System Admin Insights
A podcast for the humans behind HR tech. We dive into the systems, strategies, and stories that keep talent operations running. Real talk, smart tips, and community for HR system admins who make it all work.
System Admin Insights
iCIMS Hacks: Hired Auto Launch, Start Dates, Apply Network (10/24/25)
iCIMS takeaways: hired auto launch and flag, start date on employee tab, HCM integration timing, and Mass Reject on Hire. Plus Q&A on Apply Network, referrals, and date-filter syntax.
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Kaitlyn Faile: All right, so welcome everybody to System Admin Insights, where ISEM system administrators gather together. To talk shop and have a little fun.
Kaitlyn Faile: So last week, uh, well, actually let's start with some gratitude. So drop something in chat that you're grateful for. I am grateful for the super awesome conversation we had last week.
Kaitlyn Faile: We, in breakouts, we all kind of merged into one and just chatted about, you know, nerdy things and had some fun.
Kaitlyn Faile: So I really enjoyed chatting with all of you who stayed back last week. So thank you for that. And, let's see what we got here.
Kaitlyn Faile: Sunshine today. Yes, it is! We had our first freeze last night here in the DMV, if you're familiar with D.C., Maryland, and Virginia.
Kaitlyn Faile: Uhm, and so everything is very clean. It's very and just bleh today, so sunshine is good, though. It helps. Uh, thankful it's Friday and the weekend is upon us, yes.
Kaitlyn Faile: I have needed this weekend for a very long time. Going to hang out with my chickens after work. Love the chickens, Paul.
Kaitlyn Faile: Pumpkin spice. I'm not a pumpkin spice girlie. That's great. Welcome, Karen.
Paul Day: I can't help but to just stare at them and they greet me. Like, from their tiny little pecs when they were babies in Uh, trying to train them, and so feeding them by hand outside, you know, so that they come to me, and it is, uh, such a different experience from, like, three weeks ago, when there were
Paul Day: these cute little things nubbin' at your hands, and now it's like a, it's like it's like a peck, like, you can feel it, and, it, like, if they wanted to, I, eh, I guess it could do some damage, cause it's, yeah.
Paul Day: Yeah, but no, I, I love the, it's like so relaxing just, uh, looking at them, and watching them run around and do their thing, and.
Paul Day: Scratch and run around with worms in their mouth and chase each other. It's just, yeah, it's like, so peaceful.
Vivian Larsen: Okay,
Kaitlyn Faile: so Vivian, I will go ahead and turn it over to
Vivian Larsen: Maybe. I don't know. So we're going to do a brief now you know that came out of a conversation that I had with a customer.
Vivian Larsen: It's kind of a reminder, and it might be very basic, but these are intended for all levels. This SAI is intended for folks that are.
Vivian Larsen: At all levels as well. So what we're going to talk about is flags on auto launch actions today, specifically the hired flag.
Vivian Larsen: And what it does and when to use it and when not to use it, and I'm going to give an example of the customer that I was working with.
Vivian Larsen: Hopefully everybody seeing my screen. So we're at admin system configuration. Applicant tracking. Let me just take one step back. Workflow.
Vivian Larsen: One other thing, if you're, if it's, if this isn't an area of the system you're in. You're incredibly familiar with this piece is probably the most confusing thing because this is recruiting workflow and you're trying to modify the recruiting workflow.
Vivian Larsen: And that's always a gotcha. This is fields at the top and then the bottom is workflow. So if you already knew that, great.
Vivian Larsen: If not, that one. Still trips me up 10 years later every now and again. I'll click on recruiting workflow and be like, don't I knew better.
Vivian Larsen: So I'm going to hit edit here on the statuses. And what we're going to talk about is the hired status flag and the auto launch action.
Vivian Larsen: So the reason I'm bringing this up is my customer that I was working with recently has 15 different hired statuses.
Vivian Larsen: And some of them have the hired a higher applicant status auto launch action configured and some of them don't. And in some cases.
Vivian Larsen: They're using compose email applicant because they're trying to send a start email that is specific to that workflow status. Uhm, which is a totally valid configuration, so I'm not knocking that valid that configuration at all.
Vivian Larsen: There's nothing wrong with that except. They are forfeiting some functionality and you just need to do some technical things in order to overcome that.
Vivian Larsen: Some of the functionality that you're forfeiting by not using the hired auto launch action on the hired status. So there's two things that denote.
Vivian Larsen: If an auto launch action is a hired step that is the hired flag which flags in the system. When you're looking at some of the time to fill metrics and time-based metrics, and when you're looking at some of the things in the background that denote that somebody is a hired, the hired flag is really kind
Vivian Larsen: of one of the most important ones, uhm, for that piece. The hire auto-launch action itself. Doesn't really contribute to any of those configurations except for one place, so I'm going to go into a candidate.
Vivian Larsen: That I have in an open job, and we're going to move them to the hired step, so Parka Love can back me in.
Vivian Larsen: You're getting hired. Uhm, and we're going to move them into the launch. Auto launch action here. Now I intentionally have no entrance criteria configured in the config site, cause it would be.
Vivian Larsen: Be a pain in the butt, but more often than not, what I see in this is that there's an entrance criteria at this step that doesn't let you hire someone unless other people are Like, I haven't even sent this person an offer or had them accept an offer.
Vivian Larsen: Which is a very common entrance criteria, just as a little FYI. Uhm, so the hired auto launch action looks like this.
Vivian Larsen: And, by the way, there are some things that are configurable about this, which is, uh, probably about, uhm, mid-19, 2019, uhm, release date.
Vivian Larsen: They made these configurable, so if what is on this screen isn't ideal for you, you are, you're able to change Uhm, it automatically, It automatically moves the job to a folder.
Vivian Larsen: So now in this case, I have it automatically moving the job to the approved folder, because closing the job, ,will hide it from any portal it is posted to.
Vivian Larsen: So the reason this is happening is this particular requisition that I'm hiring for has more than one job in it.
Vivian Larsen: It has, I think, four jobs in it, and this isn't the final hire on this requisition. So the folder is going to stay in approved.
Vivian Larsen: That's intentional because it's a training piece for today's conversation. The normal action, if this was a one-to-one or if I were at the final hire, is it would move the job to the closed filled folder.
Vivian Larsen: Uhm, a lot of folks have the closed folder. In their system and we don't because it's a test site so we typically would just move it to closed not filled because we're not filming.
