How to Automate Recruiter Performance Tracking with an ATS-Integrated VoIP Solution

Staffing agency directors often struggle with a tough choice. Should they push recruiters to make over 100 calls daily for volume? Or should they focus on fewer, meaningful talks with candidates? This issue has been a challenge for years. Managers lack clear data to guide recruiters effectively. Meanwhile, recruiters get tired of extra paperwork. An ATS-integrated VoIP solution can help. It tracks performance automatically and makes every call a chance to improve without extra work for recruiters.

What You’ll Get from This Guide

This guide shows you how to set up a system that cuts manual data entry. It gives real-time tips for coaching and improves candidate quality. You’ll learn to connect tools like Bullhorn, Avionté, and Ringover Empower in under 60 minutes. Plus, it covers AI call analysis, automated follow-ups, and dashboards to track recruiter calls as useful data.

What You Need Before You Start

Required Access: You need admin access to your ATS (like Bullhorn, Loxo, or Vincere) and Ringover account. Make sure you have full read, write, and update permissions for call logs, candidate records, and custom fields.

Preparation Steps: Decide on 2-3 key recruiter actions to track. Examples include talk-to-listen ratio, mood during calls, and how long they speak at once. These will guide your coaching data.

Time Needed: Setup takes less than 60 minutes. You can adjust it later as your team grows.

Step 1: Set Up Your ATS-VoIP Connection

Link Your ATS Account

Go to your ATS admin panel and create API credentials with full access. For Bullhorn, find the OAuth2 section under Admin > System Settings. Proper API access needs read, write, and update rights for call logs and candidate data to work smoothly.

Finish the Connection

In the Ringover dashboard, go to Integrations and pick your ATS. Enter your API details and set up the connection. Direct connections avoid data sync issues seen with other tools. This ensures updates happen instantly without duplicates.

Quick Tip: Use direct connections like Ringover’s for Bullhorn and Avionté to avoid data sync problems common with basic tools.

Step 2: Map Users and Set Sync Rules

Connect Recruiters to System Profiles

Match Ringover users to ATS recruiter profiles using emails or IDs. This step is key to logging calls to the right person and candidate. It keeps data accurate for reporting.

Set Rules for Call Data Sync

Choose which call events update in your ATS, like answered calls, missed calls, or texts. Map fields for call notes and custom data. This ensures full logging without manual effort.

Watch Out: Wrong contact matching is a common issue. Correct mapping stops calls from linking to the wrong records.

Step 3: Turn On AI Call Analysis with Ringover Empower

Start Smart Call Tracking

Turn on Ringover Empower’s AI analysis for all calls. Set scoring for key actions like talk-to-listen ratios and speech speed. This gives deep insights for coaching.

Automate Call Notes

Set up AI to pull key details from calls, like salary needs or next steps. These map to ATS fields, cutting out manual notes while keeping important info safe.

Key Point: Ringover’s privacy layer keeps data secure and meets GDPR rules, unlike tools using public systems.

Step 4: Build Smart Automation with Moments

Set Up Custom Call Alerts

Create “Moments” to spot key phrases in calls, like “offer accepted” or “follow-up booked.” This AI tool ensures you don’t miss important points needing quick action.

Automate Next Steps

Link Moments to tasks in your ATS, email series, or reports for managers. Automated steps cut manual tracking and keep candidate contact steady.

Extra Idea: Use Moments to highlight wins, like positive call results, to boost team spirit.

Track Results: Key Goals to Measure

90-Day Goals: Look for less admin time for recruiters and better call quality scores. Also track faster candidate submissions and improved talk-to-listen ratios. These numbers tie directly to revenue and recruiter happiness.

Dashboard Setup: Build dashboards to show trends and performance visuals. Use real-time data to coach instantly when needed.

Why Choose Ringover Empower Over Basic VoIP Tools?

Built for Recruiting: Designed for staffing agencies with strong ATS links, not just generic call tools that complicate workflows.

Full Call Insights: AI summaries and coaching tools are built-in, not costly extras needing extra vendors.

Top Security: Internal processing ensures GDPR rules are met, protecting candidate data unlike some smaller tools.

Easy ATS Links: Works with over 100 systems like Bullhorn and Vincere, making setup simple.

Take Action: See how Ringover Empower boosts recruiting. Book a demo to try direct integration now.

Fix Common Connection Problems

Missing Call Logs: Check API token status in your ATS panel. Verify write access and look at Ringover sync queues for errors.

Wrong Call Links: Update user mappings with correct emails. Remove duplicate accounts to stop mix-ups.

Data Issues: Set rules for regular sync checks and consistent field formats. Have a clear plan for support if problems arise.

Help Available: Use Ringover’s detailed guides and support for help during setup or later tweaks.

Advanced Setup: Get More Value

Custom Fields: Link AI insights to ATS fields like “Candidate Motivation” for better profiles.

Team Tracking: Build dashboards to compare individual and team results. Use this to coach and copy top performer habits.

Client Updates: Use call data to share candidate progress and market info with clients.

Quick Info Tool: Use AI chat to pull data from recent calls. This helps switch contexts fast during talks.

Conclusion: Focus on Value, Not Just Volume

This system ends the debate between call numbers and quality. It gives clear data to coach recruiters effectively. Proper ATS links improve operations, not just add tools. With automated tracking and AI insights, your team builds relationships while the system manages paperwork.

Next Step: Ready to cut manual work and coach better with every call? Schedule a Ringover Empower demo now to see the difference.

Frequently Asked Questions

How Soon Will Recruiter Performance Improve?

Many agencies see changes in 30 days after setup. By 90 days, results are clear. Admin time drops as manual entry stops. Call quality scores rise with better data. Most report 20-30% faster candidate submissions. Consistent use and reviewing AI insights are key.

What API Permissions Do I Need for ATS Setup?

You need read, write, and update rights for call logs, candidate data, and custom fields. Log into your ATS as admin. Go to API or integration settings to create credentials with full access. For Bullhorn, use OAuth2 setup. Ensure the account has high-level permissions to avoid sync issues.

How Does AI Call Analysis Help Coaching?

AI gives steady, fair reviews of all calls, not just a few. It tracks talk-to-listen ratios and moods across every conversation. This spots coaching needs right away. AI also finds patterns humans might miss, like candidate engagement shifts. It grows with your team without extra effort.

How Is Candidate Data Kept Safe with AI?

Strong systems use private AI models, not public ones. This keeps data secure and meets GDPR rules. Look for tools with clear records of data handling and deletion options. Role-based access also limits who sees sensitive info or recordings.

Can It Work with Multiple ATS Systems?

Yes, solid VoIP tools support multiple ATS setups at once. Each division can have its own settings and mappings. Manage users carefully so calls log to the right system. Set clear rules for teamwork across divisions and keep data standards for reporting.