Note: This article serves as a reference for customer administrators of their ATS applications. Audience: Customer admins configuring any Findem ATS integration.
To find your org's specific ATS integration setup guide, click here.
1. Introduction
Findem integrates with nearly every major Applicant Tracking System (ATS). Once your ATS is connected, the administration surface in Findem is largely the same no matter which ATS you use: a single page with five tabs that control how candidates flow between Findem and your ATS, how your pipeline is interpreted, and who the two systems recognize as the same person.
This guide walks through each of those five tabs, the options inside them, and what each option changes in practice. Every screen referenced here is available to you as a customer admin; changes only persist when you press the relevant Save Changes button.
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Supported ATSs: As of May 21, 2026, Findem supports:
The tabs and setting options described in this guide apply to all of them; only the credential type used during initial connection differs by ATS. There are functionality differences depending on each ATS not covered in this guide. |
2. Getting to the integration admin page
From the Findem app, open the left navigation, expand Admin, and choose Integrations.
Under the ATS tab, select the ATS you want to administer. If an ATS is already connected, you will land on that ATS's admin page directly; if it's not connected, you will see the connection wizard instead.
Once you're on the admin page for a connected ATS, the layout is the same across every ATS:
- A header row with the ATS logo, the ATS name, and the date the integration was first connected.
- A tenant/job switcher in the top right corner for customers with multiple Findem tenants or sub-accounts.
- Five tabs across the middle of the page: Overview, Activity History, Stage Mapping, Settings, and User Mapping. A small green dot on a tab indicates that there is unconfigured or newly available content in that tab.
- A Disconnect Integration link in the far right of the tab row. This removes the connection entirely and should only be used when you are retiring the integration.
| Tip The five tabs are identical for every ATS Findem integrates with. A walkthrough of any one ATS teaches you the shape of every other, and the field names and option labels described below are consistent across all supported ATSes. |
3. Overview tab
The Overview tab is the at-a-glance health page for the integration. It is the first tab you land on when you open an ATS's admin page and it is the tab most admins return to when something is suspected to be wrong.
3.1 Status
A green banner reading All System Operational confirms that the most recent sync succeeded. The banner also shows the date the integration has been continuously active since. If the most recent syncs have failed, the banner changes color and shows diagnostic text.
3.2 Sync history
Below the status banner is a bar chart of sync activity across roughly the last month. Each bar represents one daily sync. Hovering a bar shows the exact date and sync result. A missing or red bar is the first place to look when investigating a reporting gap.
3.3 Credentials
The Credentials section shows the key or token Findem uses to talk to your ATS. For security the value is masked (e.g., 769…35-3); only the first and last few characters are ever rendered. The Edit Credentials button opens a modal that lets you rotate the credential without disconnecting the integration, which is the correct path to take when your ATS admin regenerates an API key or when a service account password changes.
| When to use Edit Credentials Use Edit Credentials whenever the secret has changed on the ATS side (key rotation, expired OAuth grant, service account password change). Use Disconnect Integration only when you are decommissioning the integration; disconnecting stops all syncs and removes the integration configuration. |
4. Activity History tab
Activity History is the audit log for every action Findem has taken against your ATS on behalf of a Findem user. It is the tab to open when you need to answer questions like "did we actually export that candidate?" or "who advanced this application?"
4.1 Log columns
| Column | What it shows |
|---|---|
| Event Type | The action that was performed — Export Candidate, Reject Application, or Advance Application. |
| Candidate Name | The candidate the event relates to, as their name appears in Findem. |
| Status | Success or failure indicator for the event. Failures can be inspected further by clicking through. |
| User | The Findem user who initiated the action. For automated events this is the system account. |
| Timestamp | When the event occurred, in your local time zone. |
4.2 Filters
The Filter control in the top right of the Logs section opens a menu of the four available filter dimensions. Filters are additive: each one you add appears as a chip above the table and narrows the results further.
| Filter | Options |
|---|---|
| Event Type | Export Candidate, Reject Application, Advance Application. |
| Status | Filter the log by success or failure state. |
| User | Restrict the log to actions taken by one or more Findem users. |
| Timestamp | Narrow to a date/time range. |
| Tip Filter by User + Timestamp when investigating a specific report of a missed export; filter by Status = failure across a recent timestamp range to catch systemic sync issues. |
5. Stage Mapping tab
Stage Mapping is where you teach Findem how your ATS's pipeline should be interpreted. It contains three separate configurations, each opened with its own button and each saved independently:
- Inbound Applicants — controls which ATS stages flow into Findem's Inbound Applicants view and which stages or rejection reasons are accessible in Findem.
