iCIMS Hacks: Fighting Candidate Fraud with VID (5/15/26)

This week on System Admin Insights, the team explores candidate fraud prevention with Cerebrum and its VID platform. Learn how identity verification fits into the hiring journey, iCIMS integration considerations, hiring automation wins, troubleshooting tips, and creative ways teams are reducing fraud and streamlining recruiting workflows.

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Transcript

Me: And we will go ahead and get started. Welcome, everybody, to system admin insights, a place for iSim's customers to talk shop about how to get most value out of iims. We like to kick off each meeting with some gratitude. Please share something in chat that you're grateful for this Friday. I will say that I'm grateful for my friend who's taking me out to some authentic Chinese food. This evening. Is Greg on the call? Maybe he's been there. Greg isn't here yet. Yeah. Restaurant called hop key in Chinatown. Looking forward to it. What else do we got? Jessica says my cat is sleeping on my laptop and got the startle of her life on the audio from this meeting. Came.

Them: Meant us a comment because I saw Kaitlyn's cat.

Me: Yeah.

Them: Being grateful, but I am also grateful for my cat.

Me: Well, the last thing in the world we ever intend to do on these calls is to disturb cats in any way. We are very cat friendly, very cat forward. So my apologies to your cat. Patrick says grateful to watch my niece graduate tonight. All right. Very nice. Vivian says, I'm grateful for getting all my veggie plants in the ground. Gardening. Rachel says grateful for lobster Fest tomorrow. Sebastian says, grateful for the wonderful weather in san diego here at our conference. Excellent. Excellent. Thank you, everybody, for sharing. One quick announcement before we get started. We are launching a special event just for folks who are on ukg. So we're going to do essay ukg. Thank you particularly to na for encouraging us to launch this. This will start Thursday, June 18th at 1 30 p.m. so same time, different day, Thursday, June 18th. So if you have ukg at your company, we're going to talk about, really, I think we're going to focus on the intersection between iSims and ukg, but we'll see where the conversation goes. And so if you want to be a part of that and help form the direction of where we take a ukg community, please stop on by. And with that, I am very excited to introduce Sebastian Mellen from Cerebrum. And Sebastian, am I saying it right? Is it Cerebrum or Cerebrum?

Them: It's typically Cerebrum, but, you know, we chose it. We chose a tricky name for the company, and then our product is pretty easy because it's just vid.

Me: It's Cerebrum. Okay. No, it's. There you go. Well, I did the same thing. Integral. Nobody knows.

Them: But.

Me: So we will spend about 25, 30 minutes talking with Sebastian. And then the last half of the call will be dedicated to General questions about items from our community. This is an opportunity for sysadmins and TA leaders to, to get under the hood. Look at the tools out there. It's not a sales pitch. We don't take referral Revenue from any vendor in this space. And if you have technical questions, the folks on these calls are typically the people who have to deal with the products after the contract is signed. So I'm sure we've all been in the position of somebody deciding where to move forward with some tool. And then in reality, it's like, oh, we didn't think of X, Y and Z. Well, now is your, now is your chance to ask about X, Y and Z. Sebastian, you're talking about candidate fraud today, which, of course, is a very hot topic in our Market. I will stop talking and allow you to introduce yourself and hand it over to you.

