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Integration

Firstbird Integration

We are happy to help you even further, by programming a Firstbird integration for you. Please find attached a brochure and questionnaire which we kindly ask you to fill in.

If you have any further questions, please don´t hesitate to contact us on support@firstbird.com.



Slack

Firstbird is an innovative recruiting tool that connects you with talent for your company, through the power of personal referrals. Integrating your Firstbird account with Slack results in a streamlined, rich, notification system that's easy-to-use. It's perfect for keeping Talent Scouts up-to-date, as they can easily connect their account and will be directly notified of new activities.

Firstbird for Slack will allow users to receive notifications directly into their Slack channel. Firstbird Company Administrators will have the ability to install Slack for their teams, and select a channel in which the public notifications will be published to. Company Talent Scouts will then have the ability to connect their Firstbird account and Slack, which will allow them to receive direct messages directly into their private Slack channel, as well as public notifications into a team channel. All users have the ability to select the specific notifications they wish to receive as well as uninstall the app.

The Slack integration option is available for all Firstbird payment plans, including the Free Plan. 

Where to find: Click on your Name (top right) - Account Preferences - Integration - Services

201705_Screenshot_Slack_CA__ENG_.jpg

 

How to install Slack for Company Administrators:

  1. Log in to your Firstbird account - Firstbird Log In
  2. Go to "Account Preferences" - "Integrations" - "Services"
  3. Click “Install” on the Slack tile
  4. Click “Add to Slack” and you will be redirected to the Slack authentication flow (extra window)
  5. Select your team or click on "Sign in to another team"
  6. Click the “Authorize” button to give access to Firstbird Slack App
  7. Select your “Channel” and “Language”
  8. To activate Slack, select the check box next to "Enabled" 
  9. Confirm your settings by clicking the button “Save”
  10. Your Slack account is now connected to Firstbird

Note: You must have the required permission to add the Slack integration

Where to find: Click on your Name (top right) - Account Preferences - Integration - Services

201705_Screenshot_Slack_CA_2__ENG_.jpg

 

How to disable Slack for Company Administrators:

  1. Log in to your Firstbird account - Firstbird Log In
  2. Go to "Account Preferences" - "Integrations" - "Services"
  3. Click "Installed" on the Slack tile
  4. Remove the checkmark next to "Enabled"
  5. Confirm your settings by clicking the button “Save”
  6. You will see a toast if Slack was disabled successfully

Where to find: Click on your Name (top right) - Account Preferences - Integration - Services

201705_Screenshot_Slack_CA_3__ENG_.jpg

 

How to uninstall Slack for Company Administrators:

  1. Log in to your Firstbird account - Firstbird Log In
  2. Go to "Account Preferences" - "Integrations" - "Services"
  3. Click "Installed" / "Disabled" on the Slack tile
  4. Click "Uninstall" on top-right
  5. You will see a toast if Slack was uninstalled successfully

Where to find: Click on your Name (top right) - Account Preferences - Integration - Services

201705_Screenshot_Slack_CA_4__ENG_.jpg



Prescreen

The Prescreen integration enables users to export jobs automatically from Prescreen to Firstbird. Moreover, it will also import your referrals/ applications including the Name of the Talent Scout.

The export of the Talent Scout Feedback, as well as the synchronization of the referral rating and referral status, has to be developed by way of an integration project. For more information, please contact our integration expert.


Part 1 - Request activation of API Key and access to one-click integration

Before starting the installation of your one-click integration, please make sure that your API Key was activated by Prescreen and the one-click integration has been enabled by Firstbird.

For the activation of your API Key in Prescreen, please contact the Prescreen Support. The access to the one-click integration can be requested via email at the Firstbird Support or the Firstbird Integration Marketplace.


Part 2 - Configure your Firstbird and Prescreen Account

To allow the automatic publishing of your job posts from Prescreen to Firstbird, you have to make sure that your offices, departments, Recruiters and rewards have been correctly set up in Firstbird.
Without this information the job import is still possible but jobs will be imported in “Jobs”“Drafts” and will have to be published by a Recruiter manually. If this is OK for you, you can skip this step and continue directly with Part 3 - Create an API Key.


City & field of work

The fields “CITY” and “FIELD OF WORK” are predefined in Prescreen and cannot be changed.

Now log in to your Firstbird Account as a Company Administrator and go to your "Account Preferences" ("Account Preferences" - "Settings" - "General"). Here you have the option to create "Locations" and "Departments". Departments in Firstbird are similar to "FIELD OF WORK“ in Prescreen.