- Milestone Mapping — maps your pipeline to Findem's five standardized funnel milestones for reporting.
- Stage Mapping (the configuration sharing the tab's name) — groups your ATS stages into named buckets and assigns an SLA to each bucket.
5.1 Inbound Applicants (Set Stages)
Opens a modal titled Inbound Applicants. It specifies ATS-related settings for the Inbound Applicants tab inside Findem.
| Field | Behavior |
|---|---|
| ATS Stages | Select which ATS stages should be included in the Inbound Applicants tab. Candidates whose current ATS stage is on this list will appear as inbound applicants for recruiter review in Findem. |
| Advance Stages | Select which ATS stages should be excluded when advancing an application. Stages listed here will not be offered as destination stages when a recruiter advances someone from Findem. |
| Reject Reasons | Select which ATS rejection reasons should be excluded when rejecting an application. Reasons listed here will not be offered as selectable reject reasons in Findem. |
| Saving The modal has its own Save changes button. Nothing in this modal takes effect until you press it. |
5.2 Milestone Mapping (Set Milestone Mapping)
Opens a modal that maps your ATS stages to the five standard Findem funnel milestones. Mapping here is what makes reports and dashboards comparable across jobs, business units, and even across different ATSes within the same company.
| Findem Milestone | Definition |
|---|---|
| Review | The first stage where candidates enter the funnel, including the first evaluation of candidates after they have applied for a job. |
| Screen | The first stage of actions taken to assess a candidate's qualifications beyond the initial review, typically conducted by a recruiter or hiring manager. |
| Interview | The first stage of one or many meetings between the candidate and interviewers following screening qualification. |
| Offer | The first stage of the activities tied to the formal communication of a job proposal to the selected candidate. |
| Hired | The final funnel stage — the stage indicating the successful placement of a candidate in the job role. |
For each milestone, click Select stages and choose one or more ATS stages that should count as entry to that milestone. A single ATS stage can only belong to one milestone.
| Warning Updating milestone mappings triggers a data refresh, which may briefly disable ATS dashboards. Expect a short window during which dashboards show reloading states while Findem reprocesses your pipeline history. |
5.3 Stage Mapping (Set Stage Mapping)
Opens the ATS Stage Mapper, a two-pane modal that groups the raw list of ATS stages into higher-level, analyst-friendly buckets.
- Left pane — Unmapped ATS Stages, showing every stage currently pulled from your ATS that has not yet been assigned to a bucket. A running count (e.g., "Unmapped ATS Stages (22)") tells you how much is left to organize.
- Right pane — ATS Stages buckets. Each bucket has a title (for example Application Created, Offer, Hired) and a Stage SLA expressed in days. Drag a stage from the left pane into a bucket to map it.
- Add Custom ATS Stage — a field below the buckets that creates a new bucket when you need a grouping that isn't in Findem's defaults.
| Element | Purpose |
|---|---|
| Stage SLA (days) | The target number of days a candidate should spend in this bucket. Used in SLA/speed reports; leave blank if you do not want to enforce an SLA for the bucket. |
| X on a bucket | Removes the bucket and returns its mapped stages to the Unmapped list. |
| Drag handle | Reorder buckets or move a stage between buckets by dragging the handle on the left of the row. |
6. Settings
The Settings tab is grouped into three independently saved sections: Candidate Export Settings, Job Board Settings, and Search Settings. Each section has its own Discard Changes and Save Changes buttons; making changes in one section does not affect the others.
6.1 Candidate Export Settings
Defines how Findem exports candidates into your ATS. These settings become the default configuration for all new Searches; individual searches can still override the defaults where supported.
Candidate Definition
How do we define exported candidates?
- as a prospect — Findem pushes the person into your ATS as a prospect/sourced lead (no application record is created).
- as an applicant — Findem pushes the person into your ATS as an applicant on the target job. This creates a formal application record.
Export candidates to ATS stage
Dropdown of the raw ATS stages pulled from your ATS (for example Application Review, Preliminary Phone Screen, Phone Interview, Face to Face, Reference Check, Offer, Executive Review, Background Check, and so on). New exports land in whichever stage you pick here.
Automated export settings
How would you like to export candidates to your ATS?