Them: Yep. Fantastic. Well, yeah. Thank you so much, Alex, for the intro and sorry if I'm looking a little bit rough here. Rachel and I have been talking ourselves horse for the past three, three days here at a conference working with a lot of our clients and other groups that are implementing vid for fraud prevention and so forth. Super honored to be here. Excited to be here. We've done one previous session with Alex and, you know, Alex, great to see you again. I'm Sebastian Mellen. I'm the CEO here at Cerebrum. We build a product called vid or VID. I guess you can pronounce that one two ways as well. And what vid does is it verifies identity. Typically at the background screening stage or within the ATS. And there's a lot of different ways that we can integrate. That product and, you know, excited to talk about that. We've got Rachel, who's our director of product. She is going to run the demo today and does a much better demo than I do. We want to show you the thing in action, and then we'll talk a little bit about it and leave some time for questions. So we'll make sure we get through this as speedily as possible. And we have one team member who unfortunately was not able to join today because he is on a flight. And his name is danny suzo. He recently joined Cerebrum from isoms, where he ran partnerships for a long time. So we definitely have isum's blood in our veins, and we're super excited to talk about what we can bring to different companies that are, that are on the isam's platform. With that said, I typically find that it's a little bit more fun to start with a demo than just a bunch of slides so you get something that's interactive and kind of interesting. And we have a really simple demo for you today. We'll get through it as quickly as we can and make sure that it's nice and approachable. And then we'll go, we'll go from there. So let's go ahead and, and start. Rachel, are you ready to do the demo? Perfect. You might be on mute. That's all. Just needed on mute there. Hi, everyone. It's wonderful to meet you as fashion said. I'm rachel and very excited to show you vid here today. Before I get started, I just want to confirm everyone can see my phone screen. Yep. Thank you. All righty. So for user to get started with vid, we have multiple different Integration routes. But the one I'm going to show you today is through our invite email, which can be branded. But what you'll see today is our demo organization logo and text. I'll show you what that email looks like. Typically an assessment and items. Right. This is something that can be injected at many different stages of the candidate journey and we can work with you on the implementation if you're interested in moving forward. While Rachel does this and Rachel, sorry to cut you off just as you started, I want to highlight too that we are pretty unique in the identity verification space because we partner with more than 50 background screening companies. And you can find some of those partners on our website verified. I'm sorry date of facts is a great one. And they use our verified identity product pretty heavily. They're the ones that actually introduced us to Alex. And you can find that full partner Network here as well. That's a really important thing when it comes to the hiring process. Because if you're going to make decisions that maybe adverse based on the outcomes of an identity verification, you probably want it to be coming from a consumer reporting agency. I don't know if anyone here has seen some of the recent legislation against groups like eightfold AI, which is a candidate sourcing tool claiming that they are consumer reporting agencies. I don't need to go too deep into that. But the basic premise is if you collect data about a person or running checks on a person, there's a good chance that it is a consumer report or a background check. And that's something that is regulated in the US regulatory environment. So we've taken the most conservative approach possible and partnered with background screening companies to distribute this technology to, to all of you. So really excited to share that to you today. Hope that all makes sense. And, Rachel, I'm sorry about that. I'll pass it right back on to you. Awesome. Thank you. So as Sebastian was talking in the back end there, I went ahead and I scanned that QR code, which launches the user into vid. At that point, they're sent a six digit code. So I entered that to verify my email as well as access my account. And now we're getting into the fun stuff where we show the user an overview of the steps they're going to take to complete vid. So we'll start off by capturing our selfie. Then we'll scan our ID signer disclosures and go ahead and submit. The flow with invid is customizable. So if you want to use it just for ID verification where the user comes in and takes their selfie and scans their ID, we can remove disclosures from the step as well. Our flow is completely configured at the product level. So as Sebastian said, we can work with you to Define that as well as the Integration route and how that user will get into vid. So to get started, we're going to go ahead and capture our selfie. But before we can do that, we have to provide consent to sharing our biometric data. So we're in line with the recent laws that have come about. Selecting I consent, you'll notice that selfie won't capture until my face is within that Circle. And that's because we have liveness detection implemented. So ask me, look left and right and then blink, and that photo will capture. And this ensures that we get a live photo of the user that's going through vid, as well as protection against sophisticated attackers who might be using an AID fake. So showing you what that looks like. Should we take that one one more time? Either one would pass. But we do give users the option to retake their selfie if they want. Yes. Just in case it doesn't meet their standards, they can go ahead and recapture it if they need to. And now that we've successfully captured that selfie will be prompted to scanner ID vid does support both us and international IDs. We can also segment the type of IDs that you're willing to collect as well. For today's demo, we're going to go ahead and capture a driver's license. And the thing to note here is we have auto capture enabled. So if I'm too far away from the ID, it'll ask me to move in closer. And then once I'm in that proper positioning, it'll ask me to hold still and auto capture that image for me. And this ensures that we get the clearest scans of the ID so we can run the proper verification checks on it. I'm going to go ahead and do the same for the back of my ID. And then at this point, we're analyzing that document. So that includes pulling the barcode from the back of the ID to confirm its legitimacy, as well as pulling that data from the barcode to confirm it matches what's on the front of the ID. We also run checks on the data's placement and format, the holograms. And we also do visual checks. So checking for any screen or hand detection, any grainy image quality that could indicate that scan was captured off of a screen or a photocopy document. And at the end of this demo, we can show you what that report looks like. As you can tell that ID was clearly not me and I captured it off of a screen. So there will be passing an alert checks on that report. So we'll take a look at that right after we get through the bid flow. But once that verification is successful, you'll notice that information's locked down, preventing the user from editing it or incorrectly submitting their own information. We'll go ahead and continue on where we'll be prompted to enter our social security number. And this is optional to include in the flow. And then we'll be asked to sign our disclosures. And this is just a dummy disclosure to show you what the UI would look like to the end user. Go ahead to our next document. We also have the logic built in the back end to render the city and state disclosures based off the address pulled from the ID. The address where the organization is located and if the user were to manually enter an additional address. And I'll go just to, just to highlight that, you know, you, you may see other ID products out there that don't do things like SCR notices or disclosures. We believe, and you could speak to your employment council if you're a larger organization and you do have employment counsel, that it's very important to make sure that the background check is provided within the right context. So sometimes, depending on where that sits in the flow, it might not be necessary to incorporate the identity verification into a consumer report. But sometimes it is, especially if you're going to be making hiring decisions based on the outcome of that identity verification, which is, of course, what we all want to do when it comes to candidate fraud. Right. If someone comes through and you can tell this is clearly not the right person and we don't want to hire this person or they've submitted a fraudulent document and you want to make sure that you don't move forward with that application, having it within a consumer report and having those disclosures and notices and also dispute pathways for your candidate is super important. So just to highlight that again, that's, that's why we show that within the demo, although it is optional. Rachel, I don't know if you have cortex or if you want me to pull up the back end here, I can do that for two minutes and then jump to our little mini presentation and we'll open it up for quick questions. I can pull it up if you'd like me to. Okay. I think I do have it already, actually. Cool. Thank you. No problem. So this is the backend. Now, typically you as the sort of end user of this service would not be the one going through this back end. We have partners that will provide identity verification as a managed service to you. And one of the reasons that's so important is that we can work with you to establish SOPs and procedures around the deployment of this service. Right. So if someone has a temporary or expired document, do you want to deny their application entirely? Maybe not. Maybe you want them to provide a secondary form of documentation. Or maybe you want to wait until they have a valid state ID or something like that. We can build those sops with you and Implement those together with our partners in a way that fits really neatly into your workflow and where you don't have to be the one looking at ID documents and making those decisions yourself. So this is what you'd see on the back end. But I just want to highlight this because of all the checks that we run. So you can see, obviously, Rachel is not a biometric match with the person on the ID card here. You can see the ID card failed in overall fraud check. There's an alert on it. There's a barcode anomaly, there's some suspicious data on the ID. It was also taken off a screen and there's potential photo forgery on the ID. Now, some of these checks will pass, and that's to be expected. Fraudsters are sophisticated and they know how to get by certain checks. We call this the Swiss cheese model of security, which is that if you layer enough layers that have holes in them on top of each other, you'll get a pretty solid block that you can't pass through. And that's what we see really in practice when we deploy this model. Right. You're always going to be able to catch those applicants on one thing or another thing that matters. And as we'll talk about in a moment, these are checks that are recommended and suggested by the FBI's IC3 Center, the new york department of financial services, so on and so forth. So if you're dealing with any applicants that touch sensitive data or really any applicants that you want to screen, you should know who they are. Identity is very important, and we give you all the checks to know that we can also see here, rachel's IP address came through as a valid IP and so forth. So that's fantastic. And all of this other information passed, she looks fine, successful. So I'm going to go ahead and mark her as no alerts found and put her through as ID verified. Now, of course, Rachel doesn't actually have a verified ID, but I'm doing this for the purposes of the demo, and that'll generate a report where we can see the results of that ID verification. It will also generate a vid wallet that has a QR code that Rachel can use to present proof that she is ID verified. So we sometimes get questions of, well, that's great to do a point in time verification. How do I do this throughout my hiring or candidate journey? And the answer is you can run vid early in the applicant process and then later on down the line, ask them to provide you that QR code of the Viv wallet to prove that they still are the same person, that they're linked to the same credential and that they still are the same individual that applied earlier. So hope that makes sense. Alex, how are we doing on time? I guess we have another 13 minutes left, something like that.

