First Steps with 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).

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.

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.