iCIMS Hacks: Referral Links and Duplicate Checks (8/29/25)

Learn why legacy referral links from pre-2016 portals should be avoided and how to make intentional choices about duplicate checking criteria in iCIMS.

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Transcript

Speaker 1  0:00  
Welcome everybody to system admin insights. My name is Alex. I'm your host. This is an opportunity for isims customers to get together and talk shop and talk about practical solutions to isims challenges that are grounded in ta practice. We're all practitioners here with a lot of experience. We have two tiers of engagement. There are folks who join our free Friday calls. And then there's also an exclusive community that includes an online platform access, office hours and other other great stuff. If you're interested in learning more about that, you can talk to Jenny fair at sales, at integral recruiting.com, and Caitlin. Next slide, please like to start off the meeting with a little bit of gratitude. Please drop something in chat that you're grateful for. Today, I will say that I'm grateful for the IRD team. We had our first on site last week, and it was just so great to see everybody in person and then give everybody their shirts. Greg, thanks for the here comes Greg. Greg gave us, hosted us live for a hybrid event, and gave us a shout out on their shirts. There's just a whole lot of fun seeing everybody. Caitlin says, hopefully getting some friends together for a pool party. Nice, nice also in the DMV. I don't know what that means, but maybe it's some Amy Williams says, thankful for amazingly beautiful weather in Casey this week, very glad to hear it. All right. Wonderful, wonderful. Next slide please. All right, so we are recording the session, and we will post the recording to circle Spotify and select sessions to YouTube. The transcript is incorporated into the circle chat bot to enrich its responses. You no link. You no longer need to introduce yourself and your company, because the chat has just the AI has gotten better at recognizing buddy. Our agenda today is members questions and some announcements and then general questions and then questions, and then we maybe may do a what we learned video at the end of it. If there are folks who want to share key takeaways from the session today, that's totally optional. Next slide please. This week, we've got Cheryl on top of the leaderboard, followed by Amanda, back in top three, Greg back in the top three. And yes, thank you everybody for your your engagement in the platform. Next slide please. And we have some upcoming events. We've got our office hours, of course, as per usual, we've also got a product deep dive on cerebrum. If you want to know more about cerebrum, they do ID verification and some other interesting things. It's hot topic these days, and so we invited them to come demonstrate their software. It's a product Deep Dive. It's not a sales pitch, right? We don't get any kind of referral revenue from them or any other vendor for that matter. This is an opportunity that we say you gotta bring somebody who's technical to this call who can answer technical questions. So if you have technical questions about Sarah bum, you want to talk to a product expert there. This is this kind of a way to kind of skip the line a little bit with the normal way that companies will present their software. Usually, they go sales, go straight to the whoever they can get to who has the power to sign things. We want to make sure that system admins are looped into that so they can kick the tires a little bit and ask some more probing questions that you know they would have to deal with down along the line anyway. That's the that's the idea with that. Okay, next slide, please. Okay, that's it. So today is general questions. We're going to jump over to the platform, and we have got a general question from Christine. Is she on the call yet today? I don't believe so. Terry on the call yet today. I don't see him yet. So since that's the case, the floor is open to questions. Who has a question for the group today?

Speaker 2  3:41  
I actually just had something crop up just before this call. I just got off with one of our recruiters. And so I know we all have those duplicate candidate profiles and isims, and you know there's they're split on whether we merge or not, but I do have a question on does anybody know at what point somebody were to get just a notification or alert versus what stops them from submitting an application? And so this recruiter is working with an agency. So we had somebody who had created a profile apply to a job in 2022 another one in 2024 and then while working with an agency, the agency was able to submit the candidate, same name, same email address, same phone number. I'm trying to determine where there's an alert versus a stopping point, and if anybody can has any feedback on that,

Speaker 1  4:39  
that's interesting, exact same email address too, huh? Yeah,

Speaker 2  4:43  
yeah. And so we thought, you know, email addresses, that is the initial identifier, but when an agency comes up with it, let's say there's a duplicate email, or they get an alert they've also submitted under their own email address. So hence we're going to have duplicate emails. So it must. Allow one factor? Do we know if there's two or more factors, like same name, same email, same phone number, and what would allow somebody to have all three the same to submit

Speaker 3  5:12  
phone number isn't one of the duplicate checking criteria. It's been a really frequent ask, okay? And unfortunately, that one doesn't count. There are several levels of duplicate checking that are possible, but the most common one out of the box is named, isn't first last email, so it's it should be looking at the combination of those three and rejecting the person as a duplicate if first last an email match. So in your scenario, the system didn't do what it was supposed to do. It should have rejected that person or given them a flag that this

