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.

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.

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).

If your account is blocked and you are unable to login, you can ask a user with access to the ATS to follow the steps below to unlock it.

However, if you are the only person with access to Folks ATS, please contact us at support@folkshr.com.

1. In the main menu, click on Parameters > Module Configuration.
2. On the module configuration page, click on Connection Log.
3. Click on List of blocked accounts to unlock the user's account from this page.

Once these steps are completed, you will be able to log in normally. If you have forgotten your password, click on the Forgot Password link on the login page (once your account is unlocked).

To prevent your account from being locked again, we suggest using the Forgot Password option after two failed login attempts.

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.

The job list now offers a modern interface, replacing the old table view.

Simplified navigation: from the left menu, the submenus Job List and Display are now under a single Positions button. This leads directly to the new job list (cards). Everything is also accessible through the dashboard via widgets. 

👉 To access recruitment campaigns, simply create a new job and click on the recruitment campaign tab.

The job card is enhanced: each position displays at a glance the essential information; the client name (with logo), the title, type, territory, date, recruitment team, and application indicators. It is also possible to see how many candidates are associated with each stage of the process for each card.

Search & filters: 8 filtering criteria are available by clicking the filters button.

In the awaiting approval tab, approvers have a dedicated view with progress and approval charts. The approve and reject buttons are also present.

Job creation

• On-the-fly creation: When creating a job, the "+ Create" button allows you to add a new entry if you don’t find what you’re looking for in the list. This lets you instantly add the job title, skills, diplomas, languages, permits, territory, benefits, and more.

• Integrated client creation: A new client can also be created directly when filling out the position form.

  

Score cards are available in the Folks ATS to allow you to assign a score to a candidate based on different criterias.

How to activate enable score cards feature?

A user with access to roles and permissions can enable it by going to Parameters > Roles and Permissions. Click on the purple pencil icon to edit a person or a group:

• In the Settings category, make sure the Evaluation Card is checked.

• In the Recruiting category, under Requests, check the box for Candidate Assessment Card.

Don’t forget to save your changes.

Custom Evaluations

Score cards must be configured according to the position. In the job settings (Parameters > Module configuration > Positions), edit and click on the Scorecard tab, then click Create a score card +. Two options are available: creating an evaluation card from scratch, or creating one from a template. The template includes three sections: technical skills, behavioral skills, and job-specific requirements. It is also possible to add custom sections.

Each section can be edited, reorganized, or deleted.

By clicking the three vertical dots ⋮ and then Edit, you can access the section configuration. This allows you to add criterias. Save your changes and publish the section when you are ready. Once published, the section is available in the job’s score card form.

Each criteria is rated on a scale from 1 to 5.

The score that appears on the candidate's profile is an average of all the criterias. If multiple recruiters have given ratings for the same candidate, the final score will be an average of all the recruiters’ ratings.

Collaborative Note-Taking

All recruiters who have access to the position can complete the score cards and add comments. The ratings and comments are visible to everyone.

Accessibility

Score cards can be accessed from different places: the My Candidates widget on the home page, in the candidate profile preview under Job History, directly within the candidate’s profile, as well as in the management interface. You can also access it by looking at candidates for a listing:

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.

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.

Consent Forms

You can now create consent forms with a specific validity period. To do this, go to the left-hand menu and navigate to Parameters > Module configuration > Consent. Next, click on the green + button to create a new consent form. Fill in the required fields:

• Form name
• Description (consent text)
• Validity period (in years)

🔤 Important : Don’t forget to fill in the Description field in the French tab as well. This ensures the consent text is available in that language. The language displayed will depend on the candidate’s preferences. Once all fields are completed, click Validate to save the form. You can create multiple forms with different validity periods according to your needs.

Assigning a Consent Form to a Candidate

Once forms have been created, you can select one when adding a new candidate.

⚡Important: the expiration date entered here refers to the deadline for the candidate to complete the form—not the validity period of the consent itself.

Expired Candidate Consents ⏰

Adding an expiration date to consent forms makes it easier to identify candidates whose consent is no longer valid. To access this list, go to Candidates > Consents via the left-hand menu.

Under the Expired Candidate Consents tab, you'll see all candidates whose consent has expired as of today’s date. This section also provides:

• Consent approval date
• Type of form assigned
• Validity period (in years). 

From this tab, you can choose to resend the form or delete the candidate.
 

In the ATS header, the shortcut Add candidate + allows you to add a candidate, either manually or via their resumé. You also have the option to add a candidate via LinkedIn using the Folks ATS plugin.

Manual Addition

When adding a candidate manually, you will land in the candidate profile creation page.

• Under the Candidate section, complete the required information. Don’t forget to add your candidate’s resumé if you have it. You also have the option to send a Consent Request to the candidate. To do so, select a template and add the expiration date.
• Under the Contact section, add the candidate’s email and phone number(s).
• Under the Address section, it is important to validate with Google Maps so that geolocation works correctly.
• Under the Job section, select the source and the targeted position(s). The Targeted Position field is the positions for which the candidate is interested in. This is the list of positions in the Configuration panel.
• Under the Jobs section, you can add the candidate to an open position by clicking the + icon located under the Add column in the positions list.

Addition via CV and via LinkedIn

See Introduction to the resume analyser and LinkedIn Plugin.

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.

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.

To connect Indeed and Folks ATS to add and display your jobs on Indeed, complete the two steps below.

1. Retrieving the client ID and secret key from Indeed

1. Log in to your Indeed account.
2. Click on the following link to access the developer portal: https://secure.indeed.com/account/apikeys
3. Click Register new application. 
   
4. In the Application name and Application description fields, enter Indeed Apply.
5. Under Credential type, select Indeed Apply. 
   
6. Click Save and continue.
7. Copy the Client ID and Secret to add them to Folks ATS.
   

2. Configuration in Folks ATS

1. In the main menu, click Parameters > Integrations.
2. In the Market place section, click Indeed.
3. In the configuration window that opens, enter your Indeed account name and copy the Client id and Secret key. If required, you can add more than one account.
4. When you've finished, click Validate.

Once the information has been validated, it will be possible to publish jobs on Indeed. Once two jobs have been posted, you'll need to send the XML feed link to your Indeed representative.

You can find your representative's contact details in your Indeed account. To do so, click on your user email in the header and select Contact us.

The XML feed link will be available in Positions > Job Posting.

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).

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.

To connect Dropbox Sign and the Applicant Tracking System (ATS) to send documents for signing, complete the steps below:

Dropbox Sign configuration

Create a developer account at https://sign.dropbox.com/developers

Follow the instructions to register as a developer.

From the API dashboard, create an API application: click API > Create App.

Configure the API through Manage your apps, by filling in the required information, such as the application name, domain, and redirect URL.

Retrieve the following information, which is required to connect to Folks ATS:

• Callback URL
• API key
• API Apps Client ID

Folks ATS configuration

In the main menu, click Parameters > Integrations.

That will take you to the Marketplace. Click on the Dropbox Sign logo.

In the window that opens, enter the required information then click Activate and Login.

Authorize access. A “successful connection” message will appear.

To create a contract, go to Parameters > Integrations > Dropbox Sign > Manage Templates. Then click + (Add Template) or Edit.

Go to the candidate's file and open the Dropbox Sign Documents widget to send them the contract for signature. Once signed, the contract will be available and downloadable in the candidate's file under Documents.

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