Your job is in Teamtailor, neatly set up with a pitch, a body text, a department and a location. Then the double work starts. The same job again on the careers site, again on the job boards, and as soon as someone applies you type the name, email address and CV into Teamtailor by hand. Change something about the job and you run the whole list again.

With the Teamtailor connection you do the work once. You publish the job in Teamtailor and Booston picks it up, with the texts, the department, the role, the location, the salary and the recruiter attached to it. Applicants go back to Teamtailor with their CV and cover letter, as an application on the right job. When a recruiter moves the candidate to the next stage in Teamtailor or gives them stars, Booston keeps up. The end goal: Teamtailor stays your only point of entry, and everything that happens outside it comes back together there by itself.

After this article you know which data goes back and forth, how to set the connection up yourself with the setup wizard, how to configure your job texts and attributes, and where to look when something does not come in. You will find the screen at Menu → Settings → Connect → Ats.

Before you start

• The ATS connector module is switched on for your environment. If it is off, you will not see the Connect screen.
• You are a Company admin in Teamtailor, or you know someone who is. Only an admin can create an API key, and you need that key. See Step 1: create an API key in Teamtailor.
• Your user role in Booston has access to Settings. Roles and rights are covered in Users: granting access, choosing roles and signing in through your ATS.
• There is at least one published job in Teamtailor. Booston only picks up jobs with the status Published, so without one there is nothing to check.
• You know which language is the default language of your Booston environment. Every job from Teamtailor comes in in that language.

What the connection gives you

The connection is not a one-off import. It is a continuous two-way exchange, and that gives you four things:

• One point of entry. You create and publish the job in Teamtailor and nowhere else. Change it and it changes everywhere within ten minutes.
• Online and in campaigns straight away. A published job appears on your website, in your Job feed and can join your campaigns on the Jobboard network and in Meta job ads.
• Applicants back in Teamtailor. Name, email address, phone number, CV and cover letter end up as an application in Teamtailor, on the job they belong to. If Teamtailor already knows the person, that candidate is updated instead of created twice.
• Stages and ratings that keep up. When a recruiter drags the candidate to the next stage in Teamtailor, or gives them stars, Booston sees that too. Your reporting stays correct.

Which data goes back and forth

Below is exactly what travels over the line, in which direction, and which setting switches it on. The names in the Setting column are the switches you meet in Step 4: choose which data flows are switched on.

From Teamtailor to Booston

From Booston to Teamtailor

How fast it goes

• Jobs are picked up by Booston every ten minutes. Teamtailor does not send a signal when something changes, so count on ten minutes at most between publishing in Teamtailor and being visible in Booston.
• Every night there is a full round. It picks up everything again, including what seemed unchanged, so small differences never run on for more than a day.
• Applicants do not travel in that round. They are sent to Teamtailor the moment they come in. If that does not work, because Teamtailor is briefly unavailable for example, Booston tries again every hour.
• Stages and ratings come in every evening. A stage you change in Teamtailor today shows up in Booston tomorrow morning.

What does not travel over the line

A few things deliberately do not go along with Teamtailor. That way you know up front what you arrange in Booston yourself:

• Where the applicant came from. Teamtailor does mark the candidate as sourced, but the campaign or channel someone came from does not travel along. You see that in Booston, in Analytics.
• The applicant's address and social media links. Through the connection Teamtailor only accepts a candidate's name, email address and phone number. The rest of the profile stays in Booston.
• Comments with the application. A note the candidate types into a text field does not travel along. A cover letter as a file does.
• Value lists for candidate attributes. The lists of possible values on your application form do not come out of the ATS with Teamtailor. You manage those in Booston, see Managing attributes for jobs and candidates.
• The job url back to Teamtailor. The link to the job page on your site is not written back.

Which fields come along

Booston lays the fields of a Teamtailor job next to the attributes in Booston automatically. You do not have to tie anything together by hand. You only decide which fields you use, and you do that in Step 6: set up your job texts and Step 7: set up the remaining job attributes.

A few more things happen during the pickup:

• Only jobs with the status Published come along. A draft, a job on Unlisted and an archived job are invisible to Booston.
• When a job disappears from that list, it goes off your website in Booston. So you do not have to clean anything up.
• Every job comes in in one language, the default language of your Booston environment. If you work with jobs in several languages in Teamtailor, read the Frequently asked questions.

