Ticket Template: activate Totaljobs integration

 Overview

There are 2 ways the request for the integration to be activated will come through:

• Scenario 1: The client requests this directly with Jobtrain (if so, we need to request that Totaljobs activate the integration on their end- so follow all steps in this guide)
• Scenario 2: The client requests this through their Account Manager at Totaljobs (you do not need to complete step 2.1)
  • If so, they should already have requested the feed credentials and these should have been sent via email to stepstone@jobtrain.co.uk
  • The ATSi team will also have been alerted and will confirm via email once they have activated the integration

Totaljobs have a WIP document that will be shared with the relevant teams at Totaljobs to ensure this process is followed correctly in both scenarios. It is fine for us to activate the integration whilst they are following their steps as we can control when the pages to allow direct posting are available for the client to use.

 

Step 1 – Activate in ATS

Go to ATS >

Configurations >

Manage Features >

Total Jobs >

Enable Total Jobs -

 

 

Step 2 – Totaljobs credentials and activation

 

There are 2 teams at Totaljobs that need to activate the integration: 1. The Feed team who creates the feed that jobs will be posted via 2. The ATSi team who activate the apply method  The following setup needs to be completed by both Totaljobs and Jobtrain to ensure there are no errors:  Totaljobs setup: - Totaljobs feed team activate the feed - Totaljobs ATSi apply team activate apply integration  Jobtrain setup: - Jobtrain tech team activate the feature - Credentials and security roles are updated by Jobtrain Support team

 

2.1 Request Totaljobs activate the integration

 

Send the below email to Totaljobs ATSi team to request ATSi be activated:

 

Email Template

 

<start> To: atsiapply@stepstone.co.uk Subject – Activate ATSi for <insert client name> Hi there, Re: <insert client name> Can you please activate the ATSi Apply integration for the below client. Following the steps on the attached WIP document. (INSERT LINK). Client Name: Client contact email address: URL to Client’s Jobtrain candidate site: For example, the URL domain for Nobia would be: https://jobs.nobiauk.com Please send the feed credentials to stepstone@jobtrain.co.uk. Once we receive these we will send a follow up email to request ATSI is activated by the ATSI team as per attached WIP document. Many Thanks, (Insert your name)

The ATSi team will then contact the Totaljobs account manager to obtain live contract and back office ID and will request the feed team activate the feed and send the credentials to Jobtrain.

 

2.2 Obtaining Feed Credentials

The feed credentials will be sent to stepstone@jobtrain.co.uk (all CICs and Implementation team are part of the distribution list for this mailbox) and will come from: feed.support@totaljobsgroup.com

 

Example of feed credentials:

Username: TJ3rdfeedEncoreEst
Password: D9p20SG0

 

Support team – please check with the CIC if they have received the credentials at the above inbox and discussed the preferred application method with the client.

 

2.3 ATSi confirmation of setup

Once the feed has been created the ATSi team will then activate the integration and confirm via email to the stepstone@jobtrain.co.uk email address. This email will come from atsiapply@stepstone.co.uk.

 

Once both the feed credentials have been supplied and the ATSi team have confirmed they have activated the email the integration is now fully activated by Totaljobs.

 

ONCE BOTH JOBTRAIN TECH TEAM AND TOTALJOBS HAVE ACTIVATED THE FEATURE, FOLLOW THE STEPS BELOW TO FINISH THE ACTIVATION.

 

If the integration is activated by Jobtrain and without confirmation that the ATSi team have activated the feature this can cause issues with the posting of roles and subsequent applications, so please ensure both Totaljobs feed team and ATSi team have completed their setup before activation for this client.

 

Step 3 – JTadmin client configuration 

Go to JTadmin > Client Configuration and add in the following 2 keys:

 

1. Days live key:

1. Name = DaysLiveTotaljobs
2. Value = 42

NB - Days live can be adjusted up to 42 days dependant on the client's agreement with Totaljobs. The TJ team recommend entering the Value as 28 as standard, then revising upwards as required. 

 

2. URL

1. Name = TotaljobsUrl
2. Value = https://recruiter.totaljobs.com/api/job

 

 

Step 4 – JTadmin Integrations 

• In JTadmin > Integrations > Total Jobs Accounts
• Add in username (sent from Totaljobs feed team)
• Add in password (sent from Totaljobs feed team)
• Add in / Feed Id = JBTRNTTT01
• Add in description = JobTrain to Totaljobs (this description links to Step 6)

Please note: If the Totaljobs accounts are not showing under Integrations, this can be activated by following these steps.

