Your vacancy is in Ubeeo, neatly published. And then the double work starts. The same text once more on your careers site, once more on the job boards, and as soon as someone applies you copy the name, the CV and the letter back into Ubeeo by hand. Change something about the vacancy and you get to do the whole list again.

With the Ubeeo connection you do the work once. You publish the vacancy in Ubeeo and Booston picks it up, with the texts, the classifications, the salary, the location and the vacancy owner attached to it. If your vacancy has an English or German version, it goes onto your site in that language. Applicants go back to Ubeeo with CV and letter, as an application on the right vacancy. The end goal: Ubeeo stays your only point of entry, and everything you publish there ends up on your site and in your campaigns by itself.

After this article you know which data goes back and forth, what to request from Ubeeo, how to set up the connection yourself through the setup wizard, how to arrange your job texts and attributes, and where to look when something does not come in. You find the screen through 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 have three details from Ubeeo: the API token of the vacancy feed, plus a Client id and Client secret for the API. You request those from Ubeeo. See Step 1: request access from Ubeeo.
• Your user role has access to Settings. Roles and permissions are covered in Users: giving access, choosing roles and logging in through your ATS.
• There is at least one vacancy in Ubeeo that is published on the internet and shown in the vacancy list. Without such a vacancy there is nothing to check.
• You know which languages your environment uses. Ubeeo can hold a vacancy in Dutch, English, German and French, and Booston only takes the languages that are switched on for your environment.

What the connection gives you

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

• One point of entry. You create and publish the vacancy in Ubeeo and nowhere else. Change it there and it changes everywhere within a quarter of an hour.
• Online and in campaigns straight away. A published vacancy is on your website, in your Job feed and can join your campaigns on the Jobboard network and in Meta job ads.
• Multilingual without extra work. If a vacancy has several languages in Ubeeo, each language becomes its own version on your site.
• Applicants back in Ubeeo. Name, email address, phone number, date of birth, CV and letter end up as an application in Ubeeo, on the vacancy they belong to. If someone applies a second time, Ubeeo recognises the candidate and no duplicate file appears.

Which data goes back and forth

Below is exactly what travels, 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 run.

From Ubeeo to Booston

From Booston to Ubeeo

How fast it goes

• Vacancies are collected by Booston every ten minutes. Ubeeo does not send a signal when something changes, so count on at most a quarter of an hour between publishing in Ubeeo and being visible on your site.
• A full round runs every night. It collects everything again, including what looked unchanged, so small differences never run on for more than a day.
• Applicants go to Ubeeo immediately on application. If that fails, for example because Ubeeo is briefly unreachable, Booston tries again every hour.

What does not travel

A few things deliberately do not come along with Ubeeo. That way you know in advance what you arrange in Booston yourself:

• The status of a candidate. When your recruiter moves an application to a next step in Ubeeo, nothing changes in Booston yet. The Candidate review score and status import switch therefore does nothing for Ubeeo, see Step 4: choose which data flows run.
• The source of the applicant. Which channel or campaign someone came in through does not go to Ubeeo. You do see it in Booston, see Analytics: seeing which channel brings you applicants.
• Open applications. Ubeeo expects a vacancy with every application. An application without a vacancy therefore stays in Booston, under Menu → Recruitment → Candidates, see Creating and editing candidates.
• The applicant's address and your own extra questions on the application form. Only the fields from the table above travel.
• Choice lists for candidate attributes. With Ubeeo the possible values on your application form do not come from the ATS. You manage those in Booston, see Managing attributes for jobs and candidates.
• The job url back to Ubeeo. The link to the job page is not written back.

Which fields come across

Booston automatically lays the fields of a Ubeeo vacancy next to the attributes in Booston. 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 other job attributes.

A few more things happen while collecting:

• Only vacancies that are published on the internet and shown in the list come across. A vacancy that is only on the intranet, or that you took out of the list in Ubeeo, is invisible to Booston.
• Every language becomes its own version. If the vacancy has a Dutch and an English text in Ubeeo, and both languages are switched on for your environment, you get one vacancy in Booston with two language versions. A language that is not switched on for your environment is skipped.
• When a vacancy disappears from the feed, it goes off your website in Booston. So you do not have to clean anything up.

Step 1: request access from Ubeeo

Booston talks to Ubeeo in two ways. The vacancies come from Ubeeo's vacancy feed, and an API token belongs to that. Applicants go back through the Ubeeo API, and there you identify yourself with a Client id and a Client secret. You request both from your contact at Ubeeo.

1. Ask Ubeeo to switch on the vacancy feed for your environment and to send the matching API token. If you work with several labels or brands in Ubeeo, ask for the token of the label that belongs to this website. Each token gives exactly the vacancies of that label.
2. Ask Ubeeo for API access for Booston with a Client id and a Client secret. Mention that Booston will register candidates on vacancies, so Ubeeo sets the right permissions.
3. Ask Ubeeo to check that the document types CV and letter exist in your environment. Booston sends the CV and the motivation letter under those two types. If a type is missing, Ubeeo refuses the application.
4. Ask Ubeeo whether they need to allow the connection with Booston. Ubeeo only lets known systems onto the API. If Ubeeo does not know which details they need for that, mail support@booston.io and we will arrange it with Ubeeo.
5. Keep the token, the Client id and the Client secret somewhere safe. They give access to your vacancies as well as your candidates.

Step 2: start the connection and pick Ubeeo

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, pick Ubeeo from the list. You recognise it by the logo.
4. Click Next.

For Ubeeo 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 in the last step.

Step 3: fill in the Main settings

The Main settings step holds the connection details. The labels are the same as for other ATSes, but with Ubeeo you fill in something other than a regular login. Ubeeo also has its own field for the recruiter's role.

Then click Next.

Step 4: choose which data flows run

On the Functionality step you switch on what may run between Ubeeo and Booston. With Ubeeo you only see the Sync block. The block for real-time notifications is missing, because Ubeeo does not send notifications to Booston. The ten-minute round from How fast it goes collects your changes.

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.

Setting up an environment for the first time, you usually want these four on. You then start with the standard setup for Ubeeo and nothing from a previous situation stays behind. Moving an existing environment over from another ATS to Ubeeo, leave them off and talk to the helpdesk first.

Click Save. You see Synchronization in progress. Booston is collecting your vacancies at that moment, and that can take a few minutes. As soon as it is done, the You are connected screen appears.

Step 6: set up your job texts

The connection is in place, but you have not decided yet which texts you take from Ubeeo. You do that with 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.

Ubeeo delivers three texts per vacancy: the title, the job text and the introduction text. Each of those is automatically linked to a text attribute in Booston. So you do not have to tie a field to a field yourself. You only decide which texts you take over.

Per attribute you arrange that with two switches:

• Status off means: the attribute is not active in Booston and the matching text is not collected from Ubeeo.
• Sync with ATS on means: Ubeeo 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 yourself on the vacancy in Booston.

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

Step 7: set up the other job attributes

In the other sections, General, Salary, Location, Media and Other, you manage the attributes with fixed values: field of work, education level, hours, salary, location and so on. With Ubeeo those come from the classifications on the vacancy.

The two switches work the same as with the texts. Status decides whether the attribute exists in Booston, Sync with ATS whether Ubeeo fills the value. If you switch Sync with ATS off while Status is on, you fill the value in yourself through Menu → Recruitment → Jobs → edit vacancy.

In the edit screen of an attribute with values you get a few extra fields compared to the texts:

Next to the pencil icon there is a list icon. With it you open all the values that came in through Ubeeo, for example all fields of work or all contract types. When a vacancy comes in with a value Booston does not know yet, that value is added to the list automatically. You can adjust such a value afterwards, handy when you use an abbreviation in Ubeeo but want to show the whole word on your site. There is more about this in Managing attributes for jobs and candidates.

Three attributes deserve a separate note with Ubeeo:

• Hours per week comes in from Ubeeo as a range, for example 24 to 36 hours. Booston turns that into the hour brackets 0-8, 9-16, 17-24, 25-32 and 33+, and picks every bracket the range touches. With 24 to 36 hours that is three of them, so a candidate finds the vacancy under each of those brackets.
• Salary is often a text in Ubeeo, with a euro sign and a dot as a thousands separator. Booston turns it into an amount, so you can filter and sort on it.
• Country is always the Netherlands. If you want to show vacancies in another country, mail support@booston.io.

