Candidates in Folks ATS

The reference feature allows recruiters to associate an internal or external reference with a candidate's application. Once linked, you can generate detailed reports and manage references efficiently using smart data entry.

Associating a reference with a candidate

To add a reference name to a candidate, go to Positions > Job List and find the position for which the candidate is applying. Under the Details column, click the green eye icon on the far right, labeled Details then click on the Candidates tab.

Please note: for the next step, make sure you are in list view and not kanban view.

Locate the candidate on the list, click on the three vertical dots and select Additional Information. Click on the pencil icon to enable editing. Under the reference section, choose the reference type: internal (user or employee) or external. You can also enter the contact person's name and phone number, if available.

Using existing external references

If an external reference has already been created for a candidate, it remains available for reuse. When adding a new candidate with a reference from the same source, you can simply select the reference from the dropdown menu instead of entering it manually. This streamlines the process and ensures consistency.

Generating a candidate reference report

To generate a report of all references used in applications just go to the left-hand menu, to Statistics > Reports. Under the Recruitment Statistics section, select Candidate Report with Internal/External Reference. Enter the desired date range. Click Generate the Report.

⚠️ Important: The dates refer to when the candidate was added (also called Date Sent) to a position.

The report will be downloaded as a spreadsheet file directly to your Downloads folder.

A new look is now available for the Job Details page and the List View for candidates. We've also added new options to improve your experience on the platform.

Request details tab

From the left-hand menu, click on Positions > Job list, find the position you're interested in, then click the green eye icon on the far right, labeled Details. A new window will open, displaying the Open Job Details page.

A few notes about this page:

• The available information is the same as in the previous version, but some elements have been rearranged for better accessibility. 

• The New applications box shows all candidates who have not yet been filtered.
  📝 Please note: If automatic approval is enabled, this corresponds to candidates in the first stage of the process. As soon as a candidate moves to the next stage, the number of new applications is automatically updated.

Candidates tab

By default, when you access the Candidates tab for the first time, you'll be directed to the Kanban view.

You can easily switch to the List view using these buttons on the right.

What has changed?

In addition to the new design, several improvements have been made to enhance your experience:

✅ Smoother navigation

When you select the List view, you remain on the same page, making navigation faster and more intuitive.

✅ New location for candidate actions

The small icons previously displayed under candidates' names are now grouped in a menu accessed via the three vertical dots on the far right.

• If a Pre-selection Form is associated with the position, this option will appear in the three-dot menu.

• When a candidate's status changes to Selected, a + Job Creation option becomes available in the menu, replacing the old purple icon used for this function.

✅ Filters by recruiter

You can now filter candidates by recruiter(s) by clicking the profile photo bubbles at the top of the page. This is also where you can add a recruiter to the position.

✅ Customizing the display

Choose which information to display by using the Column Visibility button located above the three-dot menu.

Consent Forms

You can now create consent forms with a specific validity period. To do this, go to the left-hand menu and navigate to Parameters > Module configuration > Consent. Next, click on the green + button to create a new consent form. Fill in the required fields:

• Form name
• Description (consent text)
• Validity period (in years)

🔤 Important : Don’t forget to fill in the Description field in the French tab as well. This ensures the consent text is available in that language. The language displayed will depend on the candidate’s preferences. Once all fields are completed, click Validate to save the form. You can create multiple forms with different validity periods according to your needs.

Assigning a Consent Form to a Candidate

Once forms have been created, you can select one when adding a new candidate.

⚡Important: the expiration date entered here refers to the deadline for the candidate to complete the form—not the validity period of the consent itself.

Expired Candidate Consents ⏰

Adding an expiration date to consent forms makes it easier to identify candidates whose consent is no longer valid. To access this list, go to Candidates > Consents via the left-hand menu.

Under the Expired Candidate Consents tab, you'll see all candidates whose consent has expired as of today’s date. This section also provides:

• Consent approval date
• Type of form assigned
• Validity period (in years). 

From this tab, you can choose to resend the form or delete the candidate.
 

In the ATS header, the shortcut Add candidate + allows you to add a candidate, either manually or via their resumé. You also have the option to add a candidate via LinkedIn using the Folks ATS plugin.

Manual Addition

When adding a candidate manually, you will land in the candidate profile creation page.

• Under the Candidate section, complete the required information. Don’t forget to add your candidate’s resumé if you have it. You also have the option to send a Consent Request to the candidate. To do so, select a template and add the expiration date.
• Under the Contact section, add the candidate’s email and phone number(s).
• Under the Address section, it is important to validate with Google Maps so that geolocation works correctly.
• Under the Job section, select the source and the targeted position(s). The Targeted Position field is the positions for which the candidate is interested in. This is the list of positions in the Configuration panel.
• Under the Jobs section, you can add the candidate to an open position by clicking the + icon located under the Add column in the positions list.

Addition via CV and via LinkedIn

See Introduction to the resume analyser and LinkedIn Plugin.