly the identity provider

  • Access Group (optional)

* Label must match SR’s access group

  • Status (optional)

* Activation/Deactivation can happen upon removing users from the file. This option must not be checked on the “User list will only contain active users” checkbox on the Project Configuration section

* Activation/Deactivation can be set to automatic or manual from Project Configuration section. If manual, manage user population status  from User Management in SmartRecruiters. If automatic, status can change either by file drop off (file will contain only active users) or with a status flag. The following status flags are supported:

-True or false

-Active or Inactive

-A or I

-1 (true) or 0 (false)

-Date ( when matches today’s date deactivate user). Must be expressed in ISO 8601 format
Example: Maternity is Feb 26, 2021, Today Feb 15th, 2021, not deactivate

  • Language (optional)

*Language code must be expressed in ISO 639-1 format (2 letters)

  • City (optional)

  • Country (optional)

*If used, City and Country must be specified. Country uses 2 digit ISO Code

NOTE: If any field is blank on the payload, the integration will not perform updates and remain Smartrecruiters data as is. This feature would fit customers that would like to maintain the User statuses or roles manually from SR

NOTE: Delta Files (files containing only recent users that need to be created or updated) are supported. If using deltas, the “Only Active Users” option must not be checked. 

Unique identifier: As best practice using the employee ID is recommended (or similar unique ID on your HRIS), mapped to the externalData field. If your HRIS does not hold any IDs then the email could be used as well (in this case emails wouldn’t be able to be updated as they must stay unique)

employeeID → externalData

Special Characters:

(', ')', '[', ']', ''','\"', '.', '/', '-', '.', ',', '&', '@', '_', '#, '$, '*'') these special characters are not supported by SmartRecruiters.

File path: Indicate the directory path where the file will be located (ex: /integrations/user/)

NOTE: SmartRecruiters recommends that a project folder is created for each integration. Example: /user

File naming convention: There is no need to name your file, it should be placed inside the directory that has been specified on the “File path”. Once the integration processes the file it will rename it to: [DONE]_Users_date.csv

Updating data: The integration allows customers to update every data point being sent except the Unique Identifier. As best practice, the source of truth should always be the data belonging to the HRIS. There are some exceptions:

  • If the System Role column is empty then the customer will be able to change a user role from SmartRecruiters without the integration overwriting the value

NOTE: This integration, once activated, will create or update users in SmartRecruiters. In case of existing users it will cause updates if  there are data differences between platforms. The customer’s HRIS should always be the source of truth. If users have been previously created manually most likely they will not have a unique identifier, in this case the customer should work with the Support Team to insert the employee ID into the users for the sync to recognize them. 

Using SmartRecruiters SFTP

SmartRecruiters offers customers an SFTP (paid offering) in case they do not have one on their end. The following steps are required in order to request access to it:

NOTE: If you already have a SmartRecruiters SFTP that is being used on a different connector then move on to Step 4.

  1. Contact your CSM or Implementation Manager and request the SFTP service

  2. Provide them with a password that will allow to access the SFTP

NOTE: The username will be automatically created for the customer

NOTE: The password will be used for SmartRecruiters to login and access the file as well

  1. Provide them with the IP address/addresses that will be used to connect. These IP addresses will get whitelisted  in order to access granted.

*CSM or Implementation Manager will submit a request for an SFTP using the provided information. Once it has been approved, the customer will receive the following details:

  • SFTP host URL

  • Username

  1. Log in to the SFTP and you will find two folders /in and /out

  2. Inside /in create a new folder and name it after the connector 

NOTE:  We recommended that the folder name is user_sync. 

*The SFTP’s data centers are currently hosted in Europe. Please let know your CSM or Implementation Manager in case that it is a requirement on your end for the data center to be located in the USA

User Integration Configuration in SmartConnect

1. Click on “Create Sync” in order to start the process of configuring the connector

2.Selecting Transfer Protocol Methods. See below for the FTP & SFTP or the API Endpoint option

  • Protocol Method: Choose the Transfer Protocol Method

- SmartRecruiters SFTP (SSH encryption available)

- Customer’s FTP o SFTP (SSH encryption available)

- Endpoint (API Method)

  • Format: Choose a file format (CSV is recommended if using an FTP or SFTP)

