JobRobotix - VMS Solution: Setup & Use

JobRobotix is a VMS integration solution for Avionté Bold. JobRobotix facilitates getting VMS jobs faster; each job is created in your AviontéBOLD ATS or published to your career portal within minutes of receipt.

JobRobotix solutions give your team the tools to easily streamline the job capture and candidate submittal process through VMS. No longer will your staff deal with the burdens and mistakes of data entry.

Recruiters don’t have to waste time managing VMS data. JobRobotix saves you enormous quantities of time and automatically keeps your open jobs up-to-date, as well as helping synchronize activities between your database and the VMS.

• Integration Features
• Integration Enablement
• Integration Configuration

  • JobRobotix Marketplace Configuration

• Company/Contact Creation & Updation

• Automatic Job Creation

• Manual Job Creation Process

• Job Update Process

• Talent Submission Process

• Manual Talent Submission Process

• Manual Placement Creation Process

• VMS Job and Submission Management

• VMS Job Search Terms

• Data Transfer direction between JobRobotix and Avionté

Integration Features

• Jobs coming from a VMS via JobRobotix can be automatically created in BOLD via a configuration setting in the BOLD marketplace.
• A new VMS Details widget can be leveraged to view VMS specific information for a Job
• Talent can be submitted to the VMS via JobRobotix without leaving BOLD.
• User can choose whether or not to enable the Job creation and Talent submission automation from the marketplace settings.
• Talent Submission can be monitored through a new VMS Job Submission Monitor Dashboard widget.
• Talent Submission can be managed through a new VMS Job Submission Management Dashboard widget
• Users will be able to narrow down the Job search results using the new VMS search terms in BOLD.

Integration Enablement

To enable the integration, an internal Avionté resource will need to enable the JobRobotix system features.

When this integration is not enabled, the marketplace tile will display a description of the partner service and provide a way to receive more information. 

Integration Configuration

Once the JobRobotix integration is enabled, it can be configured in the marketplace, if the user has Marketplace Admin permissions.  When the user does not have Marketplace Admin user permissions, the marketplace configuration screen will be hidden and the tile will continue to show the partner service description.

The Marketplace Admin permission can be enabled from the User Access screen.

The VMS Job Submission Admin permission can be enabled from the User Access screen. VMS Job Submission Admin access is required in order to be able to submit a talent on the job.

Users will be able to receive Job Email notifications by saving their preferences under user accounts

Depending upon the selections made in the above settings, users will either receive Job Emails for all the jobs, or the jobs where the user is a job owner or no emails.

JobRobotix Marketplace Configuration

If the system features are enabled and the user has Marketplace Admin permissions, when the user opens the Marketplace tile, they will be presented with a configuration screen to select from below options.

Once the configuration is saved, if the Automatic Job Creation toggle is enabled, when a Job is sent from JobRobotix to BOLD, the Job will appear under the Jobs tab. If the Automatic Job Creation toggle is disabled, the job will be queued and will appear in BOLD under Dashboard >Tasks > VMS reqs

If the 'Enable Talent Submission to VMS' toggle is enabled, then upon nominating a Talent on the VMS job, user is prompted to submit a talent to VMS for that job. If the toggle is disabled, then the user will not see a prompt to submit the talent on VMS.

Company/Contact Creation & Updation

Upon initial implementation, JobRobotix will go through a mapping exercise to bulk load the existing Company, Department and Contact data from BOLD into JobRobotix.

After the initial bulk loading, whenever a new company is created in JobRobotix using the Add Company form, user must complete the form, define the Company, Department, Worksite and Contact. Upon saving the form in JobRobotix, the new Company, Department, Worksite and Contact record will be created in BOLD.

If a new Company is added in BOLD, the same company record will be then created in JobRobotix automatically.

Company, Department, Worksite and Contact will be in sync between JobRobotix and BOLD at all times irrespective of whether a new company is added or an existing company is updated.

Automatic Job Creation Process

JobRobotix has filters so they are only sending the jobs the client wants in an ATS. Once the job is sent from JobRobotix to BOLD, since the 'Automatic Job Creation' toggle is enabled in the marketplace, the job is automatically created in BOLD i.e. the Job is searchable and viewable in BOLD. 

Manual Job Creation Process

If the user chooses to disable the 'Automatic Job Creation' option in the marketplace, then, instead of being searchable and viewable on BOLD, the job will be staged and ready for review. User can then manually create a job on BOLD.

Navigate to myDashboard > Tasks > VMS Reqs in BOLD to see the staged jobs.

