Folks Help Center

Folks ATS (formerly Glow) is an applicant management software (Applicant Tracking System) that automates all recruitment processes when hiring within an organization or for a client.

The complementarity of Folks ATS with Folks HR software will enable you to simplify the entire employee lifecycle from the moment you start thinking about opening a new position.

In this article, you'll find an overview of Folks ATS' interface and features, as well as a video demonstration. If you missed our introductory webinar, you can watch the recording here: The New Folks ATS: A Smarter Way to Hire.

Interface overview

To access the platform, go to https://folksats.app/login. 

💡Tip :  To facilitate access to Folks ATS from Folks, you can change the Recruitment link in Folks to your Folks ATS link by adding it to the Career site field on the Company control page (see Provide access to the ATS from the HRIS).

The interface consists of the following elements:

• The main menu on the left-hand side of the interface, which lets you navigate through the various modules of the solution.
• The header where you can see all your notifications.

The platform is available in several languages, including French, English, Spanish, German and Italian.

Key features and benefits

Folks ATS is designed with both the recruiter and the candidate in mind. It offers a complete set of benefits and features, including AI-powered resume sorting, integrated scheduling, enhanced collaboration tools, and real-time reporting.

With Folks ATS, a company can, in just a few minutes and a few clicks:

• Career page - Quickly create personalized career pages, or connect your current page with the solution to post jobs and receive applications.
• Multidiffusion - Publish job offers simultaneously on your career page and over 2 000 recruitment sites using the multi-poster.
• Sourcing - Source qualified candidates from LinkedIn and use CVs found on Indeed and Jobillico to build up a candidate database.
• ATS - Monitor recruitment processes in one solution to manage your applications, requests, postings, interviews, documents, follow-up notes and exchanges.
• Forms - Create forms according to your needs, whether for your internal interviews, to send to your candidates or to customize your online application forms for your posted positions.

Please note that the LinkedIn Add-on, CV Analyzer, and SMS candidate communication are premium features.

Folks is Soc 2 Type 2 certified and that the solution has a specific Law 25 module that complies with Quebec data protection regulations.

Video demonstration

In this video, you'll discover the Folks ATS platform, its key functionalities and how you can use it to manage your recruitment efficiently.

In particular, we'll explain how to create security groups to control access, navigate the various modules, manage positions and candidates, and much more.

The platform will appear differently in your account from what is shown in the video. However, the features remain the same.

00:00 - Introduction to Folks ATS and connection

The video begins with an overview of Folks ATS, its main modules and integrations. For example, the Settings pane (now Parameters > Module configuration) will help you configure the various elements you'll need for recruitment.

01:54 - Job position and candidate management

This section explains what you can do with the CRM (now Companies).

02:18 - Recruiting dashboard

In this section, we'll take a look at the dashboard.

💡Tip : You can change the position and size of each dashboard widget.

03:13 - Create a job position in the ATS

Discover the Positions section, where you can create and publish positions. Once published, candidates can be viewed in the same place.

04:48 - Form preselection

When posting a job, you can add a preselection form for candidates.

06:02 - Career page and job postings

Once you've completed an offer, you can publish it on the career page and recruitment sites. For the career page, you have two options: the Folks ATS career page and the API career page.

07:05 - Job offer management and employer branding

This section presents the options available in a candidate's profile, including pre-configured information forms and customizable candidate forms. Procedures for adding candidates are also presented.

Getting Started with Folks ATS

Contact us to plan your Folks ATS deployment and register for training. Training is essential for ensuring an effective configuration and unlocking all the features of Folks ATS.

• Folks ATS Configuration & Introduction (1/2)
• Folks ATS Job Posting and Hiring Process (2/2)

More resources will gradually be made available on the help center in the coming weeks. Two tutorials are currently available: 

• Getting Started Tutorial: Configuring Folks ATS
• Getting Started Tutorial: Using Folks ATS

For any questions or assistance, please reach out to us at support@folkshr.com.

This tutorial is aimed at anyone wishing to configure Folks ATS so that their organization can start using it to manage their applications.

We'll guide you through the steps involved in setting up the ATS. Follow our team's advice by reading the instructions below.

Access to Folks ATS from Folks

It is possible to change the Recruitment link in Folks to your Folks ATS link by adding it to the Career site field on the Company control page (see Provide access to the ATS from the HRIS).

Step 1 - Basic configurations

Once you've logged in, click on your user icon in the top right-hand corner, then click on Integrations > Microsoft 365 and Google to configure email and calendars.

Email and calendar configuration

1. Under Microsoft 365 or Google, click Login.
2. Follow the steps to complete the connection.
3. Validate the calendar by clicking on the Validate button to the right of your email address.
4. Once the calendar has been validated, you'll be able to add your email signature (Integrations > Signatures)

Password modification

1. Click on your user icon in the top right-hand corner, then click on Account settings.
2. In the window that opens, you can change your password, activate two-factor authentication and SSO.
3. When you're finished, click Save.

System setup

Now that you've set up your email, calendar and user, you can go to the ATS Parameters section to configure the system.

1. In the main menu, click Parameters > Module configuration.
2. In the module configuration page, click System.
3. In the Information tab, under General, enter your company name and time zone. You can also activate options such as default document sharing, default active SSO and automatic approval of web candidates. For more information, see Getting Started Tutorial: Using Folks ATS.
4. Under Address, enter your company address.
5. Under Logo, you can add your company logo.
6. When you're finished, click Save.
7. Then, in the Recruiting tab, you can add a recruitment email address from which all your automation will be sent to your candidates (example: info@yourcompany.com). Tip: Send this email address to our team so that we can have it validated by Postmark. Once we've received your email address, you'll receive an email from Postmark to validate it.
8. When you've finished, click Save.

Adding users

1. In the main menu, click Parameters > Users.
2. To add a user, click the Add a User icon at the top right of the list.
3. In the window that opens, complete the required information: user name, email address and temporary password. Warning! The first time they log in, they'll have to change their password. In addition, for security reasons, the password will not remain stored in Folks ATS. We therefore recommend that you save it so that you can send it to the user for their first connection. If desired, you can activate two-factor authentication and SSO for the user.
4. You can also add other information such as permissions, title and photo, as well as enabling Recruiter and See all positions access.
5. When you've finished, click on Validate. The user will appear in the list.

Adding access groups

Once users have been added, you can create groups to control user access rights.

1. In the main menu, click Parameters > Roles and permissions.
2. To add a group, click the + icon (Add a group) at the top right of the list.
3. Select the users you wish to add, as well as the categories you require to choose the associated accesses.
4. When you're finished, click on Save.

Creating and configuring processes

In the module configuration page, the next important elements to configure are the recruitment processes. When you log in for the first time, Process 1 will be created by default.

1. In the module configuration page, click Process.
2. To add a process, click on the + icon at the top right of the list.
3. Once the process has been created, the following actions are available: Enable / Disable, Edit, Duplicate process, Manage process steps and Delete.
4. Click on Manage process steps.
5. To add a process step, click the + icon at the top right of the process steps list.  Tip: You can change the order of the steps by clicking on the arrows or dragging the steps.
6. To activate recruiter or candidate notifications, click the Modify candidate notification templates icon to create the email to be sent, then click the Candidate notification option once back in the list of steps. You can then activate the Recruiter notification option.

Creating and configuring positions

1. In the configuration module, click Positions.
2. To add a position, click the + icon (Add a position) at the top right of the list.
3. On the page that opens, complete the necessary information. In the Configuration of positions section, drop-down options can be configured in the Configuration section (see Position configurations in Folks ATS).
4. When you have finished, click on Validate

Creating consents

1. In the module configuration page, click Consent.
2. To add a consent, click the + icon (Add consent) at the top right of the list.
3. Enter the consent sentence your candidates will receive, then click Validate.

Configuring job boards

1. In the main menu, click Parameters > Integrations.
2. Click on LinkedIn, for example, to enter your LinkedIn account name and username. If required, you can add multiple accounts.
3. When you've finished, click Validate. You'll then be able to post jobs on LinkedIn.

Once you've completed the various basic configurations, you can configure the other elements you'll need to create your positions (departments, diplomas, work permits, origins, territories, etc.).

These configurations will be important for matching and reporting (see Position configurations in Folks ATS).

Step 2 - Creating clients and managers

In Folks ATS, a client can represent a branch, a department, a dealership, a factory, and so on. You can divide your company as you wish. For each customer you add, you'll need to add at least one manager.

1. In the main menu, click Companies > Client list.
2. To add a client, click + New client.
3. In the window that opens, enter the client's details and click Add.
4. To add a manager, in the client list, click the Show managers icon for a client, then click + Add a manager to client.
5. To add a client activity, in the client list, click a client's Show activities icon and then click + Add an activity.

Tip: In the client list, make sure that your clients are active so that you can select them when creating positions. To do this, click a client's Details icon and change the status to Active. Don't forget to save your change. Status is also important for managers.

Step 3 - Creating and configuring the career page

For the career page, you have two options: the Folks ATS career page and the API career page. The instructions below apply to the Folks ATS career page.

1. In the main menu, click Parameters > Module configuration.
2. In the module configuration page, click Public inquiries sites. You'll notice that a career page has been created for you. To edit, delete or deactivate this default page, please contact our team.
3. To add a career page, click the + icon (Add a site) at the top right of the list.
4. In the window that opens, enter a name, activate the Active option and add a logo.
5. When you've finished, click Save.
6. In the main menu, click Companies > Career page to set up your page.
7. Make the desired configurations in the various tabs and save. Tip: In the General tab, be sure to activate your career page.
8. Once you've finished configuring, click Career page > Themes to view your page and customize it.

Congratulations!🎉

You've completed all the required ATS configurations. Now move on to the position-related configurations if you haven't already, or check out our user tutorial to learn how to get the most out of Folks ATS.

This tutorial is for anyone who wants to learn how to use Folks ATS Standard to optimize their recruitment process.

We'll take you through the process of creating positions and posting them on recruitment sites. We'll then cover how to manage applications and use the home page for effective follow-up. You'll also discover how to manage the candidate file, organize interviews, and perform advanced searches to find the best profiles.

Step 1 - Creating jobs to fill

Once you have logged in, click Jobs > Job list in the main menu.

1. In the job list, click the + Add a request button at the top right of the list.
2. In the window that opens, fill in all the information concerning the position. Required fields are marked with a red asterisk.
3. When you have finished, click Save. The position will appear in the list.

To see how many candidates are in each stage of your process, under the Details column, click the Number of candidates per process step icon.

You can also click the Details icon of a position to see more information about the position. You will have the option of copying the request (the position), publishing the position and viewing the job posting.

Step 2 - Posting positions

Before posting a position, it's important to verify the details. Once you have done so, click Publication at the top right of the request details.

1. In the Publication of the position window, you can, among other things, make changes, verify information, and add a preselection form.
2. Under Web configuration, activate the Web site Active option to display the position on your career page.
3. When you have finished, click Validate.
4. Then return to the Publication of the position window to activate posting on recruitment sites under the Configuring job boards tab. Please allow 2 to 3 hours for the position to be posted on the selected site(s).

Step 3 - Managing applications

When you start receiving applications, you'll have two options for viewing them:

• In the request details by clicking on the Web Applicants icon in the Candidates presented section.
• In the home page (Home> New applications), where you can also delete applications

Step 4 - Using the candidate file

To find out more about a candidate, simply click on their name to consult the candidate file. In the profile section, you can view the CV, download the file, and modify the profile.

Tip: By clicking the Edit profile icon at the top of the left-hand section, you can select a color to identify the candidate according to their potential. This way, when you perform an advanced search, you can filter by color.

You also have access to sections for adding comments, editing items, recording follow-ups and reminders, and much more.

You can add documents and send e-mails at the top right of the candidate file.

Step 5 - Scheduling interviews

In the candidate file, under Interviews, you can schedule interviews with the candidate. To add an interview, click the Interviews icon at the top right of the section.

When you add the interview, an e-mail will be sent to the candidate. If you've indicated that the interview will take place online, a Microsoft Teams or Google Meet link will also be sent to the candidate.

Once an interview has been added, it can be edited or deleted. An e-mail will then be sent to the candidate to inform them of the change.

Step 6 - Searching for candidates

To search for candidates, click on the magnifying glass in the top right-hand corner of the header. You can enter a candidate's name, or use the advanced search to search by different criteria.

When you click on Search, you can export or save the results. You can also add a candidate to an open position by clicking the + (Add to a post) icon to the left of the candidate's name.

Tip: If you perform a new advanced search, be sure to delete any previously added keywords by clicking on Start again at the bottom of the page.

Congratulations!🎉

Now you know how to use the ATS. In the home page, you'll find your requests to fill, your open positions, your candidates, and your upcoming reminders (configured in the candidate files).

In the January 16, 2025 release, Folks ATS' navigation has been redesigned to facilitate access to key areas of the platform.

In this article, you'll discover the different elements of the interface and the new navigation.

Please note that you will still benefit from the same features.

Header

Since January 17, the header includes the following elements.

Some shortcuts have been removed (old header below), but the pages they lead to are still be accessible from the main menu.

Candidate search

You can search for a candidate in your database. Once in the candidate search page, the advanced search will be available.

Add a candidate +

You can use this shortcut to add a candidate, either manually or via the CV.

Notifications

You can check your notifications (messages) just as you do now.

Account settings and logout

By clicking on your user icon, you can change your password in the account settings, reload access, set up integrations (Microsoft 365 and Google), change the system language and log out of the platform.

Main menu

Here's an overview of the different sections you can access:

You'll notice that the dashboard widgets appear directly on the home page.

Tip: You can always click the icon at the top left to reduce or show the main menu, as required.

