SmartRecruiters Integration description

The integration between Employee Referrals and the application tracking system SmartRecruiters was developed by Radancy based on the SmartRecruiters Customer API documentation.

The integration supports the following process steps: 

  1. Job Import from SmartRecruiters to Employee Referrals
  2. Application Export from Employee Referrals to SmartRecruiters
    • OR alternatively: Candidate Forwarding 
  3. Talent Scout Feedback Export from Employee Referrals to SmartRecruiters
  4. Recruiter Rating Import from SmartRecruiters to Employee Referrals
  5. Application Status Import from SmartRecruiters to Employee Referrals

The standard SmartRecruiters integration of Employee Referrals including the requirements and responsibilities is described in the following paragraphs.

1. Job Import from SmartRecruiters to Employee Referrals

Jobs are created as usual by the user in SmartRecruiters. The users are responsible for the content and completion of the jobs including adding additionally required information if necessary (e.g. selecting a reward plan).

Only those jobs that are selected in the field “Post Job to Firstbird” in SmartRecruiters are imported and automatically published in the Employee Referrals account at 60 minutes intervals. 

During the job import, the integration automatically matches fields from SmartRecruiters to fields from Employee Referrals in order to ensure that jobs are imported and automatically published.

Location, Department, Reward, and Branding within Employee Referrals are matched on an exact, case-sensitive, name basis. The mapping of the contact person requires their registration in the account with the role of Recruiter or Admin.

The mapping between the fields from SmartRecruiters and the fields within Employee Referrals is listed below. 

The creation and publication of jobs within Employee Referrals can be supported by the usage of custom fields in SmartRecruiters (details see below).

Please note: Only if, according to the specification, all mandatory fields in Employee Referrals can be filled, the job is automatically published. If mandatory fields are missing, the integration will create a draft with all available fields filled, requiring manual intervention within Employee Referrals to fill in missing fields and publish the job.

Fields marked with * are mandatory fields for publishing jobs. 
Fields marked with ** are mandatory fields for creating a draft.

SmartRecuiters
(User Interface)

SmartRecuiters
(API)

Employee Referrals

Standard Field: Job Title

name

Job title**

Standard Field: generated automatically

id

Job Reference Number*

Standard Field: Apply URL

actions/applyOnWeb

Apply URL

Standard Field: Department

department.label

Department*

Standard Field: Location

location.city

Location*

Standard Field: Creator

creator.name

Contact*

Custom Field: Reward

customField.reward

Reward*

Custom Field: Branding

customField.branding

Branding

Default value

Per default no end date is set.

End date / job with unlimited duration

Custom Field: Hot Job

customField.hotJob

Mark this job as Hot Job

Default value

Empty

Hiring Team

Standard Field: Job Ad

jobAd

   companyDescription

   jobDescription

   qualifications

   additionalInformation

Description**

 

The job description within Employee Referrals is an HTML template that can be filled with textual standard fields only. Graphical elements such as icons, images, videos, etc. are not in the scope of the integration.

Jobs are automatically set to the status “Closed” in Firstbird 24 hours after they have been deleted, archived or the selection for the import to Firstbird has been removed in SmartRecruiters.

 

2a. Application Export from Employee Referrals to SmartRecruiters

The SmartRecruiters API is requested after the completion of the application by the candidate through the application form of Employee Referrals. With the information provided by the candidate, an application is created.

Applications are created via the API with the following information:

Employee Referrals

SmartRecruiters API

First name

firstName

Last name

lastName

E-Mail

email

Phone number

phoneNumber

Social Profile Link

web.website

Added files

attachments

Firstbird

sourceId


Furthermore, the name of the Talent Scout is exported to a custom field (Talent Scout Name) and is visible in the candidate profile.

 

2b. Candidate Forwarding (CEP)

The Employee Referrals candidate experience package (CEP) is one out of two approaches (next to the application export) for the application creation process of the SmartRecruiters integration of Radancy. The candidate starts the process in Employee Referrals and is forwarded with the application URL to the respective application form of SmartRecruiters . The URL contains the parameter sourceId=EmployeeReferrals to ensure that the source of the application is saved. 

As soon as the candidate has completed the application in SmartRecruiters, the referral information in Employee Referrals will be connected to the application in SmartRecruiters. Employee Referrals updates the status of the referral in Employee Referrals from “Accepted Referrals” to “In Progress”.

The synchronization requires that the candidate is using the Apply URL with the parameter sourceId=EmployeeReferrals and completes their application with the same name and email address as in Employee Referrals. It is not possible to synchronize the status automatically if the candidate drops out of the process and/ or uses a different Apply URL, where the parameter sourceId=EmployeeReferrals is missing. Moreover, the email address of the candidate is used to identify the right candidate. Any deviation regarding the email will block the synchronization of the application status and further steps of the integration for that specific application.

 

3. Talent Scout Feedback Export from Employee Referrals to SmartRecruiters

The Talent Scout Feedback is an optional part of the recruiting process and depends on the Talent Scout. Employee Referrals complements the information that was added by the Talent Scout, in the messages field in the candidate profile in SmartRecruiters. 

Employee Referrals

SmartRecruiters (API) 

SmartRecruiters (UI)

Talent Scout Name

/messages/shares

Notes

Status of the referral

How do you know each other?

Feedback

 

Example

Employee Referrals

SmartRecruiters

Talent Scout Name

Talent Scout Name: Jane Doe

Status of the referral: NEUTRAL

How do you know each other: University

Feedback: She's great!

Status of the referral

How do you know each other?

Feedback

 

4. Recruiter Rating Import from SmartRecruiters to Employee Referrals

The recruiter rating is an optional field, where the recruiter can rate the quality of the referral in a new custom field “Employee Referrals Rating” in SmartRecruiters, which is synchronized at 60 minutes intervals with the recruiter rating (plus points rating) in Employee Referrals based on the following logic:

SmartRecruiters

Employee Referrals

1 plus point

1 plus point

2 plus points

2 plus points

3 plus points

3 plus points

 

5. Application Status Import from SmartRecruiters to Employee Referrals

The status of an application in Employee Referrals is synchronized at 60 minutes intervals with the workflow in SmartRecruiters. The goal of the application status synchronization is to close the referral in Employee Referrals when the candidate has reached a final status (“Hired” or “Rejected”) in SmartRecruiters.

The following status mapping is available by default:

SmartRecruiters

Employee Referrals

New

Accepted → In Progress

Hired

In Progress → Hired

Rejected

In Progress → Closed (We have rejected the candidate)

Withdrawn

In Progress → Closed (The candidate has withdrawn the application)

 

Important note: Hiring the candidate in Firstbird requires adding the first day of work. In case recruiters do not choose the start date in SmartRecruiters (when confirming the hiring), the 1st of the next month is automatically set as the first day of work in Employee Referrals.

Was this article helpful?
0 out of 0 found this helpful