Vivian Larsen: A job in a test site. It's strictly for the sake of testing. It's a funky thing that partnership does, but yours is going to have a closed filled folder, uhm.
Vivian Larsen: And so your job would be moved to closed filled and then your job would be filled and you'd be able to measure off of the date the job was closed again in time based metrics.
Vivian Larsen: So something to keep in mind. Uhm, the date that the job was moved to the closed filled folder is something that you could then measure off of.
Vivian Larsen: So I'm really common time to fill metric. We see is time to fill from. Posted date, not start date, not not job created date to closed filled when the job is actually moved into the closed filled folder.
Vivian Larsen: Michelle has a question. Is it possible to remove the move to job folder from that? No, it unfortunately is not.
Vivian Larsen: This is required. This is not something that you can take out. You can modify this piece down here at the bottom.
Vivian Larsen: Somebody knows. Otherwise, please let me know. They have done a couple of releases on this. I haven't configured.
Kaitlyn Faile: So, you cannot edit those three things at the
Vivian Larsen: top. But,
Kaitlyn Faile: what I did learn is that the job folder is alphabetical. So, whatever your first job folder is, if it's something both before approved, it's going to go to that first one every time.
Vivian Larsen: Yeah, which is why approved was the one at the top.
Kaitlyn Faile: And, I also frequently talk about my, I call them my babysitting widgets, my auditing widgets, where I give system admins, uh, the ability to see their whole system and things that are maybe kind of off.
Kaitlyn Faile: And that was one of the things that I would track is jobs that were moved here, but we're still posted.
Kaitlyn Faile: Um, so I could just kind of see real time, if I somebody forgot a step without having to click into every single job.
Vivian Larsen: So it's not turned on here, but there is actually. The door there used to be a way to unpost the job Hide the job from any portals that is posted to by moving it to one of the closed folders.
Vivian Larsen: If the closed folders properly configured with a. Closed action, it should automatically unpost. So that's just another little nugget. Uhm, and I again the caveat is if.
Vivian Larsen: The closed folder is properly configured as a closed folder. I have seen that before, uhm, but. No. Now I am also given the choice of where to move the candidate.
Vivian Larsen: So this is a sticky one, uhm, and. And so the reason this isn't just a straightforward thing to think about, uhm, is that when you have an integration with an HCM.
Vivian Larsen: And the candidate has moved into a status, theoretically, this hired action is a status that triggers the integration. It's actually why the conversation started.
Vivian Larsen: The conversation that sparked this is a now, you know, came up, uhm, you are going to want to move them into an interim status.
Vivian Larsen: And that is why the default status here is Employee New Hire. The Employee New Hire folder is very often the interim status folder that the person's record stays in until your HCM employee feed comes around and updates them to current employee once all of the data has been sent over from your HCM.
Vivian Larsen: So, that is all. That's the way almost all of the integrations with all of the various HCMs are configured. So, you're going to move by selecting this automation.
Vivian Larsen: You're going action. You're going to move the person to the new hire status and then the HCM integration wrap around once the person's hire is processed.
Vivian Larsen: In the HRAS is going to update them to the current employee folder. So just a little thing to keep in mind.
Vivian Larsen: And, uhm, Cheryl has a comment. Closed action is basically when you cannot close a REC with the number of openings remaining at zero.
Vivian Larsen: So if you close a REC, not fill a job with openings remaining, then it's not set up as closed. Cheryl, do you want to elaborate on that?
Vivian Larsen: I'm not following.
Cheryl Callaway: Yeah, of course. So, if, you know, like, if you try to move a job, so let's say I have, let's have one opening, I did not fill it, and I'm trying to close fill it, uhm, if the openings remaining do not, like, if it still says one, if your folders are set up correctly, you cannot close the rec until it's
Cheryl Callaway: at zero, uhm, because it's like, you have to hire somebody, right? So, a lot of times, when people have cancelled or closed not filled folders, they have them set up the same way as that.
Cheryl Callaway: Closed, as you were talking about, like the generic closed, uhm, you have to basically go in and go, okay, let's say I had ten openings.
Cheryl Callaway: I filled, you know, four of them. I still have six remaining. It won't let me close it until I either equal or equal.
Cheryl Callaway: Zero, it has to equal zero. So if you're able to put your, like, put a requisition into closed, not filled or canceled.
Cheryl Callaway: Whatever it's called in your platform, uhm, and it doesn't matter how many are remaining, then your, your closed not filled is not really set up as a.
Cheryl Callaway: Oh, good
Vivian Larsen: call out.
Cheryl Callaway: Okay. Yes. So since you were talking about like it has to stay closed, right, that's why it will, uhm, un-post it.
Cheryl Callaway: That closed action, right, will un-post it or hide it from the postings, uhm, so if it's not set up like that and you close not fill it, it will still show up on your portals.
Vivian Larsen: Gotcha. Okay, so thank you very much for the clarification there. That's great. You're welcome. There's always so much nuance. It's hard to get it all.
Cheryl Callaway: I agree,
Vivian Larsen: but just another little call out. So if in case for all the folks that are watching, if aren't familiar with this, the number of openings will automatically tick down as you close these requisitions.
Vivian Larsen: So the only time you have to go and change it to zero is when you're closing it without filling the final rack.
Vivian Larsen: So. That's just a little caveat too. Um, but thank you, Sheriff, for calling that out. Um, these pieces of information, kind of, this, this piece, Create an Employee Onboarding Profile, um, this is there because the employee tab is going to automatically generate on the person's record once this is selected
Vivian Larsen: . That's what I'm talking about. Create an employee. It's what I understand. Create an employee onboarding profile. This is not the same as send to onboarding.
Vivian Larsen: Send to onboarding. At onboarding is a whole different auto launch action. But what this does is it gives us that employee tab on the person's profile.
Vivian Larsen: So now the- This information can be updated on that employee tab, and so the folder plus create an employee onboarding profile are available.
Vivian Larsen: Or what the system recognizes to give us a trigger to get that employee tab to exist on the person's record.
Vivian Larsen: Uhm, this information. Again, this is editable. There's, there's some wiggle room we have here. But this start date is really problematic for some of my- customers.
Vivian Larsen: Uhm, I see a lot of people wanting to put start date on the offer details tab. This field- field. Can not be moved to the offer details tab.
