BWB #3: Answers to Staffing Automation Questions

Ask Billy About Automation

I get asked A LOT of questions about Staffing Automation.
When possible I record the questions and answers.

I will add additional answers to this post moving forward.
When I run out of space … I’ll make another post!

Have a Staffing Automation question?
Here are the best ways to ask me:

1. Leave a comment on LinkedIn
   11 AM EST every weekday on Linkedin (Link) I post. I stick around for 30-45 minutes so that is when you’ll get the speediest response. I also hold a Staffing Automation AMA every Wednesday.

2. DM me on LinkedIn

3. Leave a comment on a newsletter post

4. Email me Billy.Davis@bullhorn.com

5. Ask in dedicated Slack channel or send a Slack DM (Internal/Partners)

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1/13/2022 Q&A

❓: Does anyone know if BHA handles email validations? Does anyone know if BHA handles email validations? Use case: Client wants to ensure there are no invalid email addresses entered, particularly in required fields (e.g.: Candidate, Contact entities).

1. You can search for email fields that have null values and automate whatever you want to do with that segment.

2. You can search for email fields that do not have an @ symbol. Helpful to find incorrectly formatted or the N/A, TBD, type values you will sometimes find.

3. We also create a duplicate candidate and sales contact list and update it each night automatically for clients. Records with email addresses that exist in another record in the system already.
   

❓: is there anyway to add more custom fields that can be used for Automation?

Yes! Put in a support request and you will get granted additional custom fields to sync in and use. As a best practice we recommend only bringing in fields that you currently use or will use soon.

❓: I have a client looking to leverage calendly (or something similar) and automation. The scenerio would look something like this. Candidate applies to job, automation triggers welcome email w/calendly link from recruiter (but the recruiter would be round robin) ...is this possible?

Yes! In the user settings area you can enter calendar links for your recruiters. It is then useable as a merge tag that can be inserted into an email or text message. That accomplishes the first part.The 2nd part can be done by doing some customizations with ownership assignment rules to achieve the round robin ownership you are aiming for. Once that is in place you can merge in the correct owner calendar link and you are off to the races!

❓: It is possible to CC or BCC recruiter on outbound emails?

1. Yes! this is a setting that needs to be enabled on the back end. We made it that way because historically it was used incorrectly and inboxes were bombarded.

2. We recommend being extremely selective when using it as any high volume automations will results in a lot of emails and likely contribute to inbox fatigue.
   

❓: I'm trying to find a BH Internal User and I cannot find them. Why would they not appear under ATS Users?

1. They need an email address to appear inside BH Automation. Something intentionally done to exclude API and other users from appearing when they aren't wanted.

2. There are also a number of ways that you can manage ownership and ensure candidates don't get messages from certain users all controlled from the settings area.
   

❓: I want to know if there's a way to capture and track EEO data for candidates? Ideally, looking for a way to use an automated process that would anonymously track EEO and import into the ATS.

BH Automation can read/write to hidden fields. I’ve seen that as part of a solution that works well with this. There is a lot to consider and be mindful of but I've seen it done well.

❓: We've been trying to build a similar automation that better aligns former applicants and passive candidates with new jobs that seem to be a match for their skillset. Do you have any recommendations on Job Matching automations from skillsets in their resumes paired against open jobs?

1. Make updating their information easy and able to be done via self service. Why - the more updated and complete information you have the better the matching will become.

2. Frame the recommendations as possible matches instead of perfect ones and include a fallback. Why - this makes a situation in which matches aren't right much smoother. Include a link to your job board and/or tips on how to find what they are interested in.

3. Use engagement of any sign as an indicator/alert to get a recruiter involved. Why - just knowing a former applicant or passive candidate is interested in looking at jobs is great engagement info to know. Then there is a whole host of things to do to optimize the job matching by having information in the right places and things you can do to make that happen.

❓: I have 5 different "brands" each with it's own website that then connects with one central database. What would be the best way to link automation to each of the brand websites?

Put the website tracking code on each website. Then REGEX can be used to unify some of the automatic activity tracking if desired.