Applicants from SmartRecruiters

If your applicants are in SmartRecruiters, OpsBrio can read them — it never changes anything there. Make a read-only credential in SmartRecruiters, store it in OpsBrio, match each SmartRecruiters job to one of your apply pages, then choose who to bring across. Tick one box after that, and every new application comes in by itself.

Before you start

1. 1

   Turn hiring on.

   Hiring

   Hiring comes switched off, and the Owner turns it on. The guide Turn on hiring walks it.

2. 2

   Have an apply page for each job you hire for.

   Hiring › Apply pages

   One live page per station and job. The page decides which station, and which hiring process, the people from a SmartRecruiters job come into.

3. 3

   Check that you can open Hiring › Configuration.

   It is the Owner’s at first. An Owner gives it to somebody else on Ops team › Roles — the Hiring configuration row.

4. 4

   Have an admin login to SmartRecruiters.

   The credential is made in SmartRecruiters’ admin settings.

Make a credential in SmartRecruiters

SmartRecruiters › Settings › Administration › App management › Credentials

1. 1

   Press New credential, and choose OAuth client ID.

2. 2

   Give it two scopes: candidates_read and jobs_read.

   Nothing else. With these two it can read your candidates and your jobs, and it can never change anything in SmartRecruiters.

3. 3

   Set its system role to Admin.

   So it sees every job, not only the jobs one person works on.

4. 4

   Copy the client ID and the client secret.

   SmartRecruiters shows the secret once. Keep that page open until both are stored in OpsBrio, below.

Store it in OpsBrio

Hiring › Configuration › SmartRecruiters

1. 1

   Under 1 · Credential, paste them into Client ID and Client secret · shown once.

2. 2

   Press Store the credential.

   The card then says Credential on file, with the last letters of the secret. Nobody can read the secret back through OpsBrio. Replace… stores a new one; Remove takes it away and stops everything.

3. 3

   Press Pull now.

   OpsBrio reads SmartRecruiters’ open jobs, and they appear under 2 · Their jobs → our listings.

Match each job to an apply page

Hiring › Configuration › SmartRecruiters › 2 · Their jobs → our listings

Every SmartRecruiters job needs one of your apply pages. Nobody comes in from a job until it is matched.

1. 1

   Under each job’s name, choose the page its people come into.

   Where a job’s title names the station and the job, OpsBrio offers a Match to button with your page’s name — one press matches it. OpsBrio only suggests; the match is always yours.

2. 2

   Leave a job you do not hire for on Nobody comes in from this job.

   A dispatcher’s job when your page is for drivers, for example — or one of SmartRecruiters’ job templates, which it lists as jobs too. Their people stay in SmartRecruiters.

Bring in the people already there

Hiring › Configuration › SmartRecruiters › Open the import

The import shows everybody SmartRecruiters has at New, In review, Interview or Offered — never anybody rejected, withdrawn or hired there. Nobody comes in until you press Bring.

1. 1

   Choose how far back to look.

   People SmartRecruiters has touched in the last 21 days is where it starts — type a bigger number and press Show. Somebody who applied more than 90 days ago is shown, but never brought.

2. 2

   Leave out a whole stage. Optional.

   The counts across the top are their stages. Press one to leave that stage out; press it again to bring it back.

3. 3

   In Where they land, choose a step for each stage.

   Each stage they are at in SmartRecruiters — with its sub-status, like Interview · Drug Test — lands on a step of your process. OpsBrio suggests one with a Use button. Left at New — the start, they start at the beginning. Landing on a step sends nothing and ticks nothing.

4. 4

   Read the list, and untick anybody you do not want.

   Already here — already in Hiring under the same email. There is no tick: nobody is brought in twice. Open their record opens the one you have.

   Declined here or Hired here — the same email as somebody you declined or hired. Left unticked; tick them only to bring them in again as a new candidate.

   Job not matched — their job has no page yet. Match it on Configuration, then come back.

   Gets our welcome, Arrives quietly or Onto a step, quietly — what happens to each person you leave ticked.

   Tick all ticks or unticks everybody who would come in, at once — then tick the few you want.

5. 5

   Press Bring — it says how many, like Bring 12 in.

   The first come in right away, then about forty every five minutes; each one says On the way, then Brought in. Changed your mind? Stop the 12 on the way — it carries the number still waiting — and anybody already brought stays.

Who is sent something

Gets our welcome

At New there, and applied in the last few days (3, until you change it): your welcome email goes to them, as it does to anybody who applies on your page.

Arrives quietly

Everybody else. Nothing is sent, and a line on their record says why — no “thanks for applying” weeks late, or to somebody already interviewing.

Onto a step, quietly

Landing on a later step sends nothing and ticks nothing.

Texts

Only to somebody who gave SmartRecruiters their OK to text — OpsBrio carries it across — or who tells you yes. Until then, it is email.

Keep new applications coming

Hiring › Configuration › SmartRecruiters › 4 · From now on

1. 1

   After your first import, tick Keep bringing new applications — every five minutes.

   From then on, anybody who applies to a matched job lands at New by themselves. Somebody who applied before you ticked it comes only through the import.

2. 2

   Choose how recent an application our welcome goes to. Optional.

   Our welcome goes to people New there who applied in the last 3 days — change the number and press Save.

Rejected or withdrawn there

Declines them in OpsBrio, with the reason, while the box is ticked.

Their résumé

Comes across onto their record by itself, a few at a time.

Their OK to text

Comes across when they gave it to SmartRecruiters.

A stage moved there

Nothing. Once somebody is in OpsBrio, you move them in OpsBrio.

Untick the box to stop new applications. Remove, under 1 · Credential, takes the credential away and stops everything.

When something is wrong

no credential

The card’s chip: nothing is stored yet. Store the credential, above.

match the jobs

The chip again: no SmartRecruiters job is matched to a page yet. Match one.

failing

The last pull failed, and the card says why under its buttons. Press Pull now to try again.

SmartRecruiters did not accept the client ID and secret

Paste both again — a new secret if the old one was not copied when SmartRecruiters showed it.

Nobody at New, In review, Interview or Offered was touched

Widen the days on the import, or check that the credential has the candidates_read scope.

Could not check who is already in Hiring

Nobody can be brought in until it answers. Reload in a minute.