Speaker 2  5:46  
person already exists. So what if it's an agency submission? How does it matter get that doesn't matter. Doesn't

Speaker 3  5:52  
matter. The system looks at the profile. It doesn't care what this what the source is. So I

Speaker 2  5:57  
was just wondering, would it be similar to like a recruiter upload. So

Speaker 3  6:03  
okay, yeah, so there's a couple of different potential options for duplicate checking. And I I'm not sure where they landed on it, but I know the product team was actually looking at doing some different options, like a year and a half ago, um, because a large client was pushing to have some additional options. Um, phone number being one of them, I'm not sure if they actually landed on on any kind of release for that, so it's something to look into. But there was first middle last email was an option. There's first last email. And I think first last email is, is pretty much the de facto where everybody's system is, is set. So middle name is an option to add to the layers. But since, like 10% of people fill up middle name, it's almost never used, right? But yeah. So if you, if you just go up on the care site and look up duplicate checking criteria, you should see get, you should get a pretty good care article on that. Yeah,

Unknown Speaker  7:00  
yeah, they did send

Speaker 4  7:02  
me only for reporting and not for when people put in applications. No, it's for profile creation. Because I've, I've never seen that before. I've only seen email address being the factor, and so I'm just curious how that works during profile creation, because one of the only ways, or one of the most effective ways that I was able to ever prevent duplicates, was turning on the isims native functionality that sends you an email to verify your email address, right? And in that scenario, if they already have a profile with that email address, they would be directed to that profile. But how does the name and the last name come into play like when? Because people could have the same name and last name in any situation, right? So

Speaker 3  7:56  
Amanda has actually given the answer in the chat, so you can choose, out of the box, it is set as first, last email. At some point, you can choose to change it to just email or just last. But, yeah, clients have the option to make that decision. Oh, it's not heavily advertised that they can, but it is. It's an option. Okay,

Speaker 2  8:20  
I see that. Thank you for writing that. One more curveball. Vivian, not sure if it makes a difference, but the initial profile was created in a portal we no longer use. It's not deleted. It's just there we no longer use it. Would that be a factor at all? It's well,

Unknown Speaker  8:37  
it shouldn't be a factor.

Speaker 3  8:40  
It shouldn't be a factor. Okay, technically, it shouldn't be a factor. No, it's so it should. It should be looking at the email address and the first name and the last name combination in the background if it's functioning properly. So I would recommend you to get this

Speaker 4  8:56  
How is your How is your agency submitting applicants?

Speaker 2  9:03  
We set up profiles for the different agencies and the different people associated with the agency, and then they get an agency level login, and so they only have access to the jobs that we assign to them, and then they'll submit candidates that

Speaker 4  9:19  
way. And so they log in and go through the person creation to submit somebody.

Speaker 2  9:26  
I believe they do, but I'm not sure exactly what process it takes them to, because they'll get alerts and errors sometimes. And so they'll send the recruiter message to say, I tried to submit this person. It looks like it's a duplicate. So my suggestion for the recruiter that deals works at the agency is get some more specifics on that. Are there times where they've just gotten alert and they're allowed to submit it, or do they get stopped? And try to get as many details that way as well so we can see if there's a pass through that they're using, and do they just

Speaker 4  9:59  
get stopped? Yeah. All Yeah, I would, yeah. I would recommend definitely taking a look at, like, making a test agency profile and submit a candidate as an agency, just to kind of see which fields are being asked and this and that, to get some clarity in that way.

Unknown Speaker  10:15  
Yep, will do. All right. Thanks for the feedback, everyone.

Unknown Speaker  10:21  
So the question, Heather,

Speaker 1  10:23  
sounds like a threat. No. Terry had a question here that he posted in the platform. It's not a threat. It's an invitation, Terry, you want to talk about your

Speaker 5  10:32  
question? Yes, thank you. This is Terry Smith with Cheesecake Factory, without, without dive, without diving into so much of the specifics. We have a certain group of people in our that are really pushing the talent and HR team to use the Apply framework. And today it doesn't have, you know, have the custom field. So this will be when they release it in the fall when they release those custom fields. And what I'm really looking for is anybody who's used it. What are the you know? What are the downside to it, like you know? Have you is it lowered your visitor count? Do you have more drop off in the application process? Have you had complaints about the experience or functionality or things not mapping correctly. So I'm really just looking for information, as opposed to more of a question.

Speaker 1  11:40  
Live framework. Anybody got their hands dirty with that?

Speaker 3  11:44  
Yet no one of the designers who's working on it. So if you send me the question, I might be able to lob it his way, but I don't really have a lot of details on it just

Unknown Speaker  11:55  
yet. Yeah, nobody does.

