1. Why This Integration?

  2. The Integration Set Up For A New Account

  3. How The Integration Works

  4. Limitations of the Integration

  5. Job Field Mapping Between SmartRecruiters and Visage

Why This Integration?

The integration between SmartRecruiters and Visage applications intends to

(1) Make it easier to post jobs on Visage. Once you post a job on SmartRecruiter, you can easily save this job in your Visage Drafts with most of the fields auto filled, get notified about your job in Drafts, log in to Visage to fill the missing required fields and start sourcing for the job.

(2) Keep the candidate funnel updated with less manual work. Once you have interested candidates, you can send this data to SmartRecruiters. If you update the status of a candidate on SmartRecruiters (such as when you interview or hire them), this status will be automatically updated on Visage.

The Integration Set Up For A New Account

A Cielo admin can follow the steps outlined in this document to create a new SmartRecruiters instance for a team, match it with a Visage account and enable the integration.

How The Integration Works

Once your SmartRecruiters instance and Visage account are set up, you can follow these steps:

1) When you distribute a job to Visage sourcing channels via the advertise process on SmartRecruiters, it will be saved in your Visage Drafts.

A) The RefNumber of the job on SmartRecruiter is used to identify the job by Visage. This is why the RefNumber should not be updated on SmartRecruiters.

B) Your email address is used to synchronize between your SmartRecruiters user profile and Visage user profile. In case the email used in SmartRecruiters does not match any email in Visage, your jobs are not synchronized.

C) You will be notified that the job is saved in your Visage Drafts via email.

D) When you view the draft job on Visage, you will see that most fields are pre-filled with the information you entered on SmartRecruiters. You can complete the remaining fields and start sourcing. Please see the Job Field Mapping section below for more details on how fields are matched between SmartRecruiters and Visage.

E) If you'd like to receive Crowd Sourcing for this job, you can turn the Crowd Sourcing toggle "on" on the job page. If you'd like to source and upload profiles yourself, you can click on the "Add a Profile" button.

F) On the job page, you will see a “Posted from SmartRecruiters” tag on the top left corner to indicate that this job came from the integration.

2) You can send interested profiles to SmartRecruiters via dragging & dropping the profile card to the SmartRecruiters section of the page.

A) You can only drag and drop profiles from the Contacted and Replied lists.

B) When you drop the card, it will appears in the New list, since this will be the default status of new a profile into SmartRecruiters.

3) You can also move the profile to SmartRecruiters from the Profile View by clicking on "Send to SmartRecruiters".

4) If you move a profile from Contacted to Replied status, either via drag and drop or via the dropdown inside the Profile View, you will see a dialog box asking you if the candidate replied with interest.

If you say yes, you can move this profile to SmartRecruiter. The following data is saved in the Visage database for 1 year for potential disputes between Visage, clients and candidates: the date and time of your confirmation, your user ID, your name and last name, the job ID and job name, candidate name, last name and candidate email address.

If the candidate you send to SmartRecruiters is missing some education or experience fields that are required for this job on SmartRecruiters and Visage could not parse these fields, these fields will be left blank on the SmartRecruiters profile page.

5) In SmartRecruiters, you can see if the profile source was Visage Crowd or a Cielo team member.

If the profile was sourced by a team member, a tag is added on the profile in SmartRecruiter with the name and email address of the team member who sourced the profile.

6) When you change the profile status in SmartRecruiters, you will see that the candidate is moved to the correct status on Visage as well.

On Visage, The SmartRecruiters side of your job page will be grayed out to indicate that you cannot make further status changes on Visage. If you'd like to update the status of the candidate, we ask that you do it on SmartRecruiters.

When you open the page of a profile on Visage, you will see a “Open in SmartRecruiter” button which will take you to the correct job and profile page in SmartRecruiters.

7) When you close a job on SmartRecruiters, the job will be closed on Visage as well.

If you close the job on Visage, it will not be closed on SmartRecruiter.

The RefNumber of the job on SmartRecruiter is used to identify the job by Visage. This is why the RefNumber should not be updated on SmartRecruiters.

8) When you reopen a job on SmartRecruiter, the job will be reopened on Visage as well. Any interrupted email sequences will be resumed. Sourcing will not automatically restarted. If you want more Crowd profiles, you can toggle Sourcing back ON.

If you reopen the job on Visage, it will not be reopened on SmartRecruiters.

The RefNumber of the job on SmartRecruiter is used to identify the job by Visage. This is why the RefNumber should not be updated on SmartRecruiters.

9) If you change the owner of the job on SmartRecruiters, the job owner will not change on Visage. If you change the job owner on Visage, we ask that you directly do it on Visage.

10) If you edit the job requirements on SmartRecruiters, it will not be edited on Visage. We ask that you edit the job on the Visage.

Limitations of the Integration

(1) The integration is NOT bi-directional by design. The beginning and ending of a job funnel are on SmartRecruiters, and the middle phases of sourcing are on Visage.

  • If you open, close, reopen a job on SmartRecruiters, Visage will be updated. If you do any of these actions on Visage, SmartRecruiters will not be updated.

  • All sourcing related actions (sourcing more profiles, giving feedback to sourcers, and editing the job requirements) must be done directly on Visage. It is not possible to ask for more profiles, give feedback or edit the job from SmartRecruiters.

  • Candidate status updates must be done on SmartRecruiters, and will automatically be updated on Visage. Candidate status update is blocked on Visage.

(2) When you open, close and reopen jobs, and when you change the status of a candidate on SmartRecruiters, it may take up to 30 minutes to see this update on Visage.

When you send an interested candidate from Visage to SmartRecruiters, there is no delay, it should be instantaneous.

Job Field Mapping Between SmartRecruiters and Visage

Visage Field Name

Rules

Required?

SmartRecruiters Field Name

Auto-filled via the integration?

Job title

Yes

Job title

Yes

Seniority level

Yes

Experience Level

Yes

Employment type

Yes

Type of Employment

Yes

Job description

Yes

Job description

Yes

Job function

3 maximum

Yes

Function

Yes

Company industry

3 maximum

Yes

Industry

Yes

Location (on-site / on-site and open to remote / remote only)

Yes

Employees can work remotely

Yes

(For on-site and open to remote jobs) Office location

Yes

Street address

Yes

(For on-site and open to remote jobs) Locations to source from

Yes

N/A

Yes

(For remote only jobs) Restrictions (anywhere / specific locations / specific time zones / other)

Yes

N/A

Yes

Years of experience

There are default values based on seniority

Yes

N/A

Yes

Must-have qualifications

Minimum 3, maximum 5

Yes

Qualifications

No because the field in SR is a single html, and on Visage it is separate fields per requirement.

Nice-to-have qualifications

Maximum 5

No

N/A

No, optional field

Companies not to source from

No

N/A

No, optional field

Hiring needs (One-time hire / continuous hire)

Default value: one-time hire

Yes

N/A

Yes

When do you need to hire by (asap / in the coming x days / no deadline)

Default value: asap

Yes

N/A

Yes

Are you sourcing for this job outside of Visage right now? (yes / no)

Yes

N/A

Yes

How much have you sourced for this job in the past? (1-5)

Yes

N/A

No

How difficult is it to find great profiles for this job? (1-5)

Yes

N/A

No

The number of emails to be sent to candidates

Default value: 3

Yes

N/A

Yes

The timing of follow up emails to be sent to candidates

Default value: 1 day - 3 days

Yes

N/A

Yes

The content of emails to be sent to candidates

Default email template written by Visage

Yes

N/A


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