8 min read

Integrating RefHub with Your ATS: A Workflow Blueprint

Hiring new staff takes a lot of work. You have to find candidates, interview them, and check their backgrounds. If you do these tasks one by one, your process slows down. This is why a strong ATS integration is so important for your team. When you connect RefHub to your Applicant Tracking System, you stop wasting time on manual tasks.

You can integrate reference checks with ATS platforms to make your hiring faster. This guide shows you how to build a recruitment automation workflow that works while you sleep. By following this blueprint, you can make sure your data stays in one place and your candidates move through the funnel without delay.

Why Connect Your Recruitment Tools?

Your HR tech stack should work as one single unit. When your tools do not talk to each other, you have to copy and paste names, emails, and phone numbers. This leads to mistakes. It also makes the hiring process feel slow to the candidate.

An ATS integration fixes these problems. It allows RefHub to send and receive data from your main hiring software. This means you do not have to leave your ATS to start a reference check. All the information you need stays in the candidate record. This keeps your files organized and helps you make decisions faster.

The Automated Workflow Blueprint

The goal of this blueprint is to create a trigger. A trigger is an action that tells the system to start a task. In this case, the task is a reference check. The best time to start this is when you are ready to hire someone.

Step 1: Set Your Trigger Stage

Open your ATS settings and look at your pipeline stages. You likely have stages like "Screening," "First Interview," and "Final Interview." To make your recruitment automation workflow work well, you should select the "Offer Stage" as your trigger point.

When you move a candidate to "Offer Stage," the ATS sends a signal to RefHub. This signal tells RefHub to send the reference request to the candidate right away. You do not have to click any extra buttons.

Step 2: Map Your Data Fields

For the systems to talk, they must use the same language. This is called field mapping. You need to link the fields in your ATS to the fields in RefHub.

Check that these fields match:

Candidate First Name
Candidate Last Name
Candidate Email Address
Candidate Phone Number
Job Title

If these do not match, the data might get lost. Make sure you verify these settings in your integration dashboard before you turn the system on.

Step 3: Auto-Trigger the Reference Check

Once the stages and fields are set, you can turn on the automation. Now, when you drag a candidate’s name to the "Offer Stage" in your ATS, RefHub gets to work.

The system sends an email or SMS to the candidate. The candidate then enters their referee details. Because this happens automatically, you save hours of back-and-forth communication. It also means the reference check starts the very second you decide you want to hire that person.

Step 4: Review Results in Your ATS

A good ATS integration does more than just start the check. It also brings the results back to you. Once the referees finish their reports, RefHub sends the completed PDF or data link back to the candidate's file in your ATS.

You will see a status update or a new file attached to the record. This allows you to read the references without ever logging out of your primary software. It keeps your HR tech stack clean and easy to manage.

Bullhorn Integration Tips

If you use Bullhorn, you know how important it is to keep your notes updated. Here are some Bullhorn integration tips to help you:

Use Status Change Triggers: Set your Bullhorn "Status" to change to "Reference Sent" once the integration starts. This tells the rest of your team that the check is in progress.
Check the Files Tab: Most integrations will save the final report in the "Files" tab of the Candidate record. Make sure your team knows to look there.
Custom Fields: You can set up custom fields in Bullhorn to show the date the reference was completed. This helps with your reporting later on.

JobAdder Tips for Better Hiring

JobAdder users can also benefit from these workflows. Here are some JobAdder tips for a better experience:

Note Actions: Set up your integration so that every time a referee submits a report, a Note is added to the JobAdder record. This creates a clear paper trail.
Task Lists: You can have the system create a task for the recruiter once the reference check is done. This reminds the recruiter to review the report and make the final offer.
Placement Workflow: Link the reference check to the placement record. This helps keep your hiring data tied to the specific job the candidate is starting.

Managing Your HR Tech Stack

Your HR tech stack is only as good as the data inside it. To keep things running well, you should audit your integration once every few months.

Check for these things:

Are there any failed triggers?
Is the data mapping still correct?
Are recruiters using the "Offer Stage" correctly?

When you keep your systems in good shape, you reduce the risk of errors. A well-managed system helps you stay ahead of other companies who are still doing things the old way.

Frequently Asked Questions

How long does it take to set up an ATS integration? Most integrations can be set up in less than an hour if you have admin access to both RefHub and your ATS. You simply need to link the accounts and map your fields.

Can I choose which candidates get an automatic check? Yes. You can set rules so the check only triggers for certain job types or departments. This gives you control over your process.

What happens if a candidate does not have an email address? The system will usually flag an error. It is important to make sure all candidate contact info is filled out before you move them to the "Offer Stage."

Does the integration work on mobile? Yes. If your ATS has a mobile app, moving a candidate to the "Offer Stage" on your phone will still trigger the RefHub process.

Making Your Hiring Process Work for You

Building a better workflow is about more than just software. It is about giving your team more time to focus on people. When you remove the boring tasks like data entry, your recruiters can spend more time talking to talent.

Using an ATS integration with RefHub changes how you work. It makes your company look professional to candidates because the process is fast. It also gives you peace of mind that your background checks are being done correctly every single time. By following this blueprint, you turn your hiring system into a powerful tool that helps your business grow.

Get Started with RefHub Today

Are you ready to simplify your hiring? Setting up your recruitment automation workflow is the first step toward a better recruitment experience. Whether you need Bullhorn integration help or JobAdder tips, our team is here to support you.

Connect your tools and start seeing the benefits of a connected HR tech stack. Stop doing things the hard way and let automation do the heavy lifting for you. Contact RefHub today to learn how to link your systems and start your first automated reference check.