Welcome to Folks ATS

Folks ATS (formerly Glow) 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 Folks ATS 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 Folks ATS' 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://folksats.app/login. 

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

Folks ATS 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 Folks ATS, 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.

Folks is Soc 2 Type 2 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 Folks ATS 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 Folks ATS and connection

The video begins with an overview of Folks ATS, 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 Folks ATS 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 Folks ATS

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

• Folks ATS Configuration & Introduction (1/2)
• Folks ATS Job Posting and Hiring Process (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 Folks ATS
• Getting Started Tutorial: Using Folks ATS

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

In this article, we'll walk you through using AI resume analysis and the LinkedIn plugin. We'll start by exploring the AI analysis features for evaluating and selecting the most relevant applications. Then, we'll show you how to integrate the LinkedIn plugin to enrich your sourcing and identify talent directly on the platform.

Please note that AI analysis and the LinkedIn plugin are premium features.

Adding candidates via resumes

Integrating received resumes into the analyzer allows you to quickly extract information and thus create your candidates' profiles.

When you log into your account, click Add + in the top right corner, then click AI Insights.

1. In the window that opens, drop the desired resume(s). You can drop up to 20 files at a time. The .pdf, .doc, and .docx formats are supported.
2. Then click Parse with AI. You can perform other tasks while waiting for the analysis.
3. Once the analysis is complete, for each candidate, you'll see that certain information has been filled in for you and a summary has been generated. Click Expand to view the sections. If you'd like the detected information not to appear on the candidate's profile, click the Delete icon. The resume is also available to the right of the candidate's name (View file icon).
   • Contact information - View the candidate's contact information.
   • Comment - Add a comment.
   • New: Recommended positions - The most relevant open positions are suggested for the candidate. You can add the candidate to a position by clicking Assign. Please note that the suggestions are based on the requirements listed in the job posting, and the AI may make mistakes.
   • Jobs - You can also assign the candidate to an open position by clicking Assign.
   • Skills - You can view the detected skills and remove them as needed.
   • Experiences - You can view the detected work experience.
   • Formation - You can view the detected education and remove it as needed.
   • Languages - You can view the detected languages and remove them as needed.
4. When you're done, click Add candidate to the right of their name. The candidate's profile will be created and the candidate will be added to the position(s). You can also delete an analysis by clicking the trash icon. If you have added the candidate, deleting the analysis will also remove the candidate from the database.

Adding candidates via LinkedIn

Use your LinkedIn professional social network to import new profiles directly into Folks ATS. Imports are limited to 100 candidates per day. The Folks ATS LinkedIn plugin uses Unipile to allow recruiters to import candidates directly from LinkedIn with a single click.

1. Go to the Chrome Web Store to add the plugin to Google Chrome. You can also add the plugin on Edge 💡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 Folks ATS icon in the Chrome toolbar.
3. Once you’re logged in to Folks ATS, link your LinkedIn account if you haven’t already. You’ll need to enter the OTP code that was sent to you via email.
4. Once you’re logged in, the plugin will scroll through the candidate’s profile and fill in the information automatically. The candidate is identified based on LinkedIn URL, email address, first name, and last name. Note that LinkedIn restricts the display of email addresses to first-degree connections.

• If the candidate already exists in Folks, you’ll be able to edit and update their information (Update candidate). You can add or remove skills, view their ongoing processes and job history, assign them to a position, and add a note.
• If the candidate does not exist in Folks, you can add them to create a candidate profile in the database (Add candidate). You can also edit their information, select a consent request, assign the candidate to a job, and add a note.

If necessary, you can capture again by clicking the three-dot icon in case a profile has changed since the initial import (new relationship level, email address now visible, new job title). This will count toward your daily LinkedIn import limit.

In the ATS, the client list corresponds to the organization’s internal clients. To create them, go to the main menu on the left and click Companies > Client list.

Define the internal client structure

Before creating internal clients, it is important to consider the structure that will be used. This may be based, for example, on:

• departments or services;
• branches or plants;
• stores or service locations;
• a portfolio of external clients (in the case of staffing agencies). 

The choice of structure has two major impacts:

1. When opening a position, it must be linked to a client or operating site.
2. The name of the client or operating site will be used in the reports and indicators (KPIs) generated by the ATS. 

It is therefore essential to define a clear and consistent structure from the beginning to facilitate position management and data analysis later on.