  • Project Name: Choose the desired name of the project

  • Insert SmartRecruiters API Token

FTP & SFTP Option: (For customers using their own FTP or SFTP)

  • Connectivity Variables: Insert the host URL, Username, Password and Path where the file will be located

NOTE: The SSH Key is Optional on SFTP

SmartRecruiters  SFTP Option: (For customers using SmartRecruiters SFTP)

  • Connectivity Variables: Insert the host URL, Username, Password, Path IN (where the file will be located) and Path OUT (where processed files and logs will be sent)

NOTE: The SSH Key is Optional if needed


Endpoint Option:

3. Integration & File Configuration

  • Choosing Unique Identifier

NOTE: EmployeeId is recommended. In case of not having an EmployeeID then Email would have to be the unique ID. Note that if the Email is selected, then updates will not be possible in this field as they must remain unique

  • User list will contain only active users

If this selected, the integration will deactivate users that have been removed from the file and that exist in SmartRecruiters

  • Handling System Roles manually from SmartRecruiters

If selected, the integration will not update System Roles. SmartRecruiters will be the source of truth when it comes to user roles.

NOTE: the customer would want to select this option only if they don’t have System Roles on their HRIS or if they can’t have them shown on the file payload

If Handle System Roles manually is selected, the following options will be enabled. Choose a default System Role when users are created in SmartRecruiters: 

 

  • Handle Users statuses manually from SmartRecruiters

If selected, the integration will not update statuses of users. SmartRecruiters will be the source of truth when it comes to activating and deactivating users

  • The customer can choose to receive the integration run logs via email or through the FTP/SFTP

Email Log: will allow customers to specify multiple email addresses 

File Log: will allow customers to receive the integration logs via FTP or SFTP

[LOG]_Users_date.csv

4. The User has to map the data points from the file to match the fields in SmartRecruiters

  • Select on “Edit Mappings” in order to open the field mapping section

  • Click on “ + SELECT A NEW SAMPLE FILE” to use a sample file that contains the schema you will use OR you can also map the fields manually by dragging and dropping the fields from  the left to the right or clicking on the select circle from the left then selecting the matching field on the right

  •  

  • Upload your CSV or JSON file

  • Check the box “First line as header” if the Row 1 of your file contains the field names otherwise leave it unchecked:

 

  • Review and click on “SAVE”:

 

  • Mapping the fields from the source (customers fields specified on the file) and the target (SmartRecruiters fields):

Option 1: Drag fields from the left column to match the fields on the right column

Option 2: Click on a field from the left column, then click on the desired field from the right column and click “MAP SELECTED FIELDS”:

 

NOTE: SmartRecruiters recommends to use the employeeID as the unique identifier and have this mapped to externalData. If the customer does not have employeeID or similar, then select the email address as unique ID.

  • Verify the selected mappings and click on “SAVE”:


 

  • Click on “→NEXT STEP” to continue to the Scheduling section:

5. The user has to create a schedule for the integration to start running

  • Click on “+ ADD SCHEDULE” 

 

  • Select a schedule name (optional, there will be a defaulted one)

  • Select a Start Date for the Integration to start working:

  • Add the Frequency in which the integration will run

  • Verify the schedule and click on “SAVE”

  • Click on “FINISH SYNC” to complete the setup process

  • Users are able to run the integration manually by clicking on “MANUAL START SYNC” after setting up the schedule

Terminology

FTP: file transfer protocol

SFTP: secure file transfer protocol

SSH Key: Secure Socket Shell (SSH) Key Management, also called Secure Shell Management, is a special network protocol leveraging public-key cryptography to enable authorized users to remotely access a computer or other device via access credentials called SSH keys

API: application programming interface

Endpoint: a URL that enables the API to gain access to data on a server

Unique Identifier: an id that is shared between systems in order to identify a user

Configuration Sync Integration

Requires:
  • SmartRecruit

This is a paid offering. Please contact your CSM for additional information

SmartRecruiters is pleased to offer a connector that will allow customers to maintain their Foundational Data in synchronization with SmartRecruiters in Real-time. This integration enables customers to create, update, activate/deactivate values and create dependencies within values  using the Configuration Sync connector.