Speaker 3  11:56  
They're they're being very close. They're being very close to the chest about what it's going to do and what it can't

Unknown Speaker  12:03  
do. That's true that nobody does. Very true.

Speaker 4  12:09  
Yeah, and clients that have tried implementing certain things get told, oh, sorry, we can't do this at this time, reach out at a later time to get it fixed, but they don't give you a timeline either.

Speaker 1  12:29  
Vivian, I'm I'm wondering, do you think there's a possibility that we could get somebody to talk to us a little bit more about it? I can reach out.

Speaker 6  12:37  
Yeah, I'm already here. Hi, hi.

Unknown Speaker  12:42  
You want to introduce

Unknown Speaker  12:43  
yourself? Sure, some of you guys already know me.

Unknown Speaker  12:48  
Let's throw the camera on. Why not?

Speaker 6  12:51  
I usually just join and, like, listen for client feedback and just quietly, I'm a fly on the wall. My name is Jason. I'm one of the product managers over at ICE Tims, and I handle the Apply framework. So, you know, Terry, you and I have spoken before, so I'm sorry if a lot of this sounds more like the company line, you know, you know. So we're, we're building towards a way that we can create an application process that can be not only used with the job boards, but we're also using it currently with digital assistant. We're looking at different ways where we can take this process and put it into career sites, into portals, and then have it be your main way of your application process, ultimately. Now, when you want to make a change to your apply workflows, that change then goes out to all the places where you bring in applicants from. We're definitely not at that point just yet. We've got basic questions d and q, we've got forms. We're working on field mapping that will allow you to better represent the job fields that you're looking to put out there. And we'll have privacy notice that's added with the fall release as well. Come the winter release, come March time, we'll be looking at moving away from how apply functions with matching portals and folders, and moving to more of a post to apply process, that'll be more like when you look to post your job out on a portal. You'll also have the option to post it to the Apply framework, and then any vendor that you're set up with would then get that application process for those applicants all the questions. So for job boards, the purposes is that there's no redirect to get them into the platform.

Speaker 5  14:48  
And so by the Thank you, Jason, so the job boards are still wanting us to pass our stage information back to them, right,

Speaker 6  14:58  
correct? But. They're all looking for. So iCIMS is offering apply framework as a free, no cost integration to our clients. That's because the job boards are paying to be a part of it. They're paying to build to it. They're paying for the quantity of API usage that they use. And they want back disposition data. They want to know the candidates that they've put forth, where those candidates are going to land, what if they've been dispositioned, if they've been moved forward, and the data that we're sending them is the bin and status information, as well as the rejected or hired flags. And then within that status setup, there's a drop down of a stage, and that stage has five standard buckets, and we'll be able to kind of allow the job boards to more normalize what bin and status you were in based off of those buckets. The ultimate goal, long term, is to be able to then dive into that kind of Big Data Wise, and look for, you know, where the shortcomings and that way they can offer better candidates to you, because they know why you're, you know, rejecting them in some cases. So you'll have like this one is rejected, and maybe your rejection been in status is, you know, because of education, you know. So then they'll be able to take things like that and say, We need to offer better educated candidates to these type of positions and more appropriate jobs to these type of candidates. So the overall end game is to make it better for all.

Speaker 5  16:37  
Okay, perfect. Thank you. Appreciate it. Appreciate you do

Speaker 6  16:41  
that. No, not a problem. And you know, I know you have my email address, feel free to use it, but I'll drop my email address in the chat. And if anybody has specific questions on apply network, apply framework, I'm happy to get back to you and and let you know what we can do.

Unknown Speaker  16:59  
Great. Thank you much.

Speaker 5  17:01  
I will have a couple questions in advance of a meeting with some people here. So thank

Unknown Speaker  17:07  
you absolutely.

Speaker 1  17:13  
Also looks like it's just gone the call. Don't think she's on the call today, but she had some additional thoughts here. Great. We won't go through all of this right now, but Terry just wanted to point out that she added some of her observations. It looks like she's using it perfect. Thank you. Great. Any other thoughts or questions on apply network?

Speaker 1  17:43  
Okay, if not, let's see, is Christine joined? Nope. Cheryl, you

Speaker 7  17:51  
should have two different questions. If we don't, we can go through them. So the first one I want to ask about on the new interview scheduling module, the one that has a Self Scheduling, you know, you can remove the Reschedule button or anything or and would it be a all, like everything is affected, or is it, you know, how does that work? Anybody and

Speaker 1  18:21  
Cheryl, can you explain why do you want to remove? Yeah,

Unknown Speaker  18:24  
yep. So

Speaker 7  18:27  
we were testing it out for like, department interview type things, and realize that the rescheduling is not a good thing, because we will do the schedule now. So we're scheduling it manually, instead of doing a self scheduling, and it still sends it out with a reschedule. So what's happening is like a candidate will reschedule, and obviously they don't know the manager's schedule, even though it looks open, it might not actually be available, type of thing. So we realized, okay, this is a bad idea. So

Unknown Speaker  19:03  
I got it, anyone have thoughts on that?

