Boon ATS Integration Overview & FAQ

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Boon ATS Integration Overview & FAQ

Last updated May 2024

Below is an overview of Boon's ATS integration functionality. If you have a question that is not answered below, please contact support at

support@boon.atlassian.net⁠

⁠

Set Up

How long does it take to integrate with my ATS?

The integration process varies depending on the ATS provider but most can be setup in as little as 5 minutes.

Some enterprise and tailored solutions may require collaboration between our dev team and your internal technology team.

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Job Syncing

When a job is created and published in the ATS, it is published to Boon. When the job is edited in the ATS, those edits are reflected in Boon as well. Jobs sync every 12 hours. This means any changes that are made to your job in your ATS will be reflected on Boon within 12 hours.

How do jobs get updated in Boon?

Boon can receive job listing data in a few different ways, including XML feed, API, Boon’s integration-less data syncing feature, or web scraping. Web scraping is the least preferred method. Listings that are synced with your ATS will display the

unique ID used by your ATS⁠

to track applications. How this ID is structured will vary depending on the ATS.

The syncing schedule for jobs can vary based on your ATS. The typical syncing schedule is every 12 hours. This means any changes made to your job in your ATS will be reflected on Boon within this syncing period.

What information is syncing over?

For each job post that is synced to your ATS, certain fields will be grayed out when viewing them in Boon’s employer admin panel because they will use the data in your ATS as the source of truth. That means any edits that you make on Boon for these fields will not be reflected in your ATS and will be overwritten the next time the job sync updates. Any field where the data has been provided by your ATS will be greyed out in Boon.

Job Field Mapping

Custom fields can be synced but will not be displayed on the general user side of the product. They can be displayed within the

job edit form of the admin site⁠

Boon’s

job field defaults⁠

will only be applied if no data is received for a field. Job post information received from your ATS will automatically override any default input settings.

The

Job Post Data table⁠

below shows fields highlighted in green, which have a predetermined set of values that they can accept. If synced data does not exactly match these values, it will only be synced if mapped to a preset value within Boon.

How do I change the recruiting contact for my jobs?

For most ATS integrations, when you first connect your account, the correct recruiting contact should be set based on the hiring team data in your ATS (i.e., recruiter, coordinator, owner, etc). The correct ATS recruiter will be set as the recruiting contact if that individual has a Boon account with recruiting access to your profile (and a matching email as the one associated with their ATS account). To improve the accuracy of this mapping, we encourage you to add your relevant team members before connecting your ATS.

For some ATS providers, such as Workable, the recruiting contact will automatically be set to whoever set up the ATS connection. If you wish to have a different team member assigned as the owner, contact your account manager for assistance. Alternatively, using Boon’s ‘bulk edit’ function, you can

manually assign a job owner⁠

to several jobs at once.

You can also assign a default owner for jobs and departments within

Openings > Settings⁠

Scroll down to the “Openings settings” section at the bottom of the page

Within the “Owner” field, select “Other” - a separate field will appear below where you can input the name of an active team member within your Boon account.

Note: This default owner value will only be applied to jobs that do not have an existing owner assigned. If a job has an owner assigned to it when sent to Boon, that job owner value will remain applied to the job and override the default job owner setting.

Syncing new jobs

How and when your new jobs get synced to Boon will be determined by the configuration setting you have for your ATS. Visit

Settings > Integrations⁠

within the admin panel and look under your specific integrations configuration to see whether you have automatic importing enabled.

Note: This type of interface may not be available for some enterprise integrations and custom integrations.

Job Post Data

Job Post Data

Field

Default Inputs

Notes

Job title*

Opening UID*

Boon will assign this internally.

Location*

Organization’s HQ location

Description*

Skills

Job Function

Accepts up to 3

Industries

Organization’s industries Can be empty

Accepts up to 3

Experience level

Mid-senior default

Entry & Junior Level, Associate, Mid-Senior Level, Director Level, Executive, Not Applicable

Education

None

None, As per opening description, High School Diploma, Associate’s Degree, Bachelor’s Degree, Master’s Degree, PHD

Urgency

Normal

Normal, Urgent

Work type

Full-time

Full-time, Part-time, Contract, Temporary, Cofounder, Volunteer, Internship

Remote work

Hybrid

On-site, Hybrid, Remote

Salary range - Low

Currency options are available and will be applied to both values.

Salary range - High

Currency options are available and will be applied to both values.

Owner*

Super admin

Followers

Can be empty if no value

Number of openings

Visibility

Internal Only

Internal Only, Public

Publish status

Publish

Draft, Archive, Publish

Custom fields

There are no defaults. Boon can collect and store custom field data as needed.