Vivian Larsen: It's a system generated person profile field. Um, and it's important because it's- It's tied to a bunch of different stuff in the background.
Vivian Larsen: Um, so, again, those time-based metrics that we're using to measure time to fill, the person's This is, start date, it's going to be looking at natively is this one.
Vivian Larsen: It's also, if you have isims onboarding module, the onboard On board. The onboarding module reporting is looking at this start date field as the due date, assignment due date.
Vivian Larsen: . field. So if you, if you in onboarding set a task with a due date, it's going to be looking at the start date as the.
Vivian Larsen: You know, 90 days from start. This is the field that it's going to be looking at. Um, so I've tried a couple of different ways over the years to reverse engineer this to give.
Vivian Larsen: more flexibility and move this field somewhere else. Umm, it's not, and Patrick, it is not the proposed start date. It is the standard system.
Vivian Larsen: system. Start date field that we are looking at. Um, the proposed start date field is actually a custom field in the background.
Vivian Larsen: Um, so. Thank you. Oh, we've told our team. Yeah. Um, any, uh, I think there's a couple of folks in the comments.
Vivian Larsen: So do we. You want to have a chat about this, Tanya? Um, do you want to elaborate what you just mentioned?
Tawnya Fairchild: Yeah, absolutely. So, uh. We have a proposed start date field on our offer details tab that pulls into our offer letters.
Tawnya Fairchild: We use eye forms for offer letters at this point. Uhm, and then we have the start date field which shows up on the employee tab of the person's profile once you go through these steps.
Tawnya Fairchild: So. Sometimes, you know, background checks take longer than they think we need to move a start date for a very, you know, weird reason, whatever comes up.
Tawnya Fairchild: So we've had to instruct our team. You know, not only do you need to update it on the proposed start date field on the offer details tab in the offer letter as well.
Tawnya Fairchild: Um. You also need to update it on their, the employee tab on their profile. So that way it just, you know, you have all the data aligning.
Tawnya Fairchild: Um, if there was a way to sync those two fields, it'd be lovely, but I don't think it's possible.
Vivian Larsen: One's a recruiting workflow field, and the other is a- a person field and at present there's no way to sync them without a lot of hoops.
Vivian Larsen: There is actually a, uh, like a really hacky- way to do it by creating a, uhm, well, I don't know, by creating a person I form that pulls from that field and.
Vivian Larsen: and then populates it, but it's, I've done it once and it was a pain of it. Umm, so not a recommended way to do it.
Vivian Larsen: Umm. So the employee, you are correct, though. I really appreciate that call out. This is the one that's on the employee person.
Vivian Larsen: Thank you for employee tab, not the offer details proposed start date. Again, once a recruiting workflow profile field, one is a person.
Vivian Larsen: person. field. Most of your standard integrations are designed like standard UKG, standard workday, standard you're all, you're all. Looking at this field and the standard mapping because it's here.
Vivian Larsen: It's in your face. If you're using the system with the hired auto launch action. So that's why this is the one that was selected in mapping, not the one on the recruiting workflow, because it also changes.
Vivian Larsen: Uhm, th throughout the course of the higher process. So just a little call out, keep this guy in mind. Um, and then there's, so I.
Vivian Larsen: I don't have it turned on, but there is a functionality in the background, also called Mass Reject On Higher. Munger.
Vivian Larsen: Here. So I have the ability, through this auto launch action, um, to Mass Reject Everybody Else That Has Not Been Previously.
Vivian Larsen: Obviously. Hired in the course of moving through, um, this process. So. No. Let me just go show you where that is.
Vivian Larsen: So that's actually another. Oh. Oh.
Amanda Trammel: Be sure that's a support ticket
Vivian Larsen: that you have to. Yeah. It still gets me every now and again. The stuff I no longer have access to.
Vivian Larsen: There is. With a functionality called mass reject on higher and mass reject on higher. Reach out to the help desk.
Vivian Larsen: They can turn it on. What it gives you the ability to do. Is it gives you the ability to have an additional pop up after that screen.
Vivian Larsen: We just showed that shows you the gives you a couple of different for now. It gives you the option to reject everybody that's not been previously rejected.
Vivian Larsen: Reject everybody that has not been hired. Umm, and it b- Basically, it's a-it's a notification that you're gonna send to everybody that's on the requisition.
Vivian Larsen: And I love that pop-up for customers that have to be compl- because it basically forces your recruiters to disposition everybody at the end of your workflow.
Vivian Larsen: Um, and it has its- pros and cons, though, um, cause there is a small chance of getting a rejection- like, if you sent a rejection outside of the normal disposition stat- Got This is, you have like an, uh, and not configure disposition stat- as I've seen this, um, where it's just a communication sent
Vivian Larsen: to two candidates and it is- isn't flagged as a reject. Um, you could potentially multiply reject the person and send them multiple rejections.
Vivian Larsen: Um, so just, uh, you've got to be careful- if you're going to use that- that you have an over-engineered ice-ins to get around that.
Vivian Larsen: Um, don't see that very much, but it's often an- that it's something to call out. Um, so that's basically it.
Vivian Larsen: I just wanted to call everybody's attention to why the higher auto launch action is- self-exists some of the different things you could do with the higher auto launch action.
Vivian Larsen: Um, and just one of the reasons why it- it's something I highly recommend you use on all of your higher statuses because it does solve a couple of different pain points I often see.
Vivian Larsen: See In integrations and in system database integrity. And what I mean by that is if you're not using the higher data launch action, you're not automatically turning.
Vivian Larsen: The candidate into the right folder. You're not automatically assigning them their start date. You're not calling out the, um, persons being hired for this specific.
Vivian Larsen: And creating their employee tab. Um, and that is a data integrity issue as you continue to use your system. Um, so.
Vivian Larsen: Any other questions on the hired auto launch action and all the functionality around it. No. Alright. Well, I've babbled at you for long enough.
Vivian Larsen: How about we go to questions?
Kaitlyn Faile: Thank you, Vivian.
Vivian Larsen: You're welcome.
Kaitlyn Faile: Alright. So. Let me get in here and click on our live call questions. We'll. We'll start with member questions first and then open the floor.
Kaitlyn Faile: So Jessica. Jessica. Do you want to unmute and ask your question out loud
Jessica Juarez: here? Yeah, so I'm working. Can you guys hear me? . Okay,
Kaitlyn Faile: yes.
