Jobs and Applications in Folks ATS

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

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

Skills

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

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

Departments

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

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

Diplomas

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

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

Work permits

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

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

Origins

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

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

Territories

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

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

Types of jobs

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

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

Levels

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

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

E-mail templates

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

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

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

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

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

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

Configuring a Job Posting

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

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

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

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

Creating a Job Posting to Fill

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

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

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

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

Viewing a Job Posting

See Publishing Job Postings from Folks ATS.

Tracking a Job Posting

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

The job page is presented in several sections.

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

Details Tab

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

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

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

Candidates Tab

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

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

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

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

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

Creating a Folks ATS Career Page

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

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

Configuring the Folks ATS Career Page

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

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

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

      ⚠️Make sure to also activate your career page.

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

Customizing Your Folks ATS Career Page

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

Adding the Folks ATS Career Page to Your Website

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

Recruitment campaigns allow you to post jobs on different sites for a fee and for a limited time.

Before you begin, ask our support team to enable recruitment campaigns in your account.

Setting up a campaign

To create a campaign on the module configuration page, follow these steps.

1. From the main menu, click Settings > Module configuration.
2. On the module configuration page, click Recruitment campaigns. This is where you can configure a campaign.
3. Complete the Company information and Configuration sections. Required fields are marked with a red asterisk. In the List of recruiter contacts for the campaign section, you can add contacts.

Creating a campaign

You can now go to the details of the desired job to create a campaign.

1. Navigate to the details of the desired job, then click the Recruitment campaigns tab.
2. Click the Create a campaign button.
3. In the window that opens, complete the campaign information. Required fields are marked with a red asterisk.
   • Under the Details tab, start by entering a title for your campaign. You must also enter a brief description and a description. Then select a research area, skills, degrees and a location. You can add a link to the job description so that candidates can apply. Select the contact linked to the campaign and a start date.
   • Under the Broadcast channels tab, select the desired channels.
4. When you are finished, click Create.

Tracking a campaign

You can view the campaigns in progress for a job in the job's Recruitment campaigns tab.

You can also view the campaigns in progress for all jobs under Job list > Campaigns > Job Posting: Campaigns. This is where you can edit, cancel and approve them.

When you approve a campaign, a window will indicate whether it exceeds the maximum budget. You can accept and enter your payment information.

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

Connecting Job Boards

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

• Posting Jobs on Indeed
• Posting Jobs on Isarta
• Connecting LinkedIn and Folks ATS
• Connecting Jobillico and Folks ATS
• Connecting Hotellerie Jobs and Folks ATS
• Connecting Canada Motor Jobs and Folks ATS
• Documentation coming soon for other job boards (CareerBeacon, Jobboom, Talent.com, etc.) 

Posting a Job

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

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

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

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

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

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

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

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

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

Configuring the Kanban view

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

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

Move candidates

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

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

Compare candidates

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

Simply select 2 to 6 candidates from the Kanban view (by checking the boxes on the cards), then launch a side-by-side comparison where attributes are displayed in rows and candidates in columns.

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

Archiving applications

You can archive an application by clicking the Archive icon on the candidate's card. To archive several applications at once, select them and click Archive. 

Archived applications are removed from the active process and moved to archived applications (Archives view). You can unarchive them at any time. 

Tip: The candidate's stage will be kept in the history. We recommend moving the candidate to the Not selected stage before archiving. 

You'll need to select an archive reason. Twelve reasons are provided by default, and you can rename, reorder, or disable them. You can also set up your own list of reasons with the Recruiting > Application archives > Archive reasons configuration permission (see Configuring archiving reasons). 

You can add a note if needed.

Renaming process stages

This feature isn't enabled by default. Contact us to activate it. The Settings > Process > Rename system stages permission is required.

You can rename the system's seven default process stages to fit how your organization works. To do so, click the three dots in the column of the stage you want to rename, then click Rename the stage. 

Customize the stage's French and English names. The new name will apply to all current and future jobs in your organization that use this stage. All users will see the new name the next time the page loads. 

  Important : Stage names must be replaced with equivalent terms.

Reports and statistics keep using the original name. Only the display changes.

Options available for candidates

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

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

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

Adding a candidate

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

Other options

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

You can remove candidates from a process from the job or candidate mini-profile by specifying the reason.

The following permissions are required:

• Recruiting > Application archives > Configure archive reasons
• Recruiting > Application archives > Archive/Unarchive an application

Archiving applications

You can remove a candidate from a process from their mini-profile or from a job's candidates. Bulk archiving is also possible a job's candidates.

When you archive an application, it is removed from the active process and moved to the archived applications (Archives view). You can unarchive it as needed.

Tip: The candidate’s stage will be kept in the history. We recommend moving the candidate to the Not selected stage before archiving.

• To archive an application from the candidate mini-profile, click Archive in the top right of the profile.
• To archive an application from a job's candidates, click the icon (Archive) on the candidate card. To archive multiple applications, select the desired candidates and then click Archive.

You will need to select an archive reason. Twelve reasons are provided by default. They can be renamed, reordered, disabled, or supplemented with new ones (Configure the reasons button). You can add a note if needed.

In a job's candidates, a view lets you switch between Active candidates and Archives, grouped by reason. You can always unarchive a candidate from the card of an archived candidate, with the original stage displayed.

Configuring archive reasons

In addition to the default reasons, you can configure your own list of reasons. To do so, follow these steps.

1. Go to a job's candidates or the candidate mini-profile to archive the desired application.
2. When you click the Archive option, the window that opens contains a Configure the reasons button, which lets you add custom reasons. Click it.
3. On the archive reasons page, click + (Add a reason) in the top right.
   
4. Specify the French and English labels for the reason. The reason will be offered when archiving a candidate. You can reorder or deactivate it later.
5. Click Add.

In the list of configured reasons, the order of the rows determines the order in the selection menu and of the columns in the view by reason. Simply drag the reasons to reorder them. A reason used by at least one candidate cannot be deleted, only disabled.

To deactivate a reason, click the toggle. To delete it, click . You can also edit a reason by clicking .

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: