First Steps with Folks ATS ★

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.

You have completed our training? You’re in the right place!

This checklist is here to guide you for the initial setup of Folks ATS. Follow the steps in order: each section links to the relevant documentation.

Basic setup

Connect Microsoft 365 or Google

 📄  Connect your email calendar in Folks ATS ↗ 

This connects your Microsoft 365 or Google environment to Folks ATS, so you can send emails directly from the platform and sync your calendar to schedule interviews.

Important: If an error message asks for additional permissions, contact your IT administrator so they can authorize ATS access to your work environment.

Good to know: Everyone with access to the ATS (including managers, if manager access is provided) must also complete this procedure in order to receive interview invitations and system notifications.

Configure your email signature

 📄  Set up an email signature in the ATS ↗ 

Once your account is connected, you can add your Outlook or Gmail signature so it appears in your emails to candidates.

To add an image to your signature, click Image in the text box toolbar and paste the image link in the URL field.

  Important: You can't upload images directly. To limit the load on our servers, images can only be added by URL.

Manage your password, SSO and two-factor authentication

To change your password, click the user icon in the top-right corner, then click Account settings. From there, you can also enable two-factor authentication and SSO.

Add users

Settings › Users

 📄  Add users and managers in Folks ATS ↗ 

Start by deciding the type of access each person needs.

• Users have full access to the ATS. Create these accounts for HR staff, recruiters and members of management, for example.
• Managers have limited, read-only access. They can view the positions they're responsible for and the résumés of candidates who applied to those positions, but they can't manage recruitment on their own. Recruiters stay in control.

Important: If your managers run their own recruitment processes, create user accounts for them instead.

In the user interface, you'll see an account named Folks Support. Please don't change this profile, so our agents can help you more quickly.

Set up roles and permissions (optional)

Settings › Roles and permissions

 📄  Manage roles and permissions in Folks ATS ↗ 

Only people added under Settings › Users can be assigned to a security group. Security groups let you fine-tune their access by enabling or restricting specific features.

This step is optional, but it's useful for:

• Managers who also run their own recruitment, when you want to hide some confidential candidate information from them.
• HR consultants or headhunters who use the ATS.
• Interns whose access rights needs to be limited.

Name the security group, then add the users who belong to it. You can then select the access rights for each feature category.

Configure processes

Settings › Module configuration › Process

 📄  Create and configure a process in Folks ATS ↗ 

Start by listing all your internal recruitment processes so you can assign them to positions. For example, you could create a Standard process and a Specific process, or an Office process and a Factory process.

Once you have listed the existing processes, click the Manage process steps (orange button) to define each step, from receiving the résumé to hiring the candidate. You assign these steps to candidates, like a status, to move them through the process.

Good to know: Some steps are already set up for you. You can keep them, or deactivate the ones you don't need in the Status column. To create your own steps, click + in the top-right corner.

Configure positions

Settings › Module configuration › Jobs

 📄  Create and manage a position in Folks ATS ↗ 

Before you create a position, add a position template in the module configuration with the position title and description.

Then go to Jobs › Jobs list › + Create job to create a position to fill. You can also click Add new + in the header as a shortcut.

Configure Law 25 consents

Settings › Module configuration › Consent

 📄  Configure consents in Folks ATS ↗ 

You can create and manage the consents required under Quebec's Law 25 in Folks ATS. Click + on the right side of the page, enter the consent text and select the retention period for personal information (in years).

Important: Only add Law 25 consents here. Don't add other types of consent, such as for reference checks or background checks.

How consent is collected depends on how the candidate applied:

• Online applications (career page or job board): consent to the collection and retention of their data is collected automatically when they apply.
• Candidates added manually (for example, a paper résumé from a job fair or a referral sent by email): you must send them a Law 25 consent email after adding them to the system.

Configure clients/working sites

Companies › Client list

 📄  Introduction to the Companies section in Folks ATS ↗ 

In Folks ATS, the client list represents the organization’s internal clients.

Before you create them, decide which structure to use. You could organize them by department or service, branch or factory, store or service point, or, for staffing agencies, by external client portfolio.

Important: This choice matters for two reasons. Every position must be assigned to a client or operating site, and client names appear in the reports and KPIs generated by the ATS.

Good to know: Managers added to the client list (Show managers button) don't get access to Folks ATS and don't receive notifications. This is only used to make reports easier to read. Each hire is linked to an internal client and to the manager of that department.

Set up your career page

Settings › Module configuration › Public inquiry sites

 📄  Create a career page in the ATS ↗ 

Before you start, decide what type of career page you need (see Choose your career page type).

