- When the Service Task to create the client is raised, select Y against ESR Activation & provide the VPD Number.
- Indicate on the Service Task if this is to be a multi-VPD client and provide all relevant VPD numbers.
- When the client is created, the development team will include any ESR Integration functionality.
ATS Control
In Configurations > Manage Features:
- Enable ESR
- Populate the client’s VPD Number (this is a unique number for each NHS Trust & informs ESR of which client’s ESR database to push the vacancy / candidate data to).
- All other credentials are standardised as below.
In Client > Home Page > Home Page Setup –
2. Enable the Integration Hub Quick Links
for any Security Roles that will need access to the integration hub (this should be Superusers / users with access to all jobs only).
IF this is a multi-VPD client:
In ATS Control > Configuration > Feature Configuration > ESR
- Enable the ESR Configuration Section.
- Click Edit against ESR
- Enable the ESR Configuration Section toggle.
In ATS Control > Configuration > Feature Configuration > ESR
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Add the Marketplace Integration Detail section
- Scroll down the page to the Update: MarketPlace Integration Detail section.
- Click Add
- Configure “feature-esr-multiple-vpd”
In ATS Control > Configuration > Manage Features > ESR
- Toggle on Allow Multiple VPD
- Enter the relevant VPD numbers and click Add.
This section will be displayed when the feature-esr and the ESR configuration section are enabled.
- When you log into Jobtrain and create a job, a new VPD field will display in the ESR Position Details section.
- Use the dropdown to select the relevant VPD for the vacancy.
Security Role Configuration
In Security Roles > My Workspace:
- Configure the Integration Hub access required for each Security Role.
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When Enabled |
Default Setup: |
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ESR Hub – List Vacancy |
Displays the Vacancy Creation tab in the Integration Hub. |
On for Superusers Off for all others. |
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ESR Hub – List Application |
Displays the Applicant Creation tab in the Integration Hub. |
On for Superusers Off for all others. |
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ESR Hub – Remove from List |
Displays the Remove from Process button in the Integration Hub. |
On for Superusers Off for all others. |
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In Security Roles > Create/Updates Job(s):
- Configure the access required for each Security Role to sync Jobtrain vacancies to positions in ESR.
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When Enabled: |
Default Setup: |
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Display ESR Fields |
Displays the ESR Position fields at the top of the Job Details page. |
On for any users adding jobs.
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Create ESR Vacancy |
Gives access to the ‘Create ESR Position’ button on the Post the Job page. This button triggers Vacancy Creation in ESR. |
On for Recruiters / HR Off for Hiring Managers. |
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Skip ESR Position Details |
Allows the user to toggle off the ESR Position Fields when adding a job and skip these fields. If disabled – this means the ESR Position details are mandatory when adding a job, and users cannot complete Job Details unless an ESR Position is linked. |
On for Recruiters / HR Off for Hiring Managers.
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In Security Roles > Jobs & Talent Pools:
- Configure the access required for each Security Role to send successful candidate data to ESR.
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When Enabled: |
Default Setup: |
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Send to ESR |
Gives access to the ‘Send to ESR’ button on the Starter form. This button triggers Applicant Creation in ESR. |
On for Recruiters / HR Off for Hiring Managers.
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Implementation build / field mapping
Configure the essential ESR fields.
As part of Implementation build, ensure that the following are enabled (where lookups / dropdowns are included, these must match the Template Field Mapping document – see LOV Matched List tab for lookup/dropdown values required):-
- First Name
- Last Name
- Email address
- Gender – Must match ESR list of values & have codes populated in ATS Control.
- National Insurance Number
- If collected in Application Form – add guidance to the candidate to add in correct format.
- If collected later, must be on Bank Details form for correct validation.
- Date of Birth
- Address – County must match ESR list of values & have codes populated in ATS Control.
- Country – must have codes populated in ATS Control.
Consider the Job Details fields required, given that some fields will auto-populate from ESR.