Me: Good. Yep.

Them: Cool. Okay. Rachel, I don't know if you want to share the wallet, and then I'll run through a really simple deck. And please just jump in with any questions while I go through that if you, if you have them and we'll try and leave five minutes at the end just to do a dedicated question session. Alrighty. So I've gone ahead and shared my screen again. Here, what I'm showing you is our VID wallet. So with that complete credential, that user will receive a portable QR code. And if you have your phone on you, you could go ahead and scan this QR code. It will take you to our validator site where you can see the credentials legitimate. In this case, it's issued to sample specimen by our demo organization. But that would say the applicant's name as well as the correct organization name. I'm going to go ahead and show you what that looks like as well. Launching us over that validator site and we can adjust the information displayed on this screen as well. Nice part about this is the end user doesn't need to have it installed. Scan that QR code. It can be captured using your native device camera. Yep. Very true. I hope that that makes sense to everyone. Before we jump into just a few of these slides, I want to pause for one moment. Are there any questions on, on what you've seen so far today? Any clarifications that you'd like to get and go from there? Give it another.

Me: Does this information Port over into ims? And is it viewable there?

Them: Yeah. So great question. And it's funny because we're working with the ips team. I hope I can say that much. Maybe not working with them. We're, we're in communication with them. I think they would let me say that, especially through danny. And, and there are a lot of different Integration routes, as probably most of the people on this call know ism has many different Integration Pathways. It's not like there is a currently pre-built vid integration that's catch all and standardized across all instances. So, yes, we're able to do Integrations and port data back into isom's, broadly speaking. It's going to depend pretty heavily on your use case and where you want it to sit within the candidate journey. And the reason for that is a lot of companies will choose to do ID verification at the background screening stage. So we have 20 plus partners that do background screening through items today. You don't have to use them for your background check, but you can use them as an identity check provider. And that pathway exists is fully built out, essentially starts in isoms, goes through our Viv invite process. They get an email, they complete it, and then the data can be ported back into ism. So the status of that ID verification is visible. If you want to put the ID verification at another stage within the applicant Journey, so somewhere else within the ATS, that would require a custom scoping Integration. But we can talk with you and, and we'll make sure that we get that done and we'll provide some contact information here at the end of the demo. So that you can reach out to us and, and speak about what that might look like. And, Alex, I'm sure anyone in this group could reach out to you as well, and you'd be able to pass them along.

Me: So, so what do you advise for mitigating fraudulent applications at the top of the funnel?