One career page is already set up for you. You can create more pages in the module configuration.

Tip: Add a logo to each career page you create.

Then configure each page under Companies › Career page. You'll find the page URL in the Settings tab. Send it to the person who manages your website so they can link to it or set up redirects.

Connect Folks ATS to Folks HRIS

 📄  Connect Folks ATS to the HRIS ↗ 

Congratulations!🎉 Your setup is complete. Book an appointment with your advisor to review your configuration and run the final checks.

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.

Connect your Google or Microsoft 365 account to Folks ATS to send emails directly from the platform and sync your calendar for interview scheduling.

Everyone who uses Folks ATS must complete this step to receive interview invitations and system notifications.

1. In Folks ATS, click your user icon in the top-right corner, then click Integrations > Microsoft 365 and Google.

2. You can choose to connect your Google calendar or your Microsoft 365 calendar. Under Microsoft 365 or Google, click Sign in and follow the steps to complete the connection.

3. Under Microsoft 365 or Google, click Sign in and follow the steps.
4. Select your account.
5. Choose the calendar for your interview invitations and availability, then confirm. If you only have one calendar, select it and confirm.

If an error message asks for additional permissions, contact your IT administrator so they can authorize Folks ATS to access your work environment.

Once your calendar is connected, you can add an email signature (Set up an email signature in Folks ATS).

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.

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).

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 present the different types of forms available in Folks ATS, essential for optimizing your recruitment process. Together we'll explore the candidate form, interview forms, request forms, preselection forms, as well as information and consent forms.

Follow our steps to master these tools and improve your team's efficiency in managing applications.

Creating forms

When you log in, in the main menu, go to Parameters > Form generator. This will take you to a list of all forms currently created (if any have already been created). To create a form, proceed as follows.

1. In the form generator, click Create a new form at the top right of the list.
2. Scroll down the page to select the type of form (Candidate sheet, Meeting, Request or Preselection), then enter a name and description.
3. Then use the options on the right to build your form. Simply drag the desired elements into the white section.
4. When you've finished, click Save.

Once a form has been created, the following actions are available: Enable / Disable, Edit, Duplicate, View and Delete.

Note that the Login column contains the identifier assigned to the form by Folks ATS.

You can create as many forms as you want and customize them based on the information you want to gather.

Form types

Define forms that you can send to your candidates for interviews or customize forms for online applications.

Examples of use

Candidate sheet form

Once you've created a candidate form, in a candidate's file > Candidate forms section, click the Candidate forms icon to send it to the candidate.

1. In the window that opens, select a participating recruiter and the candidate form previously created.
2. Then specify an expiration date, and enter the email subject and message.
3. When you've finished, click Send. The request will appear in the bottom section.

In the history, you'll see the date the request was sent, the date the applicant completed the form (submission date) and the status of the request. When the applicant completes the form, the status will change from Pending to Submitted. If the applicant does not complete the form and the expiration date has passed, the status will change to Expired.

You will also have the option of editing and deleting the application.

Interview form

1. In a candidate's file > Interviews section, click the Interviews icon to send an invitation.
2. To add an interview form to the invitation, select it from the drop-down list.
3. Fill in the required information and click Add.

You'll see the interview form when you return to the Interviews section of the candidate's file. During the interview, you can click on the form icon to answer the questions. You can also download the form.

Request form

1. In the request creation window (Recruitment > Requests > + Add a request), under the Information section, you can select a request form in the Additional info form field.
2. Complete the necessary information and click Save.

You'll find the form in the details of the job to fill (Details column > Details icon). In the Request details section, click the Form icon to the right of the Job title.

Preselection form

1. In the position publication window (request details > Publication), under the Information section, you can select a preselection form from the drop-down list.
2. Complete the necessary information and click Validate. The form will appear in the job and must be completed by applicants.

In the details of the job to fill, under Candidates presented section > Web candidates icon, you can find the form for candidates who have completed it by clicking on the Preselection form icon under the Action column.

Information form

1. In a candidate's file > Information forms section, click the Information forms icon.
2. In the window that opens, select the information you want to collect.
3. Then specify an expiration date, and enter the email subject and message.
4. When you've finished, click Add to send the request to the candidate. The request will appear in the bottom section.

When the applicant completes the form, the status will change to Submitted. If the candidate does not complete the form and the expiration date has passed, the status will change to Expired.

You'll find the candidate's answers in the Further information section of their file.

Consent form

1. In a candidate's file > Consent forms section, click the Consent forms icon.
2. In the window that opens, select the information you wish to collect.
3. Then specify an expiration date, and enter the email subject and message.
4. When you've finished, click Send. The request will appear in the bottom section.