Unknown Speaker  19:19  
Anybody ever taken that Reschedule button off or tried

Unknown Speaker  19:29  
to looks like we're drawing a

Unknown Speaker  19:32  
blank. Cheryl, sounds good. That's fine. All right,

Unknown Speaker  19:41  
let's see. Oh, you had another one. Yep,

Speaker 7  19:43  
yep, go ahead. All right. So I was wondering if anybody uses the employee referral portal. I wasn't sure how. I've never actually seen it in action, so I don't know if it just works, like any other normal portal, or like how it works, or how you link. Like, how people get there? Like, how do your employees know to go there for a referral, etc, etc. So I thought I would just ask the group if anybody uses it, and then I would love to talk to you about how it works, because I have no idea how it works.

Speaker 8  20:15  
Also, this is Ariel from Vice app. I am so happy that you passed this, because I also am curious. So we have Omp, and we have the internal career site through icems, and so in that internal career site through Omp, that's where internal applicants apply for jobs, and that's also the only place that they can refer people. So we have, you know, guides that say, Hey, you know, if you want to refer someone to a job, you have to go through the internal portal. There's two buttons, one that says apply, one that says refer. And then there are just a couple issues that we have with that off the top of my head. So one is that, technically, the refer button is there, even if the job is only posted internally, like we only are considering internal applicants, that is just something that we've had to kind of deal with with training, because the only way to not to differentiate between those would have been like another portal, which we didn't want to do. So that's one issue that we have. And then the second issue is something that I would love to get other people's thoughts on, that we're struggling with, is so the candidates that are being referred if they already exist in the system. So let's say they maybe had applied to a job on their own. Well, you know, with that email a year prior or something like that, once their record already is created and exist in isims, the employees can't refer them because they get an error about this person already exists in the system. And this is annoying for us, because previously with avatar, our employees could refer candidates in on a per job basis. So, you know, even though this person already exists in the system and they had applied to job a, you know, back in 2024 they could still refer them in for a job B, now and be counted as a referral, but in the current state, that's not allowed, because if their record already exists, without email, they can't get come in. So then we have to manually, somehow track them as a referral. So then, you know, they kind of get a notice, like, hey, sorry, this person already exists. Please. Just have them go to the external portal and apply themselves and then submit like a service now, ticket to our admin team so we can manually update them, but it would be nice if they could just come through with that internal source channel, internal source portal, You know, employee referral source, but it requires a manual action, so that's kind of been our experience using it, and we're really trying to figure out how to improve that process.

Unknown Speaker  23:14  
You know, yeah,

Speaker 9  23:16  
I've also done this in the past, and you know, the upside is, especially if you're using a referral portal, you can put whatever content you want on there, which is, hey, here's how you refer someone. Here's more information. If you have questions about people that you've referred, here's what our policy looks like, because it's spun up. It's there for your internals. You can put kind of a whole different set of I don't want to call it branding, but like data out there, which does help. But the biggest challenge that I have experienced is getting your employees to do it. Because, boy, in the world of referrals, saying, Hey, I know that this job is open at my company, you should go in and apply. It's like a billion times easier than saying, Oh, hey, I know this job is open at my company. Can I get your email address and then I can go in and send you a link to apply, and then they have to go back to work to log in to do it. So there's, there's an upside and a downside there compliance, getting people to do it is tenfold The most challenging part, right? Yeah, there's also really good reporting data though, too. You know, who did people submit? Who did people try to, you know, get to apply that didn't actually apply. You can open up the referral search if you don't already have that open, and you can see names and email addresses of people who were referred that maybe never took action. And so there's, you can see what your employees are doing. There's also, you know, a way to go in and look and see if they actually did submit that referral or not. So it kind of eliminates some of those questions. But yeah, there's, there's an up and a down for sure. Yeah, Paul, did you have something?