Them: Yeah. I mean, there's, you know, there's, there's so many different ways to look at, at top of the funnel verifications. One is that you do it before someone even gets to the point of applying. Right. So it's literally just a fraud gate that happens before they touch anything else within the ATS. I think that's the pattern that we've seen deployed most successfully among customers that do it higher up in the funnel. And part of the reason is that some of the obligations under the scr a don't apply if you haven't made essentially, if you're not declining them employment for any reason. Right. So if they never even got to the point of applying because the ID verification gated that application, then that may be the best way to do it. And we have a couple different methods where Viv can be inserted pre ATS experience, essentially. So it's the first thing that your candidates would interact with. The downside there, of course, is cost. Right. And of course, companies are cost aware these days and there is a marginal fee to doing every VID verification means less than the cheapest Starbucks coffee. That'll depend on your volume. But if you have a lot of applicant volume, that can be expensive. Then there's a question about whether you do pre-interview I would say that's sort of the second most common pattern. So before someone starts the interview, they get a vid invite and there's many different patterns that we can give you to send those Viv invites. Including Integrations with some interview software. And those patterns allow you to get the person before they interview, they get their wallet, and then you can continue to verify them at different stages up until the background check, knowing that it's the same person from interview through to showing up on the job. Alex, I hope that was a good answer to your question.

Me: Thank you.

Them: Cool. Perfect. So we've got a, a couple slides here. I hope they would display well for everyone else who's pulling them up, but I just sent a link to that presentation if you want to follow it along. I will pull this up here and we'll get through it pretty quickly. So again, if you want to access the slides themselves, the link here is go dot VID dot page slash SAI 0526. You've all seen it now, so you're a little bit more context on what it does, which is great. But Viv is a process that allows you to know exactly who you're screening or who you're verifying before you run. And then, oh, we have a question from Vivian. Vivian, I'll answer it right away. So consent is captured via two different mechanisms. There's a biometric consent, and I think you may have seen that before, Rachel should have seen that before, Rachel. Took her face selfie. That biometric consent is recorded and also has an opt out option. So if the candidate goes there and says, I would like to opt out for one or another reason, either disability or, you know, I'm uncomfortable providing my biometric data. They can opt out and we'll be able to provide you back that opt out status so you can see this candidate opted out and we can go another path with them. They can come in in person or they can do a live video call, whatever it is. And that's a disclosure that can be provided back within the ATS. And then if you are using, or if your employment council advises you to use an SCRA compliant route, we also capture those separate fair credit reporting act, FCRA disclosures later on within the vid processes, rachel showed you as well. I hope that answers your question. Okay, fantastic. Yep. And that opt out is really important, too. Right. You're not going to get that with a lot of ID providers because they're focused on financial crime and so forth. We're opting out just doesn't apply. But in this scenario, we do need that. And in some jurisdictions, it's actually a requirement to have that opt out available. The other thing to highlight there, just Vivian, while we're on that topic is we do something very different, which is we delete biometric templates and identifiers the minute that we process the data. So a lot of ID providers will store those biometric templates. They can do many to many face matching later on down the line. We deleted immediately just as a matter of risk preference, especially seeing, you know, biometric beta privacy and retention lawsuits in some states like Illinois. So we're heavily compliant with regulations in those jurisdictions as well. Cool. But thank you for the question. That was fantastic. I'm sure you've all had some time to, to read this slide at this point, but basically the premise is fraud is accelerating. There's a Gartner report that by 2028, one in four candidate profiles worldwide will be fake. I'm sure some of you have seen this. And what we do is we anchor that background check or that applicant to government issued identity data, which is the key point and sort of what we showed you within that process. These are also recommended by a lot of these big logos, right? Department of Justice, the New York Department of financial services, DHS. And you can find some crazy stories in pretty much every industry, whether it's healthcare or transportation or remote work, whether it's North Korean remote tech workers getting into a bank or whether it's a nurse with seven different aliases and SSNs that never had her ID verified. So she was able to work at over 20 hospitals. If you want to read some of those stories, you can scan that QR code or you can go to go dot vid dot page slash IDB employment. But I'll continue along because I know we're on a time budget here. And I think there's another important point to point out. So if you do screening today, maybe you don't do it for, you know, every applicant at some point, I would expect that you run a background check. You might not be aware that background checks don't really verify candidate identity at all. Background checks essentially take in applicant provided information that's very lossy and that can have a lot of holes in it and then trust that information to run the background check. So there are two reasons to do identity verification. One is, am I working with real people? They're not deep fakes. They're not synthetic candidates and they're not north korean hackers. They're not using a VPN or tour to access my systems. That's an important one. But the second one is. A more nuanced question, which is are we getting accurate data from those applicants? And a lot of times if you're not capturing it off a government issue document, even good quality applicants may mistype their data birth or they may mistype other information and then that will lead to issues downstream either in your HRIS system, within your ATS flows and so on and so forth. And this is one other stat from an SAI report recently report, which is staffing industry analysis. This is a great report if you want to read more about the future of identity verification and staffing in particular, but it applies broadly where they found that one in three surveyed employers have experienced at least one incident of candidate identity fraud. And sometimes that won't even make it to the HR team. It'll make it to the internal security team. But there's a good chance that you've seen this, or at least you've heard of someone that's been impacted by a candidate that was somehow fraudulent. So we want to help you fix these problems. We want to help you make sure that you're not in those one and three in the future and that we verify these people as much as possible. I'm going to throw in this one last slide and then I'll, I'll, we're done. I'll let you be, which is that we recently did a case study with one of our partners on a relatively large candidate or client population. So this was one client that has many different locations. They are in the staffing space. So they do staffing for janitorial work, security services, so forth. Their applicant tracking system. Was collecting candidate data. And then after that ATS would collect candidate data, they would put the candidate through Viv before they were background checked. And in this case, they found that of 1084 applicants in a one month period, 121 of them had the wrong date of birth or the wrong name that they'd entered in the ATS. Right. So we're actually working with them now to bridge their HRIS system to vid so that they can get more accurate records, something we can do for you as well. And of those 121 who had bad or inconsistent PII, 21 of them had criminal records. That's 17.4% hit rate on people that are entering incorrect data and upwards of 10% of people that are entering data that doesn't match their government ID. And this is probably something you're experiencing today. You might just not know about it. Even again, good applicants might mistype their ID if someone's coming internationally. They might not be familiar with our weird date format in the US where we go month, month, day to day, year, year internationally. It's typically day, month and then year. So there's little things like that. We're capturing it off of government document and we work internationally and in the US is really valuable. This is one last thing and I wish I could tell you more about exactly who these clients are, but we have a number of major enterprise clients, especially in the past six months that have started using Vid for portions of their populations or even their entire population. And if you want to know more about some of these case studies and what they look like, we're glad to speak with you and answer any questions or implementation questions as well. This is our last slide. So again, you're always welcome to contact me directly. There's my email. You can contact support at [Cerebrum.com](http://cerebrum.com/) and we'll have someone get back to you as soon as possible. And then we've got Rachel and danny on our team as well. I'm going to copy this and put it in the zoom chat. And then Alex, I, I don't know if you want to do one minute for questions if there are any, and then we'll let you be on, on the rest of your, your Friday webinar.