When the applicant completes the form, if the application is approved, the status will change to Approved. If the expiration date has passed, the status will change to Expired.

If the applicant approves the consent, you'll also see a note in their profile.

In this article, we'll walk you through using AI resume analysis and the LinkedIn plugin. We'll start by exploring the AI analysis features for evaluating and selecting the most relevant applications. Then, we'll show you how to integrate the LinkedIn plugin to enrich your sourcing and identify talent directly on the platform.

Please note that AI analysis and the LinkedIn plugin are premium features.

Adding candidates via resumes

Integrating received resumes into the analyzer allows you to quickly extract information and thus create your candidates' profiles.

When you log into your account, click Add + in the top right corner, then click AI Insights.

1. In the window that opens, drop the desired resume(s). You can drop up to 20 files at a time. The .pdf, .doc, and .docx formats are supported.
2. Then click Parse with AI. You can perform other tasks while waiting for the analysis.
3. Once the analysis is complete, for each candidate, you'll see that certain information has been filled in for you and a summary has been generated. Click Expand to view the sections. If you'd like the detected information not to appear on the candidate's profile, click the Delete icon. The resume is also available to the right of the candidate's name (View file icon).
4. Under the Jobs section, you can add the candidate to an open position by clicking Assign.
5. Under the Skills section, you can view the detected skills and remove them as needed.
6. Under the Experience section, you can view the detected experience.
7. Under the Education section, you can view the detected diplomas and remove them as needed.
8. Under the Languages section, you can view the detected languages and remove them as needed.
9. When you're done, click Add candidate to the right of their name. The candidate's profile will be created and the candidate will be added to the position(s). You can also delete an analysis by clicking the trash icon. If you have added the candidate, deleting the analysis will also remove the candidate from the database.

Adding candidates via LinkedIn

Use your LinkedIn professional social network to import new profiles directly into Folks ATS. Imports are limited to 100 candidates per day. The Folks ATS LinkedIn plugin uses Unipile to allow recruiters to import candidates directly from LinkedIn with a single click.

1. Go to the Chrome Web Store to add the plugin to Google Chrome. You can also add the plugin on Edge 💡Tip: We recommend you pin it for easier access.
2. In LinkedIn, access the profile of a candidate you're interested in and open the plugin by clicking on the Folks ATS icon in the Chrome toolbar.
3. Once you’re logged in to Folks ATS, link your LinkedIn account if you haven’t already. You’ll need to enter the OTP code that was sent to you via email.
4. Once you’re logged in, the plugin will scroll through the candidate’s profile and fill in the information automatically. The candidate is identified based on LinkedIn URL, email address, first name, and last name. Note that LinkedIn restricts the display of email addresses to first-degree connections.

• If the candidate already exists in Folks, you’ll be able to edit and update their information (Update candidate). You can add or remove skills, view their ongoing processes and job history, assign them to a position, and add a note.
• If the candidate does not exist in Folks, you can add them to create a candidate profile in the database (Add candidate). You can also edit their information, select a consent request, assign the candidate to a job, and add a note.

If necessary, you can capture again by clicking the three-dot icon in case a profile has changed since the initial import (new relationship level, email address now visible, new job title). This will count toward your daily LinkedIn import limit.

In this article, we'll explore the different types of reports and business intelligence tools available in Folks ATS, essential for optimizing your decision-making. We'll take a look at performance reports, candidate analysis reports, and customized dashboards.

Learn how to leverage these tools to better understand recruitment trends and improve your team's efficiency.

Generating a report

In the main menu, go to Statistics > Reports. Here you'll find all the recruiting reports available for requests, administration, recruitment statistics, employees, and jobs.

To generate a report, click on the report of your choice to complete the required information, then click Generate the report.

The report will be available in Excel format in your downloads.

Statistics monitoring

In the main menu, go to Statistics > Business Intelligence to track various statistics. Simply select a period at the top of the page.

You can change the layout and size of widgets by clicking on the wheel icon in the top right-hand corner of the 

👉 Make sure to save your layout by clicking on the save icon in the top right corner of the page.

See the comprehensive list below of reports that can be extracted from your ATS.

Requests

• Job Status: Provides an overview of open jobs, including their status, applications by stage, and display information.
• Resume Upload: Indicates the number of candidates added to the ATS per day and the user who made the addition.
• Detailed Application Report: Shows the details of all applications by job with complete candidate information.
• Detailed Web Application Report: Shows the details of applications coming exclusively from web sources.
• Hiring Process Time: Measures the number of days required to complete the hiring process for each job.
• Positions by Region: Presents the distribution and percentage of open jobs by region.
• Selected candidate sources: Identifies the sources from which hired candidates originate.
• Job Board Postings: Summarizes the postings made on various job platforms.
• Candidates by Process Step: Presents the distribution of candidates selected according to the stages of the process.
• Time to Fill: Time between job creation and candidate hiring.
• Offer Acceptance Time: Measures the time between job creation and its approval.

