Ashby Integration User Guide

This user guide will help you use your Plum integration within Ashby.

Assumptions

• The technical integration between your Ashby instance and Plum has been completed.
• You have a working understanding of the Ashby ATS interface.
• You have the necessary permissions in Ashby to perform all of the actions required in this guide (generally, recruiting permissions will work).
• You have the appropriate roles and permissions in Plum.
• You are logged in to both Ashby and Plum.

Creating Job Requisitions and Job Postings with The Plum Assessment

Ashby

1. Sign in to Ashby and create a new job.
2. Go through your typical job requisition creation and approval process. Ideally, you will have a template set up that already has the Plum Assessment included as an Activity on one of the Pipeline Stages. But for the purpose of this guide, we will create a job requisition and add the Plum Assessment manually as an Activity.
3. Navigate to the job's Interview Plan. Find the pipeline stage that you wish to add the Plum Assessment to, and select "Add Activity to [pipeline stage]".
   
   
    
4. In the menu that appears on the right side of the page, scroll down to the Integrations section and select Plum. Add the Plum Assessment to the pipeline stage.
   
   
    
5. You have the option of specifying whether to Automatically assign the Plum Assessment for all applicants that land in the pipeline stage, or if you would rather manually assign the assessment to individual candidates on a one-by-one basis. If you wish to Automatically assign the Plum Assessment, then you can modify/edit the Plum Assessment Activity on that pipeline stage, navigate to the Automation tab, and check the checkbox to the right of the "Automate on Stage Entry?" option.
   
   
   
    
6. Navigate to the Candidate Pipeline page of the Job. Find the "+ Add Column" button, and add the appropriate columns so that you can view candidates' Plum scores. You'll need to add the "Plum Assessment Talent Match" column. If your organization is also using the Experience Match feature, then you'll need to add the "Plum Assessment Experience Match" column is well.
   
   
    

If you are using the Role Model feature, then you can navigate to the job's Settings page, scroll down to view the Custom Fields section, and determine whether the toggle the Role Model on or off for the job.

Now that you've added the Plum Assessment to the job, you can open the job and create a Job Posting. The job will sync to the Plum Platform once you've successfully published a Job Posting. 

1. Create a new draft Job Posting, and provide it with a name. This Title is what will appear on the job in Plum.
2. Provide a Description. If you are using the Role Model feature in Plum, then the Description of the Job Posting is what will be used to determine the appropriate Role Model. Please keep in mind that character limits must be between 1,000 and 15,000 characters for the Role Model Description.
3. Complete the other fields of the Job Posting as you normally would.
4. When you Publish the Job Posting, the job will get created in Plum.

In Ashby, a single Job can have multiple Job Postings (for example, different job boards or locations). In Plum, there is no concept of Job Postings. Once you set up the first Job Posting for a given Job, Plum will recognize this and do nothing for subsequent Job Postings you may create for that same job.

Assigning Match Criteria in Plum

Plum

Match Criteria are the behavioral requirements that you and your team set for a job. Determined by your team’s responses to the Match Criteria Survey, these aggregated results are what applicants are assessed against to generate their Talent Matches. If you don’t add Match Criteria to a job requisition, candidates who have applied will not have Talent Matches.


 

Follow the steps in these articles to either create Match Criteria or add existing Match Criteria to your job requisition.

Once you've set up Match Criteria, all current and future candidates will receive a Talent Match.

If Role Model is enabled for your integration, Plum will automatically generate a Match Criteria based on the Ashby job posting description (see point #2 further above). More info on Role Model can be found in this article.

Inviting Candidates to the Discovery Survey

Ashby Plum

If you chose to turn Automation on when adding the Plum Assessment as an Activity to the job in Ashby, then these steps below will mostly be irrelevant because candidates will be automatically invited to take the Plum Discovery Survey when they land in the appropriate pipeline stage in Ashby.

However, candidates can be manually invited to take the Plum Discovery Survey, either on a one-by-one basis or via bulk actions in Ashby.

1. Navigate to a job req that has candidates.
2. Go to the Candidate Pipeline and navigate to the pipeline stage that includes the Plum Assessment as an Activity.
3. Select one or multiple candidates in that pipeline stage by checking the checkboxes beside their name.
   
   
    
4. Select the "More" button that appears, and choose the "Start Assessment" option that shows up in the menu.
   
   
    
5. Choose the Plum Assessment in the pane that appears (you'll have to select Plum in two different fields on this pane), and then click the "Start Assessment" button that activate at the bottom of the pane.
   
   
    

Once a candidate has been invited to take the Plum Discovery Survey, Plum will take care of the rest. We’ll check if a candidate has previously completed the Discovery Survey. If they haven’t, we’ll send them an email inviting them to take the Discovery Survey.

If they’ve previously completed the Discovery Survey, we’ll check to see if they’ve applied to your company before. If yes, we’ll automatically calculate their Talent Match and provide the data within Ashby. If the candidate hasn’t applied to your company before, we’ll email them asking them to grant access to their Discovery Survey results. When they grant access, we’ll calculate their Talent Match for your job and provide the data within Ashby.

When a candidate has been invited to take the Discovery Survey but not yet started, we update their Assessment status in Ashby to Waiting on Assessment.

While a candidate is taking the Discovery Survey, their status will still say Waiting on Assessment in the main Candidate Pipeline but will update to In Progress on the candidate's individual application view. 

Viewing a Candidate's Plum Profile, Talent Match, and Experience Match

Ashby Plum

Plum is integrated in a way that allows you to view your candidates' Plum Talent and Experience Matches from within Ashby. You can then explore each of their profiles deeper via a link to the candidate’s Plum Profile that's accessible from their application in Ashby.

1. Navigate to your job requisition, go to the Candidate Pipeline, and click on the pipeline stage where the Plum Assessment was included as an Activity.
2. You should see Plum scores for each candidate in the Plum Assessment Experience Match column (if this column has not been set up, reference point #6 in the "Creating Job Requisitions..." section further above).  
3. You can also explore more details on a candidate's individual application. Click on a candidate with a completed Plum assessment. Once you're viewing the candidate’s application, you should see a Current Activities box with a Plum Assessment block.
   
   
    
4. Click the right-facing arrow on that Plum Assessment block to view more information.
   
   
    
5. Click the text "Show Candidate Profile, Assessment Sent date, and [x] more" to view even more details.
6. In this expanded block, you'll be able to see the candidate's Plum Talent and Experience Match (or their progress in taking the Plum Discovery Survey if they have yet to complete it).
7. To view a candidate’s Plum Profile within Plum, you can click on the View in Plum link.
   
   
    
8. Once you’re in Plum, click on the different Talents in the dropdown to see how well the candidate(s) prioritize(s) the corresponding competencies and behaviors.
   
   

If candidates have completed the Discovery Survey but don’t have a Talent Match, it’s likely that no expert contributors have completed the Match Criteria Survey.