Publishing jobs from Ubeeo

The connection is in place. From now on publishing is something you do in Ubeeo. Booston looks at two things: whether the vacancy is published on the internet, and whether it may be shown in the vacancy list. Only when both are true does it come in.

1. Create or open the vacancy in Ubeeo and fill in the texts and the classifications you switched on in Booston. If your site has several languages, fill in the text per language.
2. Check the location on the vacancy. Booston uses the first location for the address and the map.
3. Check who holds the chosen role on the vacancy, the vacancy owner by default. That person becomes the recruiter with the vacancy on your site.
4. Publish the vacancy on the internet and switch on the setting to show it in the list. A vacancy that is only on the intranet does not reach your site.
5. Check the publication period. The start date must not be in the future if you want the vacancy collected straight away, and the end date must be in the future.

At the next round your vacancy is in Booston. Check it through Menu → Recruitment → Jobs. If the vacancy has two languages in Ubeeo, you see one vacancy in Booston with two language versions.

Take the vacancy off the internet in Ubeeo, take it out of the list, 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 vacancy that is online through Booston, on your website, through a job board or through an advert on social media, this happens:

1. Booston records the application with personal and contact details, CV and letter.
2. Booston registers the candidate in Ubeeo on the vacancy that was applied to, with first name, last name prefix, last name, email address, phone number and date of birth.
3. The CV and the letter travel as a document on the candidate, the CV as a CV and the motivation letter as a letter.
4. Ubeeo creates the candidate as an external applicant, with a retention period of 365 days after the start of the application.
5. If this person applied through Booston before, Booston passes along the Ubeeo number of that candidate. Ubeeo then attaches the new application to the existing file instead of creating a second one.

Which fields travel is decided by the candidate attributes: only attributes that are active and set to Sync with ATS go to Ubeeo. First name, last name and email address always travel, because Ubeeo does not accept an application without those three. There is more about candidate attributes in Managing attributes for jobs and candidates.

In Ubeeo you find the application with the vacancy and in the candidate's file. In Booston the application stays with the language version that was applied to, so you can still see which language someone responded in.

If an export does not succeed, for example because Ubeeo is temporarily unreachable, 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.

Changing the connection later

Once the connection is in place, the wizard disappears. On Menu → Settings → Connect → Ats you then see You are connected with two expandable blocks underneath: Main Settings and Ats Functions. Those are the same fields as in the wizard.

1. Expand the block you want to change.
2. Adjust the setting.
3. Click Save.

The four switches from Step 5: activate the connection are no longer here, so a regular change never accidentally throws your vacancies away.

Want to stop the connection completely? Then click Disconnect. The exchange stops with it. Your vacancies and candidates in Booston stay.

What you cannot arrange yourself

• Linking a Ubeeo classification to a Booston attribute. Which classification goes onto which attribute is set up for you per environment by Booston, because the classifications differ per Ubeeo customer. If you add a new classification in Ubeeo that you want to show on your site, mail support@booston.io with the name of the classification and the attribute you want it on.
• The language codes. Booston links the languages of your environment to the languages in Ubeeo based on the language code. If a language does not match, the helpdesk sets it up for you.
• The access on the Ubeeo side. The API token, the Client id, the Client secret, the document types and allowing Booston onto the API are managed by Ubeeo. When something changes there, you notice it in Booston because the import or the export stops.
• The frequency of the synchronisation. That is fixed for your whole environment and cannot be set per customer.

Troubleshooting

No vacancies come in at all

First check in Ubeeo whether there really is a vacancy published on the internet and shown in the list. If that is right, check in Booston whether Job, job attribute and recruiter import is on and whether the Password field holds the API token of the vacancy feed. If you work with several labels in Ubeeo, check that it is the token of the right label: each token only gives the vacancies of its own label. Finally check the languages. A vacancy whose language is not switched on for your environment is skipped.

One vacancy is missing, the rest are there

Check in Ubeeo whether the vacancy is published on the internet, and not on the intranet only. Then check whether it is shown in the list. After that check the publication period: a start date in the future or an end date in the past holds it back. Finally check whether the vacancy has a text in a language that is switched on for your environment.

