Syncing Hireguide Candidates to ATS Candidates

Why should I learn this?

Syncing candidates between Hireguide and your applicant tracking system (ATS) will:

1. Help limit the proliferation of the same or similar candidate profiles across systems 
2. Reduce manual data entry
3. Enable the manual and automated export of Hireguide transcript and feedback PDFs from Hireguide to the candidate profile in the ATS

Requirements and instructions to sync candidates

In order to sync candidates, you will need:

1. The correct environmental requirements including:
   1. Active ATS credit(s) on your Hireguide account. Please coordinate with your Hireguide account executive to ensure this is on your contract. 
   2. An active ATS integration. Please verify your connection is live in Settings → Workspace Settings → ATS Integrations. 
2. Once a Hireguide position has been synced to an ATS job, an exact match between an email on the candidate account in Hireguide and the email on the candidate account in your ATS is required to sync the two together. .
   1. Please note that it can take up to 30 minutes for Hireguide to sync all candidates in a position to the ATS.

Troubleshooting candidate syncing

You will know if a candidate is successfully synced by:

• Seeing an orange icon below the bottom of the candidate avatar, and
• Seeing the green badge on the Hireguide candidate profile page. 

Additionally, if the syncing is done on the position-level for a candidate added to an ATS-synced position, you can click the top ATS Details banner on the position to see the status of all candidates synced to the ATS.

Helpful facts about syncing ATS candidates to Hireguide

1. The Candidates table in Hireguide is populated by:
   1. All candidates manually created in Hireguide not synced to an ATS
      1. They can be created from the “add Candidate” button on the Candidates table or within a position.
   2. Any ATS synced candidate that is brought to Hireguide via a Hireguide position being synced to an ATS job. This includes candidates in the ATS job applicant pool that have not yet been assigned to a Hireguide interview. 
2. A Candidate does not necessarily need an application associated with it.
   1. A candidate exists at the workspace level
   2. An application exists at the position level
3. An Application must have a Candidate associated with it. It is the association between a candidate and a position.
4. 1:many relationship is possible for Candidate:Applications
5. Candidates must be grouped by ATSs in a workspace with multiple ATS connections.
   1. Implication → 1 real world candidate in two different ATSs will not be consolidated to one Candidate in Hireguide’s Candidate table.
      1. Example → John.doe@gmail.com is a candidate with an application for a Customer Success Manager position in ‘Lever ATS’ that’s synced with hireguide in the Acme Co Workspace. John.doe@gmail.com is also a candidate with an application for a Program Manager position in ‘Greenhouse ATS’ that’s synced with the same Acme Co Workspace in Hireguide. There will be two candidates in the Hireguide Candidate table - one john.doe@gmail.com_Lever and one John.Doe@gmail.com_Greenhouse.
6. Hireguide will not pre-populate the Hireguide Candidate database with ALL candidates from a Synced ATS. Hireguide will only populate with the candidates who have an application in the ATS that is associated with a Job in the ATS that’s synced to a Position in Hireguide. 

Merging candidates

7. We will not allow one ATS synced candidate to be merged into another ATS synced candidate.
8. If one of the two candidates to be merged is an ATS synced candidate, it must be the one that takes precedent.
9. When merging an ATS synced candidate with a non-ATS synced candidate, Hireguide will not override ATS synced candidate information or add to the ATS synced candidate information - even if the non-ATS-synced candidate being merged has incremental information.
   1. Implication - please ensure any information that’s unique to the non-ATS synced candidate is inputted in the ATS before merging in Hireguide.