This guide will cover how to configure scheduled reminders in your Talos ATS for the following features:
Application Form Resume
Interview Scheduler
Referencing
Trust ID
Configuring Reminders
Reminder Templates
Click here to navigate to Manage Communication Templates when logged into the ATS.
Filter your templates to the category "System", and you will be able to view the default reminder templates:
Each template can be customised as per your requirements.
Note: The RTW check reminder does not require a template, as it automatically resends TrustID’s RTW email.
Reminder Settings
Click here to navigate to Edit Profile Settings when logged into the ATS.
Click on the Profile dropdown and select the relevant profile you would like to configure the reminders for:
Once a profile has been selected, this will load the default options for your ATS, based on the modules you have enabled.
Reminders will be disabled by default - these can be switched on and configured in the following tabs under Edit Profile Settings:
Reminder | Settings Location |
Application Form Resume | App Form Settings tab (new) |
Interview Scheduler | Interview Scheduler tab |
Referencing | Onboarding Settings tab |
TrustID | TrustID – RTW Settings tab |
Configuration Options
Each reminder type is configurable per profile, using the following options:
Template – Choose which email or SMS template to use when a reminder is triggered.
Send After – Define when reminders should begin after an action has been completed, e.g., after an interview has been booked or after a reference has been requested.
Send Every – Determine how often reminders should be sent.
Recurrence – Specify how many times the reminder should be sent.
Sending Reminders
Scheduled Reminders
When the scheduled day for a reminder arrives, it will be triggered at the same time of day that the original action was performed.
For example:
A reference request reminder will be sent at the same time the request was initially sent to a candidate or referee
A RTW check reminder will be sent at the time the RTW check request was originally triggered.
There is an exception to this:
For upcoming interviews, the reminder will be sent at the time the interview is scheduled for.
Each reminder type has pre-defined rules which the ATS uses to determine whether to send the reminder at the scheduled date and time.
Reminder Type | When to send reminder | When not to send reminder |
Application Form Resume Reminder | If an Application Resume Form has not been completed. | If the form has been completed. If the vacancy is no longer accepting applications. |
Interview Confirmation Reminder | If the interview is a future date, and in Tentative status | If the interview is Accepted, Declined, Cancelled or any other status. If the interview date is in the past. |
Upcoming Interview Reminder | If the interview is a future date, and in Accepted status. | If the interview is Tentative, Declined, Cancelled or any other status. If the interview date is in the past |
Reference Form Completion Reminder | If a reference request is In Progress and the candidate has not yet provided their referees. | If a candidate has already submitted their referees or the overall status of the request is Completed, Cancelled or any other status. |
Referee Form Completion Reminder | If a reference request is In Progress and a referee has not submitted a reference. | If the referee has already submitted a reference or the overall status of the request is Completed, Cancelled or any other status. |
Right to Work Check Reminder | If a Right to Work check is In Progress and it is a Digital check. | If the check is Rejected, Time Limited, Continuous or any other status If it is an In Person check. |
Manual Reminders
You can manually send reminders for Interview Scheduler via a candidates 3 dot menu in the accordion or via the Planner page.
When this option is available, the reminder that is sent will be determined by the candidates current interview status. If they are Tentative, a reminder to confirm will be sent. If an interview is upcoming and the candidate has confirmed, a reminder of upcoming interview will be sent.
If the Send Reminder option does not show, there are no available reminders that can be sent.
Note: depending on the set up of your ATS, reminders may only send on vacancies posted going forwards.