Home (formerly Dashboard)

A modular, dynamic home page giving you quick access to information about your work.

Jobs

This section groups all the pages related to the management of your jobs.

• Job list
• Job posting

Candidates

This section groups all the pages related to the management of your candidates.

• Candidate search
• Interview schedule
• Mass mailing
• Employees
• Consents

Companies (formerly CRM)

This section contains pages related to companies.

• Client list
• Show activities
• Organizational chart
• Career page
• Mass mailing

Statistics

This section contains pages related to statistics.

• Reports
• Business intelligence

Folks

New: This is a shortcut to the Folks platform. Go to Parameters > Integrations > Folks to add your V1 API key.

Parameters (formerly Settings)

This section contains pages related to parameters.

• Users
• Roles and permissions (formerly Group management)
• Integrations (formerly the Maket place section in the settings dashboard)
• Form generator
• Module configuration (formerly Dashboard)

Logging In

• Enter your email and password to access your ATS.

• Alternatively, use your Microsoft account for login.

Home Screen Overview

Once logged in, you'll see the available widgets on the home screen, which may vary based on your role and permissions. The main navigation menu is located on the left.

Main Features

• Home: Provides quick access to your dashboard and widgets.

• My Candidate and My Job List Widgets: Display current candidates and job positions you have access to.

For example, you might see candidates related to a specific office, such as the regional ad office in Quebec City. You can view the progress in the status column and check for any scheduled meetings.

Customizing Your View

You can customize or change the page layout using the cogwheel icon. This allows you to:

• Modify the layout and move widgets around.

• Add or remove widgets based on availability.

• Change the view from a list to cards, and more.

Interacting with Entries

Click on any entry to view more details. For instance:

• Click on a candidate preview to see their profile.

• Click on a job list to view details about a specific position, such as the payroll manager role.

Managing Layouts and Widgets

If additional layouts are available, you can manage them by adding, removing, or rearranging widgets. For example, you can add a "Total Request to Fill" widget to track open positions.

Job and Candidate Details

Click on a job list to access detailed information about a position, including:

• Job details and request specifics.

• Information on the hiring and account managers.

• Where the job has been shared.

Candidate Management

Review active candidates in the process. You can:

• View candidates waiting for submission.

• Automatically accept candidates or change the review process.

• Take actions such as scheduling interviews or reviewing documents.

You can filter, sort, and change information to manage candidates effectively. For example, if a resume is missing, you can contact the candidate for an update.

Overall, the Folks ATS provides comprehensive tools to manage candidates and job positions efficiently, ensuring you have all the necessary information at your fingertips.

The career page is a crucial step in the job posting ecosystem. It is necessary in order to display jobs on various job boards.

Our recruitment solution offers two types of career pages that can be integrated: a auto-generated career page within the platform, or an API career page.

Tip: If you want to publish job offers quickly, you can start with the auto-generated career page and later migrate to a more customised API career page.

Folks ATS Career Page (self-generated)

If you choose this option, see Create a Folks ATS Career Page. If needed, you can create multiple career pages.

Career page URLs are accessible under Companies > Career Page > Career Page URL.

By default, the first URL generated in the ATS is in French. If you also want an English version, make sure to select English under the Language field.

Once you have the redirect URLs, you can:

• Update the client’s website code
• Add the appropriate links or buttons
• Configure the redirect to the provided career page(s)

API Career Page

API Integration - Scope of Technical Support

Integrating a career page via API requires strong programming and web development skills. Before choosing this path, it is essential to assess and confirm the technical expertise of your team or the external providers you collaborate with.

Please note that the Folks support team is exclusively responsible for ensuring the proper functioning and availability of API endpoints. They will not provide technical training, personalized assistance, or direct interfacing with your developers or external consultants.

If you choose this option, refer to our API documentation: https://api.glowinthecloud.com/documentation/

In this article, we'll guide you through the various position-related configurations in Folks ATS. These configurations are essential for improved matching and reporting. Follow the steps by reading the instructions below.

Once you've logged in, in the main menu, go to Parameters > Module configuration.

Skills

1. In the settings dashboard, click Skills.
2. To add a skill, click the + icon (Add skill) at the top right of the list.
3. In the window that opens, enter a description for the desired languages, then click Validate.

Once a skill has been created, the following actions are available: Enable / Disable, Edit and Delete. If you deactivate a skill, it will no longer appear in Folks ATS.

Departments

1. In the settings dashboard, click Department.
2. To add a department, click the + icon (Add a department) at the top right of the list.
3. In the window that opens, enter a description for the desired languages, then click Validate.

Once the department has been created, the following actions are available: Enable / Disable, Edit and Delete.

Diplomas

1. In the settings dashboard, click Diplomas.
2. To add a diploma, click the + icon (Add a diploma) at the top right of the list.
3. In the window that opens, enter a name and click Validate.

Once the diploma has been created, the following actions are available: Edit and Delete.

Work permits

1. In the settings dashboard, click Work permit.
2. To add a work permit or driver's license, click the + icon (Add a permit) at the top right of the list.
3. In the window that opens, enter a description, then click Validate.

Once the permit has been created, the following actions are available: Edit and Delete.

Origins

1. In the settings dashboard, click Origin.
2. To add a provenance to show where your candidates come from, click the + icon (Add a provenance) at the top right of the list.
3. In the window that opens, enter a description and specify whether the provenance is for the candidate or the client.
4. When you have finished, click Validate.

Once a provenance has been created, it can be edited.

Territories

1. In the settings dashboard, click on Territories.
2. To add a territory, click the + (Add) icon at the top right of the list.
3. In the window that opens, enter a description for the desired languages, then click Save.

Once a territory has been created, the following actions are available: Enable / Disable and Edit.

Types of jobs

1. In the settings dashboard, click on Types of jobs.
2. To add a job type, click on the + icon (Add a job type) at the top right of the list.
3. In the window that opens, enter a description for the desired languages, then click Save.

Once the job type has been created, the following actions are available: Enable / Disable and Edit. Pre-configured job types cannot be edited or deactivated.

Levels

1. In the settings dashboard, click Levels.
2. To add a level to be used for skills, click the + icon (Add a level) at the top right of the list.
3. In the window that opens, enter a description for the desired languages, then click Save.

Once the level has been created, the following actions are available: Delete and Edit.

E-mail templates

1. In the settings dashboard, click on E-mail templates.
2. To add a template to be used when sending an e-mail to a candidate, click the + icon (Add template) at the top right of the list.
3. In the window that opens, enter a name and content, then click Validate.

Once the template has been created, the following actions are available: See, Edit and Delete.

When you have a position to fill within your organization (or for a client), it must first be created and configured in the Settings > Module Configuration panel.

You can then create your job posting in Jobs > Job list > Create job +. In the header, the Add new + shortcut also lets you quickly add a job.

In this article, you will learn how to configure, create, and track a job posting in Folks ATS.