- Manually — Nothing is exported automatically. Recruiters push candidates to the ATS using the action buttons on the shortlist page.
- Automatically — Findem pushes candidates to your ATS without recruiter action. Selecting this reveals a second question.
Which candidates would you like to export? (only shown when Automatically is selected)
- All candidates who are added to a campaign — every candidate added to a Findem outreach campaign is exported.
- Candidates who reply to a campaign — only candidates who have replied to outreach are exported.
| Tip Most teams start with Manually and with the Candidate Definition set to as a prospect so that the ATS is not polluted with sourced leads who have not yet engaged. Switch to Automatically once outreach and qualification flows are stable. |
6.2 Job Board Settings
Saved as the default configuration for all new Jobs.
| Field | Purpose |
|---|---|
| Job Board Id | The identifier of the ATS job board Findem should treat as the destination board when creating or associating jobs. Leave blank to use your ATS's default board. Retrieve the value from your ATS's job board administration page (the exact path varies by ATS). |
6.3 Search Settings
Defines how search results are displayed across Findem.
Search Exclusions
If a candidate was rejected for any of the following reasons from any job, they will be excluded from search results for all jobs (these candidates will be filtered out automatically). Use the Flag ATS rejection reasons field to select the rejection reasons that should permanently remove a candidate from consideration across every search in Findem.
| When to use this Reasons that typically belong here include legal/compliance holds, do-not-contact flags, and confirmed duplicates. Reasons tied to a specific role (for example "not a fit for this team") should generally not be listed here, because they will suppress the candidate for every other role as well. |
7. User Mapping
User Mapping tells Findem which ATS user corresponds to each Findem user. It is the link that makes activity feel native on both sides: when a Findem user exports a candidate, the action is attributed to that user's ATS identity rather than to a generic service account.
ATS User Mapping
Map ATS users to Findem Users. Users can select an ATS user for a Findem user from a list of users from their ATS.
| Control | Behavior |
|---|---|
| Search Findem Users | Free-text search over the Findem user directory. Useful when the mapping table is long. |
| Findem User column | Displays each Findem user with their display name and login email. |
| ATS User column | A dropdown per row listing the users Findem pulled from your ATS. Select the matching ATS identity. Rows with no selection mean the Findem user has no ATS identity and activity from that user will be attributed to the system account. |
| Pagination | Page through large directories using the page controls at the bottom of the table. |
| Tip Have ATS users and Findem users share the same email address whenever possible. Most mappings will then be obvious; for the remaining handful (shared inboxes, contractors on different domains) pick the ATS identity whose activity should carry the Findem user's name. |
8. Disconnecting the integration
The Disconnect Integration link in the far right of the tab row removes the integration and stops all syncs. Configuration (credentials, stage mappings, milestone mappings, user mappings) is not preserved. Reconnecting later means running the setup wizard again and rebuilding the configuration described in this guide.
| Warning Disconnecting is not reversible from this page. Use Edit Credentials (Overview tab) for key rotation and use Disconnect only when you are decommissioning the ATS from Findem entirely. |
9. Quick reference
| I want to... | Where to go |
|---|---|
| Confirm the integration is healthy | Overview → Status banner and Sync history chart. |
| Rotate an API key / re-auth | Overview → Credentials → Edit Credentials. |
| See whether a specific candidate was exported | Activity History → filter by Candidate Name / User / Timestamp. |
| Investigate a sync failure | Activity History → filter Status = failure in the recent time range. |
| Control which ATS stages count as inbound applicants | Stage Mapping → Inbound Applicants (Set Stages). |
| Standardize reporting to Review / Screen / Interview / Offer / Hired | Stage Mapping → Milestone Mapping (Set Milestone Mapping). |
| Group raw ATS stages into named buckets with SLAs | Stage Mapping → Stage Mapping (Set Stage Mapping). |
| Change the default export target stage | Settings → Candidate Export Settings → Export candidates to ATS stage. |
| Switch from manual to automatic export | Settings → Candidate Export Settings → Automated export settings. |
| Set the ATS job board for new jobs | Settings → Job Board Settings → Job Board Id. |
| Globally suppress rejected candidates from search | Settings → Search Settings → Search Exclusions. |
| Attribute actions to the right ATS identity | User Mapping → ATS User Mapping. |
| Retire the integration | Disconnect Integration (top right, above the tab row). |
— End of guide —
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