Overview
If you are a customer with multiple lines of business, you can add subsidiary organizations to Evolve ATS to conduct better and track all recruiting-related activity.
Audience
Admins
Prerequisites
Before making any routine request to add a subsidiary to Evolve ATS, you may wish to contact your Account Manager to discuss your needs and to confirm if additional scoping needs to be completed (particularly in cases where you may need to add multiple subsidiaries or if you'd like additional career sites).
If you want to add a subsidiary that does not involve a formal project and can be done on a self-service basis, please submit a Help Center ticket to request a new subsidiary. In your request, be sure to provide the information listed below regarding career site options and the specific name of any new subsidiary along with the following information:
- Are you interested in a standard career site or a branded site?
- Will the subsidiary jobs be included in the parent company job listing?
- Should the subsidiary have its own Career Page?
- Name (DBA) of the subsidiary company.
Configuration Options for Subsidiaries
After adding a subsidiary to your system, you will want to consider several options and settings. Such as:
- Add Company Field – Adding the Company field to your requisition templates allows you to specify which company this requisition belongs to.
- Field Mapping – If you utilize Field Mapping, you may need to add or modify your field mapping file to ensure the mapped information is applied to the correct company.
- Add Company Information – Adding Company Information allows you to add logos and other company information for your subsidiary.
- Workflows – You can create custom Workflows specific to your subsidiary.
- Approval Chains – If your organization uses hard-coded requisition and/or offer Approval Chains, adding subsidiaries may impact approval flows.
- Email and Offer Templates – You can audit Email Templates and Offer Letter Templates as needed to ensure that the [company-name] placeholder (merge field) is being used rather than your company name being directly written out in these templates.
- Publisher - There will now be a Subsidiary selector in the Publisher options, and employees can choose to share jobs from the entire organization or specific companies only.
- Requisition List Page – You can filter your Requisitions List Page by company.
- Candidate List Page - You can add Job Company to the filters panel on the Candidates List Page.
Add Company Field
If this is your first or only subsidiary, you must add the Company field to your requisition form.
Navigate to your user menu, then select Admin.
Click ATS.
Click View Requisition Library.
Click View Requisition Templates.
Select a requisition template.
Expand the Details section from Available Fields, then drag and drop the Company field to the desired location on your requisition form. In addition, you may want to designate Company as a required field to prevent any requisition for the subsidiary from being assigned to an incorrect (default) selection.
Repeat this process for each Requisition Template.
NOTE: (If this is your first or only subsidiary), you may also choose to navigate to your Offer and Hire forms in Custom Fields and add the Company selector field to these forms. Selecting the company related to an offer proposal or a hiring decision may provide valuable metrics for your organization.
Field Mapping
Suppose you use Field Mapping to aid in the completion of requisitions. In that case, you may need to audit any existing field mapping files or add additional field mapping files to ensure that you are taking advantage of the option to map Company and related field responses together (in Admin > ATS > View Field Mapping). To learn more about field mapping, see Requisition Field Mapping.
Add Company Information
In addition to adding the Company field to your requisition templates, you can add logos and other company information for your subsidiary.
Navigate to your user menu > Admin > Configurations.
Click View Company Profile.
Click Edit.
You will now have a section devoted to your new subsidiary, and you can add the following information:
- Upload the logos for emails sent from this company and the logo for social media posts.
- (Optional) Enter Company Information for those who view your jobs on a mobile device.
- (Optional) Enter a Privacy Notice URL for Job Seekers to review your privacy policy.
Click Save.
Workflows
You may wish to have one or more unique candidate workflows available for your new subsidiary, particularly in cases where the hiring process differs from the parent company (and/or other subsidiaries). In creating any new workflow(s), the best practice would be to include the subsidiary name or initials in the workflow title so end users can differentiate the available workflows and select the correct one in Add or Edit requisitions. To learn more about adding candidate workflows to Evolve ATS, see Candidate Workflows.
Approval Chains
Adding subsidiaries may impact approval flows if your organization uses hard-coded requisition and/or offer approval chains. If so, you must submit a Help Center ticket to have any needed changes placed within the system. If you use ad hoc (on the fly) approval chains, no action should be necessary, except that you continue assigning the Job Approver role to all appropriate users. For more information about approval chains in Evolve ATS, please see How to Set Up Approval Chains for Requisitions and Offers.
Email and Offer Templates
You can audit Email and Offer Letter Templates as needed to ensure that the [company-name] placeholder (merge field) is being used rather than your company name being directly written out in these templates.
Example 1
Email Template as seen in Admin > Communications > Email Templates.
NOTE: You may also want to create a masked email domain for emails being sent from this subsidiary. For more information about domain masking, see Sending Emails From Your Company Domain.
Example 2
Offer Letter Template is downloaded from Admin > ATS > View Offer Letter Templates.
For additional information about offer letters, please see the Native eSignature for Offer Letters Reference Guide (ATS) and How do I Add Offer Letter Templates & Generate Offer Letters?
Publisher
You may want to inform your end users about the addition of the Subsidiary option to share jobs with their social networks via Publisher. There will now be a Subsidiary selector in the Publisher options, and employees can choose to share jobs from the entire organization or specific companies only.
Please see Enable Publisher and Customize Publisher for additional information.
Requisitions List Page
The Company filter will automatically be added to the Requisitions list page for your end users.
Candidate List Page
You will have the option to add Job Company to the filters panel on the Candidates list page.
Navigate to Admin > ATS > View Candidate Search > Search Filters.
At the bottom of the active filters list, click Add a new filter.
Select Job Company.
You can drag and drop the Job Company filter to the desired position on the list. Any changes are saved automatically.
The Job Company filter will now appear on your Candidates page.