🔍 Articles in This Section

Please use the following list to see additional internal articles regarding ATS Candidate Rediscovery (ATS Search):

• (Internal) ATS Candidate Rediscovery (ATS Search) Overview (📍you are here)

📖 Customer-facing Resources

• ATS Candidate Rediscovery (ATS Search)

What is this functionality?

Sourcing from your ATS is the idea that customers can search using Prospect Search to search across not only all sourced Gem profiles in their CRM, but also all candidates from their ATS.

Customers sometimes also refer to this as “ATS Candidate Rediscovery,” where the re discovery bit underpins the idea that the primary use case is centered around finding previously engaged and qualified candidates who were in the interview process at some point in the past.

Many talent teams have come to treat this functionality — surfacing all ATS candidates in their CRM — as table stakes for any CRM.

What use case are we targeting?

Gem’s Prospects module will index allpast candidates from a team’sATSinstance. The primary use case we’re targeting for MVP will be to enable talent teams to easily find qualified candidates from within their ATS, as opposed to having to go to LinkedIn/SeekOut/etc to constantly find net new people.

More context about what silver medallists are and why this use case is important in this doc: +Searching for Silver Medalists: Use Case Overview

Launch / Availability

Eligibility

All customers using a deep-sync supported ATS (Greenhouse, Workday, SmartRecruiters, SuccessFactors, iCIMS, or Lever), who are on the Standard (fka Teams) and Advanced (fka Enterprise) CRM packages.

Cost

No additional cost at this time on top of CRM cost.

Set up

• Customer must have stage mappings done (they should have this done already if they use Pipeline Analytics and/or Talent Pipeline) — this is because our filter for “last stage reached” relies on these milestone-based stage mappings
• Webhooks + Harvest API are required for Greenhouse
• Workday customers should follow steps by enablement
• SmartRecruiter customer should follow steps by enablement
• SuccessFactors customers should follow steps by enablement
• iCIMS customers should follow steps by enablement
• Can be turned on/off as a product module in the support dashboard. This functionality is enabled by default for all Standard (fka Teams) and Advanced (fka Enterprise) on deep-sync supported ATSs customers.

Features by ATS

How It Works

Which people appear in Prospects search results?

In general, all candidates in Gem and all candidates withATSapplications will appear in Prospects search results , regardless of what the user’s specific ATS permissions are.

• This means that even if I’m not the recruiter on sales jobs, I can still search for past candidates who’ve applied to sales roles.
• This also means that candidates who only exist in ATS (before they’ve been copied over to Gem) who are interviewing/in process with the company will appear in search results unless you filter them out somehow to make sure you aren’t reaching out to people who are actively in process
• (Update as of April 8, 2024) A note on hired / private candidates.
• Today, neither hired or private candidates are surfaced in Prospect Search. Regardless of if they are Gem persons, or just indexed ATS candidates.
• Private candidates will NEVER show up in Prospect Search.
• Hired candidates today do NOT show up in Prospect Search (with this diff). This may change in the future, if we allow customers to toggle whether “hired” candidates are shown in their CRM. https://app.asana.com/0/1134395552712721/1205277619292622/f
• This is true for all deep-sync supported ATSs.

Why did we build it this way?

The search for silver medalists is often less job-specific and more skillset based — meaning the difference between “talent operations” candidates and “HR operations” candidates may be negligible — so we want to make as many eligible candidates as possible accessible to the recruiter who might be looking for a particular kind of skillset. if we surface only candidates on specific job reqs that recruiters have access to (e.g. “talent operations”), they may be missing out on tons of qualified candidates in adjacent jobs (e.g. “HR operations”).

Customers have also mentioned wanting to find silver medallists across a variety of entry level roles, for example, where the skillsets for each have lots of overlap or are generic enough to make candidates qualified for many distinct roles.

Another valuable use case surfaces when you’re looking for old candidates who have since progressed in their careers: e.g. Kona is working on finding AEs and only has access to the Mid Market AE role, but thinks it is worthwhile to consider past candidates from the SMB AE job that they technically don’t have access to in the ATS.

What do ATS candidates look like in Prospects?

You can distinguish candidates who exist in the ATS only from ones who are in Gem (including ones who are in Gem and already linked to ATS candidates) by looking at whether the “Who added to Gem” column in the table shows an ATSicon or a user’s icon (the user shown is the one who added that profile to Gem).