- Although these ESR fields are reportable, they are not searchable in Jobtrain and do not display on the candidate site.
- Standard Jobtrain fields added to the Job Details page for ESR clients should be primarily for the purpose of advert display.
- Location – Jobtrain’s location list needs to be aligned with job board location requirements.
The selection of Advertised Location may be broader than the specific location of the ESR position connected to the vacancy (some ESR locations go down to ward level).
- Fields like Cost Centre, Job Level do not need to be repeated in the Job Details fields.
- Fields like Division, Department, Job Categories do not need to repeat the specific ESR Position data and may reflect a wider categorisation of the vacancy, tailored for candidate search purposes.
Configure any optional ESR Fields.
The following optional fields are part of Jobtrain/ESR default setup, and (if included in the client’s system) must be configured as follows:
ATS Control > Client > Application Form Fields
(will copy from NHS Template)
- Title – must match ESR list of values & have codes populated in ATS Control.
- Sexual Orientation - must match ESR list.
- Religion - must match ESR list.
- Marital Status - must match ESR list of values & have codes populated in ATS Control
- Professional Body - must match ESR list of values & have codes populated in ATS Control. Also must be added to Starter / Checklist form
- Professional Type – must match ESR list of values & have codes populated in ATS Control. Also must be added to Starter / Checklist form
- Recorded Document – captures the name + staff ID number of users who will validate the ID documentation. Also must be added to Starter / Checklist form
ATS Control > Client > General Settings >
(will copy from NHS Template)
- County – must match ESR list of values & have codes populated in ATS Control.
- If the ATS Control list is blank, field will be free text.
- If ATS Control list is populated, field will be a lookup.
- Ethnic Origin - must match ESR list of values & have codes populated in ATS Control.
- Disability – must match ESR list of values
- Reference Type – must match ESR list of values
Link the master Jobtrain ATS Control field to the Starter or Checklist forms
Where the client wishes to capture a standard ESR field on the Starter Form or Checklist Form, this must be configured in ATS Control.
- Create a new field in the form as a DROPDOWN.
- Using the Table Name area of the ATS Control > Form > field configuration, copy the Table Name, Job Column ID and Job Column fields as below:
- Professional Body Name
- Professional Body Type
- DBS Docs Verified
- Disclosure Type
- EU Settled Status
- List A
- List B
- List B2
- Reference Checks are part of the Jobtrain/ESR default setup. Ensure that Application Form > References is enabled, and standard field configured.
- Share the Template Field Mapping document with the client and get decisions on which of the optional fields that the client wishes to include in the integration.
Configure the Employment Check data according to the fields the client wishes to send to ESR.
DBS Information
- Disclosure Type, Disclosure Issue Date and DBS Number can pull directly from KYP DBS information (so no additional fields need to be created).
- Any other DBS fields can be created as Starter/Checklist/OB/Compliance Forms, but dropdowns must match ESR list of values.
All Other ESR Employment Check Data
- Can be created as Application/Starter/Checklist/OB/Compliance Forms, but dropdowns must match ESR list of values detailed in the ESR Template spreadsheet.
ATS Control field mapping
- Review the client’s returned field mapping document & update Columns G and H with the Field Name / Custom Field ID / Starter or Checklist form Field ID where this data is to pull from.
- This document must be kept up-to-date with any config changes during the build and UAT phases.
- 3 weeks before Go Live, raise a Service Task for the development team to configure ESR fields and attach the final Field Mapping Document to the ticket.
ESR Vacancy Fields can be added to Approval, or other ATS Control forms using the Table Name and Job Column details below:
Fields to display the outcome of the ESR Vacancy and ESR Applicant Creation processes can also be added to Approval, Starter or Checklist forms in Jobtrain, using the same method:
BI Module Mapping
The ESR Position Detail fields can also be added to the BI Module – make sure this is detailed in the Create BI Module Service Task raised.