Creating and Configuring a Process in Folks ATS

The ATS allows you to set up and customize your recruitment process. A predefined process is available; it cannot be deleted, but you can modify it or add others according to your needs. When creating a job posting, you can choose the process to use from those available.

Creating a Process

1. In the main menu, click Settings > Module Configuration > Process.
2. To create a new process, click the + icon (Add a process) located at the top right of the processes configuration page.
3. In the window that opens, enter a name and a description for your process. You can also specify the email address to be used for automated sends. The Active option makes your process visible.
4. When you are finished, click Save.

Once the process is created, the following actions are available: Enable / Disable, Edit, Duplicate, Manage process steps, and Delete.

Attention! A process used in a job posting cannot be deleted.

Managing the Steps of a Process

Click on the orange icon (Manage process steps) to access the different steps. You can:

• Add, edit, and delete steps to customize your process.
• Activate/deactivate a step so it no longer appears in your process.
• Change the colour and order of the steps for better organisation and readability.

Attention! Preconfigured steps cannot be modified or deleted. However, you can set them as inactive if they are not useful to you.

Tip 1: The Selected step is essential. It allows you to convert a candidate into an employee and send their information to Folks HRIS (if connected to the HRIS).
Tip 2: Step 1 of your process is the one assigned by default to a candidate who applies. Choose it carefully.

Setting up Automations and Notifications

1. Click the orange "Modify candidates notification templates" button.
2. Set up the automatic message that will be sent to the candidate.
3. Use merge fields by dragging and dropping the candidate’s name and the job title into the box.
4. Write the message in French and/or English if necessary.
5. Enable or disable notifications for the recruiter and/or the candidate.

Notification Automation

• When you move a candidate to another step in a job posting, they receive an automatic email if the notification is enabled and if a template for that step has been created.
• The recruiter notification informs all recruiters associated with the job posting of a change in the candidate’s process.

With these settings, you tailor your recruitment process while automating certain tasks.