Speaker 4  25:07  
No, I've I've seen it. I've seen it in use with one of my clients, maybe once. And all I know is what we just heard is really restrictive to that specific process that needs to be followed in order for it to log everything correctly. There's

Speaker 3  25:26  
a couple of settings in the background that you've also got to be careful about with this. There's a setting called employee referral by priority, which basically means that if you're using the Email Friend functionality, you you prioritize which of your portals. If you have multiple portals, that email comes from, and if you're using a referral portal, you always want it to be the referral portal. So if somebody forgets to set that setting, it's going to cause pain, or you always want it to not be the referral portal, because the only people that would go into it are the employees, the referees, are not the ones that are going to go into it. So I've seen a couple of nightmare scenarios where that wasn't set up and the person was directed to the referral portal instead of the price correct portal, like the correct external portal, different issue. But the the way that I have typically seen this set up, and I've set it up myself a couple of different times, is just using the email a friend and not doing the referral portals and all the referral pieces in the background, there is some great functionality around the referral piece that you do lose if you don't use the if you don't use the referee functionality. And there's a legacy, you gotta be careful, because there is a legacy referral setting that got sundown and didn't really get deprecated within the system. So if you've got a legacy portal that was provisioned before 2015, or 16, there's probably a refer link on your portal that is kind of dead and doesn't really work anymore. So take a look at what feature you're using. But for me, from my experience with customers, the email a friend was always the most reliable way to get that information and the most reliable way to get candidates and employees to use it. As long as you have the internal portal email a friend section set with that referral by priority setting in the background, set properly so you don't need a separate referral portal. Is where I'm going with that you can use your normal internal portal, as long as that email a friend setting is set to go to one of your external portals and not your internal

Speaker 7  27:32  
portal. Yes, nope. Yeah, no. I think the issue, I think that a lot of people are that I'm seeing right now is also, for an example, we post internally for a specific amount of time, and then it gets pulled out of the internal portal, so, like, there's nothing.

Speaker 3  27:53  
Well, if the referral by priority setting is set properly that if it's still on your external portal, then you you shouldn't have a problem with that. So if you've got, like, a mandatory two week post on the internal portal before it gets posted to the external portal going on, it's if that setting is correct, it's pointing to the external portal and not the internal portal. And it shouldn't matter, as long as it's still posted, oh no, no. I mean, like if it gets pulled down from the internal portal, but it's posted on the external portal. Yeah, that's what I'm talking about. So if you've got the employee referral by priority setting, set properly on your internal portal, where, if they email a friend, and they email a friend, that link that goes out should not be directing them to the internal portal. It should be directing the no, oh no, no, I get that. I'm saying you keep saying that they have to go to the internal portal to email that link, right? Yeah, yeah, the job no longer exists on the internal portal. That's why they're looking at a referral portal, so that they can house it there, but not necessarily have people apply. They should still be able to email their friend from the external portal. So if they go search for the job on your normal website and hit email a friend, they still lock but they the downside to that is, if you have SSO set up, they'd have to know

Speaker 7  29:07  
their log, right? Yeah, you can't log in. Yeah, that's why we were thinking about the referral portal.

Speaker 3  29:14  
Yeah, pros and cons. With the referral portal, totally Google. You just gotta be that one setting. It's called employee referral by priority. I I'm harping on it for a reason, because I've seen nightmare set up. I'm writing it down. If that is set properly, you should not have a problem.

Speaker 7  29:34  
Okay, yeah, we'll see what happens. No, thank you. I appreciate it. Appreciate everybody's responses, and also, you know, challenges with it that helps also,

Speaker 1  29:49  
we like to do source effectiveness reporting for our clients. So that's looking at the applicant source and creating a ratio that compares applicant source to high. Hired source. You may get 10,000 applicants from indeed and hire 100 of them. You may get 1000 employee referrals and hire 100 of them, right? And so the the where this conversation can lead is if there is an appetite to spend on another piece of software. We tend to advise that companies look at spending it at their most effect on their most effective sources, instead of just pouring more money into the job boards. And so if you create a metric like that, you can make a justification for the expense. And if anybody is interested in looking at some of the tools out there we have, we've got an article here on employee referral tools that you can reference. It has a lot of interesting information, and you can click on any of these and jump to conversation, ask folks questions about it. You can also search our platform to see who has these tools. If you are interested in considering that direction, all the pain points that were discussed are exactly why vendors have created these tools to enhance functionality there, because it is a very, very tricky thing, and it's a tricky thing that's around something that is such a rich, rich source of talent, between employee referrals and internal candidates, those are always the two most effective sources anytime we run these metrics. So it might be worth looking into. Great question. Thank you, Cheryl, thank you. All right. The floor is open. Who else has a question today?

Unknown Speaker  31:32  
I have a question. Where Paul got that Zoom? Background, oh my gosh.

Speaker 4  31:40  
I was, I realized that I was a little bit dark today, and I was wondering if something changed with my settings. And so I accidentally clicked this. And now I now, I can't I'm clicking Other things, but it's not going away. I apologize, guys.

