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Integrations - Applicant Tracking System

Purpose

To provide an integrator with a guide to which People First API calls are needed to integrate an Applicant Tracking System (ATS) and People First together, so that appointed applicants can be automatically set up in People First with all of their relevant data from the ATS.

This document assumes reader has knowledge of People First terminology and is familiar with API authentication methods, general API usage, and HTTP status codes.

Data overview

The following section lists the data which is required/optional to create a new employee in People First – this may change depending on the region being used.

Required data for new employee

  • Title
  • First Name
  • Last Name
  • Sex
  • Date of Birth
  • Employment Start Date
  • Personal reference (mandatory if using manual personal references, leave blank if using automated personal references)
  • Email Address
  • Job reference / Job title / Department reference

Optional data for new employee

  • Additional names
  • Known as (will default to First name)
  • Previous last name
  • Social Security number (Legislation & Social Security number in correct format – both mandatory)
  • Address
  • Contact details
  • Right to Work – made up of Right to Work Status, Certificates of sponsorship, EU settlement status, Passports, Residency permits, Visas, Work permits
  • Driver details
  • Salary (will default to Job value if not specified)
  • Hours & Basis (will default to Job values if not specified)
  • Working Pattern (will default to Job value if not specified)
  • Schemes & Benefits (will default to Job value if not specified)
  • Attachment Files (can be added against many of the above)

People First/ ATS Setup

If using People First import APIs, then person, job and department references need to be on. Person references need to be manual, and job references also manual if jobs are being created as part of this process.

If not using People First import APIs, People First should be configured with person, job and department references all turned on. They can be automatically generated or manually but if they are on, it will make life easier.

If it is possible to store the job reference/title within the ATS, so that when the applicant gets appointed, we know which People First job they are going into, that will simplify things a lot. Job references are preferred over job titles because the former will be unique whilst the latter may not be.

Alternatively, a job in People First can be created when the applicant is appointed – it would help if the ATS stored the People First department reference/name into which the applicant was going to be appointed into. Department references are preferred over department names because the former will be unique whilst the latter may not be.

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