Greenhouse example — see the icon in the 3rd column, excluding the checkbox

What can I do with ATS candidates from the search results?

After you’ve identified some candidates that you want to reengage — whether they’re Gem candidates or candidates from your ATS — you can act on them the way you normally would with a batch of search results in Prospects:

• Add them to a Project
• Add them to a Sequence
• Do anything in the “Actions” menu (bulk log activity, bulk set reminder, etc)
• Click on the mail icon to send a 1-off message

Once you take action on them in any of the above ways, we’ll instantaneously and silently import those candidates into Gem, creating linked Gem profiles for all and then adding them to a Project/Sequence/whatever action you wanted to take on them. This bulk import is essentially the same as how you can currently import candidates from the ATS, but we do that for the user seamlessly in the background so they don’t have to go through a multi-step process of first importing the Greenhouse candidates and then adding them to a Project/Sequence.

How do the filters work?(exampleis Greenhouse)

In Prospects, you’ll see a new section of filters called “{Your ATS Name} applications.” Remember that these filters only work on candidates with no open job applications — i.e. candidates with any open applications won’t appear in search results, even if they also have previously closed applications.

In order to include candidates who have open applications — i.e. are actively in process — you must check the box that says “Include active candidates” at the top of the search filters.

Using ATS filters out any Gem-only candidates. i.e. filtering on “Rejection Reason” doesn’t make sense for candidates who’ve never interviewed at your company before, so candidates who only have Gem profiles with no linked ATS profile won’t appear in search results.

This section lets you filter on:

• Job: the job that the candidate applied to previously
• Can select multiple (OR operator)
• Job requisition number is included in the autocomplete dropdown when available, so if you don’t see it, it doesn’t exist (many orgs don’t use job req IDs)
• Can select open or closed jobs but we don’t denote whether the job is open or closed.
• Can also search for strings in job names (e.g. filter on all jobs containing the word “sales” in the title, instead of selecting a bunch of specific jobs)
• Candidate Tags
• The tags associated with this candidate in the ATS
• Rejection reason
• Can select multiple rejection reasons (OR operator)
• Note: If a candidate has multiple closed applications and one of them does not match the rejection reason selected, they’ll still be included in the search results
• Reached interview stage
• Example: filtering on “Onsite” will return candidates who’ve reached “Onsite” and “Offer” (any later stages, if they exist)
• Select one stage only
• Note: These stages use the stage mappings in Pipeline Analytics and Talent Pipeline, so a customer has to have completed stage mappings first to be able to use this filter
• This filter selects for candidates who have reached at least that stage: this means that all candidates in the search results will have reached that interview stage or beyond.
• Scorecards
• Filter on proportion of past scorecards with positive feedback for each application (e.g. >25%)
• The scorecards column in the search results shows you breakdown of scorecards received in the most recent application, excluding pending scorecards
• Clicking into the scorecards detail modal shows you all scorecards that candidate has ever received, regardless of which interview stage, including pending scorecards
• Exclude any candidates with a strong negative response
• This will filter off candidates with a Strong No score
• Last in process
• This will show candidates who were recently in process of haven’t been in process for some time. Some companies use a cool off period to wait before reengaging a past candidate (e.g. 6 months, 1 year).

Prospects Table Column Definitions

We define the most recent application for a candidate as the associated application with the most recent last_activity_ts value, as provided by the ATS. The following columns derive their contents from most recent application:

• Last in process - This date is derived from last_activity_ts
• Source - The source of the application with the most recent activity.
• Stage - The furthest stage reached for the application with the most recent activity.
• Rejection reason - The rejection reason of the application with the most recent activity.

The values in the columns reject the most recently active application for a candidate. This means that the values in the column may not not reflect the search filters.

EXAMPLE: Let’s say there’s a candidate who submits two applications, A and B, that are both at “Application Review” stage. Application A is advanced to “On-site” and then rejected after interviews. Later on, Application B is reviewed and advanced to a “Hiring Manager Review”. The hiring manager notices that the candidate already been on-site and has them rejected. In this scenario, the most recent application for the candidate is application B and therefore the row for this candidate will show “HM Review” for the Stage column, even though the candidate made it to an On-site recently. The column value may be confusing if a user is performing a search on candidates who have made it to the “On site” stage.

