What's included in this guide
Introduction
The Jobtrain API serves as a powerful tool for clients’ internal IT/software teams or authorised third parties to create integrations with Jobtrain and provides a standard interface for data exchange.
Through this API, the collaboration between systems becomes more efficient, enabling the smooth flow of information while upholding the security and integrity of data.
Use cases overview
Outlined below is a summary of the various scenarios where the API can be used for data exchange.
Candidates
- Create a new candidate and submit a direct apply application (including CV) to a specified job.
- Query a candidate’s current application status for a job.
- Retrieve a list of candidates who have applied for a specific job.
- Retrieve a candidate application for a specific job.
- Export candidate, job, equal opportunities, CV or Cover Letter data for candidates whose application status has changed in the last 24 hours.
Jobs
- Retrieve a list of advertised jobs.
- Retrieve information about a specific job.
- Retrieve a list of candidates who have applied for a job.
DBS Checks
- Retrieve candidates awaiting a DBS Check
- Retrieve which DBS Check is required.
- Return the DBS Check status/stage.
Onboarding
- Get an overview of a candidate's progress in Onboarding, Compliance, and Referencing, and the status of each item.
- View forms, documents, and contracts within Onboarding and Compliance and their status.
- View reference forms and documents and their status.
Starter Form
- View the new starter form details against an application
- See a list of all candidates who've had the starter form saved within the last 24 hours.
Settings
- Return a list of Divisions and create new ones
- Return a list of Departments and create new ones
- Return a list of Locations and create new ones
- Return a list of Regions and create new ones
- Return a list of Job Categories and create new ones
- Return a list of Salary Bands and create new ones
- Return a list of Employment Types
- Return a list of Job Levels and create new ones
- Return a list of School Locations and create new ones
- Return a list of Job Titles
- Return a list of Cost Centres and create new ones
- Return a list of Campaigns and create new ones
- Return a list of Application Statuses
- Return a list of Countries.
To view a full list of the fields available via the API please click here.
Installation of API
How do I access the API Documents?
Our API documents are available to our clients’ developers, third-party apps or integration partners. Our API Documentation is available here.
How do I request for this to be installed in Jobtrain?
Clients must sign a Partnership Agreement which outlines the terms of usage and responsibilities related to the Jobtrain API before we can install the API on your Jobtrain system.
Please ask your Continuous Improvement Consultant to arrange a Partnership Agreement.
How do I get Authentication Details?
Once we have a signed Partnership Agreement, Jobtrain will install the API on your Test and Live Jobtrain systems and provide you with the client credentials for authentication (Client ID and API Key).
API Password
It is essential that an API password is generated for the API to work.
Benefits of utilising an API Password
- Utilising an API Password linked to a specific Jobtrain user account maintains data access privileges as defined in Security Roles when interfacing with data through the API.
- Using the designated API Password ensures that Security Role access levels for jobs, candidates and other data remains consistent. This mechanism extends Jobtrain's security protocols to data retrieval via the API, ensuring data access controls are maintained.
Generating a password for the API
- A new option in System Settings > System Users will allow the generation of an API Password for that user’s Jobtrain account.
- This API Password can then be used in conjunction with the Client ID and API Key provided to authenticate using the Jobtrain API.
Creating candidate applications using the API
Application Source
The source of any applications created in Jobtrain using the API will automatically display whichever source was included in the API call.
How will I identify applications that have been created using API?
Applications added via the API will display a Jobtrain icon against their application record.
When hovered over, it displays the source name:
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FAQs
What is the Jobtrain API used for?
The Jobtrain API allows your internal IT/software teams or authorised third parties to interface with Jobtrain and smoothly share information between Jobtrain and your other systems.
The API can be used for various purposes, including creating basic candidate applications, accessing job and candidate application information, and obtaining system settings.
Using the Get Recently Updated Candidate's endpoint can allow you to look for any candidates who've been moved to a 'Started' or 'Hired' status and start a process to bring their data into your HRIS software.
How can I access the API documents?
API documents are available to your developers, authorised third parties, and integration partners. You can access the API documentation here.
How do I obtain Authentication Details to use the API?
To access the API, your organisation needs to sign a Partnership Agreement outlining usage terms and responsibilities related to the Jobtrain API. Once the agreement is signed, you'll receive client credentials (Client ID and API Key) to use for authentication.
How do I generate an API Password for my Jobtrain account?
You can create an API Password within the System Settings > System Users section. This password, along with the Client ID and API Key, is used for authentication when using the Jobtrain API.
Why does each system user have an API Password available?
Utilising an API Password that is associated with a specific Jobtrain user account ensures the preservation of data access privileges as defined by Security Roles when interfacing with data through the API.
In essence, this means that the access levels delineated by Security Roles for jobs, candidates, and other data will remain consistent when extracting information via the API using the designated API Password. This mechanism guarantees that the established security protocols within Jobtrain seamlessly extend to data retrieval through the API, maintaining the integrity of data access controls.
Can I add data using the API?
Yes, you can create basic candidate applications through the API, but it must adhere to the existing constraints and configurations set within Jobtrain.
Can I use the API to integrate with our data lake / business intelligence / other reporting system?
Yes, you can export candidate, job, equal opportunities, CV or Cover Letter data for candidates whose application status has changed in the last 24 hours.
Can I customise the integration to match our HR processes?
The API provides flexibility for your internal IT/software teams to tailor integrations that align with your HR and recruitment workflows.
Still have questions?
Our Support Team or your Continuous Improvement Consultant will be happy to help answer any further queries.
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