Create a client or operating site 

Go to Companies > Client list and click + Add a client. Please fill in the following fields:

• Contact name
  Enter the name of the internal client or operating site.  
• Contact
  Leave this field blank.  
• Phone number
  Leave this field blank.  
• Email
  Leave this field blank.  
• Language
  Select the appropriate language: FR or EN.
• Source
  Leave this field blank, except in the case of a staffing agency. In this context, you can indicate the client source (e.g., LinkedIn, telephone prospecting, website, etc.). 

Address section

At least one address must be added for each client/operating site.

• Start entering the address in the field provided for this purpose.
• Then select the Google Maps suggestion that appears in the drop-down menu.
  This will automatically fill in all the address fields and make it easier to display positions, since they will be associated with a Google Maps address.
• Click Add to complete the save.

👉 For a client or operating site with multiple addresses (e.g., a Finance department located in Montréal and Québec):

1. In the client list, click the green pencil to access the details.
2. Click the yellow “+” button located to the right of the address field (the primary address already configured).
3. Add the additional address or addresses in the fields provided for this purpose. Save.

Add a manager to a client or operating site

An important reminder: if you add a manager through this module, they will not have access to the ATS and will not receive any notifications. The purpose of adding a manager to the client list is simply to make it easier for you to read the reports generated by the ATS: each hire will be linked to an internal client and to a manager who manages that department. 

1. In the client list, click the green pencil to access the details.
2. Click the “See the managers” button located at the top right corner.
   
3. Click “ + Add a manager to client”. 
4. Enter the required information. Save.
    

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

Generating a report

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 Statistics > 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 

👉 Make sure to save your layout by clicking on the save icon in the top right corner of the page.

See the comprehensive list below of reports that can be extracted from your ATS.

Requests

• Job Status: Provides an overview of open jobs, including their status, applications by stage, and display information.
• Resume Upload: Indicates the number of candidates added to the ATS per day and the user who made the addition.
• Detailed Application Report: Shows the details of all applications by job with complete candidate information.
• Detailed Web Application Report: Shows the details of applications coming exclusively from web sources.
• Hiring Process Time: Measures the number of days required to complete the hiring process for each job.
• Positions by Region: Presents the distribution and percentage of open jobs by region.
• Selected candidate sources: Identifies the sources from which hired candidates originate.
• Job Board Postings: Summarizes the postings made on various job platforms.
• Candidates by Process Step: Presents the distribution of candidates selected according to the stages of the process.
• Time to Fill: Time between job creation and candidate hiring.
• Offer Acceptance Time: Measures the time between job creation and its approval.

Administration

• Active Jobs: Displays the list of all jobs currently active in the system.
• Background Checkk Requests: Shows all security requests associated with employees and jobs.

Recruitment Statistics

• Interviews: Provides an overall view of the total number of interviews conducted by recruiters over a given period.
• Detailed Interviews: Provides details of each interview conducted with information related to the job and candidate.
• Client Interviews: Report related to client interviews for agencies.
• Weekly Interviews: Shows the number of interviews conducted per week.
• Interviews versus Selected Candidates: Compares the number of interviews to the number of candidates selected.
• Recruiter Performance Summary: Analyses overall recruiter performance, mainly relevant in an agency context.
• Permanent Placement Report – Recruiter: Displays permanent placements made by each recruiter.
• Interviews to Hires by Recruiter: Measures the number of interviews that led to a success/hire by recruiter.
• CustomerPerformance Summary: Provides an overview of overall performance by client (number of open jobs, number of resumes received, and hires).
• Referrals Reports: Identifies candidates coming from internal or external referrals.

Employees

• Monthly Employees: Indicates the total number of active employees per month.
• Turnover: Analyses workforce changes over a given period.
• Monthly Employees at this Day: Shows the number of active employees day by day for a given month.
• Employees Starting: Lists employees who started their employment over a given period.
• Employees Ending: Lists employees who left the organisation over a given period.

Jobs

• Hire by Recruiter: Shows the number of mandates won by each recruiter.
• Total Hours and Amounts: Summarizes the total hours worked and associated amounts for agencies.

Sales (Agencies)

• Permanent Placement Report: Provides details of permanent placements made for each client.
• Permanent Placement Report Annual by Client: Summarizes all permanent placements made over a year, by client.
• Report for Clients Activities: Provides an overview of activities performed for each client.
• Order Book on Permanent Placement: Displays current and upcoming permanent placement mandates.
• Permanent Placement Report Annual by Recruiter: Analyses permanent placements made by each recruiter over a year.
• New Active Clients: Identifies clients who have recently become active.
• Prospect Summary Report: Provides a global overview of prospects

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

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.