Folks ATS Settings

Single Sign-On (SSO) allows Folks ATS users to log in to the platform using their existing work credentials, making access simpler while increasing security.

Enable the Feature in Folks ATS

1. In the left menu, select Parameters > Module Configuration.

2. Click the Single Sign-On (SSO) button and click Enable.

3. Fill in the following fields:

   • Company code: you can choose any code as long as it is not already taken.

   • Authentication provider: Google Workspace or Microsoft.

Configuration with Microsoft

1. Log in to the Azure portal.

2. Go to Enterprise Applications.

3. Click New application, then Create your own application.

4. Name your application Folks ATS and click Create.

5. Once the application is added, set up Single Sign-On by selecting the SAML method, then click Edit.
   👉 For more information, see the SAML configuration for Microsoft Azure documentation.

6. In the first section (Basic SAML Configuration), fill in the following fields:

   • Identifier (Entity ID):
     https://folksats.app/authorization/sp/[company code]

   • Reply URL (Assertion Consumer Service):
     https://folksats.app/authorization/sso/respond/[company code]
     (Replace [company code] with the name previously defined in Folks ATS under Parameters > Module Configuration, Single Sign-On SSO button).

7. Click Save.

8. In the third section (SAML Certificates), download the federation metadata XML file.

9. Go back to Folks ATS, upload the XML file in the designated spot (identity provider), then click Finish.

Configuration with Google

1. Go to the Google Admin portal.

2. Select Apps.

3. Click Web and mobile apps, then Add App > Add custom SAML app.

4. Name your application Folks ATS, add an icon if desired, then click Continue.

5. On the Google IdP Information screen, click Next.

6. On the Service Provider Details screen, enter the following information, then click Next:

   • ACS URL:
     https://folksats.app/authorization/sso/respond/[company code]

   • Entity ID:
     https://folksats.app/authorization/sso/respond/[company code]
     (The company code is the one defined in Folks under Parameters > Module Configuration, Single Sign-On SSO button).

7. On the Attribute Mapping screen, click Add New Mapping and map the primary email address to the email field.

8. Make sure the Service Status button is enabled.

9. Download the federation metadata XML file.

10. Go back to Folks ATS, upload the XML file in the designated spot (identity provider), then click Finish.

User Login

When a user goes to the Folks ATS login page, they will see a new button allowing them to log in via Single Sign-On. They will need to enter the company code you provided to them to complete the login.

Require SSO Login 

To increase security, you can require SSO for all users:

• Simply enable the Require SSO login for all users button.

⚠️When this option is enabled, the standard login (manual entry of email address and password) is no longer available. Therefore, it is important to make sure that all your users have a work email address linked to Microsoft or Google.

Several people in your organization will likely use Folks ATS. The first person to receive access will need to add the other users, with one of the two available licences.

• The Recruiter licence, which provides full access to the platform
• The Manager licence, with more limited access restricted to the accounts assigned to them (see Manager User - Logging in and Introduction to Folks ATS)

Choosing the licence type

Before giving your team access to the ATS, define the level of autonomy you wish to grant.

For a manager, do you want to offer read-only access (the Manager licence) or allow them to manage their recruiting independently (the Recruiter licence with customized permissions)? Your answer will allow you to grant access suited to your organization’s needs.

Two manager profiles

The Manager licence is suitable for a manager who is not very involved in the process, while the Recruiter licence is suitable for an actively involved manager, with permissions that can be adjusted according to your needs.

Adding a user (Recruiter licence)

This role is suitable for a recruiter or a manager who is very involved in recruiting, but can also be assigned to a member of management, an external HR consultant, an intern or any other employee requiring broader access.

1. In the main menu, click Settings > Users > User list tab.
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: the user’s name, email address and a temporary password. You can then send the temporary password to your colleague for their first login. 
   ⚠️Attention: Write it down somewhere, as it will not be saved for security reasons. When logging in for the first time, the user will have to change their password. If desired, you can enable two-factor authentication and SSO for the user.
4. You can also add other information, such as permissions, a title, a photo and access options (Recruiter, Approve and See all positions). If you are creating the user for a manager, see the section Recommended configuration for a manager with customized permissions.
   • Permissions - These correspond to the access groups previously created under roles and permissions and are used to give users different levels of access.
   • See all positions - Allows the user to see all jobs displayed in the ATS. If the option is not enabled, the user will not see any jobs UNLESS they have been added to the job’s recruiter team; in that case, they will see only the jobs for which they are a recruiter.
5. When you are finished, click Validate. The user will appear in the list.