SmartRecruiters API Token: This integration requires an API Token. Navigate through the following links in order to generate a key:

 Settings / Admin → Apps & Integrations → CREDENTIALS

 

Data Transfer Protocols

FTP or API Endpoints supported. Choose from the following options:

  • SmartRecruiters SFTP

  • Customer’s FTP or SFTP (SSH encryption available)

  • Customer’s API Endpoint

  • SmartRecruiters API Endpoint

 

SFTP & FTP Method

  • File consumption (the customer will upload the file into the FTP or SFTP and the integration will consume the file based on a scheduled frequency)

 

Endpoint HTTP Methods 

  • GET (Fetch)

* The integration will pull data from an Endpoint (in real time or on a schedule)

  • POST

* The customer will push data to SR’s Endpoint (in real time)

Data Payload

The are two file formats supported: CSV or JSON.  The Customer will have to provide one payload for the Configuration piece (inserting,updating and deactivating values in SmartRecruiters ) and another one for creating dependencies between values

Using SmartRecruiters SFTP

SmartRecruiters offers customers an SFTP (paid offering) in case they do not have one on their end. The following steps are required in order to request access to it:

NOTE: If you already have a SmartRecruiters SFTP that is being used on a different connector then move on to Step 4.

  1. Contact your CSM or Implementation Manager and request the SFTP service

  2. Provide them with a password that will allow to access the SFTP

NOTE: The username will be automatically created for the customer

NOTE: The password will be used for SmartRecruiters to login and access the file as well

  1.  Provide them with the IP address/addresses that will be used to connect. These IP addresses will get whitelisted  in order to access granted.

*CSM or Implementation Manager will submit a request for an SFTP using the provided information. Once it has been approved, the customer will receive the following details:

  • SFTP host URL

  • Username

  1. Log in to the SFTP and you will find two folders /in and /out

  2. Inside /in create a new folder and name it after the connector 

NOTE:  if you plant to have Configuration and Dependencies the two directories must be created

We recommended that the folder name is configuration_sync for the Configuration and dependencies_sync for the Dependencies integration.

*The SFTP’s data centers are currently hosted in Europe. Please let know your CSM or Implementation Manager in case that it is a requirement on your end for the data center to be located in the USA

Foundational Data Sync

File Requirements

  • Value Type (*required)

*Label must match the JobField in SmartRecruiters

Example: Job Location

  • Value ID (*required)

Example: SF101

  • Value Label  (*required)

Example: San Francisco 

  • Status (optional)

* Activation/Deactivation can be set to automatic or manual. If manual, manage values status  from Job Fields configuration  in SmartRecruiters. If automatic, status can change either by file drop off (file will contain only active values) or with a status flag. The following status flags are supported:

-True or false

-Active or Inactive

-A or I

-1 (true) or 0 (false)

Unique identifier: Value ID

Special Characters:

(', ')', '[', ']', ''','\"', '.', '/', '-', '.', ',', '&', '@', '_', '#, '$, '*'') these special characters are not supported by SmartRecruiters.

File path: Indicate the directory path where the file will be located (ex: /integrations/configuration_sync/)

NOTE: SmartRecruiters recommends that a project folder is created for each integration. Example: /configuration_sync

File naming convention: There is no need to name your file, it should be placed inside the directory that has been specified on the “File path”. Once the integration processes the file it will rename it to: [DONE]_Configuration_date.csv

Updating data: The integration allows customers to update the label of each job field value and the status (active or inactive). Activation and Deactivation of values can happen using a status flag (indicated above) or by file drop off (removing the value from the file). The value ID can not be updated, as this is the unique identifier between systems

NOTE: Delta Files (files containing only recent data to be created or updated) are NOT supported . Configuration files should always contain all the values

NOTE: This integration, once activated, will create or update job field values in SmartRecruiters. In case of existing values it will cause updates if  there are data differences between platforms. The customer’s HRIS should always be the source of truth. If values have been previously created manually most likely they will not have a unique identifier, in this case the customer should work with the Support Team in order to fix values.

