Great Recruiters Integration Overview

Great Recruiters is an experience management software company that sells exclusively to staffing agencies. Using automation, we help our clients capture, act-on, measure, and promote real-time reviews and testimonials from candidates, placed talent and clients. We ask for testimonials and referrals from individuals in real-time who had a positive experience and report negative experiences back to the firm to get resolved before they become problem, a negative review online. Clients that use the platform also get a comprehensive dashboard that measures the individual performance, but also the performance of the entire organization allowing leadership to regain control of the experiences their agency creates.

Functions:

Automate the solicitation of feedback from candidates, placed talent, and clients.
Push review data and referrals back into AviontéBOLD

Chapters

Integration Setup

Integration Flows
Diagram of Integration

Integration Setup

Great Recruiters consumes webhooks and events when feedback is provided from clients and talent. 

GR is processing only two events: 
Placement_started. (For Placements)
talent_stage_updated.(For Submissions)

Integration Flows

Placements from Avionté are the events that we receive whenever a talent is placed for a specific job. In our case, the talent is a candidate that was placed as we are catering CANDIDATE reviews in our system for Avionté.
In case of placements the company admin provides placement trigger days. And by default the trigger days column is set to 5. These days are used to calculate the trigger date by adding it to the event start date.
We are comparing the trigger date with the current date on a daily basis and Review requests are sent for only those events whose trigger date is equivalent to the current date.

To get placement’s payload, we hit their placement API from the placement id and

URL: https://api.avionte.com/front-office/v1/placement/{placementId}

When we receive a placement event, we fetch the recruiter user from the recruiterUserId provided in the Avionté event. If the recruiter is not found, the error is displayed in the logs saying ‘Recruiter with [email] doesn't exist on GR.’

URL:https://api.avionte.com/front-office/v1/user/{id}

After this, we fetch talent data from the talent_id given in the event. From the fetched talent, we get the respective job from Avionté.

If everything matches from our side and Avionté side and all the required data is present in the GR, a Candidate review is generated. If a review is already present in our GR side with the same data, the review will not be created and the error ‘the limit of the reviews has been reached’ will be displayed in the logs.

The Avionté placement settings have following triggers: 

1. Check this to run Avionté review requests for Placement daily 
   1. If the checkbox is checked only then the emails for the review requests will be sent out of our system.

2. Run Avionté Manually for Placement
   1. Clicking the run manually button will trigger all the review requests whose trigger date is today (the date the button was pressed)

3. Preview Avionté Data for Placement
   1. All the Avionté data that we have received till date whether they are successful events or not will be previewed in a form of modal when we click this button.

4. Trigger on Placements after days:
   1. This shows that after how many days, the review requests that are created will be triggered from our system i.e. jobActivityStartDate + placement trigger days (5 days).
   2. If an admin updates the placement trigger days and the trigger date is still in future, requests will be triggered on its own time.
   3. If the admin enters such placement days that the trigger date lies in past (for instance trigger date was 2022-07-08 and admin updated the days from 5 to 2, that means trigger date updated to 2022-07-05 which is in past. So in this case, review requests will be triggered immediately)

Flow for Nominations: Whenever a talent is submitted, a Review request can be triggered off any submission that is added to Avionté.  Avionté nominations have different types for the stages the candidate is at such as submitted, offered, interviewed, declined, etc. They also have a job activity stage to match. These nominations are also created against a CANDIDATE review.

Event Types: We will cater talent submitted (whenever a candidate is submitted in Avionté ) and talent stage updated (wherever the job stage of the candidate is updated) event for nominations only. 

We have added Two Fields in submission portion

1. Stage Type:
   a) Talent_stage_updated: 

In this we will check if the StageType from the payload matches the stage type in Avionté settings. Only then trigger the review request.

           b) Talent_submitted:

In this case the StageType will be Submitted and it matches with the given values in the field for that company’s Avionté settings.

2. Job Activity Name:
   1. Talent_stage_updated: 

In this we will check if the Job Activity Name matches the job activity name in the Avionté settings. Only then trigger the review request.

2. Talent_submitted

In this case the Job Activity Name should match with the given values in the field for that company’s Avionté settings. Other than this, if the job activity name is nil, the review request will be scheduled as well.

In case of nominations, the company admin provides nominations stage type and job activity for which they want to send review requests. Means for a nomination event, a review request is generated only if the stage type and job activity in the coming event is present in stage type and job activity name in our database.

API’s Used for Nomination:
For the Nomination event, we get the Avionté payload for stage type by hitting their talent stage API.

URL: https://api.avionte.com/front-office/v1/talent/stage/{id}

Then we get the recruiter user from the Avionté that too exists in out GR system.
URL: https://api.avionte.com/front-office/v1/user/{id}
If the user we get from this API is present in our system, the requests will be processed further. Otherwise, the request will not be processed and ‘Recruiter with [email] doesn't exist on GR.’ error will be displayed in the logs.Then we fetch the actual talent and the job from the id’s present in the event. If one of the following fetched data is missing, the request will not be processed.
URL: https://api.avionte.com/front-office/v1/talent/{id}

URL: https://api.avionte.com/front-office/v1/job/{id}

If the submission action doesn’t match the submission state provided by the company admin, we give ‘submission action not found’ error message and preview in the logs.

If the submission action is present and it matches with the stage type in the Avionté event, we check if the review is already created against the submission or not. If it is already created, we give ‘the limit of reviews has been reached’ error. Otherwise we create a CANDIDATE  review against that submission. 

If a review is created successfully, the review request will be triggered after jobActivityStartDate + 1 days. 

Process: The process of placements and Submissions is almost identical. Following steps will explain the process.

1. We receive event from Avionté
2. We process the event only if the event is of Placement or Submission
3. We get job_id, recruiter_id, and talent_id from the event
4. Now we hit API endpoints of Avionté against each of the above ids to get the corresponding data.
5. Finally, we trigger the Review Request after validating the recruiter in our system.

Diagram of Integration