iCIMS Hacks: Governance, AAP, and Referral Audits

A practical iCIMS admin conversation on governance, audit schedules, and AAP reporting. Kaitlyn Faile explains what to review throughout the year, while Vivian Larsen and peers share real examples of compliance risks, referral pitfalls, missing data, and why undocumented processes turn teams reactive.

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Transcript

Alex M: All right, let's go ahead and get started.
 Alex M: Welcome to System Avenue Insights, everybody. Hoping you're having a great week. We like to kick off every call with a little bit of gratitude.
 Alex M: Share one thing in chat that you've you are grateful for. Today, I'm grateful that, uh, I have some plans with a friend tomorrow.
 Alex M: Often I forget to plan my weekend. So, I took care of that. I'm going to visit a new antique bookstore in New York.
 Alex M: It has an original Shakespeare folio edition, original copy of his, uh, yeah. Retail value, $4.7 million. Yeah. Sheree says it's pizza night.
 Alex M: Alright. Michelle got a promotion. That's awesome. Caitlin, yes, three-day weekends and Vivian, music. I will co-sign that. Great. Thank you, everybody.
 Alex M: Alright, next slide, please. Reminder that we are recording this session. We'll share the recording on Circle, on Spotify, and once in a while on YouTube.
 Alex M: Transcript is incorporated into the Circle chatbot, so if you're using their AI search feature, it will comb through the transcripts of these calls too to find you great solutions.
 Alex M: Next slide, please. Today, we're going to talk about governance. Caitlin, you're sharing a great resource in SAI that I'll share in a second here, and I'll just talk a little bit about why she put that resource together, how she uses it with customers.
 Alex M: Uh, then we'll go to our general iTunes questions, announcements, and, uhm, and that's it. Next slide, please. This week, we've got Naina.
 Alex M: Tearing it up on leaderboard, followed by Chris Coelho and Ariel. Congratulations, everybody, for getting value from SAI. And with that.
 Alex M: I will go over to. The platform here and this is the resource, so it's going to be ISIM's review slash governance.
 Alex M: Caitlin dropped this in here and Caitlin. I'll hand it over to you. Maybe you can start with what do we mean by?
 Alex M: Governance. What does governance mean? Broad strokes.
 Kaitlyn Faile: Yes. So really just the things that I recommend to clients to check in their system at different points during the year.
 Kaitlyn Faile: So that's usually dictated by how your organization is structured. So, depending on when your year starts, whether it's fiscal year, calendar year, or some other arbitrary year, or not, uhm, AAP, I'm looking at you, cycle, so that will dictate when you would start these.
 Kaitlyn Faile: Uhm, but January's a good time to take stock of what you've got going on. And that kind of walks you through things that I recommend.
 Kaitlyn Faile: Checking in your system and Cheryl had some good additions in there as well. Cheryl Nicole
 Alex M: today. And Caitlin, you had a poll. You want me to launch that poll?
 Kaitlyn Faile: Yes, please.
 Alex M: Yeah. So the poll is, how is your organization organization's year structured? Followed by, how often do you currently audit your system fields or user experiences?
 Alex M: And that's it. How is your organization's year structured? Calendar, fiscal, AAP cycle? Just surviving day-to-day? None of those yet? And then, how often do you currently audit your system fields or user experience?
 Alex M: On a strict schedule, only when someone leaves company, or only when something breaks? Alright, give it a few more seconds here.
 Alex M: Alright. So, Caitlin, that's what we got.
 Kaitlyn Faile: Interesting.
 Alex M: Majority fiscal year. One calendar year. One AAP cycle. And, Tie between on a strict schedule and only when something breaks.
 Kaitlyn Faile: That tracks.
 Alex M: From what I've seen
 Kaitlyn Faile: in a lot of client systems, uhm, so I randomly as needed when we have new initiatives. So, I like that also, uhm, but I think.
 Kaitlyn Faile: If you look at the document that I provided, and then, uhm, Cheryl's comment, she called out some specific, kind of, TA.
 Kaitlyn Faile: general things to look out for, as well, so, obviously, the document's very focused on ISIMs, but, as a whole, auditing the entire user experience, I thought, was a really good call-out from Cheryl, to say, not only, uhm, let's see, number three, there, so not only candidate experience, but also recruiter
 Kaitlyn Faile: experience, hiring manager experience, making sure that everything is working for us. For all of your users in the best way possible, so if you don't have time carved out for that maintenance, I would encourage you to find some time.
 Kaitlyn Faile: To make those things a priority just so that you can keep your system running smoothly instead of having to be so
 Alex M: reactive. Yeah, and, you know, Cheryl started off by saying she was surprised that she does most of this without thinking about it.