• Configuring a Job Posting
• Creating a Job Posting to Fill
• Viewing a Job Posting
• Tracking a Job Posting

Configuring a Job Posting

To create a job posting on the module configuration page, proceed as follows.

1. In the main menu, click Settings > Module Configuration.
2. On the module configuration page, click Jobs. This is where you can configure new job postings as well as delete or modify existing postings.
3. To add a job posting, click the + icon (Create Job) located at the top right of the list.
4. In the page that opens, enter a title and a description for your job posting. This information will appear when the posting is live. Note that you will always be able to edit it later.
5. In the General Informations section, you can select a department, approvers, skills, process, and clients. The dropdown list options can be configured on the module configuration page (see Job-Related Configurations in Folks ATS). You can also specify a job number.
6. If needed, create your job posting in multiple languages.
7. When finished, click Validate for each translation.

Once the job posting is added, in the job list, you can modify it by clicking the purple pencil icon (Edit). You will then be able to add the desired skills.

To delete a job posting, click the red trash can icon (Delete). Please note that it will not be possible to delete a job posting if it is currently in use. You will need to move it to another existing job posting in the configuration.

Creating a Job Posting to Fill

You can now create a job posting to fill. To do so, proceed as follows.

1. In the main menu, click Jobs > Jobs tab.
2. In the job list, click the Create Job + button located at the top right of the list.
3. In the window that opens, complete the information regarding the job to fill. Required fields are marked with a red asterisk.
   1. Under the Applicant section, you must select the client (also select the manager and working location). You can add a Job ID if needed.
   2. Under the Information section, the opening date defaults to the current date but can be modified. Also ensure you select the title of position from the various job postings you created in the configuration. Upon selection, the configured description will appear automatically. The process and recruitment team must also be selected. The recruitment team allows you to select recruiters and managers who will have access to the job posting. You can also select a primary recruiter if desired.
      Tip: Don’t forget to indicate the number of jobpositions according to the number of people you are looking to hire. You can also choose a job title for display that differs from the internal title (this is what will be displayed on the career page).
   3. Under the Candidate Profile and Additional Information sections, you can add the desired information from the dropdowns.
   4. If needed, add a comment and attachments.
4. When finished, click Save. The job posting will appear in the list.

Once the job posting is created, in the job listings, you can always modify it by accessing its details (the Details tab by clicking on the job). You can also duplicate the job by clicking the icon located at the top right of the job details.

To delete a job posting, change its status to Cancelled. In the job listings, only open jobs are visible by default, but you can filter by status.

Viewing a Job Posting

See Publishing Job Postings from Folks ATS.

Tracking a Job Posting

Once you have created your job posting to fill, click on it's name in the job listings. This is where you will find information related to it and where you will receive your applications and be able to track your recruitment process.

The job page is presented in several sections.

At the very top, you will find several pieces of information and options. You can notably add a recruiter, change the job status, and access its settings. From the icons on the right, you can access advanced search, change history, and statistics details. Job duplication and configuration for postings are also accessible here.

Details Tab

Under the Details tab, you will find the number of candidates in process, the number of days since creation, and the sites where your job is currently posted (jobboards). The number of new applications will be visible if you do not use automatic approval for web applications.

You will also find request details and recruitment campaign details, in addition to information about the job and hiring conditions. You can modify information if needed.

To create your paid campaigns on job boards, you must first have configured the Recruitment Campaigns badge from the module configuration page.

Candidates Tab

Under the Candidates tab, you will find all candidates currently in process for this job. You can change their status, view their profiles and modify their information, send documents, discuss with your collaborators, send emails, and schedule interviews. For more information, see Managing Web Applications in Folks ATS.

You can select multiple candidates and change their status, send them a form, or transfer them to another job posting.

From the icons on the right, you can notably contact candidates and send documents to your collaborators.

For each candidate, you can access the following: their profile, documents, additional information, change history, and resume. You can also add notes mentioning your collaborators and see responses to the pre-screening form.

The ATS allows you to create a career page to display your job openings and receive applications.

Creating a Folks ATS Career Page

To create your career page, proceed as follows. Note that it is possible to create multiple career pages with different logos if needed.

1. In the main menu, click on Settings ­> Module configuration.
2. On the module configuration page, click on Public Inquiry Sites.
3. To add a career page, click on the + icon (Add a site) located at the top right of the list.
4. In the window that opens, enter a name, activate the Active option, and add a logo.
5. When you are done, click Save.

Configuring the Folks ATS Career Page

Once your career page is created, the next step is to configure it.

1. In the main menu, click on Companies ­> Career page.
2. Under the Site choice section, select a site. By default, the selected site is the one you just created.
3. In each tab, make the desired configurations and save them.

   1. In the General tab, complete the required information on the left, then select the poition posting order on the right. If you enable the Quick application option, candidates will not need to create an account to apply, simplifying the application process from the career page. By enabling the Spontaneous application option, candidates can send their application from the career page without being linked to a specific job (a button will appear on your career page).

      ⚠️Make sure to also activate your career page.

   2. In the Consent tab, you must add a consent statement that candidates must approve in order to apply. You must also add your privacy policy in the content of the consent page. The fields must be completed in both French and English. Choose the validity duration of the consent.
   3. In the Social media and contact tab, you can add your contact email, company website, and your social media addresses.
   4. In the Job postion list tab, activate all the information you want to appear on your career page.
   5. In the Candidate registration form tab, activate the fields you want your candidates to fill out (including those that will be mandatory) at the time of application. Note that you can always add questions and information to be completed through a preselection form (see Introduction to Forms in Folks ATS).
   6. In the EDI Form tab, choose whether you want to enable it. Add the introduction message text for the equity, diversity, and inclusion form. Select which questions will be enabled (or not).
   7. In the Redirect URL and campaign tab, by enabling the redirect URL, the candidate will be directly redirected to your website after applying from the career page.
   8. In the Screening of applications tab, you can select the countries from which you wish to receive applications.

Customizing Your Folks ATS Career Page

Once you have completed the configuration of your career page, click on Companies ­> Career page ­> Themes to view and customize it. You will be able to personalise your page by modifying titles, texts, buttons, colours, and images.

Adding the Folks ATS Career Page to Your Website

To do this, simply retrieve the URL of your career page and paste it into the Careers button on your website. The URL can be found in Companies > Career page > Career page URL.

Folks ATS allows you to simultaneously display job offers on your career page and on various recruitment sites through the multi-posting feature.

Connecting Job Boards

If you want to display jobs on your recruitment sites, you need to connect them to Folks ATS.

• Connect Indeed and Folks ATS
• Connect LinkedIn and Folks ATS
• Connect Jobillico and Folks ATS
• Documentation coming soon for other job boards

Posting a Job

Once you have created a job to fill, you can proceed to post it on your career page as well as on various job boards.

To do this, click on Offline (Job Posting) to the right of the job title, then follow the steps below.