Me: Absolutely. Thank you so much, Sebastian. Thank you, Rachel. Are there any questions from the group today?

Them: Is the cost primarily running the validations. Is there an implementation cost? What is that structure look like? That's a great question. Yeah. So, you know, for those pre-built patterns where, you know, you're using one of our pre-built Integration paths, whether it's you sending the invites or whether it's us sort of pre ATS or it's us with our screening partner, there's no additional implementation cost. We just offer the service as is and it's a transactional price. Pricing will depend on the VID partner that you go with and whether or not they're offering it as part of a consumer report. You know, I will say the price per applicant can be as low as, you know, a dollar and 50 cents if you're at very high volume and you're not getting it within a consumer report. It can be, you know, as high as five to $7 if you're getting a consumer report that is an identity verification and may have another bundled criminal search component from one of our partners. So you're under no obligation to use our partner screening services. They, they can also sell you the identity verification directly and then the cost will come down, but it will depend on exactly who you choose to implement with. If you're interested in that, I would recommend highly that you reach out to us and then we can connect you with the partner that would be best for your use case and we'll always do a scoping call with you first to make sure we understand it. I hope that answers that, that question.

Me: Any other questions from the group?

Them: All right. When I, when I'm at conferences, I say the best question gets girl scout cookies, but I don't know that I can hand them through a zoom screen here.

Me: Virtually.

Them: Anyway, I just want to say thank you again.

Me: Right fan. Well, I. Absolutely. It's our pleasure. And I also shared a link in chat. We would love your feedback on what you thought of the presentation today and your requests and suggestions for other vendors or categories of vendors that you'd like to see on a call. We do these usually once a month, and we have a couple lined up for the next couple months, but we're now planning for Q3 and Q4. So let us know. Sebastian, Rachel, thank you again. You're welcome to stay on the call in eavesdrop on our items conversation. Or if you need to take off, then we will speak soon. Thank you so much.

Them: I would love to stick around. I'm so sorry. We both got to go catch a flight. So thank you so much for having us again. And Alex, it's great to see. All right.

Me: Likewise, take care.

Them: Bye.

Me: All right. With that, we will hop on over to our regularly scheduled programming. Let's see what we have here in SAI. Call questions. We've got Patrick. Patrick going in the call today. Patrick, I see you. Patrick, are you there? Going once? To there? Patrick, we can't hear you.

Them: Isn't working. So let's talk about it. And then we'll see if we can figure it out.

Me: Okay. All right. Well, the question is currently troubleshooting an isims hiring automation issue and wanted to see if anyone else has encountered this before. Error under column action info. Communication.send email queued failed to get communication recipients, Etc. It's a very straightforward automation setup. The goal is simple. Notify the PM hiring manager and recruiter when a candidate accepts their offer. Interesting. So has anyone seen this recipient resolution error before or knows what specifically causes the automation to fail retrieving recipients? Yeah. And Patrick actually solved his own question. Patrick, can you join us? No. So he was able to identify the root cause. And this is important for anyone struggling to get ring automations functioning correctly. If the job details tab is hidden for certain user groups, it can impact the automation's ability. Patrick, I see you. Patrick, say something. Okay. It can impact the automation's ability to send notifications to relational users pulled from the job details. Section. Very, very interesting. So the question is now. Can you please verify hiring automation email configurations and settings? Recruit service IAM. API user permissions to candidate recruiting hiring manager email fields? Communication recipient resolution services for hiring automation. Any known issues with communication.sent gmail recipient resolution. It is a mouthful. Anyone have experience with this? Terry, I know you've done some work with. Hiring automation recently. Thoughts on this?

Them: You know, the only thing that we experienced issues with is not exposed. Like, we, you know, we've created new fields for them. Like, you know, I put in, actually put a new one in there yesterday about catching people who complete our corporate application in under a minute, which it's not possible if. You're, you know, not a bot. And it's just making sure those fields are all exposed to the internal Integrations user group so that they have access to write to them.

