Fast Track: Recruiter Submission Flow

This document is for Fast Track-enabled agencies that are in the recruiter submission workflow. If your account manager is overseeing submissions, please refer to this article.

What is “Fast Track”?

• Fast Track is a program that allows you to submit Vivian candidates for relevant jobs directly to the Vendor Management System (VMS) of participating VMSs on our platform. Submitting the applicants you receive from Vivian to the VMS directly saves you time.
• By allowing this, we further streamline your submission processes by reducing the manual effort of gathering documents and transferring them to multiple platforms—now you can do it all in one place.

Are “Fast Track” candidates different?

• There aren’t any “Fast Track” candidates. We attach the “Fast Track” label to VMSs that participate in the program and allow direct connection to the associated VMS. 
• Any candidate, regardless of their profile completion, can apply to these roles.
  • We do ask candidates applying for these roles to complete a detailed application process. However, this process is still optional to ensure our application flow is never too difficult for candidates to complete if they’re limited on time. Check out the candidate flow in the video here (also linked below). 

How do I find the candidates most ready to submit?

• You can find the candidates who’ve applied to the associated jobs by using the “Fast Track” filter in your inbox, as shown in the video here (also linked below). 
• After filtering for candidates who’ve applied for “Fast Track” jobs, the best strategy is to leverage the profile % filter and sort candidates by the highest completion score. 
• Combine the profile completion filter with more specific attributes, such as filtering within your unread, response needed or search a specific specialty attribute to target candidates with the best odds of being placed. You can still add custom tags to “Fast Track” candidates. 

How do I receive Fast Track applicants?

How you receive “Fast Track” applicants depends on the lead routing rules your team has set up:

• If you don’t have any rules, these candidates are routed on a round-robin basis.
• If you only have specialty or location rules, etc., these candidates are routed according to these rules.
• Recommended: You also have the ability to create a team that routes “Fast Track” job applicants to specific recruiters. You can use this to predetermine exactly which recruiters you want to receive these candidates. See how to create this team here (also linked below). 

As a recruiter, how do I submit candidates directly from Vivian?

• Watch our video on submitting candidates as a recruiter here.
• Important note: After submission, some facilities may need to go into Wand to add required custom fields. We’ll resolve this issue in the near future.

Video Demos

How do I find candidates who’ve applied to “Fast Track” jobs? 

https://www.loom.com/share/4378f4b821064297bf981aaddca89efc?sid=f9ce270b-bd03-4dc2-b654-407559c7f9d1

How do I submit a candidate directly from Vivian into a VMS?

https://www.loom.com/share/81caf1d39eb7484c90d217fa54f37412

How do I customize the RightSourcing universal cover sheet?

https://www.loom.com/share/19acfc1dc29e414ca293cb1d150e9dea?sid=1efc9b27-ab93-4221-8dcc-2ff33de8f84a 

How do I create teams for “Fast Track” job applicants? 

https://www.loom.com/share/043e6fffb3f8440cb5be86fee9dfd6b2?sid=5614b8ff-4e86-432d-a328-db0c59e0c47d

Additional FAQs

Does Vivian validate submission packet / profile information?

• Vivian doesn’t validate packets or profile information before submission. 
• Vivian does provide license verification PDFs and reusable reference check PDFs (if the candidate opted in) that you can include in submission packets. However, we don’t do any other validation on documents or information that the candidate added to ensure it matches the job requirements. The person submitting the packet must ensure it includes all required documents and that the candidate is qualified for the job. 

Does the submission get logged in my ATS? Does it get logged in my CRM? 

(only applicable to lead customers) 

• Not at this time, but we have this planned for a future enhancement.  hHowever, you can still sync the candidate's information to your ATS.

Questions about Submitting from Vivian to Magnit

How do Magnit jobs get posted on Vivian? How will this be different from the way I post jobs today? What do I need to provide to get started with “Fast Track”? 

• “Fast Track” eligible jobs are posted via your existing job feed, but some changes may be necessary.  
  • “Fast Track” requires the agency to provide Vivian with the VMS data from their ATS/job feed source or another relevant data source for each RightSourcing (RS) job, so that we can match the agency version of the job to the Magnit version.  
  • We need agency-level access to RS (VMS creds). 
• This help article explains what we need, where to find it and how to add it to the system: 
  • Again, the easiest way to answer these questions may be to link to the help article that explains what we need, where to find it and how to add it to the system: Integrating VMS Credentials on Vivian.

What gets sent to Magnit when I hit “Sync to VMS” in Vivian? 

• Basic candidate information, including the clinician’s name, email, work history, education, etc. 
• The submission packet that was created or uploaded during the submission workflow
• Information necessary to create the submission record, including the requisition ID, bill rate, cover sheet and other required fields

How will the fields get populated for any other notes or information we normally fill in on Magnit? 

• The majority of required fields are completed when the submission is pushed to the VMS. If you wish to add additional information to the profile or submission, or if the facility requires custom fields, you can enter this information in Magnit.
  • Required fields:
    • First Name
    • Last Name
    • Summary
    • Job Title
    • Company Name
    • Start Date MM
    • End Date YY
    • University School Name
    • Degree
    • Major
    • Email
    • Primary Phone
    • Base Pay Rate
    • Position ID

How does the submission show up in Magnit? Does the submission show up as submitted by my agency?

• The submission should look the same as a manually created submission and will be attributed to your agency. The automation will complete all required fields, but optional fields may not be filled in. See screenshots below.

What happens if a candidate already exists in Magnit, and I sync to VMS? 

• Per RightSourcing, a new candidate will be created, but Magnit has both automated and manual processes in place to find and merge the duplicate profiles.  

Who does RS reach out to after the submission on Vivian? 

• RS will reach out to the same point of contact that it does when you submit manually. If you need to change this, contact the RS program manager you work with.