ATS List Click to Sync

The ATS List upload feature provides a robust mechanism for synchronizing manually compiled lists directly from your Applicant Tracking System (ATS) into Sense, making these curated audiences instantly usable within your Automations and Workflows

Access Prerequisites

Before synchronization, you need to ensure the Sense integration user has the necessary permissions:

1. The Sense integration user must have access to the specific ATS List.
2. This can be achieved by either sharing the list directly with the Sense User or by opening the ATS List to all Users. Below is an example:

Update Frequency

Once an ATS list is synced, it automatically updates every hour.

If a recruiter makes an update to their list within the ATS, that change will be reflected in Sense and be ready for use in Automations.

ATS List Dashboard

You can access the dashboard by navigating to People  > Lists > ATS Lists tab.

This dashboard displays a table view, allowing you to monitor key details about all your integrated lists:

List Name: The name of the specific list synced from your ATS (e.g., "Laura Swati Test," "Test Jason").

Count: This metric shows precisely how many records (Candidates or Contacts) are currently included in that specific list.

Focus Entity: Indicates whether the list contains Candidate or Contact records.

Status: Shows the current status of the list (e.g., "Ready to use," "In Use"). This status can also indicate how frequently the list is used in an audience list.

Last Updated: Allows you to view the time we last received an update for this specific list.

Created by: Identifies the user who initiated the synchronization of the list.

Three-dots menu: Allows you to view or delete the list. 
Note: You cannot delete a list that is in the In Use status.

Detailed List View

When you click on a specific list name in the table, a side modal opens, allowing you to access a detailed view with more insights.

In this detailed view, you can find:

• Total Members: This confirms the total number of records in the list.
• Focus Entity: Confirms the type of entity (e.g., Candidate).
• Created by: Displays the email of the user who uploaded the list.
• Updated by: Displays the user's email address who last updated the list and the time since the last update.
• Associated Entities: Displays the focus entities associated with the list.
• Member Preview: This critical section explicitly shows which Candidates/Contacts are in the list. The preview displays crucial identifying information for the list members, which includes:
  • Candidate Name
  • Candidate Primary Email
  • Candidate Phone Number

This centralized dashboard ensures that you have full visibility over the status, frequency of updates, and content of the manually compiled ATS lists (such as Bullhorn Tearsheets, JobDiva HotLists, Target Recruit HotBooks, or Vincere Distribution Lists/Talent Pools) being used across your Sense automations.

ATS List Terminology Mapping

The function of an ATS List varies depending on the specific Applicant Tracking System (ATS) used. These lists include Candidate or Contact entities.

Utilizing ATS Lists in Workflows and Automations

ATS Lists are integrated into Sense Workflows by defining the Audience Lists.

Steps to Use an ATS List in a Workflow

1. Create a new Workflow.
2. In the Audience Lists setup, select Create or link a list to your workflow.
3. Select Link an existing dynamic list / ATS list.
   
4. Choose the option to Include / Exclude ATS List and add the list you have already synced.
5. In the Included lists section, select ATS List from the menu to add your synced lists.
   

Remember that the list automatically stays updated in Sense as you update the corresponding list in your ATS.

Combining ATS Lists with Dynamic Lists

A powerful feature is the ability to combine manually compiled ATS Lists with Dynamic List logic for highly specific audience targeting.

Inclusion and Exclusion Logic

ATS Lists can be added to the Include audience list, and then combined with the Exclude dynamic list logic.

When you define both Inclusion and Exclusion lists, the system operates based on priority:

1. Prioritization: The system prioritizes your Exclude list. For example, if a member is both included and excluded, the member will be excluded.
2. Exclusion Application: Records that meet the criteria of the Exclude lists will be removed from the overall audience, even if they were part of the included ATS List.

Examples of Combined Logic: