Firstbird SmartRecruiters Integration
The integration between Firstbird and the application tracking system SmartRecruiters was developed by Firstbird based on the SmartRecruiters Customer API documentation. The integration supports the following process steps:
- Job Import from SmartRecruiters to Firstbird
- Application Export from Firstbird to SmartRecruiters
- OR alternatively: Candidate Forwarding (Candidate Experience Package)
- Talent Scout Feedback Export from Firstbird to SmartRecruiters
- Recruiter Rating Import from SmartRecruiters to Firstbird
- Application Status Import from SmartRecruiters to Firstbird
The standard SmartRecruiters integration of Firstbird including the requirements and responsibilities is described in the following paragraphs.
Job Import from SmartRecruiters to Firstbird
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 inn the field “Post Job to Firstbird” in SmartRecruiters are imported and automatically published in the Firstbird account at 60 minutes intervals.
During the job import, the integration automatically matches fields from SmartRecruiters to fields from Firstbird in order to ensure that jobs are imported and automatically published. Location, Department, Reward and Branding within Firstbird are matched on an exact, case sensitive, name basis. The mapping of the contact person requires the registration with the role recruiter or admin of the assigned contact person in Firstbird. The mapping between the fields from SmartRecruiters and the fields within Firstbird are listed below.
The creation and publication of jobs within Firstbird can be supported by the usage of custom fields in SmartRecruiters (details see below).
Warning
Only if, according to the specification, all mandatory fields in Firstbird can be filled, the job is automatically published within Firstbird. If mandatory fields are missing, the integration will create a draft with all available fields filled, requiring manual intervention within Firstbird to fill 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) |
Firstbird |
|---|---|---|
|
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 Firstbird 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.
Application Export from Firstbird to SmartRecruiters
The SmartRecruiters API is requested after the completion (2 steps) of the application by the candidate through the application form of Firstbird. With the information provided by the candidate, an application is created.
Applications are created via the API with the following information:
|
Firstbird |
SmartRecruiters API |
|---|---|
|
First name |
firstName |
|
Last name |
lastName |
|
|
|
|
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.
Talent Scout Feedback Export from Firstbird to SmartRecruiters
The Talent Scout Feedback is an optional part of the recruiting process and depends on the Talent Scout. Firstbird complements the information that was added by the Talent Scout in Firstbird, in the messages field in the candidate profile in SmartRecruiters.
|
Firstbird |
SmartRecruiters (API) |
SmartRecruiters (UI) |
|---|---|---|
|
Talent Scout Name |
/messages/shares |
Notes |
|
Status of the referral |
||
|
How do you know each other? |
||
|
Feedback |
Example
|
Firstbird |
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 |
||
Recruiter Rating Import from SmartRecruiters to Firstbird
The recruiter rating is the first interaction between the recruiter and the Talent Scout. The recruiter rates the quality of the referral in a new custom field “Firstbird Rating” in SmartRecruiters, which is synchronized at 60 minutes intervals with the recruiter rating (plus points rating) in Firstbird based on the following logic:
|
SmartRecruiters |
Firstbird |
|---|---|
|
1 plus point |
1 plus point |
|
2 plus points |
2 plus points |
|
3 plus points |
3 plus points |
Application Status Import from SmartRecruiters to Firstbird
The status of an application in Firstbird is synchronized at 60 minutes intervals with the workflow in SmartRecruiters. The goal of the application status synchronization is to close the referral in Firstbird when the candidate has reached a final status (“Hired” or “Rejected”) in SmartRecruiters.
The following status mapping is available by default:
|
SmartRecruiters |
Firstbird |
|---|---|
|
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 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 Firstbird.
Requirements & Responsibilites
The integration can be entirely set up by the customer (as SmartRecruiters and Firstbird Admin User) without the intervention of Firstbird or SmartRecruiters.
Step 1: Configure your Firstbird and SmartRecruiters accounts
To allow the automated publishing of your job posts from SmartRecruiters to Firstbird, you need to make sure that departments, locations, brandings, rewards and recruiters are correctly set up in Firstbird. The exact same values have to be listed in both accounts. Without this information, the job import is still possible, however, jobs will only be imported to drafts and will have to be published manually by a recruiter. In the case this is fine for you, this step may be skipped and you can directly continue with Part 2 (below).
Configure custom job fields
Follow the instructions in order to create custom job fields (also see: Create custom Job or Org fields).
Add the following new fields:
Post Job to Firstbird
- Type: single select
- Category: job
- Value:
- YES
- NO
Location
- Type: Single select
- Category: Job
Department
- Type: Single select
- Category: Job
Reward
- Type: Single select
- Category: Job
Branding
- Type: Single select
- Category: Job
Info
If you already have existing fields in SmartRecruiters that serve the same purpose, e.g. for the department or location, you do not have to add an additional custom field for Firstbird only.
Now log in to your Firstbird account as a Company Administrator and go to "Account Preferences" > "Settings" > "General". Here you can create Locations and Departments.
Now continue by adding all your locations and departments from SmartRecruiters as "Locations" and "Departments" in Firstbird.
Branding
In this step you will configure the branding for your job ads in Firstbird and you will add a custom "Branding" field in SmartRecruiters, so that you can directly choose in SmartRecruiters which branding should be visible for each job.
In your Firstbird account, go to "Account Preferences" > "Company Branding" > "Job Advert". You will have a list of brandings that you can create/edit.
Reward
In this step you will configure your rewards in Firstbird and you will add a custom "Reward" field in SmartRecruiters, so that you can directly choose in SmartRecruiters which reward should be visible to your Talent Scouts for each job.
In your Firstbird account, go to "Account Preferences" > "Reward Plans". You will have a list of reward plans that you can create/edit.
Configure custom candidate fields
This step is only necessary if you want to see the name of the Talent Scout directly in SmartRecruiters.
The Recruiter Rating is an optional step and allows your recruiters to conduct the rating directly in SmartRecruiters.
Now switch in SmartRecruiters to the "Candidate Fields" and create the following new fields. Detailed instructions can be found here: Configure candidate fields.
Firstbird Talent Scout
- Type: free text
- Where does this field appear: Candidate Profile
Firstbird Rating (optional)
- Type: single select
- Where does this field appear: Candidate Profile
- Values
- 1 plus point
- 2 plus points
- 3 plus points
Message to Talent Scout (optional)
- Type: free text
- Where does this field appear: Candidate Profile
Step 2: Generate a new API Key
Create a new admin user in SmartRecruiters.
You do not need to share the credentials with Firstbird, but you need to connect the Firstbird account with the new user account and NOT with your own user account.
Step 3: Connect the accounts
Access the "Account Preferences" in Firstbird and go to "Integrations". Here you can find the SmartRecruiters tile.
Click on "Connect" and log in with the new Firstbird integration user that you created in step 2 and click on "allow access." Switch back to Firstbird and click the checkbox to enable the integration.