Unknown Speaker  31:56  
It's very festive.

Speaker 1  31:59  
And now I see, now, I see emoji reactions flowing around all over the screen. I don't know if that opened that up. That's funny. Cool.

Unknown Speaker  32:08  
I have a question.

Speaker 9  32:12  
I am working on setting up vendor submissions to our ATS right now. We currently aren't using that process through isims. We're using it through a combination of really ineffective manners internally, and so we're fixing that. But I'd be curious just to chat with anybody who feels like they have vendor submissions and managing your vendors, getting them set up with profiles, things like that, set up in a really positive way. You like how things are going. I have done this before in ATS, is in the past, but it's been a while since I've looked at it. And now that I'm like, clicking through the settings and thinking through some of my own components, I'd just be curious if anyone's like feeling like, yeah, we nail this. This is not an issue for us. And would be open to chatting with how you know how things are going and and how you set it up and why you like it.

Unknown Speaker  33:13  
Who loves their vendor process right now?

Unknown Speaker  33:21  
Yeah, all right, reality,

Speaker 1  33:23  
no, let's give it some time. Somebody might speak up. There might be somebody

Speaker 10  33:26  
we use the end agency vendor process, and I love it, yeah, oh, it's changed. It's changed our world. As far as trying to track all of the different agencies that are submitting candidates, there's now we have one spot that it's all kept. We have reports that tell us who's annual, you know, who's yearly. Threshold on their contract has expired. So that way, recruiters don't accidentally try to hire somebody that's been submitted within a year from an eight from an agency. So I'd be

Speaker 9  34:02  
curious what your process is like for, you know, identifying new agencies or new contacts at agencies, and how you manage, because I know sometimes turnover happens at those agencies that are submitting the candidates, and you know, like the system breaks down when all of a sudden the contact doesn't work and nobody gets submitted. Curious, if you have like, a good process for managing that, you

Speaker 10  34:27  
know, we're not do using we don't use agencies in mass volume. So the the agencies I do work with, we have pretty special like I I consider them an extension of my recruiting staff, so it's very personalized. And so typically, if something's happening, they're they're calling me. It's not a turnover where now I'm surprised that there's going to be another, another contact I'm working with, right? Okay, but yeah, if you have any specific questions, I'd be happy to talk to you offline about. Got it? Yeah,

Speaker 9  35:01  
I'd love to hear kind of what your what your experience is like, like I said, I've set this up before. I've got some ideas of how I'm, you know, intending to do it at this company. But curious, you know what other people like and what's working? Because, sure, my process may not be as good as yours, I'd love to know

Speaker 3  35:19  
June 20. Now, you know, Sai, there's a now, you know, on setting up agency access, where I go over some of the do's and don'ts of doing it, I've actually just reached out to somebody to see if we can break that out into a standalone for you. So more to come on that. But one of the gotchas that I always tell people is that the agency group, where the vendor, where you set up the vendors, is often kind of the stuck for a lot of people. And the reason for that is, how do you set that up? There's no best practice or must do way to set that up. So a lot of folks, when, if you're familiar with that setting, there's a place where you assign who that agency belongs to. So you set up a person profile, and then you set up the agency group that's associated with them. A lot of people will set their agency groups up in a way where it is the group being like allied your agency, and then healthcare, and then associate all of the healthcare agency recruiters that you're working with with allied healthcare. Or if you are smaller and you don't have that size of a list, it'll be allied Joe Smith, so you'll actually put the name of the person in the agency group. So that, that way, when you assign an agency group, you just have one individual, one for that person. So just there is no best practice, it's what works best for you. Yeah, a

Speaker 10  36:39  
lot's dictated to on the reporting that you want. So I found and Vivian's session on how to do that was great. You should watch that, but depending on the reports you want to pull, then that will also dictate how you set up your vendor.

Speaker 1  36:57  
I just used our AI assistant here and the platform to pull up some more information here. You might want to try that. I that. And you said it was a June 20 call Vivian

Unknown Speaker  37:09  
on our internal calendar.

Speaker 1  37:14  
Great. So you can click recordings right here in the isoms channel and come down here, and that'll be where that is. Thanks Great. Thanks for the question. All right, let's take a brief break here to spin the Wheel of yum. All right, I think we've got everybody here. Off. We go.

