Want to log all communication with your candidates? With the Communication Center, you can link your Outlook email so that all contact with your candidates is recorded in HROffice. The Communication Center is an additional module in HROffice that is only visible and usable when we have activated this module for you. Without using the Communication Center, you can only see outgoing emails to candidates that you have sent via HROffice.
By adding the Communication Center, you gain access to your HROffice inbox in the main menu and can use the Communication Center email address. We call this the email alias. You can use the email alias in several ways. You can sync all your emails by syncing your Outlook email or only log emails from candidates via the email alias.
Sending emails
The Communication Center email address is also known as the email alias. When you use the Communication Center, you'll notice that a different email address appears when you want to send emails via HROffice. By using the email alias, replies to your emails will appear in the HROffice inbox.
Syncing emails
In 'Settings' > 'Integrations' > 'Mailbox Synchronization,' you can sync your email with HROffice. This can only be done if you are using Outlook. By clicking on the "Add Account" button, a pop-up will appear allowing you to select the correct email account. After that, the connection will be established.
By adding this connection, all your emails will be loaded into the HROffice inbox. Emails sent via the email alias will also be received in your inbox in HROffice.
Assigning emails to candidates
By using the Communication Center, you can log all your contact with candidates in their profile. You can also add relevant emails from others, such as the hiring manager, to the candidate's profile, allowing you to keep all information in one place.
To assign emails to a profile, you must first have sent emails via the email alias or synchronized your email. When you then receive replies, you will find them in the HROffice inbox.
By using the action button in the top right, you can assign emails to a candidate's profile.
You can also perform other actions here, such as replying to all or forwarding.
The emails you assign to a candidate can then be found in the candidate's profile. This is also possible if you have deleted the emails in your own email program.
Outlook Mailbox Synchronization Feature – Applicant Tracking System (ATS)
Overview
The Applicant Tracking System (ATS) integrates with Microsoft Outlook to automatically synchronize candidate-related emails. This ensures that all relevant communications are stored within the ATS, improving efficiency and centralizing candidate interactions. The system scans emails from a user’s connected Outlook account to identify matches with candidate profiles in the ATS. Only relevant messages are processed—unrelated emails remain untouched.
How It Works
Connect Outlook Account
Users authorize the ATS to access their Outlook mailbox through Microsoft Office365 authentication.
The system requests specific permissions (claims) to read and synchronize candidate-related emails.
Email Scanning
The ATS periodically scans the user’s Outlook inbox.
It searches for email addresses that match candidates stored in the ATS database.
Synchronizing Relevant Emails
When an email from or to a candidate is identified, it is linked to the corresponding candidate profile in the ATS.
The email content is stored for future reference and easy retrieval.
Privacy and Data Security
Emails not linked to candidates are ignored and never stored.
The system strictly adheres to data protection policies to ensure user privacy.
In compliance with GDPR, all candidate-related emails are permanently deleted once the candidate’s profile is removed from the ATS.
Office365 Permissions (Claims) Explained
To enable this functionality, the ATS requests the following Microsoft Office365 claims:
profile: Grants access to basic user information (name, ID) to verify identity.
email: Allows access to the user’s email address for verification and identification.
openid: Enables secure authentication via Microsoft’s identity system.
offline_access: Allows the ATS to maintain mailbox access even when the user is not actively logged in.
mail.read: Provides read-only access to Outlook emails. The ATS reads only email headers to identify candidate matches.
User.Read: Accesses basic user data, validates permissions, and ensures proper authentication.
Benefits of Email Synchronization
Automated Email Tracking: No need to manually copy or forward emails—relevant communications are automatically stored in the ATS.
Enhanced Collaboration: Recruiters can view a candidate’s complete email history directly in the ATS.
Time Efficiency: Reduces time spent searching for candidate emails across multiple platforms.
Data Security: Ensures that only candidate-related emails are accessed, preserving user privacy.
Conclusion
The ATS Outlook Mailbox Sync feature provides a seamless solution to streamline recruitment workflows by centralizing candidate communications. Utilizing secure Microsoft Office365 permissions, it ensures efficient email tracking while safeguarding user data.
Outlook Calendar Synchronization Feature – Applicant Tracking System (ATS)
Overview
The ATS integrates with Microsoft Outlook Calendar to streamline interview scheduling with candidates. Through this integration, recruiters can view users’ calendar availability, propose time slots, and create or update appointments directly from the ATS.
How It Works
Connect Outlook Calendar
Users connect their Outlook calendar through secure Microsoft Office365 authentication.
The ATS requests specific permissions (scopes) to access and manage calendar events.
Viewing Availability
The ATS checks the availability of relevant participants to suggest interview time slots.
This is done using read permissions on calendar data.
Scheduling Interviews
Once a candidate confirms a proposed time slot, the ATS creates an appointment directly in the user’s Outlook calendar.
Updating or Cancelling Appointments
If an interview is rescheduled or cancelled, the corresponding calendar entry is automatically updated or removed.
Privacy and Data Security
The ATS reads and writes only calendar data related to interview scheduling.
Non-relevant calendar data is never accessed or stored.
In accordance with GDPR, all candidate-related calendar data is deleted once the candidate’s profile is removed from the ATS.
Office365 Permissions (Scopes) Explained
To enable this feature, the ATS requests the following Microsoft Office365 scopes:
profile: Access to basic profile information for user identification.
email: Permission to view the user’s email address.
openid: Enables secure authentication through Microsoft Identity Services.
offline_access: Allows ATS to maintain access to calendar data even when the user is offline.
User.Read: Accesses basic user data to validate permissions.
Calendars.Read: Allows reading of calendar events to determine availability.
Calendars.Read.Shared: Enables reading of shared calendar events among team members.
Calendars.ReadWrite: Required to:
Check availability for interview scheduling.
Create appointments once a candidate confirms a time slot.
Modify or delete appointments if interviews are rescheduled or cancelled.
Benefits of Calendar Synchronization
Simplified Scheduling: Propose and confirm interview times without switching between tools.
Real-Time Updates: Keeps calendars synchronized with interview schedules.
Improved Coordination: All participants stay aligned through automated calendar invitations.
Secure and Compliant: Access is limited to interview-related data, ensuring GDPR-compliant data handling.
Conclusion
The ATS Outlook Calendar Sync feature provides a seamless and efficient solution for interview scheduling. By leveraging appropriate Office365 scopes, the system securely manages calendar availability and appointments while maintaining user privacy and regulatory compliance.
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Our contact details are:
Email: [email protected] Phone: 023-553 03 59
We are ready to help you!
Kind regards,
Team HROffice Recruitment