Integrating SmartRecruiters ATS

Table of Contents

Overview

What Does the Integration Do?

Setup Instructions

Field Mapping

Candidate Volume

Integration Overview

Connecting your SmartRecruiters ATS with Findem allows you to access candidate information, boost collaboration and view all applicant data in both Findem and Smart Recruiters without having to switch between platforms.

Findem’s integration with SmartRecruiters ATS is a bi-directional sync between both platforms, meaning recruiters can accelerate their workflows. With this integration, you can:

• Save time and worry knowing that up to-date candidate information is displayed in both Findem and SmartRecruiters
• View all hiring/recruiter notes and attachments in SmartRecruiters for a complete view of your candidate interactions
• Automatically create or update a candidate profile within SmartRecruiters when a candidate responds to an email message

Note:

To help expedite your implementation, Findem requires that a login to your ATS environment be created for our usage. This login will be used to test the flow of information between the ATS and Findem, and by providing it directly to Findem, our engineers and technical staff can validate functions without needing your team to be present. Once the technical implementation is over, you can remove the Findem access from your account.

When you are introduced to your Findem project team, Findem will relay the name and email address of the project team member who will need said login.

In the event your ATS integration will include a sandbox and a production environment, we would request the login be created for both environments.

What Does the Integration Do?

Candidate Export 

Findem integrates with your SmartRecruiters ATS allowing you to export candidate data directly to your ATS profiles. Candidates profiles can be exported independently or combined with an application directly to a job requisition. 

Application Review and Disposition

Findem allows recruiters to discover, score and prioritize applicants for any open role. Efficiently review candidate profiles and disposition applications with just a few clicks. 

Note:

To change your rejection email template, contact your Findem Customer Success Manager.

Candidate Rediscovery

Your ATS data is mirrored in Findem and enriches a candidate’s profile with their ATS history. Candidate statuses, stages, rejection reasons and more are recorded so you have a full picture of your company’s engagement. Search and filter to find past applicants that are qualified for open roles. 

Candidate Refresh

Findem keeps candidate profiles in your ATS up to date while also de-duplicating candidates when searching via Findem. 

SmartRecruiters ATS Analytics 

Findem imports your ATS data to supply actionable insights into your recruiting operations. Findem provides a complete view for your recruitment team and recruitment process.

Setup Instructions

1. Generate an API Key in SmartRecruiters
2. Set Required Permissions for the API Key
3. Add Findem as a Custom Source in SmartRecruiters
4. Connect the Integration from Within Findem

Generate an API Key in SmartRecruiters

Findem uses an API key to connect with SmartRecruiters. If you already have an API key available with you, then skip to the Connect the Integration from Within Findem section.

1. Log in to your SmartRecruiter account and head to SETTINGS > ADMINISTRATION > APPS & INTEGRATIONS > CREDENTIALS (tab).
   
2. Click NEW CREDENTIAL.
   
   
3. Select API key credential type.
   
4. Choose Admin as the System role type from the dropdown.
5. Provide a name and description of your credential. We recommend you provide a name that helps users to understand the function and purpose of each credential. Click GENERATE on the bottom of the page after the name and the description are provided.
6. The credential will be presented to you. Copy and paste the API key somewhere safe that you have easy access to. You'll need it shortly. Note that this credential will only be presented once and you will not be able to see the credential after clicking DONE.
   

Set Required Permissions for the API Key

Once you've generated the API key, you'll need to ensure the proper required permissions are set. The required permissions are listed below.

User Prompt	Scope	Access Permissions Sought
Access Candidates	candidates_read	Read access to user’s candidates list, details, tags, onboarding status, properties, attachments, screening answers and status history
Create Candidates	candidates_create	Add new candidate records on behalf of a user and assign to a General Application or to a Job by uploading a resume or by passing a JSON object. Add attachments
Access Offer Terms	candidates_offers_read	Read access to candidates’ offers and get offer terms
Manage Candidate Status and Properties	candidates_manage	Write access to candidate’s status, onboarding status, tags, source and properties.
Access Candidate’s status	candidate_status_read	Read access to candidate’s status history
Access Job applications	job_applications_read	Read access to job applications
Access Company Settings	configuration_read	Read access to all company configuration settings for departments, hiring processes, job properties and offer properties. (NOTE: Requires an Admin user role)
Manage Company Settings	configuration_manage	Write / delete access to all company configuration settings for departments and job properties. (NOTE: Requires an Admin user role)
Access Jobs	jobs_read	Read access to user’s jobs list and details
Access Users	users_read	Read access to users in a company. (NOTE: Requires an Admin user role)
Access information about my user	user_me_read	Read access to current user
Access Messages	messages_read	Access candidate messages
Manage Messages	messages_manage	Delete access to messages
Access Interview Types	interview_types_read	Read list of interview types
Create and delete Interview Types	interview_types_write	Write or delete access to manage interview types
Create, update and delete Interviews and Timeslots	interviews_write	Create, update or delete interviews
Access Interviews and Timeslots	interviews_read	Read interviews
Access Reviews	reviews_read	Read access to reviews
Create, update and delete reviews	reviews_write	Write access to reviews
Access job and offer approval requests	approvals_read	Read access to job and offer approvals

Add Findem as a Custom Source in SmartRecruiters

Next, we need to add Findem as a custom candidate source from SmartRecrutier's admin settings. In case you do not have access to the admin settings, please request the admin to add Findem as a custom candidate source in SmartRecrutiers.

1. To add a custom source, as the SmartRecruiters Admin user, navigate to Settings/Admin.
2. Click Custom Candidate Sources in the Configuration list.
3. Click Create source. 
   
   
4. Type Findem in the Source Name and Other in the Source Type and Source Sub-type. Note that if Findem is not entered as the Source Name value, candidates exported from the Findem platform will have the source name as Other.
   
   
5. Click Save.

Connecting SmartRecruiters in Findem

1. As a Findem Admin user, navigate to the Admin page on the left-hand panel, then choose Integrations. From Connect ATS, choose Manage.
2. From the menu of options, locate and select SmartRecruiters.
3. Paste the copied key into the API Key field, then click Save.

That's it! After the sync completes in a few minutes, you're all set to begin linking your ATS jobs to Searches.

Field Mapping

When exporting data and objects from your SmartRecruiters (SR) ATS to Findem, use the table below to ensure you have accurate mapping.

Findem Field	SR Object	SR Field Name
Candidate Name	Candidate	firstname + lastName
Work Experience	Candidate	experience
Company	Candidate	workexp.company
Location	Candidate	NA
Title	Candidate	workexp.title
Email	Candidate	email
Education	Candidate	education
Tags	Candidate	tags
Attachments	Candidate	attachments
Notes	messages	Note
Activity Feed	Candidate	NA
LinkedIn URL	Candidate	web.linkedin
Findem Profile URL	Candidate	web.website
Twitter	Candidate	web.twitter

Candidate Volume

Findem recommends that a candidate population of a million records will take approximately 5 days to load. If you have approximately a million candidate records, please make that clear to the Findem project team to help set expectations for candidate loading.

How long does it take for data to synchronize? 

Task	Time to synchronize
Export candidates	30 minutes
Import requisitions/candidates	1 hour + Indexing time
Live applications	2 hours
Notes/attachments/tags (if available for this ATS)	2 hours

In some rare cases, data may take up to 2 hours to sync.