This article outlines the main steps to Integrate SmartRecruiters with Enboarder. Current Integration supports one function: 'Hire'. This event in SmartRecruiters will start a workflow in Enboarder.

Users Roles

  • To perform steps in Enboarder, the user role should be 'Administrator'
  • To perform steps in SmartRecruiters, the role of the user must be 'Admin'

Setting Onboarding Status in SmartRecruiters

  • Login as 'Admin' in SmartRecruiters
  • Clicks on 'Settings/Admin'

Navigate to the Configuration section, and click on 'Candidate Fields'.

Click on 'Add Field', then select the field 'Onboarding Status'. Tick 'New Hire Form' to have this field appear on the New Hire Form.

Setting up connection

Login to Enboarder to create a connection with SmartRecruiters:

  • Login as an Admin user and go to Settings > Integration > App Center
  • Click on the tile (or search if you can't see it) for which you want the integration setup.  

Click on 'Add Integration'.

Select 'oAuth2' and click 'Next'.

Now you are able to set how frequent the polling intervals are and also if any filters (optional) have to be applied. After setting the pull frequency and filter (optional) click 'Integrate Now'.

Tick the checkbox 'I have enabled onboarding status in Smart Recruiter', when you have  enabled the onboarding status in SmartRecruiters. 

Note: If you tick this box without doing the above steps in SmartRecruiters, the integration will not work.

When the new tab opens up, fill in your username and password, then authorize.

Note: If you are wanting to use filters based on candidate properties from SmartRecruiters, please reach out to your Customer Success manager who will help you with this.

Following an instance being created, it will prompt for SmartRecruiters credential login details.

Once logged in, request for information access will be asked. Once this is allowed, the instance will be setup, and the integration is completed.

It’s crucial that the identical fields are set up in Enboarder that are used in SmartRecruiters. The basic fields required to launch a workflow are: New Hire name, New Hire contact, Manager name, Manager contact and New Hire start date.

In Enboarder, clicking into the settings tab allows you to view and set up branding, locations, categories and custom fields. The mapping exercise involves ensuring whatever is created here matches what is in SmartRecruiters.

Where relevant: Custom fields for Source type, Source sub-type and Source are the same as shown on the SmartRecruiters 'Add Candidate' screen. The label for Job reference code in SmartRecruiters is REF code, with it coming as 'refNumber' in the api. Make sure to create a custom field with the same name that is coming in the API response i.e. refNumber (see below). See here how you can create custom fields in Enboarder.

You can create multiple workflows in Enboarder, and will often have criteria on these (such as location). When criteria is sent from SmartRecruiters, Enboarder will launch the new hire into a workflow that matches this criteria.

General Integration Notes

Location

The system is picking location from the location on the Job.  The location may contain address, city, country, region, region code. Enboarder will match the values in the below order. The location name in Enboarder needs to consist of all of these fields that you are sending over:

Address > City > Country > Region > RegionCode

Managers

Using Default Role

Enboarder is calling SmartRecruiter's Hiring Team API to receive the Hiring Manager's information. Enboarder is able to fetch the following managers' from SmartRecruiters:

  • HIRING_MANAGER
  • INTERVIEW_TEAM
  • RECRUITER
  • EXECUTIVE
  • COORDINATOR  

These are defined in SmartRecruiters, and will automatically be mapped in Enboarder if these manager roles have been created. See here how to create managers' in Enboarder.

Using Custom Field - Type 'User Picker'

If you need other custom roles on top of the above roles, you can add these using the custom field type 'User Picker' in New Hire form in SmartRecruiters. Enboarder will map these user's with manger's that you have created in Enboarder. 

Note: In the above two methods, mobile contacts will not populated for these managers', as SmartRecruiters does not provide a field to enter a mobile number for these users. If there is any requirement to add mobile numbers for these managers', please see below.

Mapping Extra Managers via Custom Fields

To map extra managers' with mobile numbers or emails, custom fields should be used in SmartRecruiters. The convention to be used for 'Immutable Field Key' value of the custom field should be a lower case manager label of what is defined in Enboarder, with spaces converted to “_”.  For example below, if the manager label in Enboarder is Report To Manager, the Immutable Field Key in SmartRecruiters should be report_to_manager.

To define Mobile or Email for these manager user's, the Immutable Field Key name convention should be the same as the manager label above, however suffixed with _mobile or _email. For example below, report_to_manager_mobile. 

These custom fields should be defined as candidate fields in SmartRecruiters and added on new hire form.

Triggering new hires into Enboarder from SmartRecruiters

When in a job, and selecting a candidate as ‘Hire’, a workflow will launch in Enboarder, bringing with it all of the criteria that was listed in SmartRecruiters.

Trouble Shooting

You can investigate mapping issues very easily, with the API response being available in Enboarder. Go to Settings -> Integration -> Audit logs to view the complete payload. There will be multiple rows. One contains the complete response message, with the other providing the rest of the candidate information for that workflow.

Click on the row with the blank employee name to view the complete payload.

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