Folks ATS Setup

This tutorial is aimed at anyone wishing to configure Folks ATS so that their organization can start using it to manage their applications.

We'll guide you through the steps involved in setting up the ATS. Follow our team's advice by reading the instructions below.

Access to Folks ATS from Folks

It is possible to 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).

Step 1 - Basic configurations

Once you've logged in, click on your user icon in the top right-hand corner, then click on Integrations > Microsoft 365 and Google to configure email and calendars.

Email and calendar configuration

1. Under Microsoft 365 or Google, click Login.
2. Follow the steps to complete the connection.
3. Validate the calendar by clicking on the Validate button to the right of your email address.
4. Once the calendar has been validated, you'll be able to add your email signature (Integrations > Signatures)

Password modification

1. Click on your user icon in the top right-hand corner, then click on Account settings.
2. In the window that opens, you can change your password, activate two-factor authentication and SSO.
3. When you're finished, click Save.

System setup

Now that you've set up your email, calendar and user, you can go to the ATS Parameters section to configure the system.

1. In the main menu, click Parameters > Module configuration.
2. In the module configuration page, click System.
3. In the Information tab, under General, enter your company name and time zone. You can also activate options such as default document sharing, default active SSO and automatic approval of web candidates. For more information, see Getting Started Tutorial: Using Folks ATS.
4. Under Address, enter your company address.
5. Under Logo, you can add your company logo.
6. When you're finished, click Save.
7. Then, in the Recruiting tab, you can add a recruitment email address from which all your automation will be sent to your candidates (example: info@yourcompany.com). Tip: Send this email address to our team so that we can have it validated by Postmark. Once we've received your email address, you'll receive an email from Postmark to validate it.
8. When you've finished, click Save.

Adding users

1. In the main menu, click Parameters > Users.
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: user name, email address and temporary password. Warning! The first time they log in, they'll have to change their password. In addition, for security reasons, the password will not remain stored in Folks ATS. We therefore recommend that you save it so that you can send it to the user for their first connection. If desired, you can activate two-factor authentication and SSO for the user.
4. You can also add other information such as permissions, title and photo, as well as enabling Recruiter and See all positions access.
5. When you've finished, click on Validate. The user will appear in the list.

Adding access groups

Once users have been added, you can create groups to control user access rights.

1. In the main menu, click Parameters > Roles and permissions.
2. To add a group, click the + icon (Add a group) at the top right of the list.
3. Select the users you wish to add, as well as the categories you require to choose the associated accesses.
4. When you're finished, click on Save.

Creating and configuring processes

In the module configuration page, the next important elements to configure are the recruitment processes. When you log in for the first time, Process 1 will be created by default.

1. In the module configuration page, click Process.
2. To add a process, click on the + icon at the top right of the list.
3. Once the process has been created, the following actions are available: Enable / Disable, Edit, Duplicate process, Manage process steps and Delete.
4. Click on Manage process steps.
5. To add a process step, click the + icon at the top right of the process steps list. Tip: You can change the order of the steps by clicking on the arrows or dragging the steps.
6. To activate recruiter or candidate notifications, click the Modify candidate notification templates icon to create the email to be sent, then click the Candidate notification option once back in the list of steps. You can then activate the Recruiter notification option.

Creating and configuring positions

1. In the configuration module, click Positions.
2. To add a position, click the + icon (Add a position) at the top right of the list.
3. On the page that opens, complete the necessary information. In the Configuration of positions section, drop-down options can be configured in the Configuration section (see Position configurations in Folks ATS).
4. When you have finished, click on Validate

Creating consents

1. In the module configuration page, click Consent.
2. To add a consent, click the + icon (Add consent) at the top right of the list.
3. Enter the consent sentence your candidates will receive, then click Validate.

Configuring job boards

1. In the main menu, click Parameters > Integrations.
2. Click on LinkedIn, for example, to enter your LinkedIn account name and username. If required, you can add multiple accounts.
3. When you've finished, click Validate. You'll then be able to post jobs on LinkedIn.