Speaker 1  37:46  
Heather Schultz, congratulations, we will send you a DoorDash gift card lunch on sai enjoy. All right, and a reminder that IRD also does isims professional services. So we have two pillars to our business model here at Sai, online learning community and also IRD professional services. So if you're looking for part time system administration, if you're taking leave of absence, if you're looking to implement a module that you haven't touched yet, if you're looking at, you know, high level, strategic stuff. So you know, maybe your business is acquiring another business. M and A strategy is something that we have a lot of experience with, especially with Vivian's experience working with isims enterprise customers for over 10 years. If you're interested in any of those services, or just like to have an exploratory call, you can contact sales at integral recruiting.com All right? Or is open once again. Who has a question today?

Unknown Speaker  38:45  
No, simple, no, too complex. The applicant.

Speaker 11  38:52  
When you look at the applicants, it just dumped them into one bucket instead of looking at them by distance. But then, when I went back and I put the postal code and it didn't change it? So that was the reason I was given by i some support, was that I needed a postal code, but it did not change

Speaker 1  39:10  
it. My audio cut out for a second. Can you restate the beginning of that question?

Unknown Speaker  39:14  
Yeah, I had a location without a postal code

Unknown Speaker  39:18  
and without a postal code, yeah, and

Speaker 11  39:20  
so and so. What happens is, when you're looking at distances, so applicants to wherever the work location is, it didn't it put everyone into one bucket. So all 200 applicants were, you know, we're in one place. And instead of breaking it out by distance from work location.

Unknown Speaker  39:43  
So the radius search isn't working for you on that? Yeah,

Speaker 11  39:46  
yeah. But when I went back and I put in the zip code, it didn't, it didn't work. It didn't change anything. How

Unknown Speaker  39:54  
does it change it backwards? I guess

Speaker 3  39:56  
so. How long? So two things. How long did you. You between making the change and running the search

Unknown Speaker  40:04  
momentarily.

Speaker 3  40:06  
So the search engine can sometimes take up to an hour to complete first nugget. But the second one is, if you didn't go back and hit edit on the job, the update didn't

Speaker 9  40:15  
connect. Oh, okay, yeah, so

Speaker 3  40:19  
that's a kind of gotcha when you make I was actually just talking to another customer about this, like, this morning, you make changes to location. It's a funny little synchronicity. When you make changes to a record in the location table, okay, Job has already been created, the sync doesn't happen between the job and the record and the location and the record that you've made the change to, until you hit edit on the job, okay? And you hit edit on the job, then the search engine catches up, the change has been made on the location table, and then it updates. So, okay, I'm

Speaker 11  40:51  
going to try that. Yeah, cool. I'm glad I asked that question, because I, when I sent it back to I some support, they put, they elevated, you know, they just, they elevated, the support ticket.

Speaker 3  41:03  
Yeah, there could be something else going on. It may still not work, but if you didn't edit the job, I'm going to put a guess in that,

Speaker 11  41:10  
go and edit the job. Yeah, cool. Thank you.

Unknown Speaker  41:17  
Thanks for the question.

Unknown Speaker  41:21  
I'm going through my list of things here that I

Speaker 11  41:23  
Sure. Yeah, go ahead. My recruiters put stuff out for me all the time about, can I do this? Can I do that? I want to do this? Well,

Speaker 3  41:35  
if you ever want a one on one on those, remember, we have office hours.

Speaker 11  41:38  
I know it's we've been very busy, and so I haven't been able to go to those. And so, you know, we never have time to do it. We never have time to do the really nitty gritty work. Just the next new thing,

Speaker 1  41:52  
Jenny, I see your hand raised, um, I want

Speaker 12  41:56  
to give her time to finish her questions. But I did have something if there's time after

Unknown Speaker  42:00  
I thought the question

Unknown Speaker  42:02  
was, go ahead. I just No, go ahead. Okay,

Speaker 12  42:05  
I will stay off the bat. I have not done any deep research on this topic myself just yet, something that just came up recently. But I had questions around the transfer, candidate, activity, status, workflow, and then kind of reporting and tracking and just kind of what exactly is transferred and what is not. The last time I kind of touched this topic was like when it first came out last year, and I remember when it first came out, there are a lot of limitations kind of around what is transferred from, along with that candidate, when they're moved from the original rec they apply to, to the new rec there they want to be hired to, such as, like, I think screening questions person ones are account bound, but the job screening ones, they don't go with them. I form, I think I remember there were issues around I forms, traveling with them. Do they now travel or they're supposed to Okay. So I forms hopefully travel in terms of kind of the recruiting workflow history, like kind of their status history, their application date. Does that all those dates and time stamps travel with them to the new job. So I guess this is where it's a critical thing is reporting and KPIs time to fill, time to hire, also being able to kind of track and analytics, to track where they moved from to where they're moving to. I haven't done any research, but I remember these are some concerns back then, when it first came out, and I was just wondering how much of it has been resolved.