• In JTadmin > Settings > Jtadmin Roles > Super Admin > Edit
• Toggle on settings for Total Jobs Accounts

 

Step 5 - Security Roles5.1 – Activating post to Totaljobs page 

Activate the feature in Security Roles > Create Update Job > Post the Job > Toggle Totaljobs on.

5.2 – Selecting the Total jobs account

Within Security Roles > Create / update jobs > Post Job To Totaljobs > Select the account for job posting and toggle on Can edit Job/Reference Unique Id.

 

Allowing users to edit Job/Reference Unique Id will overcome the below error message if it ever appears.  JOB\UNIQUEJOBNOTJ{job reference number} already exists so cannot be added   This means this UNIQUEJOBNO has already been used on the Totaljobs site at some point, and needs to be amended in order to post to Totaljobs.  Editing this job reference does not edit the Jobtrain job reference number, purely the Totaljobs unique reference number.

 

If the client would like to add a template to use when posting to Totaljobs, their account manager should have confirmed this.

 

If you need to request the name of the template from the Totaljobs account manager, email them with the below:

 

Hi,   I hope you are well?   In order for us to add a template for the client to use when posting to Totaljobs, we require the exact template name for the featured template type that has been added within Totaljobs.   I have taken a screenshot from where this information can be found -

 

Once the account manager confirms the exact template name, follow the below steps:

Go to ‘Settings’ > ‘General Settings’ > ‘TotalJobs Templates’ > ‘New Totaljobs Template’ > add the template name confirmed by the team at Totaljobs > Save

You are now ready to test posting and applying.

 

Testing

Contact the client to advise the integration is now ready to test, ensure you share the Post to Totaljobs user guide with the client.

 

Either ask the client if you can post a test job on their behalf or ask them to post a job and confirm once it’s been posted so you can test the apply method is working correctly.

 

Confirm with the client which apply method they will be using (Direct Apply, Refer and Populate).  If the client is planning on using both, when testing ask to post 2 roles to test that both apply methods work

 

We would recommend using a test job rather than testing with a live job. and then apply using a test candidate in Totaljobs.

 

Login to Totaljobs as a test candidate and make sure you have a CV uploaded to your Totaljobs account.

 

Apply for the role and test the apply method works:

• Direct Apply:
  • If the preferred application method is Direct Apply then you should get a message onscreen to advise you have applied.
  • Login to the client side and ensure that the candidate is showing as a new application and that the CV and personal details stored in Totaljobs has pulled across
• Refer & Populate:
  • You should be directed to Jobtrain to apply and land on the New Candidates page, data such as your name, email address should be populated and your CV should be visible in the CV section of the register page

For any issues during testing, liaise initially with Jobtrain tech team to ensure everything is working on our end. If you need to contact Totaljobs

 

Once testing is complete, you can then delete the test job straight from Jobtrain using the delete option which appears at the bottom of the page once a job has successfully posted.

 

TroubleshootingHow to find the posting logWith access to JTadmin / ATS control, a user can see a TotalJobs posting log by following the steps below:

• Login to JTadmin / ATS Control
• Open the Support drop down on the left menu
• Go to Job/Status History
• Find the role you are investigating
• Use Ctrl+F to Find "Total"
• On the right hand column, you will see a big block of text
• This is the posting log.

 

This can be useful to investigate/troubleshoot any issues that arise and should be shared with tech – this is not for support to try and diagnose the problem.

 

Totaljobs key contacts

Contacts at Totaljobs / Stepstone:

• Lucy.Hillier@stepstone.com - Customer Adoption Manager (who actively discuss this feature with our clients)

 

Technical Contacts:

• feed.support@totaljobsgroup.com - responsible for responsible for activating the posting feed and for issues with posting jobs
• atsiapply@stepstone.co.uk - responsible for jobs already on the board and applications coming into Jobtrain
• atsiapply@stepstone.co.uk - activating the integration

Technical Contacts within these teams (who have helped previously):

• oliver.todd@Totaljobsgroup.com - ATSi Technical Consultant and is part of the team responsible for pushing applications to Jobtrain.