How candidates are synced to my ATS

When you use FactoryFix with an ATS integration, we ensure a seamless flow of qualified candidates directly into your system of record. Here's a breakdown of how it works.

When Do Candidates Sync to My ATS?

During setup, you'll decide on a "sync trigger" with your Account Manager. This determines the moment a candidate's data is pushed to your ATS.

• Option A: Sync on 'Engaged' status (Recommended)

This is the most common and recommended setting. Candidates are only synced to your ATS after they have successfully completed the AI recruiter's screening conversation and are moved to the 'Engaged' stage. This keeps your ATS clean by ensuring only vetted, interested candidates are added.

• Option B: Sync on 'New' status

Candidates are synced to your ATS as soon as they apply. When they later complete screening and move to 'Engaged,' we attempt to update their record in the ATS. (Note: Some ATS platforms don't support application updates well, which is why 'Engaged' only is often preferred).

How Different Candidate Sources Sync

• Direct Applicants: Candidates who apply to your job posting will sync based on your chosen trigger ('New' or 'Engaged').
• Passive Candidates: These candidates are sourced by your AI recruiter. They will only sync to your ATS when they respond, complete the brief outreach screening, and are moved to the 'Engaged' stage.
• Talent Search Candidates: If you manually add a candidate from the Talent Pool to a synced job, they will sync based on your chosen trigger.

What Information Appears in Your ATS?

When a candidate syncs, we send a rich profile to your ATS. For each application, you will receive:

• Core Candidate Data: Name, email, and phone number.
• A Comprehensive PDF Profile: This is the key document. It's attached to the candidate's application in your ATS and contains:
  • Their full resume.
  • The AI recruiter's detailed assessment and 1-5 star rating.
  • The entire screening conversation transcript.
  • A direct link back to the candidate's live profile in FactoryFix.
• Source Tracking: The application is automatically tagged with "FactoryFix" as the source.

Important: We send the screening answers inside the conversational PDF, not as data mapped to individual fields in your ATS.

Frequently Asked Questions

Q: If a candidate applies to multiple jobs, what happens in my ATS? A: Depending on your ATS, either a new application will be added to their existing profile, or a new candidate profile will be created. Each application will have its own job-specific PDF profile.

Q: Do candidate status changes in my ATS sync back to FactoryFix? A: No. The integration is one-way for candidate status. If you hire or reject a candidate in your ATS, you will still need to update their status in FactoryFix to keep your analytics accurate.

Q: Do candidates who apply directly to my ATS career page appear in FactoryFix? A: No. The sync only sends candidates from FactoryFix to your ATS, not the other way around.