Vacancies 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. At the next round the field is filled. If it stays empty, check whether the classification is filled in on that vacancy in Ubeeo. If it is a classification you only just added in Ubeeo, Booston has to link it to an attribute first, see What you cannot arrange yourself.

The wrong person is listed as the recruiter with the vacancy

Booston takes the person who holds the chosen role on the vacancy in Ubeeo, the vacancy owner by default. If you want a different role, fill it in under ATS recruiter role in Main Settings. If Ubeeo changes the name of a role, Booston no longer finds it and the vacancy comes in without a recruiter. Mail support@booston.io in that case.

Applicants do not end up in Ubeeo

Check whether Candidate export is on under Ats Functions. Then check the Url: it must be the full address of the Ubeeo API, with the path behind it. After that check whether the Client id and the Client secret are still right. If it keeps going wrong, a document type for the CV or the letter is usually missing at Ubeeo, or Booston is not allowed onto the API. Ask Ubeeo to check that. An open application, or an application on a vacancy you created by hand in Booston, never goes to Ubeeo: there is no Ubeeo vacancy to attach it to.

One applicant does not arrive, the rest do

Check whether the candidate has an email address. Without an email address Ubeeo does not accept an application. If this person already applied to the same vacancy, Ubeeo does not create a second application and Booston links the new application to the existing file. If you cannot work it out, mail support@booston.io with the name of the candidate and the vacancy.

The status in Booston does not follow Ubeeo

That is correct. With Ubeeo statuses do not come back to Booston yet, see What does not travel. Update the status of a candidate in Ubeeo, and use Booston for the number of applications and the source.

Frequently asked questions

Can I create vacancies in Booston instead of in Ubeeo?

You can, but it is not what this connection is for. Everything set to Sync with ATS is overwritten at the next round by the value from Ubeeo. If you want to manage a field in Booston, switch Sync with ATS off for that attribute. A vacancy you create by hand in Booston also does not send applicants to Ubeeo.

Does the connection work with several languages?

Yes. Switch Multilingual on in the Main settings and fill in the text per language in Ubeeo. Booston takes every language that is switched on for your environment, and puts them on your site together as one vacancy with several language versions. Classification values come across per language exactly as you translated them in Ubeeo.

I have several labels or brands in Ubeeo. Can that work on one site?

Every API token of the vacancy feed gives the vacancies of one label. If you want a separate careers site per label, each site gets its own Booston environment with the token of that label. If you want all labels on one site, check with Ubeeo whether they can issue a token for the whole, and mail support@booston.io.

What happens when I take a vacancy off the internet in Ubeeo?

At the next round that vacancy is no longer in the feed, and it disappears from Booston and from your website. Applications that already came in on it stay stored in Booston and in Ubeeo.

Does Ubeeo see which channel an applicant came in through?

No. The source does not travel to Ubeeo. In Booston you do see per channel and per campaign where your applicants come from, see Analytics: seeing which channel brings you applicants.

Does the status of a candidate come back from Ubeeo?

Not yet. Ubeeo can send a signal as soon as a candidate reaches a certain step in Ubeeo, for example hired, but Booston does not process that signal yet. Until then the status in Booston stays as it was.

Can I work with several Ubeeo environments on one Booston environment?

No. A connection works with one API token and one Client id, and therefore with one Ubeeo environment. Several Ubeeo environments means several Booston environments.

Coming soon

• A second application from the same person never gets stuck again. Ubeeo reports a duplicate application in a way Booston cannot always read right now. That is being made more robust, so such an application is always attached neatly to the existing file.
• Seeing why an applicant did not arrive. When an export fails, the candidate in Booston will show exactly what Ubeeo refused. Booston will also check an application before it goes out the door, so a missing field does not only show up at Ubeeo.
• Automatic retry after an outage. A round that fails because of a temporary outage, at Ubeeo or on the way, will soon be retried by itself instead of waiting for the next round.
• Job texts you improved with AI stay in place. If you improve a text from Ubeeo with the AI functions for job texts, the nightly round no longer overwrites that improvement. The original text from Ubeeo stays visible and can be restored. As soon as this is live, we will update this article.

Need help?

Stuck, or unsure which setting fits your situation? Mail support@booston.io or call 085 0044 215 and mention:

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

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