Administration

• Active Jobs: Displays the list of all jobs currently active in the system.
• Background Checkk Requests: Shows all security requests associated with employees and jobs.

Recruitment Statistics

• Interviews: Provides an overall view of the total number of interviews conducted by recruiters over a given period.
• Detailed Interviews: Provides details of each interview conducted with information related to the job and candidate.
• Client Interviews: Report related to client interviews for agencies.
• Weekly Interviews: Shows the number of interviews conducted per week.
• Interviews versus Selected Candidates: Compares the number of interviews to the number of candidates selected.
• Recruiter Performance Summary: Analyses overall recruiter performance, mainly relevant in an agency context.
• Permanent Placement Report – Recruiter: Displays permanent placements made by each recruiter.
• Interviews to Hires by Recruiter: Measures the number of interviews that led to a success/hire by recruiter.
• CustomerPerformance Summary: Provides an overview of overall performance by client (number of open jobs, number of resumes received, and hires).
• Referrals Reports: Identifies candidates coming from internal or external referrals.

Employees

• Monthly Employees: Indicates the total number of active employees per month.
• Turnover: Analyses workforce changes over a given period.
• Monthly Employees at this Day: Shows the number of active employees day by day for a given month.
• Employees Starting: Lists employees who started their employment over a given period.
• Employees Ending: Lists employees who left the organisation over a given period.

Jobs

• Hire by Recruiter: Shows the number of mandates won by each recruiter.
• Total Hours and Amounts: Summarizes the total hours worked and associated amounts for agencies.

Sales (Agencies)

• Permanent Placement Report: Provides details of permanent placements made for each client.
• Permanent Placement Report Annual by Client: Summarizes all permanent placements made over a year, by client.
• Report for Clients Activities: Provides an overview of activities performed for each client.
• Order Book on Permanent Placement: Displays current and upcoming permanent placement mandates.
• Permanent Placement Report Annual by Recruiter: Analyses permanent placements made by each recruiter over a year.
• New Active Clients: Identifies clients who have recently become active.
• Prospect Summary Report: Provides a global overview of prospects

In the ATS, the client list corresponds to the organization’s internal clients. To create them, go to the main menu on the left and click Companies > Client list.

Define the internal client structure

Before creating internal clients, it is important to consider the structure that will be used. This may be based, for example, on:

• departments or services;
• branches or plants;
• stores or service locations;
• a portfolio of external clients (in the case of staffing agencies). 

The choice of structure has two major impacts:

1. When opening a position, it must be linked to a client or operating site.
2. The name of the client or operating site will be used in the reports and indicators (KPIs) generated by the ATS. 

It is therefore essential to define a clear and consistent structure from the beginning to facilitate position management and data analysis later on.

Create a client or operating site 

Go to Companies > Client list and click + Add a client. Please fill in the following fields:

• Contact name
  Enter the name of the internal client or operating site.  
• Contact
  Leave this field blank.  
• Phone number
  Leave this field blank.  
• Email
  Leave this field blank.  
• Language
  Select the appropriate language: FR or EN.
• Source
  Leave this field blank, except in the case of a staffing agency. In this context, you can indicate the client source (e.g., LinkedIn, telephone prospecting, website, etc.). 

Address section

At least one address must be added for each client/operating site.

• Start entering the address in the field provided for this purpose.
• Then select the Google Maps suggestion that appears in the drop-down menu.
  This will automatically fill in all the address fields and make it easier to display positions, since they will be associated with a Google Maps address.
• Click Add to complete the save.

👉 For a client or operating site with multiple addresses (e.g., a Finance department located in Montréal and Québec):

1. In the client list, click the green pencil to access the details.
2. Click the yellow “+” button located to the right of the address field (the primary address already configured).
3. Add the additional address or addresses in the fields provided for this purpose. Save.

Add a manager to a client or operating site

An important reminder: if you add a manager through this module, they will not have access to the ATS and will not receive any notifications. The purpose of adding a manager to the client list is simply to make it easier for you to read the reports generated by the ATS: each hire will be linked to an internal client and to a manager who manages that department. 

1. In the client list, click the green pencil to access the details.
2. Click the “See the managers” button located at the top right corner.
   
3. Click “ + Add a manager to client”. 
4. Enter the required information. Save.