Me: Got it. Thank you. Any other thoughts on patrick's post here? All right. And if not, let's see what else we got today. Patrick, if you, if you get your audio working, let us know and we can jump back into that. Let's see. Kathy's Kathy on the call. Nope. That's it for what's posted. In SAI. The floor is now open. Who else has a question today? Floor is open. Aries chang, I think this is your first time on the call. Is that, is that true?

Them: Yes, this is air strength from UC Irvine. I was actually going to speak up one of our pain points right now is handling former employees that's on our hiring team.

Me: Wonderful.

Them: And so we have event notifications that we've set up. And as our hiring team recruiters. Leave. They're still getting emails. So we're working to test that and try to resolve that issue. Wondering what other folks are doing with that. I have definitely seen that happen before, and especially in the situation of, like, offer approvals or job approvals, if you're sending their personal email back into the system after they term, if they haven't been removed from those approval workflows. The emails will continue to launch to their personal device, you know? And so, well, I don't have, like, an amazing solution. I've worked through a combination of, like, dashboard reports that highlight former termed leaders and then offer and, and job approvals that may have those leaders still listed. That's all I've really. Utilized as a, as a workaround for that, because once the approval is launched, they're, like, locked in to that approval. So you're manually updating the hiring team, too. Yeah. Yes. We have. I don't know. But that is how I'm doing it. No, we did, you know, we saw that there was an idea with ice sims to prevent this. I, I don't know why you would send out notifications to the hiring team if they're no longer employees. Right. So. It's working, like, in a very simple way. And it's just looking for whomever it is that's listed. And that, you know, email address and so configuring, like. An event notification that would pull that in, but exclude people who are former employees, I think is where it gets complicated. Yes, we have hundreds of requisitions out there. So very difficult to manually maintain that hiring team list.

Me: Do you have an alternative approach to that?

Them: So the Integration, way most Integrations work. Integration is usually the solve for this. The way most Integrations work, the Integration inactivates the record. By moving someone to an inactive folder. Yes. And it should, everybody correct me if you have different experience with this. But my understanding, the way that it's supposed to work is that if someone is in an inactive folder, it shouldn't send them an email anymore. Yes, they are in a former employee folder. Actually. So I need to look up that inactive status that you're talking about. Yeah. So, so the folder itself should list them as inactive. They're inactive. Okay. The only other thing that I've seen that I have seen from an Integration solvent, this would be completely custom because this has come up over and over again in my years working in the system is I have seen some folks create a delay in the updating of the email address for the candidate record. So they'll send over, like, basically an anonymized piece of junk for the email address for a month after the person terms and then go back and update it with the personal email. After the person terms, which is fun around riffs. So it's not a great solution because you're basically keeping them from logging in and applying for additional jobs. So it's, it's not a perfect solution at all. But I have seen for very high volume employers, it being. A cost benefit to do something like that. So they've updated their Integration. The way most Integrations are built, you will have a primary email, which is the working email. And a secondary email, which is the personal email. And then when someone changes in terms, the HCM Integration flips them and it puts the personal email back in the primary email and blanks out the secondary email. So in that case, the personal email, the person. Your solution now it would be sending the approval to the personal email. So that's not a great solution for your problem. But by anonymizing the email, the system will keep the right, won't allow you to overwrite any email in via an Integration or otherwise you need an email address that's part of the duplicate checking for the record. But by anonymizing that email for a period of time, it kind of cuts this off at the knees. Because as soon as the system recognizes that the email is fake, it stops sending emails. You start getting invalid errors. So you're basically using the system against itself in that case. Yeah, I'm just afraid that if we do that for our former employees who are on the hiring team and if they choose to hire for another job, it's still the same profile. So now, now they're not getting the emails because. They're, we've, we've. We've masked their email. Basically. Again, it's something that usually happens for a period of time. So programmatically, you've done it for two weeks after they've turned or a month after they've turned, and then the system comes back and overwrites that anonymized email with the personal email. So it's, it's, it's a bit of logic to do. You know, one thing that we're going to look at now that you, you're bringing up this whole person folder for our former employees and former hiring team, I want to check to see what the status is for that folder because it does say amp former employee. So I'll need to take a look at in the back. Ground that it says it's an inactive person. You might need to enter a support case to do that. Yep. Yep. I'll do that. Thank you so much for that. You're welcome. Great conversation. First time here, and it's already something that's useful for me. Thank you.

Me: Great. Excellent. Glad to hear it. Thanks for joining us. All right. The floor is open. Who else has a question today? Let's jump on over to one that was shared in the forum. I don't know if anybody here has skill survey. But Alyssa olnik asked, has anyone ever had it where the data was blank? After you finalized a report out of skills survey? There were two people that completed the reference request shown below. She says she hasn't heard back from items yet, but she did some testing. It looks like they both, but both references may have put. N o and slash a for all the likert scale questions. Does anybody have skill survey on the call today? Any skill survey customers?

Them: Yeah, we UCI has skill survey, too, but I'm not familiar with this response back. We are actually having tons of problems in the beginning with skill surveying and ISI incidentalists that the recruiter field was a required field.

Me: Okay.

Them: For the Integration to work. So we finally got that work.