SmartRecruiters Integration Configuration

Make sure that the Job Fields already exist in SmartRecrtuiers before adding values through the integration

Configuration Integration Set-Up in SmartConnect

1. Click on “Create Sync” in order to start the process of configuring the connector

2. Selecting Transfer Protocol Methods. See below for the FTP & SFTP or the API Endpoint option

  • Protocol Method: Choose the Transfer Protocol Method

- SmartRecruiters SFTP (SSH encryption available)

- Customer’s FTP o SFTP (SSH encryption available)

- Endpoint (API Method)

  • Format: Choose a file format (CSV is recommended if using an FTP or SFTP)

  • Project Name: Choose the desired name of the project

  • Insert SmartRecruiters API Token

FTP & SFTP Option: (For customers using their own FTP or SFTP)

  • Choosing Integrations:

You can choose to either have Foundational Data and Dependencies separately by creating a connector for each integration (this case would apply if the files are located in different sources or if you only would like to have Foundational Data maintenance and not Dependencies). Or you can choose to have both together in one connector in case the files are located in the same source.

NOTE: When selecting these options it will add/remove the options in order to specify the file path

  • Connectivity Variables: Insert the host URL, Username, Password and Path where the file will be located

NOTE: The SSH Key is Optional on SFTP

SmartRecruiters  SFTP Option: (For customers using SmartRecruiters SFTP)

  • Connectivity Variables: Insert the host URL, Username, Password, Path IN (where the file will be located) and Path OUT (where processed files and logs will be sent)

NOTE: The SSH Key is Optional if needed

Endpoint Option:

3. File Configuration

  • The customer can choose to receive the integration run logs via email or through the FTP/SFTP

Email Log: will allow customers to specify multiple email addresses 

File Log: will allow customers to receive the integration logs via FTP or SFTP

[LOG]_Users_date.csv

4. The User has to map the data points from the file to match the fields in SmartRecruiters

  • Select on “Edit Mappings” in order to open the field mapping section

  • Click on “ + SELECT A NEW SAMPLE FILE” to use a sample file that contains the schema you will use OR you can also map the fields manually by dragging and dropping the fields from  the left to the right or clicking on the select circle from the left then selecting the matching field on the right

  • Upload your CSV or JSON file

  • Check the box “First line as header” if the Row 1 of your file contains the field names otherwise leave it unchecked:

  • Review and click on “SAVE”:

  • Mapping the fields from the source (customers fields specified on the file) and the target (SmartRecruiters fields):

Option 1: Drag fields from the left column to match the fields on the right column

Option 2: Click on a field from the left column, then click on the desired field from the right column and click “MAP SELECTED FIELDS”:

  • Verify the selected mappings and click on “SAVE”:

  • Click on “→NEXT STEP” to continue to the Scheduling section:

5. The user has to create a schedule for the integration to start running

  • Click on “+ ADD SCHEDULE” 

  • Select a schedule name (optional, there will be a defaulted one)

  • Select a Start Date for the Integration to start working:

  • Add the Frequency in which the integration will run

  • Verify the schedule and click on “SAVE”


 

  • Click on “FINISH SYNC” to complete the setup process

  • Users are able to run the integration manually by clicking on “MANUAL START SYNC” after setting up the schedule

Dependencies Sync

File Requirements

  • Parent Value Type (*required)

*Label must match the JobField in SmartRecruiters

Example: Job Code

  • Parent Value ID (*required)

Example: 0001

  • Parent Value Label  (*required)

Example: Sales BG

  • Child Value Type (*required)

*Label must match the JobField in SmartRecruiters

Example: Job Location

  • Child Value ID (*required)

Example: SF101

  • Child Value Label  (*required)

Example: San Francisco

In this example the value “San Francisco” will be dependent on the value “Sales BG”. 

Unique identifier: Parent Value ID and Child Value ID

Special Characters:

(', ')', '[', ']', ''','\"', '.', '/', '-', '.', ',', '&', '@', '_', '#, '$, '*'') these special characters are not supported by SmartRecruiters.