Appendix - Older Sections

How Do The Filters Affect Which Candidates Appear In Search Results?

All Current Filters

NOTE: Reference Prospect Search in product for latest filters, this image is not being actively maintained.

Which filters filter on which candidate profiles (Gemvs.ATS Candidate, or both)

Description of the above diagram

Entire Venn diagram: filters that work on all people records, regardless of whether they have only a Gem profile, only a Greenhouse record, or candidates in both places that are linked

• Resume keyword search: works on PDFs attached to Gem profiles (both from LinkedIn downloads or any other PDF attachments), and PDFs attached to Greenhouse applications. No other file types are currently supported. Some more detail in CRM team Slack.
• Work: Job title, company
• Greenhouse doesn’t supply previous work history so always searches only on “current”only”
• Education: School
• Greenhouse supplies only most recent
• Contact Info (“Has email address” — we can see if someone in GH has an email address)
• Location:
• Eng working doc has more details for how location is exposed / derived from each ATS: +Prospect Search on ATS Candidates Enhancements
• Location data is normalized by Gem
• Refers more specifically to candidate location, NOT job location
• Location is synced directly from Greenhouse, Workday, SmartRecruiters, Lever
• Location is derived for SuccessFactors and iCIMS (from available work/experience history)

“Gem-only” filters: Works as long as someone has at least a Gem Profile (but could be linked to Greenhouse profile)

• Work: YOE
• Education: Degree, Graduation Year, Field of Study
• Location
• Greenhouse supplies candidate addresses sometimes but not that helpful. For most other Gem candidates added via LinkedIn PDF download, this filter works the way it always has, using the location taken from their LinkedIn profile~~~~(orsupplied via data refresh).
• As of February 15, 2024, “Location” is also supported for ATS candidates https://app.asana.com/0/1205297914345529/1205911773855787/f
• Contact history:
• Sequence Activity (including specific Sequences, Sent By, Sequence activity timeframe)
• Last Contact (could be expanded to filter on Greenhouse candidates too if we use email metadata)
• Diversity (could do this for Greenhouse candidates too since we do this for Pipeline Analytics already)
• Projects (all fields)
• Profile (Due dates, Who added to Gem, Refreshed, Custom fields)

Greenhouse-only filters: filters that work only on people who have a Greenhouse profile (could be linked to a Gem profile)

• Closed applications (all filters)

Things to note + FAQs

Why do I see a different number of results in Gem vs. in Greenhouse?

Some possible reasons:

• We’re better at deduplicating candidates based on email than Greenhouse is. So, in Greenhouse, 4 candidates could be named Mara Stephenson, while we only show 1 Mara Stephenson row in the Prospects search results.
• Gem Prospects excludes Greenhouse-only candidates who are:
• attached to any applications that are currently active
• are marked as hired
• So it’s possible that some of the candidates you see in Greenhouse search results are also associated with another job application that was either marked as hired or is currently active.
• Note, however, that Gem candidates who were uploaded to Greenhouse and have open applications can appear in search results.

Other reasons:

• Sometimes the filters don’t behave the way a user might expect them to; e.g. they may use the “Location” filter + a Greenhouse Job filter thinking that the Location filter is filtering on the Greenhouse Office location that the Greenhouse Job is associated with, not the candidate’s location as listed on their LinkedIn profile.

Are search results ranked in any way?

Not in any “smart” way the way other solutions claim to do.

When I click to view scorecard details, why do I see scorecards saying “not synced”?

We only recently started to sync full scorecard details (the scorecard comments in addition to the yes/no verdict), so we haven’t backfilled all scorecards for all customers. We’ll eventually get to this, but if you notice this for a customer you’re working with, feel free to kick off a Greenhouse re-sync from the support dashboard.

• What is this functionality?
• Eligibility
• Cost
• Set up
• How It Works
• Which people appear in Prospects search results?
• What do ATS candidates look like in Prospects?
• What can I do with ATS candidates from the search results?
• How do the filters work?(exampleis Greenhouse)
• Prospects Table Column Definitions
• Appendix - Older Sections
• How Do The Filters Affect Which Candidates Appear In Search Results?
• Things to note + FAQs