Now please continue by adding all your locations with the exact same spelling as the locations in the field “CITY” in Prescreen. As the next step, please add the following values as “Department” in Firstbird:

  • Accounting
  • Administration
  • Consulting
  • Controlling
  • Customer Service
  • Design / Creative
  • Distribution
  • Education
  • Finance
  • General Management
  • Healthcare
  • Help Desk
  • Human Resources
  • IT
  • Legal
  • Logistics
  • Marketing
  • Operations
  • Other
  • Packaging
  • Production
  • Project Management
  • Public Relations
  • Purchasing
  • Quality Management
  • Research & Development
  • Sales
  • Service
  • Warehousing


Please note that you only have to add the fields of work that are actually in use in your Prescreen Account. If, for example, you do not use the field of work “Operations”, then you do not have to add it as “Department”.

When you are finished it should look like this:

EN_Department.png


Recruiters

In this step you have to make sure that you have invited all users who could be “Main Contacts” of a job in Prescreen, to Firstbird as well. Please note that you must first invite them either as Company Administrators or as Recruiters. In Prescreen, go to your “User View” (“Account” - “Access Management” - “Users”). In Firstbird, go to the "User Management" ("Account Preferences" - "User Management").

Compare your users and invite any missing users to Firstbird:

EN_User.png


Important:
To allow a unique match, their first name and last name must be identical in both Prescreen and Firstbird.


Rewards

In this step, you will configure your rewards in Firstbird and you will add a Custom "Reward" field in Prescreen so that you can choose directly in Prescreen which reward should be visible to your employees.
In your Firstbird Account, go to the settings of "Rewards" ("Account Preferences" - "Rewards"). You will have a list of rewards that you can create/edit.

When you are satisfied with your customized rewards you will have to add them in Prescreen as well.
Therefore, proceed by logging in as a Admin to your Prescreen Account again.

Follow these steps:

  • Go to “ACCOUNT” at the menu bar, next to “Jobs”.
  • Click next to “Custom Data Field”, on the button "+Add Custom Data Field".
  • Create the Custom Field “Reward”.
    • Type in “SHORT TITLE” and “DISPLAY TITLE” “Reward”.
    • Choose from the drop down menu at “DATA TYPE” - “Selectable options”.
    • Set the field as “MANDATORY”.
    • Click on the button “ADD”.
  • Click on “Edit option”.
    • In the new window, click “+ Add data field values”.
    • Add the values with the exact same spelling as in Firstbird.
    • Click on the button “SAVE”.

EN_createReward.png

EN_CreateOption.png

If you do not create this "Custom Field" and you activate the integration between Firstbird and Prescreen, all imported Jobs in Firstbird will be automatically saved in "Jobs" – "Drafts".


Publication in Firstbird

If you do not want to publish every single job in Firstbird, you are able to add a field in Prescreen, where Firstbird is activated as publication channel.

  • Login as an Admin to your Prescreen Account and follow these steps:
  • Go to “ACCOUNT” at the menu bar, next to “Jobs”.
  • Click next to “Custom Data Field”, on the button "+Add Custom Data Field".
  • Create the Custom Field “Publication in Firstbird”.
    • Type in “SHORT TITLE” and “DISPLAY TITLE” “Publication in Firstbird”.
    • Choose from the drop down menu at “DATA TYPE”, “Selectable options”.
    • Set the field as “MANDATORY”.
    • Click on the button “ADD”.
  • Click on “Edit option”.
    • In the new window, click “+ Add data field values”
    • Add the values “YES” and “NO”.
    • Click on the button “SAVE”.

 

Candidate Tags

This step is optional and is only needed if you want to tag all candidates who have been imported from Firstbird to Prescreen. Tags enable you to filter easily for applicants who have been imported from Firstbird.

Log in as an Admin to your Prescreen Account and follow these steps:

  • Go to “ACCOUNT” at the menu bar, next to “APPLICATIONS” and “CANDIDATE TAGS”.
  • Click on the button “+ADD A TAG”.
  • Enter Firstbird as “TAG NAME” and select a color for the tag.
  • Click on the button “ADD”.

EN_Tag.png

 

Part 3 - Create an API Key

If the API Key was activated by the Prescreen Support (See: Step 1), log in again as Admin in Prescreen and follow these steps:

  • Go to “ACCOUNT” at the menu bar, next to “INTEGRATION” and “REST API”.
  • Click the button "Create new API Key".
  • Enter Firstbird as name for the “API key”.
  • Click on the button “Save”.

EN_APIKey.png



Part 4 - Install the Integration in Firstbird

The Accounts have now been set up and the integration is ready to be installed. If the one-click integration was enabled by the Firstbird Support, log in to your Firstbird Account as a Company Administrator and follow these steps:

  • Go to "Account Preferences", choose "Integration" and then "Services".
  • Enter your Prescreen “API Key” and “Reward” in the field “Reward Field Name”.
  • Select a language and click on the checkbox “Enabled”.
  • Click on the button “Save”.