File path: Indicate the directory path where the file will be located (ex: /integrations/dependencies_sync/)

NOTE: SmartRecruiters recommends that a project folder is created for each integration. Example: /dependencies_sync

File naming convention: There is no need to name your file, it should be placed inside the directory that has been specified on the “File path”. Once the integration processes the file it will rename it to: [DONE]_Dependencies_date.csv

Updating data: The integration allows customers to update dependencies between values that have already been created in SmartRecruiters by the Configuration Sync. Insertion and Removal of value mappings happen by inserting a dependency to the file or by removing it from the file

NOTE: Delta Files (files containing only recent data to be created or updated) are NOT supported . Dependencies files should always contain the full list of active dependencies 

NOTE: Dependencies removal will happen upon file drop off. If a dependency is removed from the file, it will remove the dependency within values in SmartRecruiters

NOTE: This integration, once activated, will create or remove dependencies between job field values in SmartRecruiters. In case of existing values it will cause updates if  there are data differences between platforms. The customer’s HRIS should always be the source of truth. If dependencies have been previously created manually most likely they will not be removed by the integration as they do not have a unique identifier, in this case the customer should work with the Support Team in order to fix values.

SmartRecruiters Integration Configuration

Make sure that the Job Fields Dependencies already exist in SmartRecrtuiers before mapping values through the integration

 

Dependencies Integration Set-Up 

1. Click on “Create Sync” in order to start the process of configuring the connector

(Steps on how to configure coming soon ones the connector’s development has been completed...)

2.Selecting Transfer Protocol Methods. See below for the FTP & SFTP or the API Endpoint option

  • Protocol Method: Choose the Transfer Protocol Method

- SmartRecruiters SFTP (SSH encryption available)

- Customer’s FTP o SFTP (SSH encryption available)

- Endpoint (API Method)

  • Format: Choose a file format (CSV is recommended if using an FTP or SFTP)

  • Project Name: Choose the desired name of the project

  • Insert SmartRecruiters API Token

FTP & SFTP Option: (For customers using their own FTP or SFTP)

  • Choosing Integrations:

You can choose to either have Foundational Data and Dependencies separately by creating a connector for each integration (this case would apply if the files are located in different sources or if you only would like to have Foundational Data maintenance and not Dependencies). Or you can choose to have both together in one connector in case the files are located in the same source.

NOTE: When selecting these options it will add/remove the options in order to specify the file path

  • Connectivity Variables: Insert the host URL, Username, Password and Path where the file will be located

NOTE: The SSH Key is Optional on SFTP

SmartRecruiters  SFTP Option: (For customers using SmartRecruiters SFTP)

  • Connectivity Variables: Insert the host URL, Username, Password, Path IN (where the file will be located) and Path OUT (where processed files and logs will be sent)

NOTE: The SSH Key is Optional if needed

Endpoint Option:

3. File Configuration

  • The customer can choose to receive the integration run logs via email or through the FTP/SFTP

Email Log: will allow customers to specify multiple email addresses 

File Log: will allow customers to receive the integration logs via FTP or SFTP

[LOG]_Users_date.csv

4. The User has to map the data points from the file to match the fields in SmartRecruiters

  • Select on “Edit Mappings” in order to open the field mapping section

  • Click on “ + SELECT A NEW SAMPLE FILE” to use a sample file that contains the schema you will use OR you can also map the fields manually by dragging and dropping the fields from  the left to the right or clicking on the select circle from the left then selecting the matching field on the right

  • Upload your CSV or JSON file

  • Check the box “First line as header” if the Row 1 of your file contains the field names otherwise leave it unchecked:

 

 

 

  • Review and click on “SAVE”:

 

  • Mapping the fields from the source (customers fields specified on the file) and the target (SmartRecruiters fields):

Option 1: Drag fields from the left column to match the fields on the right column

Option 2: Click on a field from the left column, then click on the desired field from the right column and click “MAP SELECTED FIELDS”:

  • Verify the selected mappings and click on “SAVE”:

  • Click on “→NEXT STEP” to continue to the Scheduling section:

5. The user has to create a schedule for the integration to start running

  • Click on “+ ADD SCHEDULE” 

  • Select a schedule name (optional, there will be a defaulted one)

  • Select a Start Date for the Integration to start working:

  • Add the Frequency in which the integration will run

  • Verify the schedule and click on “SAVE”

  • Click on “FINISH SYNC” to complete the setup process

  • Users are able to run the integration manually by clicking on “MANUAL START SYNC” after setting up the schedule

Terminology

FTP: file transfer protocol

SFTP: secure file transfer protocol

SSH Key: Secure Socket Shell (SSH) Key Management, also called Secure Shell Management, is a special network protocol leveraging public-key cryptography to enable authorized users to remotely access a computer or other device via access credentials called SSH keys

API: application programming interface

Endpoint: a URL that enables the API to gain access to data on a server

Unique Identifier: an id that is shared between systems in order to identify a user

LaunchPad Integration

Requires:
  • SmartRecruit

NOTE: As of December 2021, this integration will no longer be offered. Existing customers will receive support as needed. 