Once you've completed the various basic configurations, you can configure the other elements you'll need to create your positions (departments, diplomas, work permits, origins, territories, etc.).

These configurations will be important for matching and reporting (see Position configurations in Folks ATS).

Step 2 - Creating clients and managers

In Folks ATS, a client can represent a branch, a department, a dealership, a factory, and so on. You can divide your company as you wish. For each customer you add, you'll need to add at least one manager.

1. In the main menu, click Companies > Client list.
2. To add a client, click + New client.
3. In the window that opens, enter the client's details and click Add.
4. To add a manager, in the client list, click the Show managers icon for a client, then click + Add a manager to client.
5. To add a client activity, in the client list, click a client's Show activities icon and then click + Add an activity.

Tip: In the client list, make sure that your clients are active so that you can select them when creating positions. To do this, click a client's Details icon and change the status to Active. Don't forget to save your change. Status is also important for managers.

Step 3 - Creating and configuring the career page

For the career page, you have two options: the Folks ATS career page and the API career page. The instructions below apply to the Folks ATS career page.

1. In the main menu, click Parameters > Module configuration.
2. In the module configuration page, click Public inquiries sites. You'll notice that a career page has been created for you. To edit, delete or deactivate this default page, please contact our team.
3. To add a career page, click the + icon (Add a site) 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've finished, click Save.
6. In the main menu, click Companies > Career page to set up your page.
7. Make the desired configurations in the various tabs and save. Tip: In the General tab, be sure to activate your career page.
8. Once you've finished configuring, click Career page > Themes to view your page and customize it.

Congratulations!🎉

You've completed all the required ATS configurations. Now move on to the position-related configurations if you haven't already, or check out our user tutorial to learn how to get the most out of Folks ATS.

The career page is a crucial step in the job posting ecosystem. It is necessary in order to display jobs on various job boards.

Our recruitment solution offers two types of career pages that can be integrated: a auto-generated career page within the platform, or an API career page.

Tip: If you want to publish job offers quickly, you can start with the auto-generated career page and later migrate to a more customised API career page.

Folks ATS Career Page (self-generated)

If you choose this option, see Create a Folks ATS Career Page. If needed, you can create multiple career pages.

Career page URLs are accessible under Companies > Career Page > Career Page URL.

By default, the first URL generated in the ATS is in French. If you also want an English version, make sure to select English under the Language field.

Once you have the redirect URLs, you can:

• Update the client’s website code
• Add the appropriate links or buttons
• Configure the redirect to the provided career page(s)

API Career Page

API Integration - Scope of Technical Support

Integrating a career page via API requires strong programming and web development skills. Before choosing this path, it is essential to assess and confirm the technical expertise of your team or the external providers you collaborate with.

Please note that the Folks support team is exclusively responsible for ensuring the proper functioning and availability of API endpoints. They will not provide technical training, personalized assistance, or direct interfacing with your developers or external consultants.

If you choose this option, refer to our API documentation: https://api.glowinthecloud.com/documentation/

You have completed our training? You’re in the right place!

This checklist is here to guide you for the initial setup of Folks ATS. Follow the steps in order: each section links to the relevant documentation.

Basic setup

Connect Microsoft 365 or Google

 📄  Connect your email calendar in Folks ATS ↗ 

This connects your Microsoft 365 or Google environment to Folks ATS, so you can send emails directly from the platform and sync your calendar to schedule interviews.

Important: If an error message asks for additional permissions, contact your IT administrator so they can authorize ATS access to your work environment.

Good to know: Everyone with access to the ATS (including managers, if manager access is provided) must also complete this procedure in order to receive interview invitations and system notifications.

Configure your email signature

 📄  Set up an email signature in the ATS ↗ 

Once your account is connected, you can add your Outlook or Gmail signature so it appears in your emails to candidates.

To add an image to your signature, click Image in the text box toolbar and paste the image link in the URL field.

  Important: You can't upload images directly. To limit the load on our servers, images can only be added by URL.

