SmartRecruiters is excited to introduce the new Applicant Tracking Portal (ATP) as part of our upcoming quarterly release on April 25th, 2024. This new solution will allow all candidates to track and manage their applications including editing screening questions and attachments through a secure one-time password – no need to create an account!
In preparation for this transition, we will sunset our legacy post-apply experience, Smartr. This transition will take place automatically with the quarterly release. However, you may choose to extend this deadline (see details below).
Highlights
- New ATP to replace the legacy solution, Smartr
- All candidates will have an easy way to manage & track their applications - no need to create an account!
- Transition to take place automatically as part of the Q1 release
- You may request a deadline extension (details below)
Timeline
- Apr 22, 2024: Deadline to opt-out until June 19th
- Apr 25, 2024: Standard go-live
- Jun 19, 2024: Extended deadline go-live. All customers, unless opted out of the new ATP, must migrate at this point as the legacy solution will be taken offline. At this time, Smartr applicants will no longer have access to the legacy Smartr portal
What is the functionality of the new applicant tracking portal?
Privacy Policy Updates
With the go-live of the new Applicant Tracking Portal, SmartRecruiters will no longer be considered a joint controller of candidate data. This does not change any of our customers obligations when it comes to collecting and processing candidate data; customers were already considered data controllers and should have relevant content in their privacy policies.
FAQ
Is there customer action required to switch to the new ATP?
There is no action needed on the part of customers to switch to the new ATP. Customers will automatically be switched to the new ATP along with the Q1 product release on April 25th, 2024. Customers are recommended to uncheck the boxes in the Candidate Experience Email Settings (see below) to stop these emails going to candidates ahead of the full deprecation of the Smartr portal.
How can one delay the switch to the new ATP?
You may delay the switch to the new ATP until June 19th, 2024 by raising a ticket with support. This is done on an instance basis so please mention the specific instance or instances for which you would like the update delayed. All customers, who have requested to delay go live of the new ATP, will be migrated on June 19th. Customers can choose to opt out entirely of the new ATP by raising a support ticket requesting that the new ATP be disabled for their account.
What happens after the switch to the new ATP for Candidates?
New candidates, via direct applications, will be presented with the updated post-apply experience on the new ATP. After applying to a job via SmartRecruiters, the candidate would receive a unique, application-specific link in their application confirmation email that sends them to the Application Tracking Portal where they can log in via a one-time passcode (OTP). The OTP is sent to the same email address used for their application. Once logged in, applicants can take the actions mentioned in the table above for their respective application. The candidate can see all direct applications they’ve made to a single organization when they log in. Applications via a ‘hosted apply process’, via a 3rd party platform, will still receive a link to the customer specific ATP. Applications that have been manually created by a recruiter, or submitted by an agency on behalf of an applicant will not be visible on the ATP; this was the case for the Smartr portal as well.
Candidates with applications on Smartr will have access to the Smartr portal until July 19th. A notice on Smartr starting April 25th, 2024 will inform them of the sunset timeline and direct them as to how to export their data if they wish. Organizations may choose to send out their company-specific link to candidates with applications on Smartr. This link directs candidates to a page where they can register their application on the new ATP. The company identifier link can be included on company websites, in email signatures, in email templates or wherever customers want to remind candidates of how to access their applications on the new ATP. (More info and screenshots below).
What happens after the switch to the new ATP for Recruiters?
The new ATP will not have any direct impact on hiring teams. As all candidates will have access to the new ATP we will have greater consistency in how applications are managed. All applicants will have the option to take the above-listed actions.
The personal data deletion process and the configuration options remain the same. As the new ATP doesn’t require registration (as opposed to the legacy solution, Smartr), all candidates will have access to these capabilities on a customer-specific basis.
Please note that if customers have been directing previous applicants to use their Smartr login via a careers page OR using the Smartr pages to collect post-application data they would need to change/remove reference links to Smartr login.
What happens to Smartr and the applications on the Smartr portal?
Once a customer has been switched to the new ATP, Smartr account creation will no longer be possible and the signup page for Smartr after a successful application won’t be shown anymore.
Existing Smartr users can still log in with their credentials into the portal to track and manage their application until July 19th at which point Smartr will no longer be accessible.
All applications will automatically be available on the new ATP. There is no action required from candidates or customers to migrate applications from the Smartr profile to the new ATP.
Can customers move applications from the Smartr portal to the new applicant tracking portal or retrieve Smartr data?
SmartRecruiters customers have the option to generate a link that can be shared with all applicants, including past applicants, to access the new ATP. This is a company-specific link that can be shared wherever customers want to remind candidates of how to access their application. Customers can access the link by going to admin settings > candidate experience email settings.
Customers already have all application data on their systems via the application so no data download should be necessary.
Will candidates be notified on Smartr?
We will notify candidates in Smartr about upcoming changes starting on April 25th, 2024 and they will have the chance to export their Smartr-specific data before the sunset.
Is there any change in data ownership as a result of this change?
With the go live of the new Applicant Tracking Portal, SmartRecruiters will no longer be considered a joint controller of candidate data. This does not change any of our customers obligations when it comes to collecting and processing candidate data; customers were already considered data controllers and should have relevant content in their privacy policies.
What happens with the Candidate Experience Emails that include a Call-To-Action to go/signup for SmartR?
We are planning to sunset this feature on July 19th as well. We recommend deactivating both options as soon as possible to ensure that applicants will not be directed to SmartR signup.
