November 2017 Video Interviewing Integration with TalentLink & easyrecrue
Introduction This document contains the technical and functional requirements for the standard, best practice integration with the TalentLink ATS and the video interviewing platform provided by EASYRECRUE. Lumesse has worked with EASYRECRUE to understand the available functionality and integration capabilities which are described in this document. This standard integration has been tested and confirmed as working, so can be seen more as an activation than a new integration. Deviations from the standard approach can be considered but will require additional effort/cost from the Lumesse consulting and technical teams and the EASYRECRUE teams to assess and confirm the possiblities. Any deviations from the standard should be discussed, agreed and documented along with relevant estimated cost implications before the signature of the order form for integration between TalentLink and easyrecrue.
Contents INTRODUCTION... 2 Contents... 3 TALENTLINK OVERVIEW... 4 EASYRECRUE OVERVIEW... 4 Relevant system concepts... 4 FUNCTIONAL WORKFLOW... 5 IMPLEMENTATION REQUIREMENTS... 6 TECHNICAL PROCESS... 7 APPENDIX 1: TALENTLINK CONFIGURATION REQUIREMENTS... 9 Functional process... Erreur! Le signet n est pas défini. Configuration... 9 Page 3
TalentLink Overview TalentLink is an applicant tracking system with capabilities to integrate to other systems using APIs. (API stands for application programming interface, a set of procedures which allows other systems to access data and features of TalentLink). For the integration to a video interviewing platform the relevant features of TalentLink are: Job Requisition Form each new job vacancy requires a job requisition form, when the job requisition form fields are completed and saved, TalentLink generates a unique identifier for this job vacancy e.g. TA0001. Candidate the candidate record is created either by the submission of a candidate application to a vacancy (for example, via a careers web site or by a recruitment agency) or manually by a TalentLink user. A candidate can have multiple applications Application the application is the submission of candidate details (e.g. personal information and CV/resume) to an open job vacancy in TalentLink Selection Process for each job vacancy there is a connected selection process, this is a configurable set of steps that the candidate can go through post the application to that job. A step can be configured to link to an External System (in this case the video interview provider) via an API queue. The step can be configured with a Feedback Form Feedback Form a configurable form which contains fields used to capture feedback about the result of a selection process step. The form will be configured to capture data returned from the video interviewing provider about the results of the interview and to display the URL to the recorded video. easyrecrue Overview easyrecrue is an online pre-recorded video interviewing solution, providing the facility to hold interviews with applicants and assess them in non real-time. easyrecrue pre-recorded integrates with any applicant tracking system using APIs as well. Features relevant for the integration are: Campaign each Lumesse job requisition must be referred by an easyrecrue campaign, which is a set of questions
Invitation link this is the link provided back to Lumesse so the candidate can record the interview Interview link this is the link provided back to Lumesse within the Feedback Form so Lumesse users can watch the interview once completed (an easyrecrue user account is required) Functional workflow The recruiter or user working with TalentLink will need to follow this process to setup and run the video interviews via this standard integration: Recruiter creates a job requisition in TalentLink (TLK) Recruiter logs in to easyrecrue and edits/creates the campaign setup (Pre-recorded video) Recruiter adds the TLK job requisition number to the campaign manually (one to one relationship between campaign and TLK requisition) Recruiter posts the job from TLK to sources and candidates apply Recruiter selects candidates who should complete an on-demand video interview and start the relevant selection process step in TLK The candidate details are integrated to easyrecrue and a unique URL is passed to TLK The candidate is emailed from TLK with the URL (one time URL), the email template is set up in TLK and is specific to the selection step (i.e. cannot be edited per job) Reminder emails are sent from easyrecrue every 3 days if the candidate has not completed the interview (content is configurable) Once the interview is completed by the candidate a URL is passed back to TLK and stored in the interview feedback form associated with the step in the recruitment process, the recruiter can view the interview by clicking on the URL Workflows or functionality not described in this document are out of scope of the integration with easyrecrue, these include but are not limited to: Live interviews triggered from TalentLink Managing the interview review in easyrecrue with an update sent to TalentLink when the assessment is completed by the recruiter Page 5
Implementation requirements The integration uses the TalentLink API Assessment Provider Bundle. Technical information related to this API can be found at: http://developer.lumesse.com/docs/read/assessment There are two principal activities to implement the easyrecrue integration. Technical activation, Lumesse will activate the assessment API bundle and activate API queues needed to process the candidates to be retrieved by easyrecrue for video interview. Configuration update, Lumesse will demonstrate to the Customer the changes required to the selection process, email template and feedback forms to enable candidates to be sent to easyrecrue. The final configuration of TalentLink to add the easyrecrue step to the required organisations and processes will be the responsibility of the Customer in the scope of the standard integration. More details of the technical process and configuration requirements follow.