Once the user has been added, the following actions are available: Edit, Change access, Access time (Enable / disable), View as (View permissions in the profile) and Licence (Enable / disable).

When you edit a user’s access and add one or more Clients accessible only, the See all positions option allows them to see all jobs for this client displayed in the ATS.

Remember to send the login credentials to the user so that they can log in for the first time and change their password.

Manager with customized permissions - recommended configuration

When creating the user, leave the Permissions field empty and select the Recruiter option. Then go to the roles and permissions page to add an access group. Select the following access options.

• Category Settings > Users > Access
• Category Forms > Interview forms > See interview forms
• Category Recruiting > Candidates
  • Add a candidate
  • Search for a candidate
  • Search CV
  • Candidate details
• Category Recruiting > Requests
  • Temporary order
  • Request search
  • Request details
  • Add candidate
  • Change candidate status
  • List of my candidates

Then add this group as a permission in the user’s edit window.

Tip: Test your access to verify that the permissions meet your needs and adjust them as needed. For more information, see Detailed explanations of Folks ATS permissions.

Adding a manager

This role is suitable for a manager who is involved in the process but has a restricted level of autonomy. It is not possible to add permissions for them.

1. In the main menu, click Settings > Users.
2. On the user and manager management page, click List of managers.
3. To add a manager, click the Adding a manager icon at the top right of the list. 
   Attention! In Folks ATS, the term manager is used both to describe a manager-type user and the person responsible for a client in the CRM (Companies section). These are two completely different types of access (see Creating clients and managers).
4. In the window that opens, complete the required information: the user’s name, email address and a temporary password. You can then send the temporary password to your colleague for their first login. 
   Attention! Make sure to remember it, as it will not be saved for security reasons. When logging in for the first time, the user will have to change their password. If desired, you can enable two-factor authentication and SSO for the user.
5. In the Accessible clients field, you can choose the clients whose jobs the manager will be able to see.
6. If you want the manager to be able to create jobs to be filled, enable the Create request option. You can add recruiter approval if needed under Settings > Jobs.
7. Enable the See all positions option if you want the manager to see all jobs for the selected client or clients, even if they are not part of the recruiter team, or all jobs for all clients if no client was selected above. If the See all positions option is not enabled, the manager must be added to the recruiter team for the job in order to see that job.
8. When you are finished, click Validate. The user will appear in the list.

One possible interaction for the manager is to view the profile, documents and additional information of candidates presented in the details of a job.

Tip: Share our introduction guide with your managers to help them get familiar with the platform.

To hide documents from the manager, disable the Default document sharing option in the configuration dashboard > System. To share only certain documents, enable the sharing option in the documents of the presented candidate (the Documents icon) by clicking the Toggle sharing icon under the Actions column.

The Roles and Permissions page allows you to customize user access within Folks ATS. It helps organise rights according to each person's role. With this feature, you can create groups, add users, and define their access to various platform options.

1. In the main menu, click on Settings > Roles and Permissions.
2. To add a group, click the green + icon (Add a group) at the top right of the list. To edit an existing group, click the purple pencil icon (Edit).
3. In the window that opens, under the Information section, you can add users to the group by selecting them from the dropdown list. You also have the option to remove a user from the group. Attention! Only users with a Recruiter licence can be added. Additionally, "manager" users cannot join a group, as their access is already restricted.
4. In the lower section, all available features are listed on this page and sorted by categories. Select each category one by one to check the access rights you wish to grant to users in this group. When creating a new group, all features are unchecked by default.

Tip: After each update, return here to enable new options if necessary.

Permission categories

The ATS allows you to set up and customize your recruitment process. A predefined process is available; it cannot be deleted, but you can modify it or add others according to your needs. When creating a job posting, you can choose the process to use from those available.

Creating a Process

1. In the main menu, click Settings > Module Configuration > Process.
2. To create a new process, click the + icon (Add a process) located at the top right of the processes configuration page.
3. In the window that opens, enter a name and a description for your process. You can also specify the email address to be used for automated sends. The Active option makes your process visible.
4. When you are finished, click Save.