 Alex M: I can relate. You know, you do something so many times for a while. It just becomes habit. Uhm, what happens is when there's a transition of the person who does that, uh, automatically and does it by nature and somebody who does it automatically needs to learn those things.
 Alex M: So, so absolutely having these set up as tasks, maybe shared tasks for visibility. That's great. Vivian, what are some of your thoughts on, on, on governance and.
 Alex M: Do you see folks doing this stuff on a regular enough basis?
 Vivian Larsen: I mean, we've had a couple of conversations about this over the years. Uhm, it really does vary on the organization and- their compliance focus.
 Vivian Larsen: So, in some of the government contractors that I've worked with, yes, this is absolutely part of the bread and butter.
 Vivian Larsen: They do it on a daily. Uhm, but then on some of the, the organizations that are more decentralized, like retail and franchise and stuff and, uhm, corporate organizations that have multiple divisions, there's usually not one person steering this ship.
 Vivian Larsen: So, if you can. You can get an answer. It's often little bits and pieces of the answer, and then there's never like a one-two go-to person.
 Vivian Larsen: Who kind of owns the process from beginning to end. So that's, that's been my experience with this in general.
 Kaitlyn Faile: And that also speaks to. But being in that reactive camp, sometimes there's the barrier of just not having time or not having bandwidth.
 Kaitlyn Faile: Or leadership not seeing the value. And I think that's also where our expertise kind of comes in handy. Because we know that all of these things.
 Kaitlyn Faile: Are valuable and can speak to how to talk up, I guess, about why these things are important and why they're time needs to be made for certain things like this to be reviewed.
 Alex M: Can you talk about AAP reporting? I actually don't know much about that.
 Kaitlyn Faile: Yes, so everybody does it a little bit different. It's one of those things that you get a list of rules and you have to run that through.
 Kaitlyn Faile: The whole chain of however your organization is structured again, uhm, and then that dictates what you need to have on a monthly basis.
 Kaitlyn Faile: that you then send off to somewhere to check all the boxes for you. Uhm, I've seen that. I've seen some people do their own.
 Kaitlyn Faile: reporting. So they get the large spreadsheet of information. They analyze it. They send their own. Reports out, uhm, and Ty, you can probably speak to this too.
 Kaitlyn Faile: I think you've seen quite a
 Alex M: bit of. And could you define AAP reporting? Yeah, so that
 Kaitlyn Faile: is OFCCP's, uhm, federal contractor requirement for affirmative reporting. Action Plan, um, is what AAP stands for. And in recent times, that has become a little bit less, uhm, of a barrier, I should say, uhm, than I've seen it before.
 Kaitlyn Faile: But it is government-contracting rules, essentially, on how you hire and, terminate and promote people.
 Alex M: Thank you, Ty. Thank you. Ty, did you have some thoughts?
 Ty Miller: Yeah, I mean, I'll just add that it's, right, it's a part of the larger HRS ecosystem, uhm, so, and. AP reporting goes, you know, way beyond, uhm, just what, you know, some customers might do in iSIMS, uhm, but there's nothing worse.
 Ty Miller: Than having to find records on, on somebody's recruiting process and maybe the recruiter left or you didn't keep track of I'm on of when they were interviewed and all of a sudden you're, you know, digging through emails or contacting people right around reporting time, so definitely.
 Ty Miller: Something I would reiterate you want to be on top of and have a clear idea of how it works. I
 Kaitlyn Faile: would tell my recruiters, the ATS is how you are telling me why you made the choices you made.
 Kaitlyn Faile: If I'm in a room with a lawyer, I can defend you. And that really kind of sums up all of it.
 Alex M: You know, Patrick, we were talking briefly about your work at Intelligent Waves, working with government contracts, and you commented that AAPI was reporting is not fun when data is missing.
 Alex M: You think you want to add to that?
 Patrick C IW: A lot of that is because of sometimes the way that, uh, candidates are sourced, because we may use an agent and we might be missing some data points.
 Patrick C IW: on, uh, their EEO data, so to speak, or, you know, how they were sourced and everything. It's gotten better. It's gotten better since I've come to the company, but beforehand, there was a real problem with missing information, and now that we're going back and trying to look at old information, we can
 Patrick C IW: see that there was a lot of missing data points, and, uhm, it's just, whenever it comes time to do our close-out for our AAP year, we spend almost a month going through cleansing data to make sure it's exactly what our HR needs.
 Patrick C IW: partners looking for.
 Alex M: Got it. Thank you. And Naina, you requested a playbook that defines things like source, decline rate, and log-in group permissions and audit schedule.
 Alex M: Tanya, do you have something like that you could share with us?
