Candidates in Folks ATS

In the ATS header, the Add new + shortcut lets you add a candidate, either manually (Add candidate) or via their resume (AI Insights). You also have the option to add a candidate via LinkedIn using the Folks ATS plugin.

Manual Addition

When adding a candidate manually, the candidate addition window will open.

1. Enter the candidate's first and last name. You can also enter their email and phone number.
2. Add your candidate's resume if you have it.
3. Indicate whether you want to be the lead recruiter.
4. Add the candidate to one or more open positions by selecting them from the dropdown list.
5. Once the candidate has been added, click View candidate to open their mini profile and complete their information. From the mini profile, you can access the full profile by clicking on their icon or their name.

Addition via CV and via LinkedIn

See Introduction to the resume analyser and LinkedIn Plugin.

A candidate profile can be created in various ways: via the Resume parser, the LinkedIn plugin, manually, or when a candidate applies for a job or is linked to a position by a recruiter.

This centralized space allows you to easily view and manage the candidate’s information. You can add, edit, or delete their data to ensure optimal tracking and continuous updating of their profile.

In this article, you will learn everything you need to know about the candidate profile. Note that the mini-profile corresponds to what is available when you preview a candidate.

Searching for Candidates

Use the search bar in the header to look for a candidate by their name. Advanced search is also available, allowing you to search using multiple criteria.

When you view the results, the advanced search opens, and you can save it if needed. The saved search will contain all active filters. Whenever a candidate matches the same set of filters, they will be automatically added to that search. You can also exclude candidates from your search by clicking the three-dot icon.

Tip: To access all candidates in your database (Total candidates), simply click the magnifying glass icon to the right of the search field.

Customizing a Candidate’s Profile

1. Open the candidate’s profile.
2. Click on the gear icon (Modify layout) on the right side of the screen.
3. Move, delete, or resize the widgets.
4. Add new widgets using the + button (Add widget).
5. Click the disk icon to save your changes.

Additional Icons in the Candidate Profile

At the top right, several icons provide quick access to:

Contents of the Candidate Profile

The candidate profile contains several sections, including the following:

You can connect your professional email accounts (Gmail, Outlook) and your LinkedIn account to the ATS to communicate with your candidates without leaving the ATS.

If you use the SMS feature, you can also send and receive text messages in the ATS. To enable and test SMS reception, see this article. The SMS messaging under the Recruiting tab category are required.

This feature is not enabled by default. You must enable it in the permissions under the Recruiting category > Messaging (see Managing Roles and Permissions in Folks ATS).

Connecting Accounts

On the home page (Home > Candidates widget), click on the candidate's icon (Candidate Preview) and access the Messaging tab to connect the desired accounts.

Messaging is also accessible via the candidate's profile by clicking the messaging icon at the top right.

Please note that Gmail and Outlook are mutually exclusive. You can only connect one of the two.

To connect your LinkedIn account

Click on LinkedIn and enter your login credentials. If you use your Google credentials for your LinkedIn account, this method will not work. You need to login manually.

You can also use the cookie method by following these steps:

1. Log in to your LinkedIn account in a new tab.
2. Open your browser’s developer console (F12 for Chrome and Firefox, option + command + I for Safari), then click on the Application or Storage tab.
3. Open the cookies folder and click on the one titled “https://www.linkedin.com”.
4. Copy the value of “li_at” into the first field.
5. If your account has a Recruiter or Sales Navigator subscription, also copy the “li_a” cookie into the second field.
6. If needed, review the optional settings.
7. Click the Login button.

LinkedIn Message is available if the candidate is a 1st-degree connection; otherwise, InMail is used.

To connect your Gmail or Outlook account

Click on Gmail or Outlook, select your account, and allow Folks ATS to access your Google or Outlook account. For connecting Outlook, you must have a Microsoft Office 365 account.

You can disconnect your account at any time by clicking on the logout icon at the bottom left.

Using the Messaging System

Once your accounts are connected, type in your messages in the right-hand area and receive replies in the left-hand area. You'll receive real-time notifications in the ATS header and on the home page via the Recent Messages widget, which displays the last 50 messages with candidates.

With the View all messages permission, 

With Sendgrid, you can send mass emails directly from Folks ATS. Create your templates, personalise your content, define your database, and set the sending schedule to programme your dispatch!

Connecting Sendgrid and Folks ATS

You must have a Sendgrid account to use mass mailing in Folks ATS. To connect Sendgrid and Folks ATS, complete the steps below.

1. In the main menu, click Settings > Module configuration.
2. On the module configuration page, click Mass Email.
3. On the page that opens, enter the email of your Sendgrid account as well as the API ID and API key. You will find this information in your Sendgrid account.
4. When you have finished, click Save.
5. Then click Settings to make the desired settings and check your remaining credit balance.

Creating an Email Template

To create an email template, in the main menu, go to Candidates > Mass mailing > Mailing Templates > + (Add Template). You can also Enable / Disable, Edit, and Delete existing templates.

To use mass mailing, start by searching for candidates by criteria using the advanced search. Then, click the Mass Email button, select Email, choose your template, add a subject, and save.

You will be redirected to your campaign. When you are ready, click Set up and Send. Validate each step and then send the final email to all selected candidates.

Mass mailing can also be used to send emails or forms to many candidates at once, directly from consents or job postings within the request.

Folks ATS integrates with Twilio for better follow-up with candidates.

Twilio configurations

To retrieve the SID and token, follow these steps.

1. Log in to Twilio.
2. Go to Account > General Settings.
3. Copy the Account SID and Auth Token. Keep the latter secure in a safe place.

Purchase and configure the phone number.

1. Go to Phone Numbers > Manage > Buy a number.
2. Filter by:
   • Capabilities: SMS and, if necessary, Voice
   • Country: according to your users
3. Click Buy and confirm.
4. Once you have obtained the number, note the Phone Number SID and the number in E.164 format.

Create a Messaging Service.

1. From your Messaging Service, in the Sender Pool tab, click Add Senders > Phone Number.
2. Select the number you purchased.
3. Confirm. Your Messaging Service is now operational with an assigned number.

Connect Twilio and Folks ATS

To connect Twilio and Folks ATS, complete the steps below. The SMS functionality must be enabled in your account.

1. In the main menu, click Settings > Integrations.
2. In the Market place section, click Twilio.
3. In the configuration window that opens, enter the following information.
   • Messaging service ID - The SID found in the Auth Tokens section.
   • Token - The Auth token found in the Auth Tokens section. Click the eye icon to view and copy the token value in Twilio. 
   • Twilio phone number - A phone number obtained from Twilio that will be used as the sender.
4. Under SMS reception, you can enable and test the reception feature to receive responses from candidates. The messages will be visible in the Messaging tab of the candidate's mini-profile (see Unified Messaging in Folks ATS).
5. When you are finished, click Validate.

To receive replies, you must also have SMS messaging permissions under the Recruiting category.

Send SMS messages

Start by searching for candidates by criteria using the advanced search. Then, click the icon (Send an email), select SMS, add a subject, write your message and save it.

You can also go through

• the job by clicking the icon (Contact) > Write SMS. When you are ready, click Send.
• The Messaging tab in the candidate mini-profile. To do this, you need the SMS messaging permissions under the Recruiting category.

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.

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.