Scout Data Processing - JobAdder

Scout processes data for Candidates, Jobs, and Applications by ingesting information from external sources and optionally pushing updates back to ATS systems. This document details the data processing pipeline for these entities.

1. Candidate Data

1.1 Data Ingestion

LinkedIn

Scout uses the Scout Chrome Extension to extract data from public and Recruiter profiles on LinkedIn.

Trigger:

When a user views a LinkedIn profile using the Scout Chrome Extension. Only the data visible on the page is captured.

Fields Captured:

• Name
• Contact Information (Email, Phone, LinkedIn URL, Websites)
• Location
• Profile Summary
• Experience
• Education
• Skills, Languages, Certifications, Projects, Publications
• Recommendations
• Open to Work status
• Notes (from LinkedIn Recruiter)
• Messaging data (if message sequences are created via Scout)

JobAdder

Scout ingests candidate records from JobAdder through automatic notifications from JobAdder.

Trigger & Update Frequency:

When a candidate is created or updated in JobAdder, this two way sync happens within seconds. Scout adheres to JobAdder API rate limits.

Fields Captured:

• Name
• ATS ID
• Location
• Contact Information (Email, Phone, LinkedIn URL, Websites)
• Skills
• Experience
• Education
• Notes & Activities (These are pulled periodically)
• Resume (Scout will attempt to infer additional information from the resume)

Careers Mailbox

Scout scans the user’s configured careers mailboxes for new resumes with certain relevant keywords.

Trigger & Update Frequency:

Outlook mailboxes and IMAP mailboxes are scanned regularly. Scout checks for certain keywords and availability of an attachment to ensure that it is reading a valid email.

Fields Captured:

Scout will read the resume and attempt to infer the below additional information from the file.

• Name
• Contact Information (Email, Phone, LinkedIn URL, Websites)
• Location
• Profile Summary (Generated based on the resume)
• Experiences
• Educations
• Skills
• Resume File

Manual Upload

Users can upload candidates manually using the Resume Upload page.

Trigger & Update Frequency:

When a candidate is uploaded on the Resume Upload page.

Fields Captured:

• Name
• Location
• Contact Information (Email, Phone, LinkedIn URL, Websites)
• Summary (Generated based on the resume)
• Skills
• Experience
• Education
• Resume (Scout will attempt to infer additional information from the resume)

Seek

Scout ingests candidate records from Seek when a user views a candidate’s profile on Seek. The users require to be logged in to their Seek account to view the profile.

Trigger & Update Frequency:

When a user views a candidate’s profile on Seek, Scout captures data within seconds. Please note that capturing data from Seek is not as stable yet given frequent changes in how Seek’s website is organised.

Fields Captured:

• Name
• Contact Information (Email, Phone, LinkedIn URL, Websites)
• Location
• Profile Summary (Generated based on the resume)
• Experiences
• Educations
• Skills

1.2 Data Pushing

Scout helps users keep their ATS and data up-to-date by pushing updates to the ATS. Scout’s AI attempts to deduplicate and merge profiles from different sources and updates the ATS with the latest information.

JobAdder

Scout can write candidate updates back to JobAdder.

Trigger & Update Frequency:

When there are updates to the same profile from another source, Scout will update JobAdder shortly after receiving that information.

Fields Pushed:

• Latest Experience (Replaces the current experience with the latest one)
• Summary (Replaces the current value with what is fetched from LinkedIn or generated using information in the resume)
• Location (Replaces the current location with the latest one)
• Education (Adds if not already present)
• Resume (Adds updated copy if not already present)
• Notes and Activities (Adds new notes under the ‘Scout’ label)

On updating the fields, Scout also adds a corresponding note for the candidate with the action taken.

Custom Fields:

Note: Scout supports the following custom fields.

• Scout Industry (Text)
• Scout Job Family (Text)
• Scout Job Function (Text)
• Scout Seniority (Text)
• Scout Visa Status (Text)
• Scout Skills (List of Text - Multi Select)

To enable pushing of these, please reach out to JobAdder Support with Scout Support copied. Please mention a selection of the above fields that you would like to be populated by Scout.

Notes:

1. The user may choose to auto push shortlists as applications on JobAdder when shortlisted on a Scout Project linked to the job. Available on request. Ask your Scout admin or Scout Support. If enabled, the candidate will be created in JobAdder and the application will be created in JobAdder.
2. By default, only existing candidates on the ATS are updated by Scout. The user may choose to add newly created candidates via uploads or the careers mailbox on their ATS. Available on request. Ask your Scout admin or Scout Support.

2. Job Data

2.1 Data Ingestion

JobAdder

Scout syncs job details from JobAdder automatically. When a job is created in JobAdder, Scout ingests the job details. The configured recruiters for the ATS job are notified with recommended candidates from their Scout profile.

Trigger & Update Frequency:

When a job is created or updated in JobAdder, Scout is able to run a search for that job within seconds. Scout also sends out an email of recommended candidates a few minutes after the recruiter posts a job - this delay is by design to cater for any changes the recruiter makes after posting the job.

Fields Captured:

• Job Title
• Description
• Location
• Job Description File
• Skills

Apart from the above skills, Scout interprets the job fields as described in the New Search page.

Job Boards

Scout supports searching for recommended candidates for the following job boards - LinkedIn jobs, EFinancialCareers, JobsDB, MyCareersFuture, Seek, Naukri. A user with the Scout Chrome Extension can view the Chrome tab on the right side of the page to view recommended candidates. This also creates a corresponding search on Scout.