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SmartRecruiters Call Guides Import

How to import call guides from SmartRecruiters

Written by Jennifer Steinker

Summary

We can now import call guides from SmartRecruiters.

  • When a user opens the IA, for an interview scheduled in SmartRecruiters, they will see the assigned call guide.

  • Guides are assigned using the "Assign BH guides by stage" feature, however, these settings are kept in sync automatically through the SmartRecruiters integration.

Overview

We can now import call guides from SmartRecruiters. Guides will be assigned using the "Assign BH guides by stage" (Assign BH guides by stage) feature but the stages will be kept in sync with SmartRecruiters automatically through the integration.

There are two methods for importing guides.

  1. The first method parses the HTML "description" received from SmartRecruiters (which is how Canva implements their guides).

  2. The second method uses the questions attached to a guide. Since we can only use one method at a time, we need to know how each client creates their guides in SmartRecruiters.

    1. this is expected to be the primary way SR clients use guides

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When onboarding SmartRecruiters clients and enabling this feature, we need to understand how they use "Hiring Criteria" in SmartRecruiters to set the correct method of parsing guides via a feature flag.

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Due to BrightHire's data model and our stage-based guide assignment system, we create a unique BrightHire call guide for each position-and-stage combination - even though clients will see this data as one Interview Plan configuration in SmartRecruiters.

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An interview must have a “sub status” (SmartRecruiters may also call this a “Step” and we call it a “Stage”) selected in order for a guide to be matched.
See the image in “General Knowledge” for an example of a “sub status”.

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How it works

  1. When a user opens the IA they will see their assigned guide for that interview automatically.

  2. Duplicate guides may exist, but their names will be descriptive and easily searchable.

Notes

  • You can not currently always view call guide assignment for SmartRecruiters in Admin, because the guide is not attached to the scheduled interview until after the user opens the IA. This is because it used the Assign BH guides by stage feature.

Screenshots and a walkthrough:

SR guides will show up in the /guides page. They have a smartrecruiters icon :] Note that “duplicate” guides as mentioned above.

SR guides will show up in the /guides page. They have a smartrecruiters icon :] Note that “duplicate” guides as mentioned above.

Positions will have the guides assigned to them. Notice in this screenshot, this is guides list under a position. Each guide has a corresponding stage, and those stages are assigned to the position in Smartrecruiters. We essentially will have a call guide for each stage+position combo. This allows us to assign the guides appropriately.

Positions will have the guides assigned to them. Notice in this screenshot, this is guides list under a position. Each guide has a corresponding stage, and those stages are assigned to the position in Smartrecruiters. We essentially will have a call guide for each stage+position combo. This allows us to assign the guides appropriately.

Here’s an example of an “Html Type” guide. We parse the html that comes to us from Smartrecruiters, and show the html in our guide view.

Here’s an example of an “Html Type” guide. We parse the html that comes to us from Smartrecruiters, and show the html in our guide view.

And here’s an example of the same guide in “edit” mode, where you can see the editable html.

And here’s an example of the same guide in “edit” mode, where you can see the editable html.

Pull Request:

https://github.com/brighthire/brighthire/pull/20689

PRD:

https://www.notion.so/brighthire/PRD-SR-guide-sync-1523e9f8ae80805c80add4336e389cc7

Feature Flags:

  1. smartrecruiters-guide-sync: turn-on-sync
    purpose: allows SR guides to be synced

  2. smartrecruiters-guide-sync: call-guide-html

    purpose: determines if SR guides should be HTML parsed from their criteria description, or if we should use the criteria’s “questions”

  3. smartrecruiters-guide-sync: allowed-canva-user

    purpose: turns on SR guide sync for allowed users. This determines if we set the stage assigned guides.

General Knowledge

Excluding by stage:
Stage exclusion for SmartRecruiters remains unchanged and maintains backward compatibility with "Interview Type." Additionally, we now exclude by "sub status" as well.

A SmartRecruiters Interview type:

  1. it can be chosen upon scheduling an interview

  2. What’s the point? I have no clue

An example of Interview Type

An example of Interview Type

A SmartRecruiters Sub Status:

  1. An example would be “Hiring Team Screen”, in the image below. “In Review” would be the status. Status is not synced. If an interview is on the status “In Review”, for instance, and not on a sub status, we will not get a sub_status/stage synced (!important)

  2. It is the “Stage” of an interview

  3. It can be changed with the “Move forward” button, or can be clicked individually.

An example of Status and Sub Status

An example of Status and Sub Status

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