Step 1: create an API key in Teamtailor

Booston signs in to Teamtailor with an API key. You create it yourself in the Teamtailor settings, and you fill it in later at Step 3: fill in the Main settings.

1. Sign in to Teamtailor as a Company admin and go to Settings → Integrations → API keys.
2. Click New API key.
3. Give the key a recognisable name, for example Booston. That way you can see later what the key is for.
4. Under Scope, choose Admin. A public key may only read jobs and cannot create applicants.
5. Switch on both Read and Write. Booston needs read access for the jobs and the stages, and write access for the applicants.
6. Save and copy the key. Keep it somewhere safe, because it gives access to your jobs and your candidates.

More about API keys is in the Teamtailor API documentation.

Step 2: start the connection and choose Teamtailor

1. In Booston, go to Menu → Settings → Connect and click the Ats tab.
2. If it says Ats is not connected, click Connect. The setup wizard opens.
3. Under Select ATS, choose Teamtailor from the list. You recognise it by the logo.
4. Click Next.

For Teamtailor the wizard has four steps: Select ATS, Main settings, Functionality and Activation. You move back and forth between the steps with Previous and Next. Nothing is saved until you click Save on the last step.

Step 3: fill in the Main settings

The connection details are on the Main settings step. The labels are the same as for other ATSs, but with Teamtailor you fill in something other than a normal login.

Then click Next.

Step 4: choose which data flows are switched on

On the Functionality step you switch on what may run between Teamtailor and Booston. The data flows themselves are under Sync.

You will not see the Real time connection settings block with Teamtailor. Teamtailor does not report a change to Booston itself, so everything runs through the ten minute round. Click Next.

Step 5: activate the connection

The last step is called Activation. There is a red warning here, and rightly so: the switches on this step overwrite existing settings and work through your whole environment, including your website and your campaigns.

1. Switch on Apply default attribute settings for this ATS if this is your first setup.
2. Leave the three Purge switches off, unless you deliberately want to start over.
3. Click Save.

Booston then shows Synchronization in progress and picks up your jobs, in groups of thirty. That can take a few minutes. Once it is done, the You are connected screen appears.

Step 6: set up your job texts

The connection is live, but you have not yet decided which texts you take from Teamtailor. You do that at the attributes. Start with the texts, because they decide what your job page looks like.

Go to Menu → Settings → Attributes → Job attributes. The screen is split into sections: Title And Description, General, Salary, Location, Media and Other. The texts are in Title And Description.

Teamtailor has two text fields on a job: the Body with the actual job text and the Pitch with a short introduction. Booston puts them on the first two text attributes. So you do not have to tie a field to a field yourself. You only decide which fields you take over.

You arrange that per attribute with two switches:

• Status off means: the attribute is not active in Booston and the matching text is not picked up from Teamtailor.
• Sync with ATS on means: Teamtailor fills this text automatically. This is what you want in most cases.
• If Status is on but Sync with ATS is off, the field stays empty until you fill it in on the job in Booston yourself.

Click the pencil icon to set an attribute up further. The most important fields:

Step 7: set up the remaining job attributes

In the other sections, General, Salary, Location, Media and Other, you manage the attributes with fixed values: department, role, workplace, employment type, level, salary and location. With Teamtailor those come from the fields on the job and from the departments and roles you set up in Teamtailor.

The two switches work the same as for the texts. Status decides whether the attribute exists in Booston, Sync with ATS whether Teamtailor fills the value. Switch Sync with ATS off while Status is on and you fill the value in yourself through Menu → Recruitment → Jobs → edit job.

The edit screen of an attribute with values has a few extra fields compared to the texts:

Next to the pencil icon there is a list icon. It opens all the values that came in through Teamtailor, all departments or all roles for example. When a job comes in with a value Booston does not know yet, that value is added to the list automatically. You can then edit such a value, which is handy if you use an internal name in Teamtailor but want to show something else on your site, or if you need the value in a second language. More about this is in Managing attributes for jobs and candidates.

Two attributes deserve a separate note with Teamtailor:

• The workplace comes in in Teamtailor's wording, so as fully remote or hybrid for example. If you want to phrase that differently on your site, edit the value in the list. Your change stays in place at the next round.
• An empty field in Teamtailor gives no value in Booston. If a job has no department or no level, that attribute simply stays off the job page.