You can also post your jobs directly from the job details by clicking on the megaphone icon (Job Posting) located at the top right of the page.

Tip: By optimising your postings, you broaden your horizons and reach more people who may be a good fit for your jobs.

1. In the job posting window, you can, among other things, make changes, verify information, and add a preselection form.
2. Under the Web configuration section, activate the Web site active option to display the job on your career page.
3. When you are finished, click Validate.
4. Then return to the job posting window to activate posting on the recruitment sites you have previously connected under the Configuring job boards tab. Please allow a few hours for the job to appear on the selected site(s).

Track where your candidates come from to identify which job sites give you the most visibility using business intelligence.

To simplify application management, recruiters can now view candidates for an open position in the form of a Kanban board, where each column corresponds to a stage in the recruitment process selected when the position was created. 

1. To access the Kanban view, go to the job details (Positions > Job list). Find the position you are interested in and, to the far right of that position and click the green eye icon, labeled Details.
2. A new page will open. Under Candidates Presented, click on the table view icon.

Under the first tab (Details), you'll find request details and recruitment campaigns along with information about the position and employment conditions.

Configuring the Kanban view

If necessary, you can hide table columns by clicking on the three vertical dots (Minimize). Search, filter (by Date added and Sources) and sort options are also available. To view newly added candidates, click on New applications (option only available if you are not using the automatic approval of web applications option).

You can filter candidates by recruiter(s) by clicking the profile photo bubbles at the top of the page.

Move candidates

You can move a candidate by dragging them into the desired column. To move several candidates, select them and click Move.

When you select one or more candidates, the following actions are also available: Transfer to a position and Submit a form.

Compare candidates

To narrow down a group of candidates at the same stage, for example, after the initial interviews, you can use a side-by-side view to make a quick decision.

Simply select 2 to 20 candidates from the Kanban view (by checking the boxes on the cards), then launch a side-by-side comparison where attributes are displayed in rows and candidates in columns.

You can pin a candidate as a reference, highlight the best values, change a candidate’s stage, and open the profile or evaluation card without leaving the view.

Options available for candidates

To view a candidate’s profile or edit their information, simply click on the candidate's name. A candidate preview window will open.

Under each candidate’s name, you can access their documents, add comments (by mentioning your collaborators), schedule interviews, send emails, and view the pre-selection form. You can also change the candidate’s assigned recruiter by clicking on their photo (or their initials).

Once you've found the right candidate (in the Selected column), the Job creation + option is visible under the candidate's name. By creating the job, the candidate becomes an employee of your company and the job status automatically changes to Filled.

Adding a candidate

To add a candidate to the position, click the Add a candidate button (magic wand icon). To the left of the button, you'll also find an option to search for candidates based on their skills and assets.

Other options

From the icons on the right, you can search for candidates (advanced search), view the job's approval and change history, duplicate the job and publish it. You can also edit the job by clicking on the gear icon. Several other options are available below the add button: Report of pre-selection form Report on changes to candidates statuses Send documents to a manager History of applications Contact (candidates) Download Sort

To set up your email signature in the ATS, follow the steps below:

Steps to Add a Signature

1. Click on the small circle (your profile image) at the top right of the screen.

2. Go to Integration option then signature.

3. Click the plus button to add a new signature.

4. Enter your name in the designated field.

5. To add an image, click on the image icon.

6. Select a public image hosted on the Internet.

7. Search for an image on Google, for example a Folks logo.

8. Choose an image with a width between 200 and 350 pixels.

9. Right-click on the image and copy the image address.

10. Paste the URL into the designated field and click OK.

Tips for the Image

• If the image is too large, try other images.

• Consult your graphic designer or your website host to get an appropriately sized image.

• Open the image in a new tab to verify the URL.

Managing Multiple Signatures

You can create multiple signatures for different companies:

• Name each signature according to the company name (for example, Company A, Company B).

• Use these signatures when sending emails manually.

Using the Signature

To use your signature when sending an email:

1. Click the magnifying glass to access a candidate, for example Jacob.

2. Click to send an email.

3. Choose your signature from the available list.

In the ATS header, the Add new + shortcut lets you add a candidate, either manually (Add candidate) or via their resume (AI Insights). You also have the option to add a candidate via LinkedIn using the Folks ATS plugin.

Manual Addition

When adding a candidate manually, the candidate addition window will open.

1. Enter the candidate's first and last name. You can also enter their email and phone number.
2. Add your candidate's resume if you have it.
3. Indicate whether you want to be the lead recruiter.
4. Add the candidate to one or more open positions by selecting them from the dropdown list.
5. Once the candidate has been added, click View candidate to open their mini profile and complete their information. From the mini profile, you can access the full profile by clicking on their icon or their name.

Addition via CV and via LinkedIn

See Introduction to the resume analyser and LinkedIn Plugin.

A candidate profile can be created in various ways: via the Resume parser, the LinkedIn plugin, manually, or when a candidate applies for a job or is linked to a position by a recruiter.

This centralized space allows you to easily view and manage the candidate’s information. You can add, edit, or delete their data to ensure optimal tracking and continuous updating of their profile.

In this article, you will learn everything you need to know about the candidate profile. Note that the mini-profile corresponds to what is available when you preview a candidate.

Searching for Candidates

Use the search bar in the header to look for a candidate by their name. Advanced search is also available, allowing you to search using multiple criteria.

Tip: To access all candidates in your database (Total candidates), simply click the magnifying glass icon to the right of the search field.

Customizing a Candidate’s Profile

1. Open the candidate’s profile.
2. Click on the gear icon (Modify layout) on the right side of the screen.
3. Move, delete, or resize the widgets.
4. Add new widgets using the + button (Add widget).
5. Click the disk icon to save your changes.

Additional Icons in the Candidate Profile

At the top right, several icons provide quick access to:

Contents of the Candidate Profile

The candidate profile contains several sections, including the following:

You can connect your professional email accounts (Gmail, Outlook) and your LinkedIn account to the ATS to communicate with your candidates without leaving the ATS.

This feature is not enabled by default. You must enable it in the permissions under the Recruiting category > Unipile (see Managing Roles and Permissions in Folks ATS).

Connecting Accounts

On the home page (Home > Candidates widget), click on the candidate's icon (Candidate Preview) and access the Messaging tab to connect the desired accounts.

Messaging is also accessible via the candidate's profile by clicking the messaging icon at the top right.

Please note that Gmail and Outlook are mutually exclusive. You can only connect one of the two.

To connect your LinkedIn account

Click on LinkedIn and enter your login credentials. If you use your Google credentials for your LinkedIn account, this method will not work. You need to login manually.

You can also use the cookie method by following these steps:

1. Log in to your LinkedIn account in a new tab.
2. Open your browser’s developer console (F12 for Chrome and Firefox, option + command + I for Safari), then click on the Application or Storage tab.
3. Open the cookies folder and click on the one titled “https://www.linkedin.com”.
4. Copy the value of “li_at” into the first field.
5. If your account has a Recruiter or Sales Navigator subscription, also copy the “li_a” cookie into the second field.
6. If needed, review the optional settings.
7. Click the Login button.