Important: You cannot activate the integration without the “API Key”.

As soon as you have clicked on the "Save" button , the integration is installed.
Please note that your jobs are synced at least every 60 minutes, so it may take a while until your jobs are visible in Firstbird.


Scope of Integration

This section describes the processes involved in the Prescreen - Firstbird Integration.


Job Synchronization

The job synchronization takes care of the importing and updating jobs from Prescreen to Firstbird, and is also responsible for "closing" them when they are disabled in Prescreen.


Referral/Application Export

As soon as a new referral/application arrives through Firstbird, a new candidate will be created in Prescreen with the following Information:

  • First Name
  • Last Name
  • Email address
  • Phone number
  • Social Profile Link (e.g. LinkedIn)
  • Attachments



Greenhouse

With this integration, users will be able to export job posts automatically from Greenhouse to Firstbird. It will also directly import your referrals/applications, as well as feedback information from Firstbird to Greenhouse. Even candidate updates will be synced back to Firstbird so your employees stay up-to-date on the status of their referral.


Part 1 - Configure your Firstbird and Greenhouse Account

To allow the automatic publishing of your job posts from Greenhouse to Firstbird you have to make sure that your offices, departments, recruiters and rewards have been correctly set up in Firstbird.
Without this information the job import is still possible but jobs will be imported in “Jobs”“Drafts” and will have to be published by a recruiter manually. If this is ok for you, you can skip this step and directly continue with Part 2 - Create a Harvest API Key.


Offices & Departments

Login to Greenhouse as a Site Admin and go to your "Organization" view ("Configure" - "Organization"). You should see a list of your Offices and Departments:

201704_Screenshot_Office_Departments_GH__ENG_.jpg

Now login to your Firstbird Account as a Company Administrator and go to your Company Settings ("Account Preferences" - "Settings" - "General"). Here you have the option to create "Locations" and "Departments". Locations in Firstbird are similar to "Offices" in Greenhouse.

201704_Screenshot_Location_Departments_FB_CA__ENG_.jpg

Now please continue by adding all your "Offices" and "Departments" from Greenhouse as "Locations" and "Departments" in Firstbird. When you are finished it should look like this:

201704_Screenshot_Compare_GH_FB__ENG_.jpg

 

Recruiters

In this step you have to make sure that you have invited all users that could be in the "Hiring Team" of a job in Greenhouse, to Firstbird as well. Please note that you must first invite them either as Company Administrators or as Recruiters. In Greenhouse go to your "Users" view ("Configure" - "Users"). In Firstbird go to the "User Management" ("Account Preferences" - "User Management"). Compare your users and invite any missing users to Firstbird:

201704_Screenshot_Users_Compare_GH_FB__ENG_.jpg


Important: To allow a unique match their first name and last name must be identical in both Greenhouse and Firstbird.


Rewards

In this step you will configure your rewards in Firstbird and you will add a Custom "Reward" field in Greenhouse so you can choose directly in Greenhouse which reward should be visible to your employees.
In your Firstbird Account go to the settings of "Rewards" ("Account Preferences" - "Rewards"). You will have a list of rewards that you can create/edit.

201704_Screenshot_Rewards_FB__ENG_.jpg

When you are satisfied with your customized rewards you will have to add them in Greenhouse as well.

Therefore proceed by logging in as a Site Admin to your Greenhouse Account again. Follow these steps

  1. Go to "Configure" at the menu bar, next to "Custom Options" and "Jobs".
  2. Click next to "Manage Job Fields", on the button "+Add Field".
  3. Create the Custom Field "reward".
    • Type in "Field" "reward".
    • Choose from the drop down menu at "Type", "Single select".
    • A new field will pop up. Add in "Options" all the rewards you have created in your Firstbird account previously (place each one in a new line)
    • Activate the checkbox next to "Required".
    • Save your changes by clicking "Save".

201704_Screenshot_Greenhouse_CA_4__ENG_.jpg

If you do not create this "Custom Field" and you activate the integration between Firstbird and Greenhouse, all imported Jobs in Firstbird will be automatically saved in "Jobs""Drafts".

 

Hot Job

This step is optional and is only needed if you want to be able to set jobs as "Hot Jobs" directly from Greenhouse. You can find more information on hot jobs in this article.

Login as a Site Admin to your Greenhouse Account and follow these steps:

  1. Go to "Configure" at the menu bar, next to "Custom Options" and "Jobs".
  2. Click next to "Manage Job Fields", on the button "+Add Field".
  3. Create the Custom Field "hot".
    • Type in the "Field" "hot".
    • Choose from the drop down menu at "Type", "Yes/No".
    • Activate the checkbox next to "Required".
    • Save your changes by clicking "Save".