Publishing jobs from Teamtailor

The connection is live. From now on publishing is something you do in Teamtailor.

1. Create the job in Teamtailor and fill in the fields you switched on in Booston: the pitch and the text, the department, the role, the location, the workplace and the salary.
2. Choose a Recruiter on the job. They appear as a team member on the job on your site, with the details from their Teamtailor profile.
3. Publish the job. Booston only picks up jobs with the status Published. A job on Unlisted is reachable through a direct link, but is not in the list Booston picks up.
4. Check the start and end date of the publication. An end date in the past keeps the job off your site.

At the next round, so within ten minutes, the job is in Booston. Check it through Menu → Recruitment → Jobs. The Ats ID column shows the number of the job from Teamtailor.

From that moment on the job joins in everywhere: on your website, in your Job feed and in your campaigns. Set the job to Unlisted in Teamtailor, archive it or let the end date pass, and Booston takes it off your website. So you do not have to clean anything up.

Receiving applications and sending them back

When someone applies to a job that is online through Booston, on your website, through a job board or through an ad on social media, this happens:

1. Booston records the application with personal and contact details, CV and cover letter.
2. Booston checks whether the email address already exists as a candidate in Teamtailor. If it does, Booston updates that candidate. If it does not, Booston creates a new candidate with first name, last name, email address and phone number, marked as sourced.
3. The CV and the cover letter go along as a file on the candidate in Teamtailor.
4. Booston attaches the candidate to the job as an application. In Teamtailor they land in the first stage of that job's pipeline. In Teamtailor's default setup that stage is called Inbox.
5. Your recruiter works on in Teamtailor. The stage and the stars come back into Booston every evening.

If an export does not work, because Teamtailor is briefly unavailable for example, the candidate stays in Booston and Booston tries again every hour, as long as Candidate export retry is on. So you do not lose an application.

Three things are good to know:

• One candidate, even with several applications. If the same person applies to two jobs, they are one candidate in Teamtailor with two applications. Booston searches on email address, so that only works if the candidate uses the same address both times.
• An open application has nothing to attach to in Teamtailor. If someone leaves their details without a job, Booston does create them as a candidate in Teamtailor, but there is no job to attach the application to. Booston therefore reports the export as failed, with an exclamation mark on the candidate. The candidate is in both systems all the same. How to complete and manage such a candidate is covered in Creating and editing candidates. See also Coming soon.
• Whatever else the candidate fills in stays in Booston. Address, social media links and a note in a text field do not travel to Teamtailor. If you want those details in Teamtailor, you copy them over yourself.

Stages and ratings back in Booston

Your recruiters work in Teamtailor: they drag candidates through the pipeline, reject them and give stars. Every evening Booston picks up two things for every application that is in Teamtailor through the connection:

• The stage the application sits in in Teamtailor. Booston translates the name of that stage into a status of its own.
• The rating in stars your recruiter gave in Teamtailor. Booston takes it over as the rating on the candidate.

That way you see in Booston not only how many applicants a channel brings in, but also how many of them your recruiters really rate. Which is exactly what you need to divide your budget in Analytics.

Not every stage in Teamtailor has a counterpart in Booston. By default these are translated:

If an application sits in a stage that is not in this table, Booston leaves the status as it was. In Teamtailor every job has its own pipeline and you can name stages freely. Booston looks at that name, so if you use different names in your environment, or want more stages to keep up, Booston sets that up for you. See What you cannot arrange yourself.

Changing the connection later

Go to Menu → Settings → Connect → Ats. Once the connection is live you see two cards:

• ATS with the text You are connected and the Disconnect button.
• Settings, with the Main Settings and Ats Functions blocks you fold open and closed.

Change what you need and click Save. Unlike the first setup, the four switches from Step 5: activate the connection no longer appear here. So an ordinary change never throws your jobs away by accident.

What you cannot arrange yourself

• The translation of Teamtailor stages into Booston statuses. Which stage from your pipeline ends up on which Booston status is set up for you by Booston. Email support@booston.io with the name of the stage as it appears in Teamtailor and the status you expect in Booston.
• The filter in the Qualifier field. If you want to pull in only part of your jobs, from one department or one location for example, we set that filter up together with you.
• Linking a Teamtailor field to a Booston attribute. Which field sits on which attribute is fixed per ATS. If you use your own fields in Teamtailor that you want to show on your site, email support@booston.io.
• The frequency of the synchronisation. That is fixed for your whole environment and cannot be set per customer.

