Guide: Managing ATS Sync

Overview

After connecting your ATS to Jemmo, your data is synchronized automatically. This ensures Jemmo always has the latest information for AI matching and candidate management.

What Gets Synced

Jobs:

• Job titles and descriptions
• Requirements and qualifications
• Locations and compensation
• Job status (open/closed)

Talents (Candidates):

• Candidate profiles
• Contact information
• Resume/CV files
• Application history
• Current stage in hiring process

Automatic Synchronization

Synchronization happens in the background every 6 hours without any manual intervention.

Sync Schedule

• Jobs & Talents: Automatically synced every 6 hours
• Real-time: Updates from your ATS are processed as they happen (for supported providers)

Refreshing Data Manually

If you've just made a change in your ATS and want to see it immediately in Jemmo, you can trigger a manual refresh.

Refreshing Jobs

1. Navigate to Jobs page
2. Click the sync icon in the header to update jobs

Refreshing Talents

1. Navigate to Talents page
2. Click the sync icon in the header to update talents

Understanding Sync Process

How Sync Works

Sync Pipeline:

ATS Provider
     │
     ├─> API Request (Jobs)
     │   └─> Fetch updated job listings
     │
     ├─> API Request (Talents)
     │   └─> Fetch candidate profiles
     │
     ├─> Data Processing
     │   ├─> Map ATS fields to Jemmo schema
     │   ├─> Validate data integrity
     │   └─> Apply organization rules
     │
     ├─> Database Update
     │   ├─> Upsert jobs to database
     │   ├─> Upsert talents to database
     │   └─> Update sync timestamps
     │
     └─> Complete
         ├─> Send success notification
         └─> Update UI with latest data

Initial Sync vs. Incremental Sync

Initial Sync (First Connection):

• Processes all historical jobs and talents
• May take up to 24 hours for large datasets
• Full sync of all records
• Creates baseline for future incremental syncs

Incremental Sync (Ongoing):

• Only processes changed records since last sync
• Typically completes within minutes
• Efficient use of API resources
• Preserves sync performance

Sync Duration Examples:

Data Privacy and Security

Sensitive Data Handling:

• API Keys: Encrypted at rest in database
• Personal Info: Only accessible to authorized users
• Resumes: Stored in secure Supabase Storage
• Contact Details: Hidden from unauthorized viewers

Data Masking:

All sensitive data in screenshots has been anonymized:

• Email addresses: Replaced with user@example.com
• Phone numbers: Replaced with +33 6 XX XX XX XX
• Names: Replaced with generic names
• Company info: Replaced with generic company names
• API keys: Completely obscured or omitted

Troubleshooting

Sync Not Starting

Problem: Clicking sync button does nothing

Possible Causes:

1. No ATS Connected:
   • Verify ATS is connected in Settings
   • Connection must be active before sync works

Jobs Not Appearing

Problem: Jobs don't appear in Jemmo

Solution:

1. Check ATS Source:
   • Verify jobs exist in your ATS
   • Jobs must be in "published" or "open" status
   • Archived jobs don't sync to Jemmo
2. Manual Refresh:
   • When was last sync?
   • If more than 6 hours, trigger manual refresh

Talents Not Appearing

Problem: Talents don't appear in Jemmo

Solution:

1. Check ATS Data:
   • Ensure candidates exist in your ATS
   • Candidates must have active applications
   • Archived candidates may not sync
2. Manual Refresh:
   • When was last sync?
   • If more than 6 hours, trigger manual refresh

Best Practices

Sync Schedule

Optimal Timing:

• Initial Sync: Run during off-peak hours (evening/weekend)
• Regular Syncs: Let automatic syncs handle updates
• Before Interviews: Manually sync to ensure latest candidate data
• After Job Postings: Sync immediately to capture new roles

Data Management

Before Sync:

• Ensure ATS data is accurate
• Remove duplicate records in ATS
• Standardize job titles and candidate info
• Verify ATS API access is working

After Sync:

• Verify records imported correctly
• Check for missing data
• Validate job/talent relationships
• Report any inconsistencies

Monitoring

Regular Checks:

1. Weekly:
   • Check last sync timestamps
   • Verify sync status is green
   • Review sync logs for warnings
2. Monthly:
   • Audit synced data quality
   • Compare ATS vs Jemmo record counts
   • Update API keys if near expiration

Security

API Key Management:

• Rotate API keys every 90 days
• Revoke old keys immediately after rotation
• Never share keys in documentation or code

Data Privacy:

• Follow GDPR and data protection regulations

Troubleshooting Workflow

When Issues Occur:

1. Check Status:
   • View sync timestamps in Settings
   • Look for error messages
2. Review Logs:
   • Check Settings > Logs for sync errors
   • Copy error messages for support
3. Verify ATS:
   • Test ATS API access
   • Check ATS status page for outages
   • Confirm API key permissions
4. Contact Support:
   • Use the Help chat in the floating bubble in the bottom right corner
   • Include error messages and screenshots
   • Describe steps taken before error

Additional Resources

Related Guides

• ATS Connection Guide - How to connect your ATS provider
• Integrations - Overview of available integrations

ATS Documentation

Teamtailor:

• API Documentation: https://teamtailor.com/api
• Rate Limits: https://teamtailor.com/docs/rate-limits

Flatchr:

• API Documentation: https://developers.flatchr.io
• Support: support@flatchr.com

Jarvi:

• API Documentation: https://jarvi.fr/api
• Support: support@jarvi.fr

Quick Reference

Sync Commands

Sync Status Indicators

Key Terms

Need help with sync issues? Use the Help Chat in the floating bubble in the bottom right corner.

Integration not working? Contact support at: support@jemmo.io

Looking for other guides? Visit the Guides section.