SmartRecruiters is pleased to offer a connector which will allow customers to trigger an OnDemand Video Interview request through Outmatch. Customers will be able to trigger this either through the inline assessment portion of SmartRecruiters workflow or by associating the Outmatch On-Demand Video Interview assessment to a stage of their Hiring Process workflow in SmartRecruiters.

Workflow Steps:

  1. The user on the candidate application requests an assessment from Outmatch on the interview step

    a. If the job type order exists in Outmatch then the corresponding assessment will be delivered to the candidate by Outmatch
    b. If the request was a custom assessment, Outmatch will be notified and the user will have to build the assessment in Outmatch before it gets triggered to the candidate
  2. The candidate will receive the Outmatch details: and begin assessment process: 

    a. If the candidate passed the screening process then it moves on to the video assessment, otherwise it will be prevented from moving forward with the process (this step is optional, configurable from Outmatch)
    b. Candidate completes the video assessment
  3. Upon completion of the process, the assessment details will be sent to SmartRecruiters and display on the “Assessments” box on the candidate’s application

  4. A link to Outmatch will be presented for the user to view the assessment, leave feedback and rate the candidate. Once completed, the results will be sent back to SmartReruiters and will be visible on the “Assessments” box on the candidate’s application

Connector Enablement

  1. User to request LaunchPad API key from Outmatch and provide it to the CSM

  2. User to create assessment packages in Outmatch

  3. The LaunchPad assessments should be visible in SmartRecruiters 

SmartRecruiters Integration Configuration

1. Navigate to Settings / Admin → Hiring Process and configure the Video Assessments to the Hiring Process on the “Interview” step

Outmatch (LaunchPad) Configuration

Make sure to create a new assessment package in order to have it available in SmartRecruiters or to build the custom assessment notification has been sent from SmartRecruiters per request of the user

Seek Job Posting Integration

Requires:
  • SmartRecruit

This is a paid offering. Please contact your CSM for additional information

SmartRecruiters is pleased to offer end-to-end job posting capabilities via the new SEEK job posting API.  This user specific integration enables applicable customers to post, edit, and unpublish Classic, StandOut, and Premium job ads using your existing SEEK contract directly from the SmartRecruiters platform in real-time.  

The SEEK Job Posting Integration can be used to post job ads on seek.com.au  and seek.co.nz.

SEEK job ads require a number of SEEK-specific inputs:

  • Locations specify the location of the position. 

  • Job categories specify the job’s occupational category. 

  • Ad selection enables the hirer to interactively select a SEEK job ad product. It returns the job ad product’s exact price based on the location, role title & job category.

Each of the above components will, therefore, need to be collected (or confirmed) each time a user posts or edits a job ad in SmartRecruiters and wishes to push this content to the SEEK platform.  In addition to these critical components, there are a variety of other fields such as job description, salary information, cost basis and more which can be sent to the SEEK platform in an effort to maximize the candidate experience on the SEEK platform.  It is therefore recommended that the below additional configuration updates be made prior to activating your SEEK job posting integration in your sandbox or production account.

This integration, once activated, will have no impact on existing postings published to SEEK via SmartRecruiters SmartDistribute channels or alternate integrations.  This means that edits saved to existing job ads or unpublish actions will not flow down to active SEEK job postings.  Users should leverage the integration for all new job ads published on the SmartRecruiters platform.  Historical, or existing live job ads, should continue to be managed manually until closed or manually removed from SEEK and re-advertised via the new integration in order to ensure consistency.  Manually removing and then re-advertising an ad via the new integration will come at an additional cost because it’s considered a new ad.