Jessica Juarez: Okay, so I'm working on setting up a portal and my goal is to make sure that I disassociate any- anything from the parent company on the e-mail templates.
Jessica Juarez: words. And Terry gave me some really sad news. But I was wondering if I could- if anyone else, as a- You been able to figure this one out.
Vivian Larsen: That is coming from main company record five typically.
Jessica Juarez: Yes.
Vivian Larsen: Uhm. . . That's also what names your system, like, if you were in Isim's, the tab of your browser. The browser is also coming, the name of your tab is coming from Company Record 5, but there's also another place where this is conf- Thanks for your attention.
Vivian Larsen: I figured, again, I probably don't have access to it as a regular system admin. I would submit a case on this because, um, there is- a way for them to change that footer to just something else and not include that watermark.
Vivian Larsen: But the reason- why they don't encourage you to do that is it is a spam, um, setting like it basically helps identify that this is a- real entity and not, um, some spammer.
Vivian Larsen: Um, so it's, it's called the watermark or footer, I think. It's called watermark. It's, it's been a minute. Rob, are you in the call?
Vivian Larsen: Do you remember this setting? Have you ever worked with it?
Kaitlyn Faile: Thank you. Rob's here today.
Vivian Larsen: I thought I saw him. Uhm. I think it's called watermark. Yeah. Yeah. Uhh, no. That's the wrong one. That's offer.
Vivian Larsen: Yeah. I'm pretty sure it's, it's called the watermark footer. you
Jessica Juarez: You think tech support was referring to it as a flutter. and
Vivian Larsen: there's a couple of different ones. Is this particular screenshot from your offer?
Jessica Juarez: No, it was just, um, a generated one, like, I think it was for, uh, like, to call out. you to a recruiter, hey, check out this one, cause the hiring manager left a note.
Jessica Juarez: It
Vivian Larsen: was tight to us. I'm almost a- unless they've changed it, which is possible, I'm almost 100% positive this can be edited.
Vivian Larsen: We did. We did. Um, there is a setting in the background that does give you the ability to change this.
Vivian Larsen: However, um, it does have some risk. The- The- the bouncing of your emails from a spam filter perspective is the risk that you run by changing it.
Vivian Larsen: Mmm.
Jessica Juarez: Is it- can it be configured per portal? Or is
Vivian Larsen: it- That it cannot. It is a platform-wide thing. Um, so in case- is like yours and Terry's, um, what we would often recommend is you just make it generic.
Jessica Juarez: Okay. Yeah.
Vivian Larsen: Thank
Kaitlyn Faile: Thanks. I've also seen Jessica wear people who have multiple entities or different names. We'll put all of them in there.
Kaitlyn Faile: So it's okay. and
Jessica Juarez: I'm going
Kaitlyn Faile: show you a the one listing them out.
Amanda Trammel: And then if you, um, if you're open to it and if you're, you're. Subsidiers are open to it. You can also start communicating like, um, company X is, you know, company.
Amanda Trammel: X, comma, a, uh, zinga company or something like that so that the two companies start to get affiliated with each other
Jessica Juarez: and that will help to.
Kaitlyn Faile: Okay. Yeah, and I'll also echo, I've seen acquisitions where the, there's a limited amount of time. That it has to be both and then it transitions to one.
Kaitlyn Faile: So if that's something that your org is outlined, um, that could also be incorporated across the board. To everybody. So that, like Amanda said, the brands get associated with each other in a timely manner and then it phase one phases out.
Kaitlyn Faile: All one phases back it.
Jessica Juarez: Alright, thanks everyone.
Kaitlyn Faile: You're welcome. Okay. Okay. So that was, I'll refresh just to make sure. forward. Okay. So the floor is open. That was a question today.
Kaitlyn Faile: Okay.
Vivian Larsen: If nobody has a question, I have a- a question that's not associated with, uh, isms.
Vivian Larsen: How does everybody feel about shurm at the moment? What? Ha ha ha.
Amanda Trammel: That's a loaded
Vivian Larsen: question. Oh, I know.
Greg Mendez: That's a pretty deep
Vivian Larsen: question. I wasn't going to ask. Um, I'm seeing a lot of stuff about people backing. Out of Sherm and getting a lot of feedback from some different communities that I'm part of that.
Vivian Larsen: Sure miss losing some steam. Um, because. Some recent choices that they've made and I'm curious this group happens to be a group that's very, I mean, we give Sherm credits as part of SAI.
Vivian Larsen: Is that something you guys feel? Um, or are you seeing others in our profession feel a little bit differently about Sherm?
Greg Mendez: You know what, uh, so I actually work with a smaller niche, uh, national HR. Oh. Now we'll see organizations for higher ed, so it's called, um, Koopa HR.
Greg Mendez: So it's kind of like, h r, but for those in higher ed, or like, and then, I don't know anything about higher ed.
Greg Mendez: Uh, man, we're kind of like, um, sure, I'm his cousin. We don't see him as competition. We don't see him Uh, I, I am a member of SHERM.
Greg Mendez: Um, my wife is about to sit for her SHERM exam in a couple months. Uh, I have- colleagues that have both the HRCI and SHERM credits, and- and where I do with the- with, um, that Koop HR, we just did an event.
Greg Mendez: Yesterday, where we gave both HRCI and SHERM credits, because I know people who do both, and I know some people who they just prefer HRCI, like, they just prefer that training, they prefer that philosophy, as opposed to SHERM, which, um, I think a lot of people are taking.
Greg Mendez: Simply because that's become, like, the f*** those standards lately. But, but when I had a junior person ask me why did, you know, do a lot of people do that?
Greg Mendez: Like, good marketing. I mean, they've got a really good marketing tool right now. Umm, that's been the case, but I think a lot of people don't, you know, realize that.
Greg Mendez: All the, even the smaller, um, HR organizations from Koop HR, SHRM, um, all of them that go up there, HRCI, they all.
Greg Mendez: Have a, a lobbying component to lobby on behalf of their members. That's, you know, and, for different, different things. So, um, it's more of a, I, I, I, I, I just share people say, whichever you go with, go with the one that offers more of the philosophy in terms of the training that you prefer, and
Greg Mendez: that, and your, uhh, kind of get the way you want go in your career. Uh, if you feel like your values aren't, you know, it doesn't allow me your values anymore, and then just, you know, vote with your pocketbook and, go with the one that really speaks to you.
Vivian Larsen: Cool.
Kaitlyn Faile: Yeah, I'll let go. That, um, and we've got some comments going on, but so I'll go back to those in just a second.
Kaitlyn Faile: But I also want to call out I-RIM. So I-H-R-I-M is the Internet. I'm a that I got my certification through.
Kaitlyn Faile: And as I learned all of the things, I was like, oh, that's what that's called. Like, I knew, What I was doing, but I didn't know the actual terms.
Kaitlyn Faile: And that was one of the really big things that that taught me. It gave me a lot of confidence in the work that I do.
Kaitlyn Faile: So, highly recommend that one as well. And they have, like, communities and all kinds of stuff.
Greg Mendez: No, we can't. I actually been, and actually I remember from, umm. Couple years, I am just beginning to prep for my atrip right now.
Greg Mendez: So that's, that's pretty cool. Umm. Alright, good to know. Like a small world.
Kaitlyn Faile: I did that. I. I think, uh, three years ago? Two years ago? Awesome. I don't know anymore. That was wild.
Kaitlyn Faile: But I keep track of all my little things so that I can just submit my paper. I keep it going because I like having letters after my name.
Greg Mendez: Love it.
Kaitlyn Faile: Alright,
Vivian Larsen: let's
Kaitlyn Faile: see. We got
Vivian Larsen: it. That was a good question, and it's a question I'll ask the greater group. Umm, is I don't personally know of a, a, a universally recognized, ..certification for HR systems analysts.
Vivian Larsen: It's actually something we're trying to work on here at SAI and develop a program for. Umm, does anybody, on the call have a HR systems analyst certification they love?
Vivian Larsen: Greg, HR IP is the closest. Just Yeah,
Greg Mendez: I have, um, I know early on, I actually went on that, uh, that same, trying to answer that same question a couple years.
Greg Mendez: There's a go. Other than the certifications that are vendor specific, like, items and workday, uh, you know, the list can go on.
Greg Mendez: Something that's kind of across the board. Yeah, uh, atripe, I found that is the closest. Uh, and that's a plug, atripe, because I'm not, you know, I don't get any- around.
Greg Mendez: You know, commission office, but that the- they are more agnostic in terms of, uh, the approach and what system, so you could- uh, take that and then apply those same methodology to whatever systems or, or, uh, HRS as you're using, or ATF.
Greg Mendez: You know, it's because you can, it'll comply to different, different systems as well, not just an ADS. Uhm, I've seen some programs at different, you know, both community calls.
Greg Mendez: Umm, I've of colleges and larger universities where they have, like, individual classes or programs, but not anything where they have, like, an entire degree or entire certification.
Greg Mendez: And just for that, that's accepted universally wide. Good to know.
Vivian Larsen: You Anybody else have any certifications that they've, feel are adjacent to what we do as system admins? Yes, it's
Kaitlyn Faile: I know a couple of universities do some one-off certifications as well on different things like that. Uhm, I think, I want to say it was like, was it Cornell or somewhere was doing one that was a- business analytics specific one?
Kaitlyn Faile: And I looked into that very briefly, but I haven't heard much about it or seen it again for that matter.
Vivian Larsen: You're just rein, for everybody's just reinforcing to us, our internal direction, which is developing an entire program around this kind of thing.
Vivian Larsen: So more to come cue one of next year on it, um, cause it seems like it's a very open gap in our industry.
Vivian Larsen: Um, so without discussing. The rest of the reason that Sherman's is, uh, under fire at the moment. I just wanted to kind of see the group's feelings.
Vivian Larsen: Um, cause we do give you Sherm. It's as part of, this is a reminder as part of these calls. Um, so it was appropriate.
Kaitlyn Faile: We had
Vivian Larsen: some
Kaitlyn Faile: questions in the chat also. So if you wanna, any last comments about charm, certifications, questions? Okay. I don't wanna make sure those don't get lost, Karen.
Kaitlyn Faile: Would you like to unmute?
Karin Knutson: Thanks. Um. No, we're- our company is considering, um, we do, obviously, the easy apply for Indeed, and we were just looking at the apply network.
Karin Knutson: And we're just curious. Um, we- You know, we hear from our- of course, our, um, contact at items that it's really good.
Karin Knutson: And people are jumping on board with it. And really just want to hear from you all who's, who's implemented it and the good, the bad, the ugly, right?
Karin Knutson: Like, what really, what really is it all about?
Kaitlyn Faile: And how it's working for them. And Karen, is this your first essay I call?
Karin Knutson: Yes. So I'm sure that you probably already had these conversations. All the time before, so I'm sorry if it's, like, completely repetitive.
Karin Knutson: Umm, but
Kaitlyn Faile: yes.
Karin Knutson: So just if you don't mind. Or if you want to go offline, whatever it's- No, you're totally
Kaitlyn Faile: fine. I just wanted to do you want to tell us where you're from, what company are we're-
Karin Knutson: Yeah, absolutely. So, umm, my name is Karen Newton. I'm just outside of Nashville. I work for a logistics and shipping company, um, global logistics and shipping company.
Karin Knutson: I've been with the company for about a year and three months when I first started. It was for going to be totally just isoms support for the U.S.
Karin Knutson: Um, we are launching isoms globally in a more structure. Food format. So now I'm working with many other countries. Um, right now we are working with South Africa.
Karin Knutson: So it's really interesting to see. The different legal and root needs for each different region when it comes to hiring.
Karin Knutson: Um, and onboarding. So it's been very, very fun. Um. But yeah, so it just sounded out about this group. Um, know a couple names.
Karin Knutson: Couple names sound really familiar just from the community online. And so it's just great to see everybody. And just thanks for letting me join us by really looking forward to hearing more from everybody during the calls.
Kaitlyn Faile: Awesome. So, I will introduce myself. So, I am Caitlin. I am the C.O.L. of Integral Recruiting Design, which is the parent organization.
Kaitlyn Faile: I guess, essentially, of system admin insights. Uhm, our CEO is typically the one who hosts these calls. His name is Alex Marcus and he will be back next week so you guys do not have to deal with me.
Kaitlyn Faile: After this, I will go back to my little tech dark corner. Uhm, but he will be back next week and uhh.