Speaker 13  43:46  
We use the transfer candidate function pretty frequently. It did lose its ability to transfer. I forms with the transfer. It used to and then it stopped. And as far as I know, that's never been resolved, because our iPhones Don't come over. The system does a good job. If you look in each job, there's a section that does tell you where the candidate was transferred to or from, so and you can report on it. So we like the function. We limit it to people because we have large volume production, so we limited juice to we have evergreens. So if you're hired in an if you want to be, if you're going to be hired, you apply to the Evergreen then they can only transfer the candidate over to the like job. So that way, it's, you know, if I'm a QA inspector, I'm getting transferred to a QA inspector, so we don't, you know, trying to avoid any form of discrimination and just transferring people to jobs. If you have questions, I'd be happy to talk to you offline about that too.

Speaker 12  44:53  
Oh, I would love and appreciate that. Yeah, it's, I think one of the big things is kind of the KPI metrics. Um, accurate time to fill metrics and time to hire metrics making sure like we are getting after they're moved, we are able to accurately do those calculations, and that application date is brought with them as well. So I think the big concern around using that is kind of reporting and making sure we can get accurate analytics out of it, and that there are some concerns in the past around there. So it's been over a year since I touched it, so I just and I have not done any research on it recently, but it did recently pop up.

Speaker 3  45:41  
Okay, so it should transfer recruiting workflow data, and it should transfer the auto launch act like the auto the audit trail, so the date of when they move from one status to another. Who did it? I'm sad to hear about the iforms thing, because it was designed for the i forms, and it was a specific question. I helped to design it.

Speaker 13  45:59  
So yeah, the one thing with the train, the one thing that took us a while to get used to is, when you transfer the candidate and you look at their recruiting workflow, it duplicates the last so if in the first track, they're in review status, if you train, whatever you transfer them, it's going to duplicate that status. So it's it just takes you a minute to get used to it

Speaker 12  46:24  
when it comes to analytics. So if you move the candidate from when they first come in to application submitted the that bin and for status, and they've never moved, and you transfer them their next action there are technically their first action by a recruiter on that requisition is to transfer them to other requisition. Does it cause issues because that new they're moving them into that same status. So application received status when it comes to kind of the analytics and time to fill formula? Would it refer to that original first requisition timestamp, date, or would it now refer to the new requisition? Because in the audit trail, they're in the same requisition. They're in same status twice, but two different dates. Now

Speaker 3  47:17  
remember, the audit trail is not exposed to the search engine, so what it's specifically looking at is created date and updated date when you're looking at those so it will keep the updated date for the dates the person was moved from one status to another. So your expectation should be that it will, if you're trying to calculate from date of application submitted, it's going to look at the application submitted on the source requisition, not the moved to requisition because that was the date that they were originally submitted to their original requisition. So your calculation will be from the date that they were on the source requisition initially moved into that status, and then it should take whatever their final date is, whatever you're going to whether it's higher or offer in the two requisition. So think of it as like parent child the parent requisition versus the child requisition. It should combine both of those in a formula, if you're trying to

Speaker 12  48:10  
do that, okay. So it should kind of be able to smartly differentiate, even though in the recruiting or photo there's two timestamps or I or, okay, I think I'd have to play with it. I'm not. It's been a while with the formulas and everything, so I'm getting back into ISIS.

Speaker 3  48:27  
Yeah, so it should be the date the person was moved into the status, and that's what you're looking at. That is open if you're transferring, but you can't get to anything in the audit trail, like, when did someone move them to a status in formulas or in the search engine at all.

Speaker 12  48:41  
With the custom formulas, though, can't you build around when the can that it was moved from x status to x status? And that's kind of how you can get custom time to fill. So in that situation, I guess that's where I'm concerned. Will it refer to the original source requisition timestamp? Yes,

Speaker 3  49:01  
okay, it should, because that data is transferred from source A from parent rec to child Rec. So it's looking at the child rec, but it's looking at the data from the parent rec,

Speaker 12  49:13  
okay. So it's kind of like that. It looks at the first status times, which, okay, so which, okay. So I think definitely to test it, but thank you so much for that clarification. You're welcome.

Speaker 1  49:27  
All right. I think that's all the time that we have for today. I hope everybody enjoys a restful and restorative three day Labor Day weekend. We'll back be back here next week, same time, same place. Thanks everybody. If you'd like to stay to stay to do a quick what we learn video, you can hang out and we'll share one nugget that we'll put on YouTube and LinkedIn for folks to to share the good news about Sai, Greg, you want to hang out with us? Absolutely. Okay. Great. Thank you. Everybody. Everybody.