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HR-ATS Candidate Importer

Andrew Garbett
Updated
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This help guide will show you how to import candidate data from iRecruit or your chosen Applicant Tracking System (ATS) into HR.

 

Contents

 

Introduction

As a candidate progresses through the various stages within the recruitment process the candidate Status will change. Data relating to candidates who are eventually employed can be transferred into HR from Recruit or your chosen ATS, subject to configuration.

Note: For more details on the Applicant Status see the linked guide.

 

Selecting a candidate to transfer

  • The example below is shown in iRecruit so your system may differ depending on configuration
  • Ensure that you are viewing the candidate whose status is to be changed

  • Click the icon in the Change Status column

  • Select the status you have configured to be a Transfer Status (in this example 'Transfer to HR’) as the Next Status for the candidate
  • Click Change Application Status

 

Import the candidate into HR

  • In HR go to the following area:
    • Latest (left-hand) menu: Starters & Leavers > Starters > Candidate Importer
    • Pre-2025 (top) menu: People Admin > New Starters > Candidate Importer
       

Candidates tab

  • Click on the Candidates tab and then click Refresh to be presented with the pop-up 

  • Click Get New Records to pull in new records since the last update, or Update All will pull in all available records and refresh any existing records if any mapped fields have been updated since the last Refresh. The update will not apply to records that have already been Imported
  • Candidates available to Import will be displayed
  • Click into individual records to enable the Import or Reject buttons to process the selected records
  • Buttons on the right of each record allow you to:
    • Edit the Start Date or Record Group on the summary page as necessary
    • Open a pop-up of full Details that have been mapped, to review and amend as necessary. Click Update to save changes
    • Refresh: this will pull through any updated data from your recruitment system since the last update for that specific record
Note: The mapped fields that are available are subject to the configuration agreed during implementation. For changes to candidate mapping, such as including Job and Pay information, please raise this with your customer experience manager or project manager.
  • The Import button will import the candidate and create a record in HR
  • The Reject button will reject the candidate from the import and a record will not be created in HR and will be removed from the Candidate Importer
  • The Data Retention button will display information in relation to the candidate data retention periods 
Note: Personal data is imported into HR but additional information will need to be created. There is no opportunity to use the Add New Employee Workflow/Wizard as the record(s) have already been created by the Import. The new employee record will assume the default HR user role.

 

Imported tab

  • The Imported tab will show a list of recently imported records (subject to Data Retention limits) with a tick against records that have successfully imported to HR
  • Records highlighted pink with a cross in the Imported? column did not Import successfully with an option to Refresh or Re-import
  • Import Messages will confirm any data that was not successfully mapped or provide a reason for Import failure

 

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