Kaitlyn Faile: Uhm, I know Jenny, you're on the call also, right? If you haven't spoken with Jenny yet, uhm, that's probably gonna be your next step, is to connect with Jenny and, She can show you around and
Jenny Fair: talk
Kaitlyn Faile: about the cool thing. Yes, thank you.
Karin Knutson: Sure
Jenny Fair: you, Caitlin. Uh, we've connected on email, so we're scheduling time together. Thank you so much. I didn't. And welcome to our, our lovely Iceland community.
Jenny Fair: We're happy to have you. Thank
Karin Knutson: you so much, Jenny. And thank you for the email that was so nice and quick and. And I just, yeah, really appreciate the reach out.
Karin Knutson: Thanks.
Jenny Fair: Oh, no. My pleasure. My pleasure. The more the merrier.
Kaitlyn Faile: And so also to. Get back to your original question. Uhm, apply network there has been all kinds of conversation about it.
Kaitlyn Faile: Um, and it's always evolving. So off open the floor up and let anybody who wants to speak about their experience, share it with Karen.
Kaitlyn Faile: Um, involving apply network, I know. I just want so I think some of you've used it. I
Karin Knutson: actually haven't met. And Umm, with Jessica Smith, who is part of the group, and she and I actually connected from a different, uhm, from a different ISM's webinar.
Karin Knutson: So we connected through LinkedIn and actually met online, um, just kind of talked through some of her experiences, et cetera.
Karin Knutson: So I know she shared a lot of her experience with the group. Umm, and so it very, very, umm, yeah, it very, very applicable to our situation.
Karin Knutson: So I didn't know if, just, just put anybody- had, if they have anything, you know.
Kaitlyn Faile: Jessica's
Vivian Larsen: very, uh. I
Kaitlyn Faile: said Jessica's very active, so she knows a lot of things and contributes often, so not surprised that I'll do hear that.
Kaitlyn Faile: Yeah.
Karin Knutson: Thanks.
Kaitlyn Faile: Go ahead. No
Karin Knutson: worries. Yeah, I was just curious because it sounded like not a lot of people have actually taken that on just yet.
Karin Knutson: So, um. lm. You know, I'm sure there's many pros and cons. And so, uh, yeah, just want to get some real life experiences, that's all.
Vivian Larsen: It's- it's- Fairly new, and this won't answer your question directly about real life experiences, but I will say this if you have joined the community.
Vivian Larsen: community. You can go into circle, um, and search the topic of applying networks. And there are a couple of different discussions that have been going on.
Vivian Larsen: Jessica being one of the ones who really started it. But a little bit ago, there was a webinar that was held by the product team, um, on it.
Vivian Larsen: And we actually have a link to that webinar. Here in one of the posts. Um, so you can go watch that.
Vivian Larsen: And then these are just some of the takeaways from, um, that webinar as well. So. Occasionally, some of the product team members will join the call and share some of this information with us.
Karin Knutson: Awesome. Thank you so much for being. I appreciate that.
Vivian Larsen: You're welcome.
Kaitlyn Faile: Anything else that apply network? I'm going to work. There was one other question.
Kaitlyn Faile: Uhm, I sent a a referral system. Does anyone use the items or a referral system for referrals? So this is another one that's come up pretty frequently.
Kaitlyn Faile: Uhm, let me just do a quick. Search. In here, and I can show you. you I know in the past, um, when I've worked with other- organizations, I've had a few different conversations with people about how we kind of make the system work for us, depending on what the goals are.
Kaitlyn Faile: Um, so Emily, can you? Are you just starting to look at using Isense for a Furlough? How are you currently using it?
Kaitlyn Faile: Yeah,
Emilie Choy: um, hello. My name is Emily. Umm. I'm here at Kenley Horn, Recruiting System Specialist. We use Isense. We currently, our referral system is very outdated.
Emilie Choy: We just use Microsoft for- ehm, and you're looking to switch to the Isense referral system, uhm, but haven't, like, done too much- what, too much research?
Emilie Choy: Alright, we'll see next week. Peace out. So I just wanted to get y'all's thoughts on it. That's it. Are
Vivian Larsen: you
Paul Day: talking about, like, the Isum's native referral portal?
Emilie Choy: I believe so. So, So I think our goal is for our internal employees to be able to, like, submit profiles, um, for,
Vivian Larsen: For a portal is
Paul Day: very limited to, it's, you have to do it a certain way and that's the only way it'll work. work. And Vivian, correct me if I'm wrong, that requires the person that is referring the individual to click like email.
Paul Day: me all day. And they have to go to the portal and they have to click that button in order for it to work.
Paul Day: We'll see you there's no other way, um, around it. And then what about the Vivian on the back end? Like, if somebody doesn't do that, like, there's no No way.
Paul Day: Right. Correct.
Vivian Larsen: Yeah. So you have, if they do not use the email a friend functionality and email their friend the job. Bye bye.
Vivian Larsen: There's no way for us to connect. I seems to know that Paul Day referred to Vivian Larson. Um, so by that email.
Vivian Larsen: Sending by me sending a refer a friend to Paul. The system recognizes Paul's email when it comes back and the link that we've sent.
Vivian Larsen: Was sent for the job, um, as connected with my profile in Iceland. So to, to guess the other thing to the person.
Vivian Larsen: Has to use that link that's emailed to them. Yeah. Correct. And the other caveat is that I, the employee, have to have a profile in Iceland.
Vivian Larsen: I say. In order for it to be able to track that I referred my friend. So there's just a couple of little configuration moving pieces, but.
Vivian Larsen: Bye. Umm, you do have the ability to give, like, if I have Isim's platform access, um, I have the ability to have a little dashboard that's.
Vivian Larsen: It says my referrals as
Emilie Choy: well.
Vivian Larsen: So, which is kind of one of the most uncommon people because you don't want every employee to have platform access.
Vivian Larsen: Um. But it is something that can be enabled. Um, there's a referrals view. There are some, there's, there's portals like here.
Vivian Larsen: I'm actually. On the screen in the background. Umm, there's some portal setting in the chat that she could share her setup with us.
Vivian Larsen: Because she has it.
Paul Day: Oh, go
Vivian Larsen: ahead, Nina. Better than my not configured. Thank Couldn't fix that.
NinaVoelker: Hey. Yeah.
