First steps with Folks ATS ★

Glow by Folks 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 Glow 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 Glow's 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://app.glowinthecloud.com/login.

Tip : To facilitate access to Glow from Folks, you can change the Recruitment link in Folks to your Glow 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

Glow by Folks 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 Glow, 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.

Glow is ISO 27001 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 Glow 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 Glow and connection

The video begins with an overview of Glow, 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 Glow 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 Glow

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

• Glow Configuration & Introduction (1/2)
• Glow Introduction Training (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 Glow
• Getting Started Tutorial: Using Glow

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

In the January 16, 2025 release, Glow's 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)

This tutorial is aimed at anyone wishing to configure Glow 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.

Step 0 - Access to Glow from Folks

It is possible to change the Recruitment link in Folks to your Glow 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 Glow.
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 Glow. 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 Glow).
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 Glow).

Step 2 - Creating clients and managers

In Glow, 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 Glow career page and the API career page. The instructions below apply to the Glow 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 Glow.

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

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

Step 1 - Creating jobs to fill

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

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

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

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

Step 2 - Posting positions

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

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

Step 3 - Managing applications

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

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

Step 4 - Using the candidate file

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

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

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

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

Step 5 - Scheduling interviews

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

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

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

Step 6 - Searching for candidates

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

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

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

Congratulations!🎉

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

In this article, we present the different types of forms available in Glow, 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 Glow.

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 the resume analyzer and LinkedIn plugin. We'll start by exploring the features of the resume analyzer to evaluate and select the most relevant candidates. Then we'll show you how to integrate the LinkedIn plugin to enrich your sourcing and identify talent directly on the platform.

Read the instructions below to transform your recruitment approach.

Please note that the resume analyzer and LinkedIn plugin are premium features.

Adding candidates via CV

By integrating the resumes you receive into the analyzer, you can quickly extract the information you need to create the candidate's file.

Method 1

When you log in to your account, click on your user icon in the top right-hand corner, then click on Adding CV candidate(s).

1. On the page that opens, you can add a CV by clicking the + icon or by dropping the CV in the gray area.
2. Once the CV has been added, click Analyze. The CV will appear in the list of pending analyses.
3. Under the Actions column, click the See resume icon.
4. In the Create candidate profile window, you'll see the candidate's CV on the left and the candidate file information on the right. Some of this information has already been filled in for you, so all you need to do is complete it.
5. In the Candidate section, the Targeted positions correspond to the positions for which the applicant is interested. This is the list of positions in the settings dashboard. You also have the option of sending a Request for consent to the candidate. To do this, select a template and specify an expiry date.
6. Under the Address section, if the information is not filled in, click the Autofill icon.
7. Under the Contact section, the information will be filled in if it appears on the CV. If necessary, click the purple icon to swap telephone numbers.
8. Under the Skills section, some skills may have been detected automatically. You can also add skills by selecting them from the drop-down list or the suggestions. By selecting a suggestion, it will appear in the candidate's file and be created in the settings dashboard.
9. Under the Diplomas section, if you want the detected diplomas to appear in the candidate's file, click the Add icon. You can add additional diplomas by clicking the Add an entry icon.
10. Under the Experiences section, you can modify the information detected, add it to the candidate's file (Add icon) and add other experiences (Add an entry icon).
11. Under the Positions section, you can add the candidate to an open position by clicking the + icon under the Add column in the job list.
12. When you've finished, click on Submit. The candidate's file will be created and the candidate will be added to the position.

Method 2

You can also add a candidate via their CV by selecting them in the Web applications for the position to which they have applied (Jobs > Job list > Position details > Web Candidates).

In the candidate's online registration form, click on Analyze CV and approve to open the resume analyzer and submit the candidate file for creation. Back in the web registration list, you can click on the + (Attach to application) icon under the Action column.

Adding candidates via LinkedIn

Use your LinkedIn professional social network to import new profiles directly into Glow.

1. If you haven't already done so, go to the Chrome Web Store to add the plugin to Google Chrome.   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 Glow icon in the Chrome toolbar. The plugin will scroll through the candidate's profile and fill in the information automatically.
3. Clicking the + Add candidate button opens a new Glow tab. Here you'll see the candidate's add form filled in with information from their LinkedIn profile.
4. Once all the required information has been added, click Save to create the candidate's file in the database.

Search features

Glow will suggest profiles that may match your positions by conducting a search based on the skills and strengths of all candidates in your database.

You can also use the advanced search to find new profiles based on your criteria and add them to the process to fill your position.

In this article, we'll explore the different types of reports and business intelligence tools available in Glow, 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.

Report generation

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 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 page. By clicking on the wheel, it will also be possible to add (+ icon (Add widget)) and remove widgets (x icon).

Tip: Be sure to save your layout by clicking on the save icon in the top right-hand corner of the page.