There are no rows in this table

⁠

* = required information

To edit the default field settings for job posts and departments visit

Openings > Settings⁠

within admin panel.

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Referral & Application Syncing

Boon’s internal terminology for referrals and applications is “opportunity”. Each tracker card essentially represents an “opportunity”.

Opportunity syncing allows you to process Boon referrals and job-seekers who apply to your synced jobs directly in your connected ATS. Companies report saving 4+ hours a week on recruiting tasks using this feature by reducing the need to manually add profiles and streamlining candidate communications through their ATS.

Visit

Settings > Integrations⁠

within the admin panel and look under your specific integrations configuration to see whether you have opportunity syncing enabled.

Note: This type of interface may not be available for some enterprise integrations and custom integrations.

How do opportunities get updated in Boon?

Listings that are synced with your ATS will display the

unique ID used by your ATS⁠

to track applications. How this ID is structured will vary depending on the ATS.

The syncing schedule for opportunities can vary based on your ATS. The typical syncing schedule is every 1 hour. This means any changes made to your job in your ATS will be reflected on Boon within this syncing period.

Where will candidates show up?

This will vary depending upon how you have mapped your ATS stages with Boon’s tracker stages.

By default, a candidate who is referred will appear as a new candidate in the first stage of the hiring flow within your ATS (

see flowchart below⁠

Alternatively, you have the option to wait until candidates apply/express interest in the position through Boon before pushing this information to your ATS. If you prefer this option, please inform your account manager accordingly.

What information is sent to my ATS?

This will vary depending up on which specific ATS provider you have. You can view the specific data fields that are available below.

Standard Referral Data

Standard Referral Data

Referral Data Fields

Notes

Candidate name*

Candidate email*

Candidate phone

Opening referred*

Message to the employer

Message to candidate

Referral provider name*

Referral provider email*

Referral provider title

Date & time of referral*

Location

Referral/opportunity UID*

Opening UID*

Candidate type*

Direct Referral

General referral

Social Referral

Direct application

Referral source*

Internal or external

There are no rows in this table

⁠

Fields in italics = no input field required

Required Referral Fields

By default, the referral provider is only required to provide their name, email and position they are referring to send a referral. Some of the field requirements for the referral form can be modified via

Openings > Settings > General settings⁠

⁠

View comprehensive overview of employer field values

⁠

Standard Application Data

Standard Application Data

Application Data Field

Notes

Candidate name*

Candidate email*

Name of opening applying to*

Message from candidate

File*

URL*

Primary referral provider name

Primary referral provider email*

Primary referral provider UID*

Date & time of application*

Location

Opportunity UID*

Opening UID*

Candidate type*

Direct Referral

General referral

Social Referral

Direct application

There are no rows in this table

⁠

Fields in italics = no input field required

By default, only a file or URL is required with an application.

The primary referral provider is the referral provider who is being credited for the referral.

Custom application form fields can be added as an optional second step to the application process.

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View comprehensive overview of employer field values

⁠

Tracker Stages

Tracker Stages

Employer Stages

Referral Provider Stages

Candidate Stages

New Referral

Sent

New Referral

Applied

Interviewing

Hired

Declined (Candidate)

Passed (Employer)

There are no rows in this table

⁠

Each Boon tracker stage must be mapped to at least one ATS field.

Not all ATS tracker stages are required to be mapped to a Boon tracker stage.

A single Boon tracker stage can have multiple ATS tracker stages mapped to it.

An ATS tracker stage can only be mapped to one Boon tracker stage at a time.

Fields in italics = automatically moved to the ‘archived’ section of the tracker

⁠

View comprehensive overview of employer field values

⁠

Custom Stages

Custom tracker stages are available to certain package tiers. Boon treats all custom stages as a child stage of the “Interview” stage. Custom stages

appear as individual columns⁠

within the admin tracker. For users, custom stages are displayed

via status chips⁠

though the candidate remains in the “Interview column”.

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How will candidates appear in my ATS?

A candidate who comes through a Boon referral and/or application will appear as candidates in the first stage of the role that candidate applied for. Each candidate will be tagged with Boon as the source. Whenever possible, we will also tag the candidate as a referral. Additional tags and data may be included as well depending on each customer’s needs and the capabilities of their ATS.

Note: For some ATS providers such as Greenhouse, the admin user who connected the account will show up as the person who “imported” that candidate on behalf of your company.

Boon fields that are not supported by the ATS can often be shared through the ATS’s comment/notes field. Changes to these field values will be reflected as additional comments.

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Boon ATS Integration Data Flow Overview

⁠

This is a visual breakdown⁠

of how the job, referral and application syncing works between Boon and the ATS.

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