NinaVoelker: So on our site, you click on that. And then you can configure. Thank you. You're a s***. These questions that you want here.
NinaVoelker: And then you email it to your friend. So it's a pretty simple configuration and then I'll. On the back end, um, that name will come through and the source will be set up for.
NinaVoelker: before. Um, it's a pretty
Emilie Choy: simple
NinaVoelker: configuration. configuration. But that's where the, you know, an employee is going to pull this and they're just going to click, refer and spin.
Vivian Larsen: I do want to call out Nina, you have career sites. So on a standard portal, she wouldn't see that other page where it has refer.
Vivian Larsen: Her's will look different if she doesn't have career sets.
NinaVoelker: Oh, yeah, uh, sure. That's, uh, does yours look like this? Um, does your, uh, make a back there?
Emilie Choy: We do not have career sites. All right.
NinaVoelker: Oh, okay. But you can still use it because we don't have careers. We're, we're, our. Oh, f***. Or internal portal.
NinaVoelker: We have that same option, I think. And it just looks different. But I think once you click in this, you can still.
Vivian Larsen: Yeah, so it would look like this for her, not the previous page where you have that refer. And the typical language.
Vivian Larsen: which. Your suspect modified is email friend. More often than not, people modify that button to say refer. I'd for your support.
Vivian Larsen: Yeah.
Emilie Choy: Okay. Got it. And then the email, so the friend just gets an email to then sign to, to. Hello. Apply.
Emilie Choy: And then that's how it triggers. Okay.
Vivian Larsen: And the message itself can be portal specific, too. So if you have an associate's portal. And a, uhm, executive's portal, you're gonna have different email friend messages from both.
Emilie Choy: Gotcha. And do we set this- up via, like, um, system conveyor? Do we have to reach out to set up a ticket?
Vivian Larsen: I'm pretty sure the majority of this can be set up by our system conveyor. It's just a something. Turn it on.
Paul Day: It's the
Kaitlyn Faile: reporting. You to get
Paul Day: it turned on, yeah.
Vivian Larsen: Yeah.
Kaitlyn Faile: Yeah. The reporting specifically to be able to search your- Okay. Thank you. Mm hmm.
Ariel Hsieh (she/her): And this is Ariel from Viza. I just wanted to pop in and say there to that, uh. We use the same, uh, functionality, so we have the career's portal and we have the refer button there.
Ariel Hsieh (she/her): Um, but there's a couple issues with it, of course. Where sometimes the refer button can be there, um, because it's at the internal portal.
Ariel Hsieh (she/her): Um, but if the job is only posted on the external portal, then the candidate won't actually be able to apply.
Ariel Hsieh (she/her): Um, and then the second issue with that is that, um, if the candidate already exists like they're. Do who e-mail is there?
Ariel Hsieh (she/her): And maybe they themselves had applied to, like, another role, um, and their in your system from, like, two years back.
Ariel Hsieh (she/her): When the. The employee goes to refer them in and put their e-mail address, look at an error. Um, and so one of the ways that we try to mitigate that is, like, you can actually customize with text.
Ariel Hsieh (she/her): Support the error message that pops up when the employee is trying to refer somebody that already exists in the system.
Ariel Hsieh (she/her): So I would recommend reaching out to text. Support maybe to explore that. Um, ours just kind of says something along the lines of, you know, like, oh, like, sorry, you're unable to, you know, submit this person because.
Ariel Hsieh (she/her): They already exist in the system and then we direct them to reach, um, to submit, like, a service now ticket internally so that our team can actually, like.
Ariel Hsieh (she/her): manually adjust them after they've already applied. Um, because at that point that the referral just kind of has to go apply.
Ariel Hsieh (she/her): Bye. And then, um, we can adjust it later. So I just wanted to point that out because, um, otherwise you get a lot of- employees that will reach out and say, like, why can't I submit this person, that person, um, because they already exist in the system.
Emilie Choy: Gotta, that's super helpful, thank you.
Kaitlyn Faile: And similar to how Vivian showed, um. I don't know if that's what I did for the apply network. If you search, I send referrals or employee referrals in circle, you'll get just kind of the backlog of conversations that we've had about it.
Kaitlyn Faile: Umm, including some vendor deep dives that we've done with specific vendors that are out there as well.
Emilie Choy: Okay. Thank you.
Kaitlyn Faile: Okay. Okay. Hi, Patrick. Thank you. I'm just scrolling back through. See ya. I missed anything.
Ariel Hsieh (she/her): You're really good. I'll see if we don't have any questions, I do have one, um, that I could bring up.
Ariel Hsieh (she/her): I remembered from, like, either the last call or the call before that someone. I said that we could go and request a custom date filter, um, on a report specific level.
Ariel Hsieh (she/her): Um, which was great. And so. I put it taken in for that because I wanted a custom date filter instead of next, the options are like next seven days.
Ariel Hsieh (she/her): It goes from like seven to thirty, sixty to ninety, and I wanted fourteen. So I put that in and then the tech support person kept on trying to tell me to, oh, use a filter to put, start to it as a filter and then select custom.
Ariel Hsieh (she/her): So um, and then in the two field, instead of putting a date in, he wanted me to put, like, br- bracket, like, day colon star bracket, day, like, 14 days.
Ariel Hsieh (she/her): Uhm, and I kept on trying to tell him that I, I am not able to save that because I get an error message that says that I have to put it in as a date format.
Ariel Hsieh (she/her): Uhm, which was really f- he kept on going back and forth with me and, like, trying to get screenshots of, like, I was, like, I said I was pre-recording.
Ariel Hsieh (she/her): And I was wondering, is it because? Thank you to everyone. Maybe it's, like, a tech support agent thing that he doesn't realize that only he has, or maybe I saw that he had the sequel piece.
Ariel Hsieh (she/her): He enabled on his end, and I didn't, so I pointed that out. Uhm, and so I was just wondering, for the people who said that they had the that done, was that the way that you guys went about it, or was it something else?
Paul Day: I remember having, um. I finish. I'm. Oh, know he's I'm. A situation where I was trying to do the same thing, and it took me hours to figure it out.
Paul Day: Uhm, I did it- A certain piece of, I forget if I change the, uh, hole into a br- bracket or if there was, like, a period I removed somewhere, it was something and the way it was written that
Vivian Larsen: was
Paul Day: preventing the save. But I was a people to finally get it go through.