Technical process Candidate application preparing the assessment System TalentLink TalentLink Process step Candidate responds to a job ad and completes the application process Each new candidate application will be queued in the queue "Easyrecrue". * Testing URL for notification: https://app.easyrecrue.com/ats/lumesse Live URL: https://app.easyrecrue.com/ats/lumesse Based on an interval (e.g. 10 minutes), the queue detail needs to be queried to check for new applications (in case the notification from scenario 1 has failed). System Easyrecrue Easyrecrue Process step Using the method listallqueuesdetailed you can monitor for new queued applications: if elementscount>0 for "Easyrecrue" the candidate application information can be collected The method getexternalsystemrequestfromqueue "Easyrecrue" is used to collect the first queued candidate application. process continues: System Easyrecrue Easyrecrue Process step When successful, the element needs to be removed using method removeexternalsystemrequestfromqueue for the "Easyrecrue" queue. Using the candidate application information (candid, candidatestatus, candidatetype, externalclientid, externalserviceid, tlkrequestid), a new unique assessment URL is prepared and submitted back to TalentLink using the submitresource method. TalentLink As part of the Lumesse selection process step configuration, the candidate is moved into the specific selection process step, and is sent an email template that includes the unique online assessment URL to the online video interview for this candidate application. Submitting the online assessment back to TalentLink System Candidate Easyrecrue Process step Candidate receives the email notification, and completes the online assessment After the assessment has been completed, the report is prepared and stored. The feedback is shared back to TalentLink using the tlkrequestid unique identification: The assessment results feedback scores are submitted via the method submitresults. This includes the scores for the following questions: URL to review interview report Scores Comments Assessment status The structure for this form can be collected using the method: getresultstemplate The assessment report can be attached to the candidate application using submitreport. Page 7
Done The status Completed is set after completion via the method submitstatus. Valid values for Status are: Unknown, Initiated, Started, Updated, Locked, Saved, and Completed.
TalentLink Configuration Requirements Configuration Selection Step Video Interview There are actually two options for offering the possibility to add the video recruitment step. 1. Only selected candidates need to complete this step: then you can just provide the option to add a step in the roles & rights management for users: 2. The video-interview should be a standard step in the recruitment process. In this case, you add the step to your wanted recruitment processes. Navigation: System admin>organisation management for>select organisation>process Management Selection Process>Manage Models Configure EasyRecrue as step as follows: Page 9
At the right of the screen, you will see that you have to select templates and a feedback form as well:
Selection Step feedback form Compte rendu EasyRecrue In order for an url to come back to TalentLink, which the recruiter then can click to watch the video, EasyRecrue needs to be able to send it to TalentLink. This happens through a feedback form. Configure 1 form in forms & questionnaires with one free text field. Navigation Forms & Questionnaires>Form builder> Choose form type feedback form (compte rendu) The answer should be free text and can be configured as follows: The name of the field is called Fiche candidat in this example. Selection Step e-mail templates Even if the e-mail templates are not required to be added to the step, I strongly recommend to create them and add them in the selection process step. The e-mail templates should include a placeholder (champ de fusion) for the link: [%online_test_url%] Candidate invitation e-mail Creating a candidate invitation e-mail: Settings>communication templates> Create as Candidate communication Page 11
An example of invitation e-mail text can be: Bonjour [%First_Name%] [%Last_Name%], Dans le cadre de notre recrutement, nous avons le plaisir de vous informer que votre candidature a été retenue pour réaliser un entretien vidéo. L objectif est de vous permettre de vous exprimer au-delà de votre CV et de réaliser cet entretien vidéo lorsque vous êtes vraiment disponible. Avant de commencer, vous aurez une première question test pour vous exercer. Attention, nous attirons votre attention sur le fait que vous n aurez ensuite plus la possibilité ni d arrêter ni d annuler l enregistrement. Vous avez un temps limité pour vous connecter sur le lien easyrecrue afin de répondre aux questions préparées par le recruteur. Les équipements nécessaires sont les suivants : - une webcam - un microphone - la dernière version de Adobe Flash Player, que vous pouvez vous procurer : ici Pour aborder cet entretien dans les meilleurs conditions, nous vous conseillons de : - Privilégier un endroit calme - Soigner votre image, votre élocution - Eviter toute alerte sonore - Etre synthétique pour respecter le temps imparti à chaque question. Pour tout renseignement, vous pouvez contacter le service support au 09.53.12.95.38 ou par mail à support@easyrecrue.com. Le fonctionnement du service et l'ensemble du processus vous seront présentés en détail directement sur l'interface. A vous de jouer!
[%online_test_url%] Cordialement [%person_in_charge%] [%organisation_signature%] Candidate Rejection e-mail If you use a generic rejection e-mail, you can just select that one, or you can create a specific rejection e-mail. Testing the EasyRecrue Step before you activated the new config If you want to test but for some reason can t make the step EasyRecrue available yet by activating the selection processes, you can add selection steps manually. 1. Click Zoom On and then Add Step 2. Fill out EasyRecrue as Step Name and External System as Step Type 3. Add External System Easyrecrue: Page 13
4. Easyrecrue will be added to the selection steps: 5. Assign the step to the e-mail recipient who is going to be testing the integration, make sure the e-mail contains the aforementioned placeholder with the url for the video interview setup. 6. E-mail should be sent and recipient should get link on where to do the interview.
Page 15
For more information contact your account manager or drop us a note at www.lumesse.com