ATS is essential to a recruiter's workflow. Sourced candidates and past applicants are all saved in the system and recruiters can track and contact candidates based on the gathered information. However, as we always say, profiles in your ATS are only valuable if they are fresh and complete. When you have a large number of profiles in your ATS, it could be difficult to update and source within your talent pool.
In Hiretual, we offer you the Talent Data Cloud solution to manage your saved profiles. By importing the profiles to Hiretual, you are able to get renewed information for candidates in your ATS talent pool and use Hiretual's AI Sourcing engine to search the ATS pool along with our 45+ open web platforms.
Subject to the number of profiles in your ATS, you may choose to import candidates directly from your ATS or use our Offline Import capability.
Import from ATS
If you have less than 100,000 candidates in your ATS, you can import your candidates directly through the integrated ATS as the Admin of the team. To start, locate your ATS on the Talent Data Cloud --> Configuration page of the Admin Console.
On the Details page of the ATS, enable the import feature and set up your import preferences. You may specify the number of profiles that you'd like to import and depending on the settings of your ATS, you can select the modified date, job title, stage, and tags of the candidates.
You will receive an email notification when the process is finished.
When you have more than 100,000 profiles that you want to sync to Hiretual, or when your ATS is not integrated with Hiretual, you may choose the offline data migration option. You will have a dedicated Implementation manager and a team of support engineers that will work with you in conjunction with your CSM throughout the process.
To start, click on the Offline Import button on the Talent Data Cloud page.
You will also find the link on the ATS integration page when you set the number of candidates to 100,000 or more.
On the next page, you’ll be able to read through the Bulk Candidate Profile Import Guide and download a copy to share with your co-worker who will be assisting with the offline import on your end. Note: You will need to scroll to the bottom of the Import guide and acknowledge Hiretual's Data Processing and Security Addendum at the bottom of the modal before you’re able to hit Get Started.
To kick off the offline import process, you will be asked to provide about 500-1000 sample profiles from your current candidate pool. To share candidate data with our team, please provide your data using our offline data migration template. You are able to download the template directly from the page and share it with other members on your team. Please follow the instructions on the first page of the template and make sure that you share the folder with firstname.lastname@example.org
before you input the link so that our team can access your shared files. If any adjustments or updates are required throughout the offline import process, you can update the files within your shared link as long as you communicate any changes that you would like us to take note of.
When you are ready, use the text bar below to share the drive link with the necessary files. We will accept any shared link from popular vendors including but not limited to Google Drive, Dropbox, Box, iCloud, and more.
After you submit your shared link through the portal, we will also inform your CSM and AM to make sure that all members of our support team are on the same page and able to track your progress.
Once the files are reviewed and approved, you will receive an email confirmation to access your sample candidate profiles within Talent Data Cloud. You may screen through the candidates' information and give us feedback on your imported data. If you are satisfied with the imported profiles, click on the Import Your Remaining Data button on the lower right of the Sample Candidates page. If there are details you need updated, please coordinate with your dedicated implementation manager.
Similar to the import of sample candidates, you can upload your remaining candidate profiles with a shareable link on the next page.
Your remaining data will also go through a reviewing process. If any adjustments or updates are required throughout the offline import process, you can update the files within your shared link as long as you communicate any changes that you would like us to take note of.
After the data is approved and the import is initiated, you will receive an email notification that allows you to access all of your imported candidates on the All Candidates page of the Admin Console.
If you want to import candidates in the future, simply click on the Offline Import tab on the left and you will be able to upload additional profiles. Please note, only ONE import task can be processed each time.
After clicking on Send data for review, you will be led to the review page, and you will receive an email notification once the data is reviewed, approved, and importing.
Q: For the offline import process, how long does it take to bulk import the candidate profiles?
A: During the preparation stage, our team will discuss with you the scope and timeline of the project. To give you an idea of the time we need, the migration of 500k profiles may take a minimum of 5 weeks from start to finish, including one kick-off week to set the timeline, two weeks of Test Environment Run on sample candidates, and two weeks of Production Environment Run to process the rest of the profiles. Every additional 200k profiles would require 1 additional week for data processing.
Q: What is the refresh rate of the data?
A: Hiretual’s refresh rate is dependent on the customer’s data. The minimum data fields required for a refresh are name, social links, and email. It is always good to have more data fields available to ensure the data refreshment is as thorough as possible.