Candidate communication methods in the ATS

An essential part of the hiring process, and of any applicant tracking system, is the communication between recruitment teams and job candidates to ensure smooth progress through the hiring stages.

For this reason, the entire process should be managed in one platform to avoid the complications that can arise from using multiple tools and channels. In Jisr, users can manage all their communications directly from the ATS system, simplifying the process for recruitment teams.

What types of communication can recruitment team members conduct with candidates on Jisr?

• Send email via (Google - Outlook) 
• Schedule event (To send a meeting invitation via Google Meet and Zoom)

How to connect your communication accounts with your Jisr account?

To send an email or schedule an event through one of your official communication accounts from Jisr, you first need to link your official accounts that will be used to communicate with candidates.

To connect your accounts:

1. Go to Applicant Tracking > Candidates.
2. Select the candidate you want to communicate with.
3. Click on the mail icon, then choose "Communication Accounts" from the menu.

1. A list of available platforms for linking (Google, Outlook) will appear. Linking with Zoom will be available during scheduling events as an option. 
2. Select the account you want to link by clicking "Connect".
3. Once you click "Connect", an external window for the selected platform (Google or Outlook) will open, allowing you to authorize the connection between your account and Jisr.

Important Note:

• You cannot link both Google and Outlook at the same time; you must choose only one account to link.

Once the connecting process is complete, a "Connected" label will appear next to the selected platform.

 

This means your Google or Outlook account will be available for sending emails or scheduling events, and it will appear as an option when contacting candidates from Jisr.

 

How to disconnect your official accounts from Jisr?

Follow the same steps until you reach the "Communication Accounts" window. There, you will find an "Disconnect" button below the connected accounts.

 

How to Send an Email or Schedule an Event with a Candidate?

Go to Applicant Tracking > Candidates, or from Jobs, then select the candidate you wish to communicate with from the list of available candidates. Click on the envelope icon and choose your preferred option. 

Please note that if this is your first time using the communication options with candidates through the Jisr Applicant Tracking System, you will see the following prompt to link your accounts with Google or Outlook to communicate with candidates through Jisr.

Important Note:

You cannot link both Google and Outlook accounts simultaneously. Only one account can be linked to your Jisr account for candidate communication. 

• Send Emails

Users must complete the required fields in the email form:

• Enter the candidate's email address.
• Add any other relevant employees as Cc or Bcc recipients.

To complete the email, senders can choose between two options:

1. Select a saved template with pre-written content to use as an alternative to writing a new email from scratch.

If no templates are available, or the sender needs to create a new template for future use, follow these steps:

• Under the "Template Name" , click on +Create.
• A new form will appear, allowing users to:
  • Name the template.
  • Select the category in which the template will be used.
  • Enter the email subject and body.

2. Senders may choose not to use templates and instead manually enter the email subject and compose the email body.

• Upload any necessary attachments (photos, files, etc.).
• Control the visibility of the email details by specifying roles or users who can view it in the candidate profile timeline.

Schedule events

If you have previously linked your email-sending feature with Google, your account will also be linked with Google in the scheduling event window, and the option to link with Zoom will appear as an additional option. 

And if you proceed with linking to Zoom, a window will also open to complete linking your Zoom account with Jisr. 

Users will need to provide the following information

1. Event Title: This will be the title of the sent invitation.

2. Candidate's Email: Enter the email of the candidate.

3. Attendees: Add any other users who need to attend.

4. Date and Time: Select the appropriate date and time for the event.

5. Meeting Links:

•  
  • No Meeting Link: If the event doesn’t involve an online meeting (e.g., phone call or in-person meeting). In this case, the event email will be sent to the recipient without a meeting link. The date and time will be specified in the email, and additional details can be included in the message body.
  • Include Google Meeting Link: This will create a Google Meet link, which will be attached to the email. The event will be created using the Google account integrated with the system.
  • Include Zoom Meeting Link: This will create a Zoom link, which will be attached to the email. The event will be created using the Zoom integrated with the system.

6. Email Details: You can either select a saved template or manually enter the body of the email.

7. Upload: Attach any necessary photos or files.

Please note that when the email or the event are created and sent, the email responses or updates will be reflected on the timeline of the candidate's profile, in addition to access them normally from the email.