Me: Aha. That's a good gotcha. Thank you. How's it going with skill survey now that you got that figured out?

Them: Much better, that's for sure.

Me: Great.

Them: We have some decentralized areas that don't have a central recruiter. So it was left blank and everyone was wondering why I can't, I can't set up my skill survey requests. Like, ah, it's a required field.

Me: That'll do it. Liam, I don't know if we've seen you in a minute. How you doing, Liam?

Them: Thanks for asking.

Me: What's going on? Yeah. What's going on? Your world with iSims.

Them: It's pretty much all just testing different half baked ideas for automation.

Me: Okay, great. So you got your hands on hiring automation. In particular here. Okay.

Them: Yeah. Yeah. We've been doing a lot of it in the test site and then some we've had to. We've had some issues with the May release variables not populating in the test site, which I think I saw someone else note in one of the. Either on the essay site or in the recap from one of these. So we've had to do some kind of. Masking through, like, search templates and, and production to get some of those to work. But it's coming along. We did. We did find a use case to our IT team had asked IT services team had asked us to send notifications with someone, accepts an offer so that they can start the laptop ordering process because we've had. Notoriously had delays with that. We were going to do it through an event notification, but with the introduction of those new variables earlier this month, now we can pivot to hiring automation. It works. It's going live to them next week and it, it offers us like a quick win with hiring automation for, you know, our leaders. So looks good on us.

Me: That's great. I've seen that done with an onboarding task. As well, but if you're not using onboarding, hiring automation is a great use case for. That.

Them: Yeah. Yeah. It's people seem pretty pleased with the idea of it, and it gives us more flexibility to make changes if needs them rather than having to go to support and update the event notification and create a new search and all that fun stuff.

Me: Yeah. Yeah. Yeah. I love that. Thank you for sharing.

Them: Sure.

Me: Kaitlyn, you got a wheel ready? Almost. No. Okay. All right, so while Kaitlyn finishes the wheel, we're going to give away a copy of Vivian's book in one moment here. I'd like to share a service offering with you that we provide at IRD. It's called the iims ROI blueprint. And the ROI blueprint is led by Vivian Larsen, who worked at ISIMs for over 10 years on the largest accounts. And includes a four stream analysis. Over the following areas of your system. So process and operating model, items configuration review capability mapping. AI and future fit Readiness, strategic recommendations, risk and Readiness. 30, 60, 90-day roadmap, and a leadership presentation. This is typically a four to five week engagement, and it is great for customers who've been on items for a while. Right? Not sure. You know, a lot of technical debt has accumulated. Not really sure if you're getting the most value out of it. It's also great for customers who are looking at a renewal decision and you're wondering if you're getting the ROI from iims that you actually need to get starting to look at other vendors. Part of this engagement is we help you gauge the costs of moving to another vendor. There are a lot of things that pop up during that process that companies don't anticipate. Vivian, is there anything else you'd like to say about this engagement?

Them: You put me on the spot, honestly? No.

Me: Okay, great. I covered it.

Them: Yep.

Me: Fantastic. Well, if you're interested, reach out to me and we have conversation about that. Kaitlyn, how's it going? You ready? Okay. So the winner will get a copy of Vivian's book from 0 to ATS Hero. This is everything you ever want to know about ATS system admission in one book. And the winner today is Liam or congratulations. Liam. Please reach out to Vivian. Vivian has barely reach you in circle or email.

Them: Yeah. Circle direct message me encircle with your address.

Me: Okay, great. And we'll get you a copy of that book.

Them: Cool. Thank you. You're welcome.

Me: Congratulations. You're welcome. All right, we've got another 10 minutes or so. Who else has a question today?

Them: Alex, could you remind me where the sherum code is for these calls? I apologize. I know you covered this previously, but I wasn't able to find everything.

Me: Yeah, no problem. So if you go to. Our items channel, and if you click recordings, that will filter it for recordings. And we post the sherm code. Below the recording as a comment.

Them: Thank you.

Me: Yep. You got it. So by the way, all of our events are available for Cerebrum recertification credits. And that's how we always do it. Whenever we post the recording, Kayla will drop that code in there. Jen theobald, how things going on in your world?

Them: You know, just getting my, getting my feet wet. So I'm like three weeks into this. New gig, just jump ship and moved over here to PT Solutions. So I'm, I'm like deep digging into the system right now and getting copies of, like, what are all of our notifications? What are copies of, you know, all of the, the automations that we have running and really trying to figure out what's flowing in, what's flowing out while they're throwing stuff at me.

Me: Yeah.

Them: You know, the usual. Yeah. And trying to figure out. How we're utilizing phenom. We've got phenom over here as our CRM and our career site, which I've seen from a 10,000 foot view before. This is my first time really digging into it. So, yeah, lots of, lots of. Interesting stuff. Walking into an old platform is a new system admin user.

Me: Well, you know, the preservation of institutional memory to facilitate a handoff like that is something that we think a lot about. And I'm sure folks left some materials behind for you. ISIMs can't just generate a giant report and send it to you. Right. And so I think a lot of system administrators, I certainly did this at my last role. I created a 100 page document that I trusted that my, whoever succeeded me would be able to navigate that. It couldn't make sense of it. Right. It's just so much information and, like, figuring out how to present that information so that a handoff like this is smooth is not easy. As so as you're going through this process, you're probably thinking about how you would do it differently. Like, what, what would you really focus on in terms of making sure that the institutional memory that is, that was living somebody else's head is now being migrated into your head. What would you focus on to make sure that the next handoff is smooth?