Manage your password, SSO and two-factor authentication

To change your password, click the user icon in the top-right corner, then click Account settings. From there, you can also enable two-factor authentication and SSO.

Add users

Settings › Users

 📄  Add users and managers in Folks ATS ↗ 

Start by deciding the type of access each person needs.

• Users have full access to the ATS. Create these accounts for HR staff, recruiters and members of management, for example.
• Managers have limited, read-only access. They can view the positions they're responsible for and the résumés of candidates who applied to those positions, but they can't manage recruitment on their own. Recruiters stay in control.

Important: If your managers run their own recruitment processes, create user accounts for them instead.

Set up roles and permissions (optional)

Settings › Roles and permissions

 📄  Manage roles and permissions in Folks ATS ↗ 

Only people added under Settings › Users can be assigned to a security group. Security groups let you fine-tune their access by enabling or restricting specific features.

This step is optional, but it's useful for:

• Managers who also run their own recruitment, when you want to hide some confidential candidate information from them.
• HR consultants or headhunters who use the ATS.
• Interns whose access rights needs to be limited.

Name the security group, then add the users who belong to it. You can then select the access rights for each feature category.

Configure processes

Settings › Module configuration › Process

 📄  Create and configure a process in Folks ATS ↗ 

Start by listing all your internal recruitment processes so you can assign them to positions. For example, you could create a Standard process and a Specific process, or an Office process and a Factory process.

Once you have listed the existing processes, click the Manage process steps (orange button) to define each step, from receiving the résumé to hiring the candidate. You assign these steps to candidates, like a status, to move them through the process.

Good to know: Some steps are already set up for you. You can keep them, or deactivate the ones you don't need in the Status column. To create your own steps, click + in the top-right corner.

Configure positions

Settings › Module configuration › Jobs

 📄  Create and manage a position in Folks ATS ↗ 

Before you create a position, add a position template in the module configuration with the position title and description.

Then go to Jobs › Jobs list › + Create job to create a position to fill. You can also click Add new + in the header as a shortcut.

Configure Law 25 consents

Settings › Module configuration › Consent

 📄  Configure consents in Folks ATS ↗ 

You can create and manage the consents required under Quebec's Law 25 in Folks ATS. Click + on the right side of the page, enter the consent text and select the retention period for personal information (in years).

Important: Only add Law 25 consents here. Don't add other types of consent, such as for reference checks or background checks.

How consent is collected depends on how the candidate applied:

• Online applications (career page or job board): consent to the collection and retention of their data is collected automatically when they apply.
• Candidates added manually (for example, a paper résumé from a job fair or a referral sent by email): you must send them a Law 25 consent email after adding them to the system.

Configure clients/working sites

Companies › Client list

 📄  Introduction to the Companies section in Folks ATS ↗ 

In Folks ATS, the client list represents the organization’s internal clients.

Before you create them, decide which structure to use. You could organize them by department or service, branch or factory, store or service point, or, for staffing agencies, by external client portfolio.

Important: This choice matters for two reasons. Every position must be assigned to a client or operating site, and client names appear in the reports and KPIs generated by the ATS.

Good to know: Managers added to the client list (Show managers button) don't get access to Folks ATS and don't receive notifications. This is only used to make reports easier to read. Each hire is linked to an internal client and to the manager of that department.

Set up your career page

Settings › Module configuration › Public inquiry sites

 📄  Create a career page in the ATS ↗ 

Before you start, decide what type of career page you need (see Choose your career page type).

One career page is already set up for you. You can create more pages in the module configuration.

Tip: Add a logo to each career page you create.

Then configure each page under Companies › Career page. You'll find the page URL in the Settings tab. Send it to the person who manages your website so they can link to it or set up redirects.

Connect Folks ATS to Folks HRIS

 📄  Connect Folks ATS to the HRIS ↗ 

Congratulations!🎉 Your setup is complete. Book an appointment with your advisor to review your configuration and run the final checks.