SEEK On-boarding process ​​​​​

To activate the integration on your SEEK account, please email the following information to API Support at APISupport@seek.com.au:

  • Client name

  • Client SEEK Account ID

  • Required API setup (Job posting)

  • Date/time for activation

Following this request, API Support will set the required permissions on your SEEK account at the agreed date and time. Once permissions are activated, API Support will confirm any relevant setup details directly with you. At this stage, the integration can be configured in the SmartRecruiters system. 

Please note that the on-boarding process has a 24-hour turnaround once we receive setup requests and authorisation from the client. If you have any further questions, please don’t hesitate to contact the API Support Team at SEEK APISupport@seek.com.au

SmartRecruiters Integration Configuration ​​​​​​

Prior to leveraging the integration, administrative users of the platform will need to configure a handful of additional job attributes in order to maximize the quality and quantity of data sent to SEEK and leveraged to increase job discoverability in the SEEK platform.  

Please follow the steps below to ensure the integration can be optimized.

  • Admin users will need to create the following job fields as part of their core configuration.  
  • Admin / Setting —> Job Fields —> Create for each of the new attributes below:
  1. Field Name: “Currency Code”

    Field Type: “Single-Select”

    Required: No; Values: (.CSV file to upload found HERE)

    Parent Field: “Country” → Australia AND New Zealand

  2. Field Name: “Salary Type”

    Field Type: “Single-Select”

    Required: No; Values: (.CSV file to upload found HERE)

    Parent Field: “Country” → Australia AND New Zealand

  3. Field Name: “Salary Min”

    Field Type: “Single-Select”

    Required: No; Values: (.CSV file to upload found HERE)

    Parent Field: “Salary Type” (annual values should align to value ‘annual’ and all hourly values should align to type value “hourly”)

  4. Field Name: “Salary Max”

    Field Type: “Single-Select”

    Required: No; Values: (.CSV file to upload found HERE)

    Parent Field: “Salary Min” (max values selected should not exceed the minimum value selected as the parent field.  As such, users should configure the dependency for each maximum value specific to the minimum value selected)

  5. Field Name: “Key Selling Point #1” 

    Field Type: “Free Text”

    Required: No

    Parent Field: “Country” → Australia AND New Zealand

  6. Field Name: “Key Selling Point #2”

    Field Type: “Free Text”

    Required: No

    Parent Field: “Country” → Australia AND New Zealand

  7. Field Name: “Key Selling Point #3”

    Field Type: “Free Text”

    Required: No

    Parent Field: “Country” → Australia AND New Zealand

  • File a support ticket via the Help Center requesting that the integration be activated. In the support ticket, please include the environment for which you want to enable the integration (sandbox or production) and the system role for which you would like this integration viewable (ex. Admin, Extended, Standard etc).   

Once the above steps are completed, applicable system users will be able to leverage the SEEK job posting integration immediately.

Post a job ad to SEEK 

To post a job ad to the SEEK platform, users will first need to follow the standard steps for creating a job on the SmartRecruiters platform.  Please ensure ads posted to SEEK use requisitions created after the activation of the SEEK Job Posting Integration. 


For more information on how to create a job/job ads, please review the following article from the SmartRecruiters Help Portal. Once approved and ready to publish, users will be directed to the “Advertise” page from their job details page or the creation workflow itself.

Post_to_Seek.png

Once on the “Advertise” page, users should see the “Post to SEEK” button visible from within the “Bookmarked Offers” section of the page.  

Bookmarked_offers.png

Users should select this button and complete (or confirm) the additional SEEK specific fields available in the pop-up widget. 

These fields include: 

  • SEEK Account - Advertise via the appropriate SEEK contract.  If multiple SEEK contracts are held, the user will be prompted to select the name of the contract from the presented picklist.

  • SEEK Location - Advertise using a specific suburb or town thanks to granular location, increasing job applications by 24%

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  • SEEK Category

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  • SEEK Sub-Category - only relevant sub-categories will appear, simplifying your selection

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  • SEEK Work Type

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SEEK Employment Type should be pre-populated with the value selected in the SmartRecruiters Job Posting Wizard under the field “Type of Employment.”  The mapping to SEEK specific fields can be found below:

SmartRecruiters Type of Employment

SEEK Employment Type

Part-time

Part-time

Contract

Contract/Temp

Full-time

Full-time

Intern

N/A

 

Casual

If “Intern” is selected in the SmartRecruiters Job Posting process, this field will not be pre-populated and users will be required to select the appropriate value.