 Tawnya Fairchild: We're in the process of building it out because we learned the hard way that we did not document enough at the beginning.
 Tawnya Fairchild: And so we're playing catch
 Alex M: up. We have
 NinaVoelker: a pretty good one, Alex. I'd be happy to send that. And you can share it with whoever is appropriate.
 Alex M: Oh, perfect. Thank you so much.
 NinaVoelker: Permissions and audits. Schedule and, uhm, source definitions. You know, all the things. And so, that way, if somebody does change, it's also been a really helpful.
 NinaVoelker: Tool for the TA manager when they're training new recruiters to be able to show like this is what this source means.
 NinaVoelker: This is what this. Uhm, you know, status means so all of our statuses are documented, so I'll share that with you.
 Alex M: Thank you so much. And Tony, thank you A lot of different
 Kaitlyn Faile: places. Yeah, close.
 Alex M: Oh yeah?
 Kaitlyn Faile: Mhm.
 Alex M: Do you remember what was missing, what you had to grab from somewhere else?
 Kaitlyn Faile: Uhm, I could only do, so there are different parts to the report, so, the application. Applicant flow is what comes out of ISIMS, and that one you can get pretty close with your 30 limit, uhm, but, I don't recall, I think we had to make some changes to process to get all of the information in there,
 Kaitlyn Faile: uhm, interview date was a big one. That I remember being an issue, uhm, but you can get m- a lot of it out, uhm, but depending on who's doing what, so, like, sometimes, uhm, I've seen, I have a client in particular who uses their HR person, comes into iSEMCHA, and, to pull that data, and, they don't
 Kaitlyn Faile: know, don't touch iSEMS otherwise, so, I have to handhold a little bit on that one. Uhm, but, I think, for the most part, it's, pretty, I don't wanna say, it's easy.
 Kaitlyn Faile: Uhm, but it's very, for someone, like me, who is very rules oriented, like, give me a list and I will go, in that order, and, and do things exactly, as I'm told.
 Kaitlyn Faile: Uhm, I really enjoy the parameters of, give me this document and this will, Order. Uhm, and so, like, making the filters and the outputs and everything, like, all match exactly when it all comes out nice and neat.
 Kaitlyn Faile: It's just scratches a part of my brain that doesn't often get scratched, so. No.
 Alex M: I can relate.
 Tawnya Fairchild: People tell you exactly what they mean and how to do it. But, uh, for us, because we have multiple entities, they actually have, different outputs that they're looking for.
 Tawnya Fairchild: So, like, we have five or six different versions, which is a pain, uhm, but I'm finally created. Okay, here's your part one template, here's your part two template.
 Tawnya Fairchild: Here's the word document teaching you exactly how to pull it and manipulate what you need. So, hopefully it's getting better.
 Tawnya Fairchild: We'll see you though.
 Alex M: Got it. Vivian, I'm thinking about your compliance chapter on your forthcoming book. Uh, what about systemically so that down along the road, it's easier to do this stuff than, uh, uhh, then it might be otherwise.
 Vivian Larsen: This is one of the things that was a frustration of mine when I would implement. Um, I sometimes have an out of the box way of capturing some of this information, and it's- it's not well defined in any kind of documentation anymore.
 Vivian Larsen: Every customer that I've ever really dealt with after the fact, who has been live for a period of time. I've always come asking questions about where they find some of this data, and it's just not written down anywhere in, in a good, usable, It's a ball.
 Vivian Larsen: Um, for, for folks to be able to get to it. Um, so I would like to say I created that resource, but I didn't.
 Vivian Larsen: You want to, um, and, cause it also kind of varies per client, the kind of information they really need. Um, and, because of the nuance of each one.
 Vivian Larsen: The organization's legal definition of how they're compliant. Um, it is difficult from a. We'll see you in Bye. From an organizational perspective for a software company to homogenize that into one standard way, everybody can do it because.
 Vivian Larsen: Because, everybody's legal team interprets it just a little bit differently. And if you give someone a standardized way to do it, then you're liable.
 Vivian Larsen: For how it's done instead of however the organization chose to interpret it. So it's kind of one of those very muddy places.
 Vivian Larsen: Umm, in the overall software space, how do you give people the tools that they need to be compliant, but not own science?
 Vivian Larsen: Because if you own compliance, then you own
 Alex M: compliance.
 Vivian Larsen: And that's a problem. So.
 Alex M: Thank you. Thank
 NinaVoelker: you. As an organization, once you figure out what, like Vivian was saying, okay, this is how we define this. Once you figure that out.
 NinaVoelker: And you have your audit schedule. If you push that into BI, you should be able to pull your reports the way you want them year over year.
 NinaVoelker: Instead of reproducing that piece every single year, right? So, you know, this is how we define it. This is- the audit that we have to do to get all this cleaned up.
 NinaVoelker: And then once you say, okay, audit's done, it should push it completed. We did. You know, completed package for AAP into your BI.
 Vivian Larsen: The eye is one of those tools I wish everyone had, but everyone. It doesn't.
 NinaVoelker: Yeah,
 Vivian Larsen: that's a slightly different topic of conversation, but this is probably one of the best cases to make an argument for the Thanks.
 Vivian Larsen: of a power BI or a Tableau or a data warehouse, um, for this kind of information and the other. There is.
 Vivian Larsen: As eventual migration, if ever, ever, um, migrating to any other system mark, adding on other systems, owning your data. In a format that you've owned all along, that is agnostic to whatever your vendor is, is actually a big benefit at the end of the day.
 Vivian Larsen: Um. So, yeah, if you can do a BI, or if you can do a Tableau, that is really the best way to do it, because you can aggregate audit trails.
 Vivian Larsen: Audit trails are actually accessible. Via API, which you can't get to within Isense.
 Alex M: So,
 Vivian Larsen: it's a big argument for having a BI, or aware. We will make 5 most integration, um, especially in API one, because you can get to the audit trails, which that's so crucial in any kind of compliance report.
 Vivian Larsen: Morning or any kind of legal defense.
 Alex M: You know, I some set a product called Advanced Analytics at one point, which is partnership with Visier. And it. It.
 Alex M: It didn't work out. They sent it. And probably for this exact reason. There's just so many nuanced things in a tool as configurable as I sims that to make one.
 Alex M: One thing that would meet everybody's needs just wasn't, uh, manageable. Teniela said, uh, in her last company, she had created a report for the AAP.
 Alex M: Data requests that were given to me by HR. And then when they needed it the next year and next year, we could just pull it and rerun it.
 Alex M: Very nice.
 Kaitlyn Faile: and a call out there, too, is also that, um, if your dates are random. Random. Which, I think every, I haven't seen a single contractor on the same schedule in my experience, so it can be- March to February, it can be June to July, or July to June, it can be the 15th or the 30th, it's kind of like- everybody's
 Kaitlyn Faile: all over the place. So, the reporting functionality and items, uhm, especially those sequel dates, the little cheat sheet that we have in SAI as well.
 Kaitlyn Faile: Well, uhm, it's super helpful for that when you're doing custom dates, if you don't have them baked into your system.
 Alex M: Tony says she was told by one of their consultants that you can request to change the reporting period. Yes, you can.
 Alex M: I think we did that too. Right, Caitlin?
 Kaitlyn Faile: Yes,
 Alex M: it is.
 Kaitlyn Faile: Depends on. and Well, a lot of things. Um, but I've seen, uh, I've seen it go smoothly and I've seen it go not so smoothly.
 Kaitlyn Faile: and back to next slide. Hopefully. . . . .
 Alex M: Got it. Alright, any other thoughts on Guffernance? Thank you. Thank you. Alright, thank you, Caitlyn for bringing this resource to the group.
 Alex M: Okay. We will head on over to the channel here and see what questions we have today. Um. Um, by the way, I post the demo here.
 Alex M: Um, this is not any kind of sponsored placement or anything. This is just, you know, for a while, we were doing this product.
 Alex M: Type Dives, and umm, it occurred to me that sometimes I get, I get a good enough demo when I have my initial.
 Alex M: All right, we'll call with these vendors that I can just share it with the group. So, if you have any interest in this, umm, this is a full demo, umm, it It is automated, top of funnel, first round, uhh, video interviews.
 Alex M: And, Rob Bursey actually, uhh, suggested that I, That's our final. One thing that they do better than other tools like this is the transparency around what the, the AI doing is doing is better than other things that I've seen.
 Alex M: And I'm not going to say that it's perfect, right? But, um, you'll see that in the demo. where I asked them to talk through that show.
 Alex M: You also get, um, like CRM capabilities here in a way because all- of the video interviews that you've done with all the- or that it has done with all of these candidates, It's top of funnel or archived and tagged and you can search them and the profiles are enriched as well.
 Alex M: So it's a pretty cool tool. The full demo is here for you. Check out 25 minutes. And if you are interested in us doing- a deeper dive with them where you can ask them questions and whatnot, let me know and we'll set something up.
 Alex M: Alright, so, let's see. Umm, Ariel, I am cool. Yes. This is something I want to discuss, Ariel. We forget. So gonna So gonna go in a And complete status after completing application.
 Alex M: Oh,
 Ariel Hsieh (she/her): uh, yes. Hi, uh, this is Ariel. Um, yeah. I Okay, dig in. Up. It on this. It was interesting. Basically, we've always had the internal portal and then we've always been able to.
 Ariel Hsieh (she/her): Thank you. Let employees refer. And then, of course, the regular pitfalls of, you know, if they already have a record, they can't submit better up.
 Ariel Hsieh (she/her): Umm, and then we were really excited what they released that, um, fix where the refer button wouldn't show if the job wasn't also posted on the x-ray.
 Ariel Hsieh (she/her): No portal. Um, so those were all great and we had no issues until, like, really recently mid-December, um, started seeing that they were not auto-s-s Stepping, as they previously always were.
 Ariel Hsieh (she/her): And I'm still trying to kind of get to the cause of- what happened, but they basically said that, umm, there is a back end process that doesn't- update the status when create profile is disabled at any status from the incomplete bin is used.
 Ariel Hsieh (she/her): So they were saying- Thank you. that I either had to enable create profile or change the default referral status to one that's not in the incomplete bin.
 Ariel Hsieh (she/her): Um. But again, I, it was just kind of weird that we had always nothing. We had made no changes to the configuration and it was, I was.
 Ariel Hsieh (she/her): I wasn't aware that there was anything related to this, like, enable or disable the create profile piece. Uhm, so. Oh.
 Ariel Hsieh (she/her): Yeah, it was just one of those things that just happened to something change on the back end randomly that we didn't know about.
 Ariel Hsieh (she/her): Uhm, and I just kind of wanted to. Clag that to anybody else in case, you know, so they can kind of check and just see if they also use an internal portal and they also do the referrals.
 Ariel Hsieh (she/her): for all of us. It's just like a quick look-see and see if you have anybody with, you know, application status as complete, but they're stuck and invited to- Yeah.
 Ariel Hsieh (she/her): Yeah. Apply, um, because I have been manually just checking, like, every day, every few hours, just see those and then- manually pushing them to external portal myself, um, until I, um, get on this schedule call with tech support.
 Ariel Hsieh (she/her): for it. Just get more information on exactly what happened. When you
 Vivian Larsen: You say referred to our internal portal. Are you saying they hit the email friend button on the internal portal and send it to an
 Ariel Hsieh (she/her): external? No, um, it's, they're, uh, clicking, there's like an apply now button and a refer button and they're clicking the refer button and then they're Entering in the Refer roles, details, and as long as that email address isn't already existing items.
 Ariel Hsieh (she/her): I said. They, basically, the employee is the one that submits them into items for their profile to be created, and then they are automatic.
 Ariel Hsieh (she/her): that we stuck into, invited to apply, umm, buy that employee, and then that triggers the invite to apply email to the referral.
 Ariel Hsieh (she/her): To then apply. And then normally, prior to this thing happening, once the referral did actually go- on to the external portal and complete their application, they would auto-step into external portal.
 Vivian Larsen: So you're using the legacy referral feed.
 Ariel Hsieh (she/her): Yes, I guess.
 Vivian Larsen: Yeah, that feature hasn't had a lot of love paid to it over the last. Yes. 6 or 7 years. Uhm, just continue to push for the bug, but just a little food for thought.
 Vivian Larsen: Uhm, based on- started asking us an implementation somewhere around 18 to start steering people to use the email friend instead.
 Vivian Larsen: Because- because of GPR considerations, instead of someone creating a profile for them and giving you their data.
 Ariel Hsieh (she/her): Now,
 Vivian Larsen: hmm, candidates. minutes. Are inviting their friends to give their data. So there's that little compliance nuance to it. Um, and so that's.
 Vivian Larsen: That's, that's one of the reasons this feature hasn't gotten a lot of stuff, like love from a development perspective over the couple years, because there are some compliance questions.
 Vivian Larsen: around the legacy referral feature. Um, so if it's at all something you can consider, if it continues to persist in a s the problem for you.
 Vivian Larsen: Consider using email a friend feature instead. And then they can continue to use the internal port. Email their friend. There's a setting that was created because of this around the release of GDPR called email.
 Vivian Larsen: Uhm. mail. Referral by priority, which essentially just says on your internal portal, which portal is the priority portal for me to send this candidate.
 Vivian Larsen: If they're emailed as a friend. And so you just never make that the internal portal. You would make that your external portal or, or multiple.
 Vivian Larsen: External portals.
 Ariel Hsieh (she/her): Cool. Yeah. Thank you for, um, blogging that. Yeah, that's, yeah. Um, I agree with you. There has. I wasn't been much development made there.
 Ariel Hsieh (she/her): I was really surprised that they had recently finally made that update where they took that refer button. In a way, if it wasn't posted externally, because that was just something we had to keep on telling our employees, like, there are some times where you think you can refer, but then it's not.
 Ariel Hsieh (she/her): It's not actually posted. So, um, yeah, I'll definitely look into the email, a friend feature, though. Michelle.
 Alex M: Michelle. Michelle. A lot questions. She said Vivian, does a referral email track this source?
 Vivian Larsen: It does. If there is a profile in the system for the person who's referring. Especially if you've got SSO on your internal portal.
 Vivian Larsen: It recognizes that the internal person is the one that preferred them because they're logged in. I'm using their profile. That's how it's supposed to work.
 Alex M: I want to thank you. Thank you. And Jessica said it does and you can add it on your own people tab, even with the field, uh, refer a name.
 Alex M: Great. Alright, any other thoughts on this?
 Jessica Smith: Um, I had a question, I'm not sure if I'm understanding correctly, but something- Kinda similar came up today, I had a ticket out.
 Jessica Smith: So, are you referring to the on the dashboard, the button? It says refer, or I think it's like refer someone versus the refer a friend.
 Jessica Smith: But, like, when they're logged in, cuz- the buttons are like, uhm, you know, just search for jobs, uhm, update your profile, all of that, and then one says refer.
 Jessica Smith: Sorry. And it's like for the general referral, or it says make a referral. for all. I'll have a hold up if I need to share my screen if nobody knows what I'm talking
 Vivian Larsen: about. I would recommend you do, because a lot of people don't have this- feature turned on.
 Jessica Smith: Yes, so I am gonna share this. Okay, so this is- our internal career portal dashboard, and there's this button that says make a referral.
 Jessica Smith: And it's funny because I was doing an audit today because I was trying to- fix a bunch of things and optimize this site.
 Jessica Smith: If you click here, it's for this. Yes. Yes. Like a general referral and then it says submit referral. And so I don't know where those go.
 Jessica Smith: Oh. Or where to even find them in the system because we have an employee referral portal and we've been pushing employees to do the email a friend option.
 Jessica Smith: So, because we don't do this, I don't even know what this does. I just wrote support today and I said, is it possible to update?
 Jessica Smith: This button to instead redirect them to our employee referral portal and they said they can do it. They just need me to provide the- Umm, the link, but they mentioned in the ticket.
 Jessica Smith: Thank you. And, sorry, I'm pulling it up because I just got it before this call. They said, we can configure a redirect link for the referral button.
 Jessica Smith: Um, could you please- Be sure the exact URL you'd like the referral page to redirect to. Please note that that once this redirect link is updated, it will apply to- You All referral buttons and every referral action will redirect users to the specified page, which my concern was, I need to double check
 Jessica Smith: the- it's not on the dashboard for external candidates because we don't really want external candidates referring- people to us via the internal employee referral portal.
 Jessica Smith: So I haven't thought off through- through all of that yet and what I want to do, I just wanted to mention it- because it seems somewhat related.
 Jessica Smith: Um, the other option is just to completely remove it from the dashboard, which I might do because we can go ahead and- link, um, in that customizable text in the description, just to say, hey, to refer somebody, visit our employee referral portal, and we can link.
 Jessica Smith: We'll you in the portal directly without the button.
 Alex M: Very cool, thank you for sharing that. And I will see you
 Vivian Larsen: I just have a quick thing to share. Uh, there is a quick link. It's a legacy quick link. Let me share my screen real quick.
 Vivian Larsen: Um, to answer your question about where they go. There is a quick link called candidates for general consideration. And it's a legacy one.
 Vivian Larsen: You have probably turned it off. This is going back probably 2012, 2013, as far as configuration is concerned. This has been in here forever.
 Vivian Larsen: forever. Um, so, if you have it turned off, it would be turned off in report managed dashboards, but that report when you're asking where they go, it goes in here.
 Vivian Larsen: Um, and so you probably have a bank somewhere where there's a whole- a bunch of folks in candidates not in job, which is the name of the source key report that is in your system.
 Vivian Larsen: Jump. So if you just go to do a person search candidate, it's not in job and run it. That is where a lot of your candidates for general consideration have been going.
 Vivian Larsen: So that referral button, that's, there's a report in the system that's pre-configured. And this report is set up for you to be able to- find them.
 Jessica Smith: Thanks, Vivian. That's helpful. I also find it kind of weird because you can configure everything else on a per- portal basis.
 Jessica Smith: I find it surprising that they can't remove the button just from one portal. Like, it's all or nothing. I thought that was interesting.
 Vivian Larsen: Yeah, that's, that is interesting. Um, you have to be able to remove it from confidential portals. You a couple other are in couple of things that are in
 Jessica Smith: So, right,
 Vivian Larsen: I almost wanted
 Jessica Smith: you. Maybe I'll challenge that.
 Vivian Larsen: Yeah, I would challenge that. I, I don't remember that being okay. But it has been a very long time since I've configured that, so I could be wrong.
 Jessica Smith: Yeah, because the redirect would be nice if we could keep it only- only on the internal portal, because the button, I feel like that gets a little bit more, um, it's more eye-catching than just putting a link within, like, the text in the description.
 Jessica Smith: So, I like the button if it'll redirect, but,
 Vivian Larsen: For external candidates suspect, Actually, I would highly recommend you use email a friend instead of make a referral, though. Simply
 Jessica Smith: for that one. Right. Right. I didn't even realize, like I said, until I was kind of doing an audit today, I was like, oh, what does this button do?
 Jessica Smith: This is not. So, another. Another nod back to Caitlin's suggestion of why it's good to take a look at all of the random places you might not regularly visit.
 Alex M: Alright. Let's see here. Do we have Christine on the call? All No, Shari said wait on her Kathy Nava. Alright, the floor is open.
 Alex M: Let's ask a question today. I'll see But while folks are thinking, Ty, do you wanna- sure, would you post it here in the channel?
 Ty Miller: Sure, yeah. Um, yeah, this was kind of going back to our conversation last week. Um, just continuing to do some work on automated campaigns is that, you know, feature continue.
 Ty Miller: I'm used to update. I know one of the, the biggest new things, right, is that high, low, and no engagement that goes across the, the ATS.
 Ty Miller: Yes. And so this is really, you know, talking about how you can use that to, in a, in a very specific and targeted way.
 Ty Miller: a a a um,My And I mean, you know, obviously it's going to, it's going to change depending on your recruiting strategy and, and the types of candidates that you deal with.
 Ty Miller: [Huh.CR](http://huh.cr/) But the kind of simple way I think about it is your, your high engagement people are your call to action, right?
 Ty Miller: You want them to apply. Um, you don't want to bog them down with, with super long, um, like complicated drip campaigns that, that don't relate.
 Ty Miller: late. to a specific job opportunity, right? Because they're interested, right? That's why they're clicking on your jobs. That's why they're responding to text.
 Ty Miller: That's, that's why the system is capturing them as high engaged. Um, so there I'm really, you know, and. Perging to move them into pipelines or, um, indicate in some way through a tag or whatever kind of internal system.
 Ty Miller: Just you have, um, that, that you're gonna call them. That, for hey, for your recruiting team, you know, these are the people who are- for an engaged and are ready to be contacted about specific job opportunities.
 Ty Miller: And then for everybody else who's not clicking on your jobs is not clicking. On your emails, those are the perfect people to be hitting with drips, which in Eric opportunities.
 Ty Miller: I mean, especially when you're, if you're including. Specific jobs in your email templates, right? Those can only really fit in call to actions because if you wait three or four months, they might not be.
 Ty Miller: So, I guess what I mean by general opportunities is like, hey, if we have a pipeline that's specific to, um, mechanical engineers in some region.
 Ty Miller: And you have, you can send them the search for mechanical engineer jobs. And you can drop that to them every couple of months in your drip campaign.
 Ty Miller: So that they can always see that fresh link and they can click. And at that point, they're becoming highly engaged and moving into your, your pipeline.
 Ty Miller: Umm, that are, that are capturing them. And you can do that. Umm. Can I share, uh, that, that document? Thank you.
 Ty Miller: I'm gonna
 Alex M: head out. Yeah, please. please.
 Ty Miller: How do I share? Alright, so this is- something I've been working on, and it's a little crazy looking, so forgive me.
 Ty Miller: But, uh, this is where, you know, I'll- the gate with your automated flow. You know, you have your specific hands in this crazy example I made.
 Ty Miller: . . . You know, mechanical engineers in Iowa, maybe your specific pipeline, right? So, if we've already captured them in the system as high and the Engaged, they're instantly moving into a call to action pipeline that's sending them, hey, we have a job, these two or three jobs we really want you to apply
 Ty Miller: . Two, we're marking them, again, you can use an alternative to tagging, and then we're putting them into a pipeline, right?
 Ty Miller: That's all part of the server of your automated flow that's specific to active mechanical engineers, and then we're ending it with them, right there.
 Ty Miller: There go. And we know our recruiting team can always go and look at that pipeline, and they'll know immediately, right, that these are people who, even if they didn't apply, are- are interested, have open emails, um, and are- are ready to be contacted.
 Ty Miller: Alternatively, if they- let's see. In this kind of middle track, right? So you- you can track in your automated flow when they- open and when they click on emails.
 Ty Miller: So at any point that they open or they click their email, you're kind of taking them back into that CTA, right?
 Ty Miller: So- So, thank you. The trip is happening for everybody else. And then when they click the email, I should really add my hair.
 Ty Miller: We're going this way. You send them that job specific then. And you say, Hey. We have a specific opportunity. You've been, you're now really engaged.
 Ty Miller: You responded to our, our drip campaign. And now we can tag the. As such, and keep on engaging them until they become an active candidate.
 Ty Miller: And in the end, you get two I blinds that you know now understand completely which each person is going into, right?
 Ty Miller: So you, you know, you have your specific active pipeline. I'm going In a vein of urgent ready to be hired candidates.
 Ty Miller: And you have your, your kind of general lead category for mechanical engineers and. The region or, or what have you.
 Ty Miller: Um, so yeah, so that's kind of where I was going with that post.
 Alex M: Thank I'm sure that. You Alright. Floor is open for questions. questions. I
 Michelle Braunschweig: have one, Alex. Can
 Alex M: you hear me? Okay.
 Michelle Braunschweig: I was having audio issues. So, uh, I have a ticket. It's OK. Open with items on this for several days, not get in a ton of traction, but sometime in the last, I'm going to say month.
 Michelle Braunschweig: Uhm, our source. Information stopped populating the, uhh, the, the additional information. information. field. So, candidates self-select their source, and I'm talking about both the person profile source and the recruiting workflow.
 Michelle Braunschweig: Okay. Um, they can, they can select whatever the primary one is, but if they select job board or, uh, re referred by an employee, that secondary box to include additional information is not presenting on the The pain.
 Michelle Braunschweig: The pain. And I don't know when exactly happened. I just started realizing a lot of these people are saying referred by a current employee.
 Michelle Braunschweig: Please. But they're not putting an employee name in here or it's job board. And there's no job board name. So I'm trying to figure out if they're.
 Michelle Braunschweig: Is something that I can check that I'm missing because I've looked at the field and it's, um, it looks like it should be.
 Michelle Braunschweig: Visible to me.
 Vivian Larsen: This is a very basic question, so
 Michelle Braunschweig: I'm
 Vivian Larsen: not insulting your intelligence by asking it. Um, but. Alright, so that's all is the field hidden at the global level.
 Michelle Braunschweig: I'm
 Vivian Larsen: gonna
 Michelle Braunschweig: look at it
 Vivian Larsen: again. Yeah, a common thing that would happen is. In reporting and in external, um, somebody would come along and accidentally hide the specific source field.
 Vivian Larsen: At the global level, and then it would hide it everywhere in the system. Um, it also happens if it's hidden at the platform level.
 Vivian Larsen: Though, the platform level is weird. I've seen it hide it at the platform level, like, everywhere, and then I've also seen it not.
 Vivian Larsen: So, um, just check those two things. As, as a maybe gotcha, but it's RCF 3049. It's the source specific field.
 Vivian Larsen: You're specifically. specifically. looking for because sources the parent and then the source specific field that shows like who the specific person is or, um.
 Vivian Larsen: I love you. What the job word is is the second field, but it, um, has the dependency on. Um, so if that field is hidden globally, that could be your problem.
 Michelle Braunschweig: Uh, not hidden on the global group. Um, not on the candidate details, uh, by, let me check the portal. That's on the platform.
 Michelle Braunschweig: One.
 Vivian Larsen: And
 Michelle Braunschweig: that's under main page. 4 3 3 3 3 Okay.
 Vivian Larsen: Yeah, I would be on
 Michelle Braunschweig: my page. It would
 Vivian Larsen: most often be changed. a bit. And I'm finding The do need to please specify.
 Michelle Braunschweig: Yeah, um, and that is what ours does say. I'm just trying to get it to load. load. Of course, it wants to take forever when I'm on the call.
 Michelle Braunschweig: Oh. Uhh, you know what, Vivian? I think- you found it for me. Hey! Alright, we'll unhide there and test it again.
 Michelle Braunschweig: Thank you
 Alex M: so much. Here go. Here I go. I
 Vivian Larsen: Yes.
 Alex M: Great. Glad we can help with that. Floor is open. Who else has questions today? And we're going to be in the kitchen.
 Alex M: Go on once, come on twice. Alright, let's slightly sw- all the group today. Folks may be taking early vacation for the three day weekend.
 Alex M: So, I hope everybody enjoys their time. time. Hope you get some good time off and rest of relaxation. We'll see you here next Friday, same time, same place.
 Alex M: Take care, everybody. Have a great weekend. Umm. Okay. Okay. Okay.