201704_Screenshot_Greenhouse_CA_3__ENG_.jpg


Part 2 - Create a Harvest API Key

The API Key is required later on, after you have installed the integration. To create a Harvest API Key login again as a Site Admin in Greenhouse, follow these steps:

  1. Go to "Configure" at the menu bar, next to "Dev Center" and "API Credential Management".
  2. Click the button "Create new API Key".
  3. Add into "Description" Firstbird so you can remember which app is using this key.
  4. Choose from the "Type" drop down menu "Harvest".
  5. Save your changes by clicking on the button "Create".
  6. You will be directly forwarded to "Manage API Key Permissions" . Please activate "Permissions" as it’s required for the integration or just click on "Select All". Following permissions will be needed for the integration:
  • Jobs
    • GET: Retrieve Job
    • GET: List Jobs
  • Job Posts
    • GET: List Job Posts
  • Users
    • GET: List Users
  • Sources
    • GET: List Sources
  • Candidates
    • POST: Add Candidate
    • POST: Add Attachment
    • POST: Add Note
  • Applications
    • GET: List Applications
    • GET: Retrieve Application
    • PATCH: Update Application
  • Departments
    • GET: Retrieve Department
    • GET: List Departments
  • Offices
    • GET: List Offices
    • GET: Retrieve Office

 

7. Save your changes by clicking the button "Update".

201704_Screenshot_Greenhouse_CA_8__ENG_.jpg

201704_Screenshot_Greenhouse_CA_20__ENG_.jpg

 

Part 3 - Install the Integration in Firstbird

The Accounts have now been setup and the integration is ready to be installed. Login to your Firstbird Account as a Company Administrator and follow these steps:

  1. Go to "Account Preferences", choose "Integration" and then "Services".
  2. Click the button "Install" on the Greenhouse tile.
  3. Click "Connect" and you will be forwarded to the authentication process (new window will pop up).
  4. Enter your Greenhouse login email, click on the button "Next Step" and enter your Greenhouse password. Confirm by clicking on the button "Authorize".
  5. In the next step enter the "Harvest API Key" you created before
  6. If you would like to enable the integration now, activate the checkbox next to "Enable" and click the button "Save". If you would like to enable the integration later, click the button "Save" without activating the checkbox.

Important: You can not activate the integration without the "Harvest API Key".

As soon as you have clicked on the "Save" button , the integration is installed.
Please note that your jobs are synced at least every 60 minutes. So it may take a while until your jobs are visible in Firstbird.

201705_Screenshot_Greenhouse_CA__ENG_.jpg

 

Scope of Integration

This section describes the processes involved in the Greenhouse - Firstbird Integration.

 

Job Synchronization

The job synchronization takes care of the importing and updating jobs from Greenhouse to Firstbird, and is also responsible for "closing" them when they are disabled in Greenhouse.

Before a job can be synced with your Firstbird Account it has to be published on your job board:

201704_Screenshot_Greenhouse_CA_18__ENG_.jpg

 

Referral/Application Export

As soon as a new referral/application arrives through Firstbird a new candidate will be created in Greenhouse with the following Information:

  • First Name
  • Last Name 
  • Email address
  • Phone number
  • Social Profile Link (e.g. LinkedIn)
  • Attachments

 

Talent Scout Feedback

A Talent Scout can provide feedback for the referral/application to give the recruiter more information about the candidate. This information is added automatically to the Greenhouse candidate as well.

 

Candidate Status Update

It is important to keep the Talent Scouts updated. That’s why the integration also syncs back relevant status updates of the candidate (rejected/hired) from Greenhouse to Firstbird so your employees are always kept informed on their referral.

 

API Key Management

You can easily connect Firstbird with an existing Application Management System to exchange jobs and referrals automatically.

 

Generate API Key

To generate an API Key, go to your "Account Preferences" and then to "Integration". Next, click on the button "Generate API Key" and a new API key will appear.

Read more for a detailed description of this kind of integration.

Where to find: Click on your Name (top right) - Account Preferences - Integration

201705_Screenshot_API_CA__ENG_.jpg

 

Webhooks

In addition to our open API, we have developed our webhooks to send Firstbird events to other systems, such as your Application Management System. Read more for a detailed description of this kind of integration.

Go to your "Account Preferences" and then to "Integration". Our "Webhooks" are located here. To add a new hook, click the button "Add webhook".

All events that have occurred will be saved under "Event Logs". 

Where to find: Click on your Name (top right) - Account Preferences - Integration

201705_Screenshot_Webhooks_CA__ENG_.jpg201705_Screenshot_Webhooks_Event_CA__ENG_.jpg