LinkedIn Message is available if the candidate is a 1st-degree connection; otherwise, InMail is used.

To connect your Gmail or Outlook account

Click on Gmail or Outlook, select your account, and allow Folks ATS to access your Google or Outlook account. For connecting Outlook, you must have a Microsoft Office 365 account.

You can disconnect your account at any time by clicking on the logout icon at the bottom left.

Using the Messaging System

Once your accounts are connected, type in your messages in the right-hand area and receive replies in the left-hand area. You will also receive real-time notifications in the ATS header.

With Sendgrid, you can send mass emails directly from Folks ATS. Create your templates, personalise your content, define your database, and set the sending schedule to programme your dispatch!

Connecting Sendgrid and Folks ATS

You must have a Sendgrid account to use mass mailing in Folks ATS. To connect Sendgrid and Folks ATS, complete the steps below.

1. In the main menu, click Settings > Module configuration.
2. On the module configuration page, click Mass Email.
3. On the page that opens, enter the email of your Sendgrid account as well as the API ID and API key. You will find this information in your Sendgrid account.
4. When you have finished, click Save.
5. Then click Settings to make the desired settings and check your remaining credit balance.

Creating an Email Template

To create an email template, in the main menu, go to Candidates > Mass mailing > Mailing Templates > + (Add Template). You can also Enable / Disable, Edit, and Delete existing templates.

To use mass mailing, start by searching for candidates by criteria using the advanced search. Then, click the Mass Email button, select Email, choose your template, add a subject, and save.

You will be redirected to your campaign. When you are ready, click Set up and Send. Validate each step and then send the final email to all selected candidates.

Mass mailing can also be used to send emails or forms to many candidates at once, directly from consents or job postings within the request.

The reference feature allows recruiters to associate an internal or external reference with a candidate's application. Once linked, you can generate detailed reports and manage references efficiently using smart data entry.

Associating a reference with a candidate

To add a reference name to a candidate, go to Positions > Job List and find the position for which the candidate is applying. Under the Details column, click the green eye icon on the far right, labeled Details then click on the Candidates tab.

Please note: for the next step, make sure you are in list view and not kanban view.

Locate the candidate on the list, click on the three vertical dots and select Additional Information. Click on the pencil icon to enable editing. Under the reference section, choose the reference type: internal (user or employee) or external. You can also enter the contact person's name and phone number, if available.

Using existing external references

If an external reference has already been created for a candidate, it remains available for reuse. When adding a new candidate with a reference from the same source, you can simply select the reference from the dropdown menu instead of entering it manually. This streamlines the process and ensures consistency.

Generating a candidate reference report

To generate a report of all references used in applications just go to the left-hand menu, to Statistics > Reports. Under the Recruitment Statistics section, select Candidate Report with Internal/External Reference. Enter the desired date range. Click Generate the Report.

⚠️ Important: The dates refer to when the candidate was added (also called Date Sent) to a position.

The report will be downloaded as a spreadsheet file directly to your Downloads folder.

A new look is now available for the Job Details page and the List View for candidates. We've also added new options to improve your experience on the platform.

Request details tab

From the left-hand menu, click on Positions > Job list, find the position you're interested in, then click the green eye icon on the far right, labeled Details. A new window will open, displaying the Open Job Details page.

A few notes about this page:

• The available information is the same as in the previous version, but some elements have been rearranged for better accessibility. 

• The New applications box shows all candidates who have not yet been filtered.
  📝 Please note: If automatic approval is enabled, this corresponds to candidates in the first stage of the process. As soon as a candidate moves to the next stage, the number of new applications is automatically updated.

Candidates tab

By default, when you access the Candidates tab for the first time, you'll be directed to the Kanban view.

You can easily switch to the List view using these buttons on the right.

What has changed?

In addition to the new design, several improvements have been made to enhance your experience:

✅ Smoother navigation

When you select the List view, you remain on the same page, making navigation faster and more intuitive.

✅ New location for candidate actions

The small icons previously displayed under candidates' names are now grouped in a menu accessed via the three vertical dots on the far right.

• If a Pre-selection Form is associated with the position, this option will appear in the three-dot menu.

• When a candidate's status changes to Selected, a + Job Creation option becomes available in the menu, replacing the old purple icon used for this function.

✅ Filters by recruiter

You can now filter candidates by recruiter(s) by clicking the profile photo bubbles at the top of the page. This is also where you can add a recruiter to the position.

✅ Customizing the display

Choose which information to display by using the Column Visibility button located above the three-dot menu.

Single Sign-On (SSO) allows Folks ATS users to log in to the platform using their existing work credentials, making access simpler while increasing security.

Enable the Feature in Folks ATS

1. In the left menu, select Parameters > Module Configuration.

2. Click the Single Sign-On (SSO) button and click Enable.

3. Fill in the following fields:

   • Company code: you can choose any code as long as it is not already taken.

   • Authentication provider: Google Workspace or Microsoft.

Configuration with Microsoft

1. Log in to the Azure portal.

2. Go to Enterprise Applications.

3. Click New application, then Create your own application.

4. Name your application Folks ATS and click Create.

5. Once the application is added, set up Single Sign-On by selecting the SAML method, then click Edit.
   👉 For more information, see the SAML configuration for Microsoft Azure documentation.

6. In the first section (Basic SAML Configuration), fill in the following fields:

   • Identifier (Entity ID):
     https://folksats.app/authorization/sp/[company code]

   • Reply URL (Assertion Consumer Service):
     https://folksats.app/authorization/sso/respond/[company code]
     (Replace [company code] with the name previously defined in Folks ATS under Parameters > Module Configuration, Single Sign-On SSO button).

7. Click Save.

8. In the third section (SAML Certificates), download the federation metadata XML file.

9. Go back to Folks ATS, upload the XML file in the designated spot (identity provider), then click Finish.

Configuration with Google

1. Go to the Google Admin portal.

2. Select Apps.

3. Click Web and mobile apps, then Add App > Add custom SAML app.

4. Name your application Folks ATS, add an icon if desired, then click Continue.

5. On the Google IdP Information screen, click Next.

6. On the Service Provider Details screen, enter the following information, then click Next:

   • ACS URL:
     https://folksats.app/authorization/sso/respond/[company code]

   • Entity ID:
     https://folksats.app/authorization/sso/respond/[company code]
     (The company code is the one defined in Folks under Parameters > Module Configuration, Single Sign-On SSO button).

7. On the Attribute Mapping screen, click Add New Mapping and map the primary email address to the email field.

8. Make sure the Service Status button is enabled.

9. Download the federation metadata XML file.

10. Go back to Folks ATS, upload the XML file in the designated spot (identity provider), then click Finish.

User Login

When a user goes to the Folks ATS login page, they will see a new button allowing them to log in via Single Sign-On. They will need to enter the company code you provided to them to complete the login.

