ATS Candidate Rediscovery (ATS Search)

Table of Contents:

• Overview

• Eligibility

• How to Set up ATS Candidate Rediscovery

• How it Works

  • Which people appear in Prospects search results?

  • What do ATS candidates look like in Prospects?

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

  • How do the filters work (Greenhouse example)?

• FAQs

Overview

You probably have many great candidates you have in your ATS -- a treasure trove of silver medalists and other highly qualified, already-warm candidates waiting to be reengaged.

Using Gem Prospects, users can search across not only all Gem candidates in their CRM (like they would with Prospect Filters), but also all candidates from their ATS. e currently support Greenhouse, Lever, Workday, and SmartRecruiters; support for additional ATSes coming soon.

Gem Prospects helps you find previously engaged and qualified candidates who were in the application process at some point in the past. This is the perfect way for every recruiter and sourcer to start building pipeline. For example, if you're searching for sales development managers, you can go look at sales development representatives who interviewed 2 years ago, since they may have been promoted since then. Or if you're looking for women who previously applied to your Front End Software Engineer role and received mostly positive scorecards in the onsite interviews, we can get you that list too. 🙂

Once you've narrowed your search results down to a list of candidates you want to reengage, just add them all to a sequence and wait for the replies to start trickling in. You can also add them to a Project for a deeper review of each candidate.

Eligibility

This functionality is available to Greenhouse, Lever, Workday, and SmartRecruiters customers on Gem Teams and Enterprise packages.

How to Set up ATS Candidate Rediscovery

• Your team must have stage mappings done. You likely have this done already if you use Pipeline Analytics and/or Talent Pipeline.

  • If your team uses Greenhouse: Webhooks + Harvest API are required.

How it Works

Gem Prospects indexes all candidates from your ATS (Greenhouse, Lever, Workday, SmartRecruiters, and SuccessFactors as of now) and surfaces them in search results as well. In order to find qualified candidates from the past, we've added a new section of filters that allows you to search for candidates from your ATS who've applied to certain jobs, reached a certain interview stage, received certain scores on their interviews, and more.

Read a higher-level overview on Gem Prospects here, and a deeper overview of how all the filters work here.

Which people appear in Prospects search results?

In general, all candidates in Gem and all candidates with ATS applications will appear in Prospects search results, regardless of what the user’s specific ATS permissions are.This means that even if you are not the recruiter on sales jobs, you can still search for past candidates who’ve applied to sales roles.

What do ATS candidates look like in Prospects?

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

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 in the following ways:

• Add them to a Project

• Add them to a Sequence

• Other actions in the “Actions” menu (e.g. bulk log activity, bulk set reminder, etc)

How do the filters work (Greenhouse example)?

In Prospects, you’ll see a new section of filters called “{Your ATS Name} applications.” By default, these filters only apply to candidates without active 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. For example,. filtering on "Rejection Reason" will remove 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. The Job requisition number is included in the autocomplete dropdown when available, so if you don’t see it, it doesn’t exist.

• Candidate Tags: The tags associated with this candidate in the ATS

• Rejection reason: If a candidate has multiple closed applications and one of them matches the rejection reason selected, they’ll be included in the search results

• Reached interview stage: 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. For example, filtering on “Onsite” will return candidates who’ve reached “Onsite” and “Offer” (any later stages, if they exist)

• Scorecards: This filter selects candidates who have applications with a certain percentage of positive feedback (e.g. >25%).

  • The scorecards column in shows you breakdown of scorecards received by the candidate across all applications, regardless of which interview stage filter.

• Exclude any candidates with a strong negative response: This will filter off candidates with a Strong No score — This is only available for Greenhouse

• Last in process: This will show candidates who were recently in process or haven’t been in process for some time. Some companies use this to operationalize a cool off period before reengaging a past candidate.

FAQs

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

Some possible reasons:

• Gem has robust deduplication efforts so you don't see 7 identical records in your search results. This means that in Greenhouse, 4 candidates could have the same name, but Gem may collapse them all into one row in Prospects search results if we're confident that they're all the same person.

• Gem Prospects excludes Greenhouse-only candidates who are attached to any applications that are currently active or are marked as hired.

Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.