Vivian Larsen: Yeah, it's this year, you're running into a syntax issue and the tech didn't know how to articulate. All right. We're ready Okay.
Vivian Larsen: What your problem is, I've dropped a syntax in the, um, chat that I've worked with that you can play around with, but it's, it's the- You date colon start bracket date, like bracket, like, so it's like a formula and it has to be written in any- exact, like, caps, it has to be written in exactly that
Vivian Larsen: format for it to work. Um. one. Thanks.
Ariel Hsieh (she/her): Yeah, that's interesting. Um. Yeah, I'm going to actually try it out right now. Um. Yeah, it was weird because he would show it.
Ariel Hsieh (she/her): He sent me his green shot of the way ex- exactly that he had it. Um, and I mirrored the same thing.
Ariel Hsieh (she/her): Um, but even when I put that syntax in. I still just get that I have to use a date format.
Ariel Hsieh (she/her): It has to be month slash day slash.
Vivian Larsen: Oh, my
Ariel Hsieh (she/her): gosh. Four digit year. I just, I can't put anything else into there. For some reason.
Vivian Larsen: Yeah, I think you're getting ... ... ... me exact error that, that thing that I just dropped in the chat that worked for me the last time I used it is giving me.
Vivian Larsen: Is this what you're seeing?
Ariel Hsieh (she/her): Yes, yeah, yeah. And then I'm
Vivian Larsen: in the
Ariel Hsieh (she/her): text and let you put in the chat.
Cheryl Callaway: Vivian, there's a space before the bracket. back in. on the very first bracket.
Vivian Larsen: One off. Yep. I did remove all the spaces from the. And I'll see
Ariel Hsieh (she/her): from what Vivian copied and pasted into there. See. You That was another one. There was a second space.
Ariel Hsieh (she/her): So this one worked. We'll
Vivian Larsen: see you
Ariel Hsieh (she/her): Oh,
Vivian Larsen: okay. Yeah, it's really, really touchy. So you just gotta play around with the f- formatting until it cooperates.
Ariel Hsieh (she/her): You just say, yeah, cuz he didn't put the day end on his. Yes? But it was working for
Vivian Larsen: him. So that was So what I've run into with this is if I don't put day end in first, it's.
Vivian Larsen: It fights me on moving to the next field. So I go bottom to top
Cheryl Callaway: when
Vivian Larsen: I build one of these, and it works like 90% of the time when I. So fighting me. Um, so it still fights me every now and again, but if I put the one on the bottom and that's just a trick that I've found trying to do this.
Ariel Hsieh (she/her): No, I'm
Paul Day: sorry for the mention, because Alex did post. There is, if you search in the community for- Uhh.
Kaitlyn Faile: People are tagging her.
Paul Day: Got it. Yeah.
Ariel Hsieh (she/her): Okay, cool. Yeah, thanks. I honestly- I didn't even know that this- that you could do this here. It's never been- I mean, I've asked about update filters a lot and nobody's ever said that I couldn't.
Ariel Hsieh (she/her): Do this. Umm, so that's what- yeah, I- when I- when it was brought up about the custom date filters I thought that they were just giving you a- another option on, like, a report specific level or something.
Ariel Hsieh (she/her): I didn't realize that they were just gonna give you the syntax to do it yourself.
Vivian Larsen: Uh, this is- It's really advanced stuff for the majority of Isim's customers, so you'd probably have to get it to a level 3 tech to have them know you.
Vivian Larsen: You can do this, so.
Ariel Hsieh (she/her): So when I'm looking at what you just sent, like, date start, date minus 30 date end, is that. Next 30 days, 30 days after the start date.
Vivian Larsen: Correct. No, it's date. Yes. Yes. Yes, right. It's minus 30 after the start date. Yes.
Kaitlyn Faile: Also from the minute you run the report.
Vivian Larsen: Correct.
Kaitlyn Faile: When you do it that way.
Ariel Hsieh (she/her): Interesting. Thank you. I have. Have
Vivian Larsen: a
Kaitlyn Faile: good day. I've seen the drop downs, though. So let me see if I can find that really quick for you.
Kaitlyn Faile: And I'm.
Vivian Larsen: By the way, I just threw my date minus 30 in there and it didn't give me the error the second.
Vivian Larsen: Thank you. Second time, because date and was in first. But if I take date and out, I get the error.
Ariel Hsieh (she/her): That is right. That's so weird. I took it out and then now it's letting me do it.
Vivian Larsen: Yeah, it's just a quirk.
Ariel Hsieh (she/her): Isms is really so quirky. Yeah.
Vivian Larsen: SQL in general. SQL databases. SQL is sticky. So every now and again, it's just one of the platform techs where one point was- I was trying to explain to me why I was building onboarding stuff and it was, like, reverting on me.
Vivian Larsen: Um, and it was- because SQL sometimes just wants to keep its original configuration. So, sometimes I was having to go back and make a change several times.
Vivian Larsen: For it actually took, um, you don't see it as much on this side, but when you're in the back end on some of the settings that are not public for user admin, which is why.
Vivian Larsen: They're not public for user admin, like some of the portal settings. It's just sequel fights you, or at least ice-ins version of sequel fight to you.
Vivian Larsen: On making some changes, and this is one of them. You just gotta figure a way to work around it. Um, okay, let me- You were looking up something?
Kaitlyn Faile: Yeah, I was trying to see if I can- I know I've seen this. Um. But I'm trying- I'm only getting dates right now and we're on looking.
Kaitlyn Faile: Okay. You I'll see if I can get it set up in our test site. I'll get back to you, Ariel.
Kaitlyn Faile: You're still here right- Yeah. Yeah.
Ariel Hsieh (she/her): Thanks so much, Caitlin. I appreciate it. Alright. All
Vivian Larsen: right. Is there anything else from anybody on the call? We have 5 minutes. Let's, Go on once.
Vivian Larsen: Okay. Well. Well, I guess we can end there. If nobody else has anything else, Caitlin, what do you think?
Kaitlyn Faile: Yeah, if you want to just hang out and chat for five minutes. I'm. Good to do that. That was fun.
Kaitlyn Faile: Mm hmm. So if you want to drop, you're welcome to drop. Have a great weekend and we will be here next week with Alex.
Kaitlyn Faile: Same time, same place.
Vivian Larsen: Yep. Thank you, everybody.