Once the job has been reviewed, if user has determined that the job needs to be created in BOLD, then user can click on 'Create Job' button. Upon clicking the button, a 'Create Job' aside opens up with some prepopulated data. User must fill all the necessary fields and click on 'Create Job' button at the bottom of the aside to create this job.

Once the job is created, the HCM User can push the job to their 24/7 Talent through the normal process, if they choose.

If the user has determined that the job should not be created in BOLD, then clicking on the 'Remove Job' button will delete the job from the queue. 

Please Note: Dashboard Tasks are setup by individual users. If another user is using the same VMS credentials in the marketplace then the other user will be inactivated. In order to avoid this, the user with active connection will need to share their Dashboard Tasks with the other users.

Once the Job is created using one of the two methods above, user can now view them in the Job Details page.

A new field 'Job Origin' provides user with the information on where the Job originated from. If the job was manually created, Job Origin displays 'Manual Entry'

Along with the other job details, the job that is originated from JobRobotix also contains VMS specific job details. A newly added VMS widget can be added to the job details screen to view this information. To add this widget, click on 'Add Widget' button on the Job Details screen. Click on the Details menu option, click on the green + icon on the right side to add 'VMS Details' widget.

Once added, users will be able to view the additional VMS details in the widget.

Job Update Process

When a VMS client makes updates on the Job order in the VMS, JobRobotix will then make these updates in BOLD. However, any job updates made on BOLD will not sync back to the VMS, but will be consumed by JobRobotix to prevent overwriting the BOLD record.

Examples for some job updates from VMS to BOLD via JobRobotix include Job start date or End date, Bill Rate and Pay Rate, Job Status change, Notes or Job Requirements.

Talent Submission Process

The staffing agency users will need to configure submission packets in JobRobotix.  The submission packets are used to identify the requirements for candidate submissions for a company.  JobRobotix references the submission packets to know what talent data needs to be passed back to the VMS with the submission. 

Depending upon the VMS, job requirements can be provided when the job is created in the VMS system.  JobRobotix will pass back the job requirements as a text blob that will be displayed in the VMS Details widget in BOLD. 

When nominating a talent on a job, BOLD will prompt the user to submit the talent to the VMS. 

For an already nominated talent, the user could click on the Submit to VMS action button 

When either the user clicks the Submit to VMS action button, or if the user indicates that they’d like to submit the talent to the VMS after being prompted, a VMS submission aside opens

Upon clicking the dropdown, a list populates with the data that is currently completed for that Talent record. Each dropdown has multiselect option so the user can choose all the relevant options from the dropdown before submitting the Talent. User can then fill out the form aside, providing all information needed to submit the talent to the VMS and click ‘Submit’.

Upon submitting the Talent, the Talent stage is then updated to “VMS Submission Pending”

JobRobotix submits talent to VMS. If the Talent has been successfully submitted, then JobRobotix will automatically update the talent stage to 'Submitted to VMS'. If for some reason, the submission fails, then the talent stage will be automatically updated to 'VMS Submission Failed'.

Manual Talent Submission Process

In the BOLD Marketplace configuration if the 'Enable Talent Submission to VMS' setting is NOT enabled, then once a talent is nominated on a job in BOLD, the recruiter will have to login to JobRobotix, create the talent record, and then submit the talent to the hiring manager. 

Manual Placement Creation Process

JobRobotix does not receive talent submission updates from the VMS as they go through onboarding with the company, thus we will not be able to update the talent nomination stage beyond “Submitted to VMS”, nor can we automatically place the talent in BOLD.

When a talent is “Ready to Hire” for a job in the VMS system, the user would receive an email notification from the VMS and the user would then need to place the talent in BOLD manually.

VMS Job and Submission Management

Two Dashboard widgets will be created that gives users one place to go to manage their VMS jobs and the talent submissions on the job.

VMS Dashboard Widgets can be added from the Jobs menu

VMS Job Submission Monitor displays a list of VMS Jobs and a count of Talent that are in 'Submitted to VMS', 'VMS Submission Pending' and 'VMS Submission Failed' status. Upon clicking on the icons, an aside opens on the right hand side that displays the submission details.

VMS Job Search Terms

When searching for Job that has VMS terms, there are a few options user can search by. This will filter the results to reflect the terms that are selected.

1. Hover on Jobs tab
2. Click on Search
3. Select Job Terms
4. Select VMS Search
5. Provide a VMS Req ID or VMS Name
6. Click Done

User can also leverage the search term 'Origin' from the Job search terms and select 'JobRobotix' from the origin dropdown to filter the jobs originated by JobRobotix.

Data Transfer direction between JobRobotix and Avionté

* = Not available for all VMS integrations that JobRobotix has. Please consult with JobRobotix for their current functionality with a VMS