How are candidates synced to my ATS?Updated 2 months ago
When candidates added or apply to your sync jobs on FactoryFix, their information automatically syncs to your Applicant Tracking System (ATS). Here's what you need to know about how this works.
When Do Candidates Appear in My ATS?
Your FactoryFix account manager will work with you to set up the timing (sync trigger) that works best for your hiring process. You can choose to:
A. Sync all "New" candidates: This means candidates will sync to your ATS as soon as they're added to a job. When their status changes to "Engaged" later, we'll try to update their information in your ATS with any additional details.
Note: Some older ATS platforms don't support updating candidate information after the initial sync. If this applies to your ATS, your account manager will let you know and may recommend the second option below for better results.
B. Sync candidates only when they're marked as "Engaged": This means candidates will only sync to your ATS once their status changes to "Engaged", ensuring you only see candidates who have progressed in your hiring process.
A candidate can become "Engaged" either when you manually change their status to engaged, or automatically after they complete screening questions.
How Do Candidates Get Into Your ATS?
Candidates can enter your ATS in several ways:
Direct Applications
When candidates apply directly to your jobs through FactoryFix, they'll sync to your ATS based on your sync trigger. If set to sync "New" applications, they'll sync immediately. Otherwise, they'll sync when marked as "Engaged".
Active Outreach Candidates
When candidates respond to Copilot's Active Outreach, they start in "Outreach" status. Once they complete the screening process, they'll automatically move to "Engaged" status and sync to your ATS, regardless of your sync trigger settings.
Outreach candidates who don't respond or complete the screening process will remain in "Outreach" status and won't sync to your ATS. You can manually move any promising candidates to "Engaged" status if you want them to sync to your ATS.
Talent Search Unlocks
When you find promising candidates through our Talent Search feature and add them to a synced job, they'll be marked as "New". If your sync trigger is set to "New", they'll sync immediately. Otherwise, you'll need to manually move them to "Engaged" status for them to sync to your ATS. Unlike direct applications, Talent Search candidates won't automatically move to "Engaged" status.
Adding to Another Job
Similar to Talent Search Unlocks: When you add candidates to another job, they'll start with "New" status in that job. If your sync trigger is set to "New", they'll sync immediately. Otherwise, you'll need to manually move them to "Engaged" status for them to sync to your ATS. Like Talent Search candidates, these candidates won't automatically move to "Engaged" status.
What Information Appears in Your ATS?
Every synced candidate includes:
- Basic Information: Name, email, phone
- Comprehensive PDF that includes:
- Their resume
- Copilot's assessment and scoring
- Their screening responses
- The full conversation history
- A direct link back to FactoryFix
How this information appears depends on your specific ATS:
- Some systems will add new applications to existing candidate profiles.
- Others will create new profiles for each application.
- Either way, you'll have access to all their FactoryFix information.
How Can I Track Where Candidates Came From?
All candidates synced from FactoryFix are automatically tagged with source information in your ATS. This helps you track which candidates came through FactoryFix and measure your recruitment channels' effectiveness.
How source tracking appears varies by ATS platform. Some systems show FactoryFix as:
- A source field on the candidate profile
- A tag on the application
- An attribution in the candidate history
To see exactly how source tracking works for your specific ATS:
- Go to our "Supported ATS Systems" guide
- Find your ATS in the list
- Check the "Source Setup Guide" and "Finding the Source" columns
Frequently Asked Questions
Q: Will screening question answers sync back to my ATS's screening questions?
A: No. Since FactoryFix uses a conversational screening approach, screening responses appear in the PDF profile attached to the candidate's application, but don't populate your ATS's screening question fields.
Q: If a candidate has already synced to my ATS and then answers screening questions, will their information update?
A: If you've chosen to sync candidates immediately, we'll try to update their information when they complete screening, but some ATS platforms don't support these updates. If you've chosen to wait for screening completion before syncing, this won't be an issue since candidates only sync once with their complete information.
Q: What happens if a candidate applies to multiple jobs?
A: Depending on your ATS, either a new application will be added to their existing profile, or a new candidate profile will be created. In either case, each application will include its own PDF profile with job-specific information.
Q: How can I tell which candidates came from FactoryFix in my ATS?
A: FactoryFix applications are automatically tagged with source information in your ATS. The exact setup depends on your ATS - your account manager will help ensure this is configured correctly.
Q: Want to change when candidates sync to your ATS?
A: Contact your FactoryFix account manager to discuss changing your sync settings.
Q: Do applications from my ATS sync back to FactoryFix?
A: No. The sync only works in one direction - from FactoryFix to your ATS. Applications and candidates in your ATS won't sync back to FactoryFix.
Q: Does FactoryFix track candidate status changes in my ATS?
A: No. Once a candidate syncs to your ATS, FactoryFix doesn't monitor their progress or status changes in your ATS. If you move candidates to different stages or disposition them in your ATS, these updates won't sync back to FactoryFix.