You have completed our training? You’re in the right place!
This checklist is here to guide you for the initial setup of Folks ATS. Follow the steps in order: each section links to the relevant documentation.
Basic setup
📄 Connect your email calendar in Folks ATS ↗
This connects your Microsoft 365 or Google environment to Folks ATS, so you can send emails directly from the platform and sync your calendar to schedule interviews.
Important: If an error message asks for additional permissions, contact your IT administrator so they can authorize ATS access to your work environment.
Good to know: Everyone with access to the ATS (including managers, if manager access is provided) must also complete this procedure in order to receive interview invitations and system notifications.
📄 Set up an email signature in the ATS ↗
Once your account is connected, you can add your Outlook or Gmail signature so it appears in your emails to candidates.
To add an image to your signature, click Image in the text box toolbar and paste the image link in the URL field.
Important: You can't upload images directly. To limit the load on our servers, images can only be added by URL.
To change your password, click the user icon in the top-right corner, then click Account settings. From there, you can also enable two-factor authentication and SSO.
Add users
Settings › Users
📄 Add users and managers in Folks ATS ↗
Start by deciding the type of access each person needs.
- Users have full access to the ATS. Create these accounts for HR staff, recruiters and members of management, for example.
- Managers have limited, read-only access. They can view the positions they're responsible for and the résumés of candidates who applied to those positions, but they can't manage recruitment on their own. Recruiters stay in control.
Important: If your managers run their own recruitment processes, create user accounts for them instead.
In the user interface, you'll see an account named Folks Support. Please don't change this profile, so our agents can help you more quickly.
Set up roles and permissions (optional)
Settings › Roles and permissions
📄 Manage roles and permissions in Folks ATS ↗
Only people added under Settings › Users can be assigned to a security group. Security groups let you fine-tune their access by enabling or restricting specific features.
This step is optional, but it's useful for:
- Managers who also run their own recruitment, when you want to hide some confidential candidate information from them.
- HR consultants or headhunters who use the ATS.
- Interns whose access rights needs to be limited.
Name the security group, then add the users who belong to it. You can then select the access rights for each feature category.
Configure processes
Settings › Module configuration › Process
📄 Create and configure a process in Folks ATS ↗
Start by listing all your internal recruitment processes so you can assign them to positions. For example, you could create a Standard process and a Specific process, or an Office process and a Factory process.
Once you have listed the existing processes, click the Manage process steps (orange button) to define each step, from receiving the résumé to hiring the candidate. You assign these steps to candidates, like a status, to move them through the process.
Good to know: Some steps are already set up for you. You can keep them, or deactivate the ones you don't need in the Status column. To create your own steps, click + in the top-right corner.
Configure positions
Settings › Module configuration › Jobs
📄 Create and manage a position in Folks ATS ↗
Before you create a position, add a position template in the module configuration with the position title and description.
Then go to Jobs › Jobs list › + Create job to create a position to fill. You can also click Add new + in the header as a shortcut.
Configure Law 25 consents
Settings › Module configuration › Consent
📄 Configure consents in Folks ATS ↗
You can create and manage the consents required under Quebec's Law 25 in Folks ATS. Click + on the right side of the page, enter the consent text and select the retention period for personal information (in years).
Important: Only add Law 25 consents here. Don't add other types of consent, such as for reference checks or background checks.
How consent is collected depends on how the candidate applied:
- Online applications (career page or job board): consent to the collection and retention of their data is collected automatically when they apply.
- Candidates added manually (for example, a paper résumé from a job fair or a referral sent by email): you must send them a Law 25 consent email after adding them to the system.
Configure clients/working sites
Companies › Client list
📄 Introduction to the Companies section in Folks ATS ↗
In Folks ATS, the client list represents the organization’s internal clients.
Before you create them, decide which structure to use. You could organize them by department or service, branch or factory, store or service point, or, for staffing agencies, by external client portfolio.
Important: This choice matters for two reasons. Every position must be assigned to a client or operating site, and client names appear in the reports and KPIs generated by the ATS.
Good to know: Managers added to the client list (Show managers button) don't get access to Folks ATS and don't receive notifications. This is only used to make reports easier to read. Each hire is linked to an internal client and to the manager of that department.
Set up your career page
Settings › Module configuration › Public inquiry sites
📄 Create a career page in the ATS ↗
Before you start, decide what type of career page you need (see Choose your career page type).
One career page is already set up for you. You can create more pages in the module configuration.
Tip: Add a logo to each career page you create.
Then configure each page under Companies › Career page. You'll find the page URL in the Settings tab. Send it to the person who manages your website so they can link to it or set up redirects.
Connect Folks ATS to Folks HRIS
📄 Connect Folks ATS to the HRIS ↗
Congratulations!🎉 Your setup is complete. Book an appointment with your advisor to review your configuration and run the final checks.