Them: Yeah. Right. And that's a great question. So I, I definitely, I was handed an Excel doc, you know, tabs of, of things that they thought were, were really important. And I'm realizing, I'm like, oh. You know, what, what do we have configured? Why do we have emails auto launching at this point and this point? And I've really got to dig into the nitty gritty of all of the, the event notifications. And the stipulations behind that. But I think for me, the biggest thing that I am asking, because I know where to go to find the answers, but the biggest thing that I'm, that I'm asking is why, why did we configure it like this? Because people are coming to me with questions like, hey, can we remove this approval? You know, this is why I think we should and blah, blah, blah. And I'm like, yes.

Me: Yeah. Yeah.

Them: We can. And yes, that's very easy to do. But also, this was a choice. That somebody made. So while you're coming to me with, like, very clear option for removing it, which, which seems like this is an administrative task that's getting in our way. Let's get rid of that.

Me: Yeah.

Them: This was a choice that someone made. So why did we make that choice? And so it's, it's kind of occurring to me as I'm looking through some of the documentation and putting some things together myself is I want to know more of, like, this choice was made because this data is going to feed out over here and we care about it. You know, at this endpoint instead. So a lot of the, the why. Is, is the tough thing. Yeah, I could go in and it changes all day long. But.

Me: This is very consultative perspective.

Them: We set up like that for a reason. And so I need to question that reason and what it's going to affect Upstream.

Me: Yeah.

Them: You are the poster child for the advice that I give on everybody needs to document their stuff well and why they made their decisions because the level of effort you're going through in order to find out why things work the way they work is just a huge spend on time. So I know I'm, I'm a few weeks in and I'm like, boy, I feel like I should have accomplished a little bit more by now. But there's a lot of questions that go into everything right now. Because, yeah, I could, I could add another field here, but are we Reinventing the wheel? Does this exist somewhere else in the system? Has someone else asked this question before? Why did we configure it like that? Does anybody know? Or are we really just getting in our own way? And I need to remove that roadblock. And so finding out who knows the why is the really challenging part, because this role is very much, and I think kind of across the board, we've all experienced this. You're, you're one of a kind. There's not three or five system admins sitting there, you know, with institutional knowledge. Of the configurations behind the scenes.

Me: Yeah.

Them: So.

Me: How large a company is it?

Them: About 6,000 employees and, and trying to grow.

Me: Yeah. Yeah. That's typically one full-time sysadmin. Yeah. Now back up. Yeah.

Them: Yeah.

Me: Good luck and, and, and keep us posted.

Them: It's going great. It's going great. I'm very excited to, to be over here and back in ta full time, my last role. I know we briefly talked about it was HRIS and managing UKG as well. And so this is, you know, iSims and phenom are going to be my full-time gig and is the space that really makes me happy. So I'm glad to be doing it.

Me: Yeah. Very nice. Very nice. And we're talking to phenom soon. We wanted to, we want to take a look at some more CRM tools and get some internal demos and share things out. So maybe reach out to you for your perspective on phenom at some point, if you don't mind. Cool. Thanks, dad. All right. Any other questions, stay? We have a few minutes. Lauren esposto, you got anything for us?

Them: No questions, really, but a good shout out to Terry Smith. Christy and I were inspired a few weeks ago when he was showing his update to the hiring automation. And, Terry, your information that you emailed last night worked this morning. So we were able to put our referral hiring automation into place.

Me: Yeah.

Them: And then this afternoon or Monday, I'm going to work on putting, like, former or current employee applications, hiring automation at deplay. So it'll be really, really, really helpful for our teams because we get flooded with applications, but 60 of our hires are internal promotions. And so this will help us kind of navigate to those applications first before we kind of hit the outside world.

Me: Fantastic.

Them: That brings up a question. A lot of you were experimenting with the hiring automation as a new feature. Would any of you be willing to demo it for everyone? Not me. Sorry to interrupt you, Terry. I think you were just about to answer. I don't think I would have a problem demoing the ones that we have, the ones that we built, but the ones, I mean, we have a built any regarding email notifications. But we have built. We, we built several complicated ones and several easy ones. But, yeah, I mean, I'm. You know, again, I'm a fan of getting rid of job screening questions. And so we've used the hiring automation to get rid of our job screening questions. So everything's now in the career profile page, and you can disqualify somebody through the hiring automation. So, I mean, I'm happy to show the ones we've done. I don't know how riveting it would be for everybody to see those again with no, no email notifications or anything related to offer. They've all been recruiting workflow.

Me: Well, Terry, you're an early adopter. Not sure everybody would, would love to see it. So, Kaitlyn will reach out to you and help set that up.

Them: We're hoping to move all of our notifications to hiring automation and, and maybe it'll solve our issue with our former employees getting emails.

Me: That would be nice. All right, well, we're coming up on time. I think we'll call it a day. Thank you, everybody, for joining us today at system admin insights. We'll see you next week at 1 30 p.m. eastern. Same time, same place. Hope you have a restful and restorative weekend. Bye, everybody.