Troubleshooting

No jobs come in at all

First check in Teamtailor whether there really are jobs on Published. If there are, check in Booston whether Job, job attribute and recruiter import is on and whether the API key is in the Password field rather than your own password. If it stays quiet, the key has usually been revoked or created with the Public scope instead of Admin. Create a new key in Teamtailor with the Admin scope and both Read and Write, and fill it in again in Booston.

One job is missing, the rest are there

Look at the status of that job in Teamtailor: only Published comes along, Unlisted and a draft do not. Then look at the end date of the publication. An end date in the past keeps the job off your site.

Jobs come in, but fields stay empty

Then the attribute has Status on but Sync with ATS off. Switch it on in Menu → Settings → Attributes → Job attributes. The field is filled at the next round. If it stays empty, check whether the field is filled on that job in Teamtailor. A job without a department or without a salary gives no department or salary in Booston either.

The recruiter on the job is wrong or missing

Booston takes over the user set as the Recruiter on the job in Teamtailor. If nobody is set there, no team member comes along either. Choose a recruiter on the job in Teamtailor and wait for the next round.

Applicants do not end up in Teamtailor

Check whether Candidate export is on under Ats Functions. Then check whether the API key has both Read and Write: with read access only Booston can pick up jobs but cannot create candidates. If it keeps going wrong, look at the job: an application can only be attached to a Teamtailor job if that job really comes from Teamtailor. A job you created by hand in Booston has no Teamtailor job to attach to.

One applicant sits there with an exclamation mark, the rest come through

That is usually an open application without a job, see Receiving applications and sending them back. Booston tries again every hour and stops after three attempts. If you cannot work it out, email support@booston.io with the name of the candidate and the job.

The status in Booston does not keep up

The stages come back once every evening, so wait until the next morning first. If the status stays put, check whether the stage in Teamtailor is in the table at Stages and ratings back in Booston. A stage that is not in there, or that is named differently in your pipeline, changes nothing in Booston.

Frequently asked questions

Can I create jobs in Booston instead of in Teamtailor?

You can, but it is not what this connection is for. Everything set to Sync with ATS is overwritten by the value from Teamtailor at the next round. If you want to manage a field in Booston, switch Sync with ATS off for that attribute.

Does the connection work with several languages?

The connection picks up every job in one language, the default language of your Booston environment. If you publish the same job in two languages in Teamtailor, that becomes two separate jobs in Booston, both in that default language. If you work multilingually, talk to the helpdesk first about the best setup.

Why is there a candidate in Teamtailor without an application?

Because that person made an open application, without a job. Booston does create the candidate in Teamtailor, but there is no job to attach them to. You can add them to a job in Teamtailor yourself.

What happens if I archive a job in Teamtailor or set it to Unlisted?

At the next round that job is no longer in the list Teamtailor returns, and it disappears from Booston and from your website. Applications that already came in on it are kept in Booston and in Teamtailor.

Do a candidate's stars from Teamtailor come along?

Yes. The rating your recruiter gives the application in Teamtailor is taken over by Booston every evening as the rating on the candidate, together with the stage.

Can I work with several Teamtailor companies on one Booston environment?

No. A connection works with one API key and therefore with one Teamtailor company. Several Teamtailor companies means several Booston environments.

Coming soon

• Seeing why an applicant did not arrive. When an export fails, the candidate in Booston will show exactly what Teamtailor answered, instead of a general message. That way you see straight away whether it was the key, the rights or the job.
• Open applications without an exclamation mark. An open application without a job will no longer be reported as a failed export and no longer retried every hour. The candidate appears in Teamtailor and Booston shows that as successful.
• AI optimised job texts stay in place. If you have a text from Teamtailor improved by the AI module, the ten minute round will no longer overwrite that improvement. The original Teamtailor text stays visible and can be restored with one click.
• The connection as a step in the guided setup. For new environments the ATS connection will become a fixed step in the setup wizard, with the same four steps you came across above.

As soon as this is live, we will update this article.

Need help?

Stuck, or unsure which setting fits your situation? Email support@booston.io or call +31 85 0044 215 and mention:

• the name of your environment;
• what you are trying to achieve;
• the message you see, if there is an error message.

Would you rather go through the settings together? Book a free 30 minute online demo and we will walk through it with you. Job Done!