Once the process is created, the following actions are available: Enable / Disable, Edit, Duplicate, Manage process steps, and Delete.

Attention! A process used in a job posting cannot be deleted.

Managing the Steps of a Process

Click on the orange icon (Manage process steps) to access the different steps. You can:

• Add, edit, and delete steps to customize your process.
• Activate/deactivate a step so it no longer appears in your process.
• Change the colour and order of the steps for better organisation and readability.

Attention! Preconfigured steps cannot be deleted. However, you can set them as inactive if they are not useful to you. They can also be renamed from the settings (System Stages icon in the upper-right corner of the process list) and the Kanban view. 

Tip 1: The Selected step is essential. It allows you to convert a candidate into an employee and send their information to Folks HRIS (if connected to the HRIS).
Tip 2: Step 1 of your process is the one assigned by default to a candidate who applies. Choose it carefully.

Setting up Automations and Notifications

1. Click the orange "Modify candidates notification templates" button.
2. Set up the automatic message that will be sent to the candidate.
3. Use merge fields by dragging and dropping the candidate’s name and the job title into the box.
4. Write the message in French and/or English if necessary.
5. Enable or disable notifications for the recruiter and/or the candidate.

Notification Automation

• When you move a candidate to another step in a job posting, they receive an automatic email if the notification is enabled and if a template for that step has been created.
• The recruiter notification informs all recruiters associated with the job posting of a change in the candidate’s process.

With these settings, you tailor your recruitment process while automating certain tasks.

AI Writing Assistant

Integration of the generative AI module dedicated to producing textual content. This feature is added with the aim of drastically reducing the time spent on writing tasks

👉Important: permissions for AI must be granted through the groups' accesses. 

For example:

• Job Description Generation: Creation of a structured and professional description based on a few essential criteria (title, skills, level). Ideal for quickly starting a clear and complete job description.

• Optimization for Job Boards: Transformation of a job description into an attractive "marketing ad" format to maximize application rates on external job sites.

• Personalized Candidate Messages: Generation of outreach or follow-up emails based on the candidate's profile, to increase response rates while personalizing communication on a large scale.

AI-Assisted Writing Help for Evaluation Criteria

An intelligent assistant integrated into the evaluation cards is available to help recruiters structure interviews and summarize note-taking.

• Intelligent Suggestion of Evaluation Criteria: The AI suggests relevant questions and criteria based on the job title, skills, and the evaluation card section, allowing candidates to be assessed on objective grounds.

• Assisted Feedback Summary: Automatic transformation of quick and draft notes from evaluators into structured and professional feedback.

The Diversity, Equity and Inclusion (DEI) form is available from the career page. This allows you to manage your social commitments directly from the application process.

• Self-identification: Candidates can provide DEI criteria (veteran, minorities, gender, disability, etc.) when submitting their application on the career page.

• Client configuration: Each company can configure the specific criteria it wishes to display.

• Business Intelligence: The data collected is available in the candidate profile (via a dedicated widget) and fully exportable to your Business Intelligence tools for precise statistical tracking.

Activating the form

Navigate to Companies > Career page > Settings tab. Then click on the diversity, equity and inclusion form tab. 

1. Turn on the activate DEI form toggle

2. Enter the DEI introduction message you wish to display

3. Select which questions will be enabled and/or required

4. Don't forget to save your changes by clicking Save

Once saved, the questions will be immediately available on the career page.

User Access

Access to responses and/or the ability to modify the form must be granted to users or user groups. Go to Parameters > Roles & Permissions and click on the purple pencil icon to edit a group. In the menu that opens, select Recruiting, then check the box for Diversity and Inclusion. You will have the option to grant permissions to view, edit, and delete.

• View: Allows you to view candidates’ responses
• Edit: Allows you to add or remove choices in the form
• Delete: Allows you to delete forms

Don’t forget to click Save.

Results analysis

You can view the information from the candidate profile in the diversity & inclusion widget. For more details, you can also go to Statistics > Diversity & inclusion analysis to access more indicators. 

Access to these detailed statistics must first be granted to users or groups. To activate, go to Parameters > Roles & Permissions and click on the purple pencil icon to edit a group. In the menu that opens, select Business Intelligence, then check the box for Diversity and Inclusion Analysis.