Require SSO Login 

To increase security, you can require SSO for all users:

• Simply enable the Require SSO login for all users button.

⚠️When this option is enabled, the standard login (manual entry of email address and password) is no longer available. Therefore, it is important to make sure that all your users have a work email address linked to Microsoft or Google.

It is very likely that multiple people will be using Folks ATS. The person with the first access will need to add the other users.

There are two types of licences:

• The Recruiter licence allowing full access
• The Manager licence with more limited access, allowing management only of the accounts assigned to them (see Navigating Folks ATS as a Manager)

Adding a User (Recruiter)

1. In the main menu, click on Settings > Users > tab User list
2. To add a user, click on the Add a user icon located at the top right of the list.
3. In the window that opens, fill in the required information, including the user's name, their email, and a temporary password. You can then send the temporary password to your colleague for their first login. 
   ⚠️Warning: make sure to note it down somewhere, as it will not be saved for security reasons. Upon their first login, the user will have to change their password. If desired, you can enable two-factor authentication and SSO for the user.
4. You can also add other information such as permissions, a title, a photo, and access rights (Recruiter, Approve, and See all jobs). Permissions correspond to access groups previously created in Settings > Roles and permissions.
5. When you have finished, click Validate. The user will appear in the list.

Once the user is added, the following actions are available: Edit, Change access, Access time (Enable / disable), View as (Show permissions in the profile), and Licence (Enable / disable).

Don’t forget to provide the login details to the user concerned so they can log in for the first time and change their password.

• Permission: to assign different access levels to users
• See all positions checked: To see all jobs displayed in the ATS
• See all positions unchecked: Will not see any jobs UNLESS the user has been added to > the recruiter team of the job, in which case they will only see the jobs where they are a recruiter.

/!/ If one or more “Accessible customers only” are added from > Settings > Users > User list > Change access:

• Permission: to assign different access levels to users
• See all positions checked: To see all jobs for this client displayed in the ATS

See all positions unchecked: Will not see any jobs UNLESS the user has been added to > the recruiter team of the job, in which case they will only see the jobs where they are a recruiter.

Adding a Manager

1. In the main menu, click on Settings > Users.
2. On the user and manager management page, click on List of managers.
3. To add a manager, click on the Add a manager icon located at the top right of the list. 
   Warning! The term manager in Folks ATS is used both to describe a manager-type user and the client manager in the CRM (section Companies). These are two completely different accesses (see Creating Clients and Managers).
4. In the window that opens, fill in the required information, including the user's name, their email, and a temporary password. You can then send the temporary password to your colleague for their first login. 
   Warning! Make sure to note it down, as it will not be saved for security reasons. Upon their first login, the user will have to change their password. If desired, you can enable two-factor authentication and SSO for the user.
5. In the Accessible clients field, you can select the clients for which the manager will be able to see the jobs.
6. If you want the manager to be able to create job postings, enable the Creation request option. You can add an approval by a recruiter if needed in Settings > Jobs.
7. Enable the See all positions option if you want the manager to see all jobs for the selected client(s) even if they are not part of the recruiter team, or all jobs for all clients if no client is selected above. If the See all positions option is not enabled, the manager must be added to the recruiter team on the job in order to see that job.
8. When you have finished, click Validate. The user will appear in the list.

One of the possible interactions for the manager will be to view the profile, documents, and additional information of candidates presented in the details of a job posting.

Tip: Share our introduction guide with your managers to help them navigate the platform.

To hide documents from the manager, disable the Default document sharing option in the configuration dashboard > System. To share only specific documents, enable sharing in the candidate's documents (under the Documents icon) by clicking the Toggle sharing icon under the Actions column.

The Roles and Permissions page allows you to customize user access within Folks ATS. It helps organise rights according to each person's role. With this feature, you can create groups, add users, and define their access to various platform options.

1. In the main menu, click on Settings > Roles and Permissions.
2. To add a group, click the green + icon (Add a group) at the top right of the list. To edit an existing group, click the purple pencil icon (Edit).
3. In the window that opens, under the Information section, you can add users to the group by selecting them from the dropdown list. You also have the option to remove a user from the group. Attention! Only users with a Recruiter licence can be added. Additionally, "manager" users cannot join a group, as their access is already restricted.
4. In the lower section, all available features are listed on this page and sorted by categories. Select each category one by one to check the access rights you wish to grant to users in this group. When creating a new group, all features are unchecked by default.

Tip: After each update, return here to enable new options if necessary.

Permission categories

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.

AI Writing Assistant

Integration of the generative AI module dedicated to producing textual content. This feature is added with the aim of drastically reducing the time spent on writing tasks

👉Important: permissions for AI must be granted through the groups' accesses. 

For example:

• Job Description Generation: Creation of a structured and professional description based on a few essential criteria (title, skills, level). Ideal for quickly starting a clear and complete job description.

• Optimization for Job Boards: Transformation of a job description into an attractive "marketing ad" format to maximize application rates on external job sites.

• Personalized Candidate Messages: Generation of outreach or follow-up emails based on the candidate's profile, to increase response rates while personalizing communication on a large scale.

AI-Assisted Writing Help for Evaluation Criteria

An intelligent assistant integrated into the evaluation cards is available to help recruiters structure interviews and summarize note-taking.

• Intelligent Suggestion of Evaluation Criteria: The AI suggests relevant questions and criteria based on the job title, skills, and the evaluation card section, allowing candidates to be assessed on objective grounds.

• Assisted Feedback Summary: Automatic transformation of quick and draft notes from evaluators into structured and professional feedback.

The Diversity, Equity and Inclusion (DEI) form is available from the career page. This allows you to manage your social commitments directly from the application process.

• Self-identification: Candidates can provide DEI criteria (veteran, minorities, gender, disability, etc.) when submitting their application on the career page.

• Client configuration: Each company can configure the specific criteria it wishes to display.

• Business Intelligence: The data collected is available in the candidate profile (via a dedicated widget) and fully exportable to your Business Intelligence tools for precise statistical tracking.

Activating the form

Navigate to Companies > Career page > Settings tab. Then click on the diversity, equity and inclusion form tab. 

1. Turn on the activate DEI form toggle

2. Enter the DEI introduction message you wish to display

3. Select which questions will be enabled and/or required

4. Don't forget to save your changes by clicking Save

Once saved, the questions will be immediately available on the career page.

User Access

Access to responses and/or the ability to modify the form must be granted to users or user groups. Go to Parameters > Roles & Permissions and click on the purple pencil icon to edit a group. In the menu that opens, select Recruiting, then check the box for Diversity and Inclusion. You will have the option to grant permissions to view, edit, and delete.

• View: Allows you to view candidates’ responses
• Edit: Allows you to add or remove choices in the form
• Delete: Allows you to delete forms

Don’t forget to click Save.

Results analysis

You can view the information from the candidate profile in the diversity & inclusion widget. For more details, you can also go to Statistics > Diversity & inclusion analysis to access more indicators. 

Access to these detailed statistics must first be granted to users or groups. To activate, go to Parameters > Roles & Permissions and click on the purple pencil icon to edit a group. In the menu that opens, select Business Intelligence, then check the box for Diversity and Inclusion Analysis.

Here’s how to connect the ATS to Folks’ HRIS in a few simple steps.

Step 1: Add the HRIS Link in the ATS

Log in to your ATS using your email and password. In the left menu, click Settings > Module configuration. On the configuration page, click System and in the box titled HRIS Link, copy the URL of the HRIS login page: https://next.folkshr.app/

👉 Don’t forget to save your changes at the bottom of the page.

Once this step is completed, the Folks logo will appear in the left menu of your ATS, allowing you to quickly switch to the other platform.

Step 2: Retrieve the API Key in the HRIS

In Folks’ HRIS: go to Settings > Integrations > API Key Management. If a key has already been generated, copy it and proceed to the next step.

If the box is empty, you need to generate a new API key:

• Click on Generate an API Key.

• Name the key ATS V2.

• Check the following fields to complete the creation:

  

• Copy the key

👉 Don’t forget to save your changes at the bottom of the page if you generated a new key.

Step 3: Integrate the API Key into the ATS

Return to the ATS and click on Settings > Integrations. Among the Marketplace applications, select the Folks HR application.

A window will open: paste the previously copied API key into the designated field, then click Validate.

There you go! Your ATS is now connected to Folks’ HRIS platform.

If you want to connect the ATS with your Microsoft 365 account for calendar use, it is possible that the technical team will need to authorize access. If this is the case, share the following procedure with your technical team. 

Microsoft 365 administrators may need to grant consent to third-party applications. This is all configurable in Azure AD.  

Option 1: Enable user consent for external applications

1. Go to the Azure portal: Microsoft Azure and enter your login information
2. Go to Azure AD (Microsoft Entra ID)
3. In the left menu, go to Enterprise Applications > Consent and permissions

4. Under User consent settings, choose one of the following options:
   
   - Allow user consent for applications: users can grant permissions to third-party applications.

   - Limit user consent to verified publishers: users can only grant consent to applications from verified publishers.

   - Do not allow user consent (default setting for security reasons).

5. Click Save

Option 2: Manually approve external application requests

If user consent is disabled, an administrator must approve requests:

1. Go to the Azure portal: Microsoft Azure and enter your login information
2. Go to Azure AD (Microsoft Entra ID)
3. Click on Admin consent requests
4. Review the requested permissions, then approve or deny the requests

Folks ATS integrates directly with Indeed for streamlined job posting and application management.

When you enable posting to Indeed, your job listings are automatically posted with your pre-screening questions integrated into the Indeed Apply form.

Job updates and closures are also automatically synced, and applications received are directly routed to the ATS.

Posting a Job

To display your jobs on Indeed, simply enter your Indeed page name in the Name of the company field when posting a job.

1. In the main menu, click Jobs.
2. In the jobs list, click Offline (Job Posting) to the right of the job title. You can also view your jobs directly from the job details by clicking the megaphone icon (Job Posting) at the top right of the page.
3. In the job posting window, you can, among other things, make changes, verify information, and add a pre-screening form.
4. Under the Information section, enter your Indeed page name in the Name of the company field to display the job on Indeed. Please allow a few hours for the job to appear.
5. When you've finished, click Validate.

Warning! All jobs posted on the career page must be displayed on Indeed. If the number is not the same on both platforms, Indeed will not post any of the jobs.

Since March 31, 2025, it is no longer possible to post manual job listings without sponsoring (paying for) them. For more information, see Indeed Pricing: Job Posting Costs.

To connect LinkedIn and Folks ATS to publish your jobs on LinkedIn, complete the steps below.

1. Retrieving your company ID on LinkedIn

Your ID is a series of 6 to 9 numbers unique to your company. It can be found in the URL of the search results page when you click View All Jobs.

Note: The Company ID is a real number. Many companies now have a vanity URL (example: www.linkedin.com/compagnie/linkedin), so be sure to provide the digital equivalent to the last part of the URL.

2. Configuration in Folks ATS

1. in the main menu, click Parameters > Integrations.
2. In the Market place section, click LinkedIn.

3. In the configuration window that opens, enter your LinkedIn account name and your company's ID. You can add multiple accounts if required.

   

4. When you've finished, click Validate.

Once the information has been validated, it will be possible to publish jobs on LinkedIn (job details > Publication > Configuring job boards).

You can connect your LinkedIn account to the ATS so you can communicate with your candidates without leaving the ATS (see Email and LinkedIn Messaging in Folks ATS).

To connect Jobillico and Folks ATS to publish your jobs on Jobillico, complete the steps below.

1. In the main menu, click Parameters > Integrations.
2. In the Market place section, click Jobillico.

3. In the configuration window that opens, enter the same email and password that you use to log in to your Jobillico account. 

   

4. When you've finished, click Validate.

Once the information has been validated, it will be possible to publish jobs on Jobillico (job details > Publication > Configuring job boards).

In the Publication of the position window, you can activate publication on Jobillico under the Configuring job boards tab.

To do so, activate the Jobillico option, select the company and click Publish.

Then fill in the required information and click Validate.

To connect Docusign and Folks ATS to send documents for signature, complete the two steps below.

1. Configuration in Docusign

Create a free Docusign developer account to add an application (see Build a Docusign integration).

You'll need to add a name, an integration key, a secret key and two redirect URIs. These correspond to the callback URL and redirect URL you'll need to provide at the DocuSign configuration stage in the ATS.

2. Configuration in Folks ATS

1. In the main menu, click Parameters > Integrations.
2. In the Market place section, click Docusign.
3. In the configuration window that opens, complete the required information. You can now choose your environment.
   • Demo - For testing.

   • Production - When the Docusign application is in live mode. For the Docusign application to be in live mode, certain conditions specific to Docusign must be met. These conditions can be consulted in the Docusign developer account.

     To summarize, in the Docusign configuration, you'll need to log in with the Demo environment to run 20 tests (20 contracts to send) and then submit a request to take the application into production in the developer account. Once the application has gone into production, you'll need to change the environment to Production. This means you won't have to go through the Demo environment again.

4. When you've finished, click Log in.

To create a contract in the ATS, go to Parameters > Module configuration > Contract. Then click the + button (Add an additional contract) at the top right of the list.

Make sure you add the name(s) of the person(s) responsible, followed by the signature, otherwise the contract will not be sent. The candidate's name must also appear in the contract, followed by their signature.

Then go to a job's details > Download contract. Select the contract to be sent, specify its date and the person(s) responsible, then click Send for signature.

The manager(s) and the candidate will receive an email containing the contract for signature. Once signed, the contract will be available for download from the candidate file documents.