  • “Hide Salary” & Pay Information requirements (to be added to the SEEK job ad)

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  • SEEK Video (NOTE: Only YouTube is supported via the SEEK platform)

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Once the video URL added via the Job Creation process is added, users will be asked to select where they would like the video to appear in the SEEK experience.  Users will have the option to select “Above” or “Below” based on their preference.

  • SEEK Job Summary (to be edited or confirmed based on details in the SmartRecruiters job ad)

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  • SEEK Ad Selection Panel - Access SEEK’s full ad product suite, enabling customers to select the right ad type for their role, including Premium Ads, directly from SmartRecruiters  

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Based on the values selected from the standard picklists and the organization’s contract held with SEEK, users  will be prompted to select the type of SEEK job ad they would like to leverage - Classic, StandOut or Premium.  Job ads will be variably priced based on a number of factors, including shifts in the supply and/or demand of candidates.  Prior to confirming your selection, the Ad Selection Panel will disclose pricing information (including the accurate contract discount) to select and save (see above). 

If the user selects a StandOut or Premium job ad, they will be additionally asked to confirm the key selling points collected as part of the standard job creation workflow, as well as the branding package desired. 

  

 Branding options are connected at the SEEK contract level and will display based on options stored and maintained in the SEEK platform. To add additional branding options or update existing brands or brand names, log into the SEEK platform: https://talent.seek.com.au/account/branding/. To understand how to update branding on the SEEK platform, click on this link to the ‘Branded Ads’ guide: https://video.seek.com.au/detail/videos/australia/video/6216999140001/branded-ads


Should StandOut or Premium ads be selected, users will be asked to confirm the ‘Key Selling Points’ provided during the job creation process.  These can be edited in-line if the user wishes to adjust/edit the content of the selling points prior to posting.

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  • SEEK Internal Billing Reference  (can be added to support internal reporting requirements.

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Once all fields are completed, the user can select “Save” and the pop-up will close.  At this point, your position will be sent to SEEK.

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For review and reference purposes, users will be able to find a link to the live SEEK job ad from within the “Internal Notes” section on the Job Details tab on any given job.

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NOTE: Users can access this advertising interface after publishing from any one of the following locations and complete the initial posting workflow above for any one of the job ads created for a given job at any time.

  • Job List Page

  • Job Details Page

  • Job Ad Tab (via Job Details Page)

  • Edit and Creation Workflows

All postings will be live on the SEEK platform for thirty (30) days.  Should the user wish to re-publish their posting to SEEK ahead of or following the expiration of the posting on SEEK, they should follow the instructions under “Edit a Job Ad on SEEK” below.

Edit a Job Ad on SEEK 

To edit your job ad on SEEK, users should follow all standard edit workflows for each advertised job ad on the SmartRecruiters platform.  For more information on how to edit a job ad, please review the following article from the SmartRecruiters Help Portal.

Once edits are confirmed and saved, users will be asked to re-publish the job and will again need to re-post these updates to SEEK.  They can do this in the “Advertise” interface within the edit workflow.

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From the “Advertise” page, users should again select the “Post to SEEK” button from the bookmarked offers section at the top of the job board search interface.  Doing so will prompt users to re-confirm all previously selected SEEK fields.  These fields will be pre-filled for optimal efficiency, but can be updated in real-time should the requirements of the posting change.

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Users will once again be asked to update and confirm their job ad selection, which may have an impact on cost depending on any key changes made to SEEK specific fields during the edit workflow.

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Once all fields are completed, the user can select “Save” to close the pop-up window and post any edits to the SEEK platform in real-time. 

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Unpublish a Job Ad from SEEK 

To unpublish a job ad and delete it from the SEEK platform in real-time, users should follow steps to unpublish their job ad via all standard workflows in the SmartRecruiters platform.  For more information on how to unpublish a job/job ad, please review the following article from the SmartRecruiters Help Portal. 

 

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Upon confirming that a job ad has been unpublished, the given job ad will be removed from the SEEK platform.  

Only specific aggregators are listed on the unpublish list from the unpublish confirmation.  SEEK will not appear in this list.  Though not visible, the SEEK posting will be removed immediately following confirmation.

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