In early February, Deel's product team made a big improvement to how our applicant tracking integrations with Greenhouse and Ashby work. All future applicant tracking integrations will work in a similar way. This article assumes you have already set up your applicant tracking integration.
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Benefits of integrating Deel with your ATS
Oftentimes your organization may not want hiring managers or talent associates to have Deel client access given sensitive functionality and data. Yet, these users may still be involved in the hiring process of a remotely located team-member that you desire to use Deel for.
To make the onboarding process of your new colleagues easier, faster and less error-prone, you can connect Deel and your ATS. We support Greenhouse and Ashby at the moment, however, we plan on offering integrations with many more Applicant Tracking and recruitment tools in the future.
How does the ATS create or update Deel contracts?
Deel's ATS integrations work using webhooks from the ATS to send us a message when an offer is created, updated or deleted for Ashby & Greenhouse.
For Greenhouse and Ashby, we require that 3 webhook events are set up (offer created, offer updated, offer deleted) on the partner software because Deel will create or update a contract based on an offer being created, updated or deleted.
We also use the API scopes to access information that lives on the candidate or job posting level, too, however, updates to the candidate or job will not be reflected in a Deel contract unless the offer itself has been created or updated.
Given that a lot of fields on a Deel contract are dependent upon each other such as salary and start-date (which have implications on pro-rata amounts and initial payment dates, to name a few), if a contract that is connected to an offer that was originally created via an ATS is updated before it is signed by both parties, we will revert that contract back into a 'draft' state so that a user in that organisation can review and re-sign the contract.
Please note that we will not update contracts that have been signed by both parties, or that have been cancelled. Once a contract is signed by both sides, the connection to the ATS ceases.
You can select when a offer is created while setting up the integration or by selecting 'manage' after it has been installed.
The two options for the offer creation are:
- When the offer is marked as "accepted"
- When the offer is sent
Once an option is selected and the contract is created, certain basic information will be automatically populated in the contract, while any additional details can be mapped in the 'manage' section.
You can specify if you want offers to create new draft contracts only if the offer is marked as accepted in your integration settings.
You can see the offer acceptance status on your contract list. If an offer is accepted, you'll see this here:
If an offer's details are updated (such as start date), you have created mappings to those contract fields and the contract is not signed by both parties, we will update the contract with new details and revert the contract to a 'draft' state so a user can review it. If one of the parties has signed, they will need to re-sign the agreement.
The reason we need to revert a contract to a draft state is because oftentimes that field is connected
Fig 1. Contract is not a draft, but not yet signed by both sides.
Fig 2: Details about the offer are updated, like the start date.
Fig. 3. This results in the unsigned contract reverting back to a draft state. User must go through the flow again to finalize and sign the contract.
Offer Deleted or Rejected
If an offer is deleted or marked as rejected we will remove the unsigned contract. Please be sure your HR team members are aware of this to avoid confusion.
Mapping fields between your ATS and Deel contract
When you first set up your applicant tracking integration we will pre-install some data mappings for you. You can then customize these to your liking.
We are continually working to improve our data mapping and default logic capabilities so that more of the contract can be filled out from your external system. For now, data mapping is specific to a Deel contract type, which means that you will have to set up data mappings per each contract type.
ATS objects supported
For now, Deel can get data from the following object types on an ATS:
- Offer object
- Job object*
- Candidate object*
*Please note that data will not automatically be transmitted to Deel if Job or Candidate updates are made. Syncs are only made when the offer is created, or updated. We will then sync over any details from the job and candidate linked to the offer at the time of updating or creating an offer.
Data types supported
Deel supports data mapping for fields of the following format:
- Text <> text, or number <> string
- Multiple-choice, single-select (list) <> string
- Certain ISO-standard lists such as:
*We plan on offering capability to map between two list-type fields very soon. For instance, you will be able to create a custom 'seniority' field on your offer/requisition and map the options to the seniority field of a contract in Deel, which is a mandatory field.
**We do not currently support mapping fields to Deel custom contract fields. We plan on supporting this in the future.
We encourage you to create some test offers to ensure connectivity and familiarize yourself with the fields you need to create a contract in Deel.
Offer acceptance setting
When you first install a Greenhouse or Ashby integration, this toggle will be disabled. Enabling this toggle means that we will only keep offers in sync if they have been marked as 'accepted' by the candidate
Email notification settings
With email notification settings you can add emails for receiving notifications. We strongly recommend adding at least one email notification recipient as we will send a message to this inbox if the integration loses API authentication, or if a configuration in the ATS system is removed that prevents the integration from functioning normally. This could be a group HR inbox like email@example.com.
To set this up simply click 'add' and follow the instructions:
Furthermore, you can customize if you want emails upon offers being accepted, rejected or deleted. By default these are off, but we will always send emails about loss of authentication or needed configurations.
Disabling and deleting your integration
To disable your integration, scroll to the bottom of the settings page and disable the "Integration Status" toggle as seen below. You can re-enable this at any time.
To delete your integration, click Delete Integration. Please keep in mind that you will need to re-install webhooks so you might want to use the disable feature instead, if you want to temporarily pause your integration while you configure settings and fields on your offer or requisition.
If you do decide to delete or disable your integrations, we would love to hear your feedback on why you did this so we can improve them and make them work for your business.
Contact us 24/7 and we’ll be happy to assist you if you have any additional questions!