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Watch one of our Free Friday calls

🎥 In this System Admin Insights session, we cover five real-world takeaways for our iCIMS community:

  • A surprising look at how AI can bypass application safeguards
  • A smart trick to make interview scheduling more efficient
  • How to work around CRM limitations using CXM workflow automation
  • A breakdown of how teams handle evergreen requisitions
  • A surprising look at how AI can bypass application safeguards
  • And a warning about fake applications as a new security threat
Register for a Free Friday call

Scroll down to iCIMS Free Friday Calls, click RSVP, and create your free account to join!

Recaps from Recent Sessions

YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC4wOTA3OTZBNzVEMTUzOTMy Another great System Admin Insights session in the books! These weekly calls never fail to surface practical insights and thoughtful collaboration among iCIMS system administrators. Here are a few takeaways from this week’s conversation: 🔒 𝗖𝗼𝗻𝗳𝗶𝗱𝗲𝗻𝘁𝗶𝗮𝗹 𝗝𝗼𝗯 𝗣𝗼𝗿𝘁𝗮𝗹𝘀 Greg Mendez reminded us it is possible to run confidential jobs on the same career portal as public ones—without compromising privacy. A useful tip for sensitive hiring scenarios. 🧾 𝗣𝗿𝗲𝘃𝗲𝗻𝘁𝗶𝗻𝗴 𝗙𝗶𝗲𝗹𝗱 𝗢𝘃𝗲𝗿𝘄𝗿𝗶𝘁𝗲𝘀 Natalie Duncan shared a clever workaround for when data in a form field keeps getting overwritten: use a Workflow iForm to store job-specific data and auto-populate it where needed. Smart, simple, effective. 🌐 𝗗𝗜𝗬 𝗖𝗮𝗿𝗲𝗲𝗿 𝗦𝗶𝘁𝗲 𝗠𝗮𝗴𝗶𝗰 Paul Day described how he helped build an external career site using GoDaddy—outside the standard iCIMS templates—then embedded portal links to connect the dots. The reaction from the group said it all. 💡 𝗔𝗜 & 𝗗𝗶𝗴𝗶𝘁𝗮𝗹 𝗟𝗶𝘁𝗲𝗿𝗮𝗰𝘆 Kaitlyn Faile, HRIP praised how advancements like AI are leveling the playing field, letting more of us build, automate, and experiment—without needing to code from scratch. 📬 𝗘𝗺𝗮𝗶𝗹 𝗟𝗶𝗺𝗶𝘁𝘀 𝗬𝗼𝘂 𝗦𝗵𝗼𝘂𝗹𝗱 𝗞𝗻𝗼𝘄 Vivian Larsen shared that even archived emails count toward your iCIMS email limit. You’ll need to request HelpDesk support to truly delete them. 🧠 𝗨𝘀𝗶𝗻𝗴 𝗔𝗜 𝗳𝗼𝗿 𝗧𝗿𝗼𝘂𝗯𝗹𝗲𝘀𝗵𝗼𝗼𝘁𝗶𝗻𝗴 I shared how I’ve been feeding WordPress screenshots into ChatGPT and getting real-time suggestions to speed up our Integral Recruiting Design website redesign. If you’re in the #iCIMS ecosystem and want to learn from other pros—or share your own insights—join us every Friday. 🎟️ Grab your free one-month trial here: https://system-admin-insights.circle.so/c/icims-discussion/ #iCIMS #HRTech #HRSystemAdministration #TalentAcquisition #ATS #SystemAdminInsights #DigitalTransformation #AIinHR
Confidential Jobs, Field Fixes, DIY Sites & AI Tips | SAI iCIMS Weekly Recap 4/11/25
April 11, 2025 7:22 pm
Another great System Admin Insights session in the books! These weekly calls never fail to surface practical insights and thoughtful collaboration among iCIMS system administrators. Here are a few takeaways from this week’s conversation: 🔒 𝗖𝗼𝗻𝗳𝗶𝗱𝗲𝗻𝘁𝗶𝗮𝗹 𝗝𝗼𝗯 𝗣𝗼𝗿𝘁𝗮𝗹𝘀 Greg Mendez reminded us it is possible to run confidential jobs on the same career portal as public ones—without compromising privacy. A useful tip for sensitive hiring scenarios. 🧾 𝗣𝗿𝗲𝘃𝗲𝗻𝘁𝗶𝗻𝗴 𝗙𝗶𝗲𝗹𝗱 𝗢𝘃𝗲𝗿𝘄𝗿𝗶𝘁𝗲𝘀 Natalie Duncan shared a clever workaround for when data in a form field keeps getting overwritten: use a Workflow iForm to store job-specific data and auto-populate it where needed. Smart, simple, effective. 🌐 𝗗𝗜𝗬 𝗖𝗮𝗿𝗲𝗲𝗿 𝗦𝗶𝘁𝗲 𝗠𝗮𝗴𝗶𝗰 Paul Day described how he helped build an external career site using GoDaddy—outside the standard iCIMS templates—then embedded portal links to connect the dots. The reaction from the group said it all. 💡 𝗔𝗜 & 𝗗𝗶𝗴𝗶𝘁𝗮𝗹 𝗟𝗶𝘁𝗲𝗿𝗮𝗰𝘆 Kaitlyn Faile, HRIP praised how advancements like AI are leveling the playing field, letting more of us build, automate, and experiment—without needing to code from scratch. 📬 𝗘𝗺𝗮𝗶𝗹 𝗟𝗶𝗺𝗶𝘁𝘀 𝗬𝗼𝘂 𝗦𝗵𝗼𝘂𝗹𝗱 𝗞𝗻𝗼𝘄 Vivian Larsen shared that even archived emails count toward your iCIMS email limit. You’ll need to request HelpDesk support to truly delete them. 🧠 𝗨𝘀𝗶𝗻𝗴 𝗔𝗜 𝗳𝗼𝗿 𝗧𝗿𝗼𝘂𝗯𝗹𝗲𝘀𝗵𝗼𝗼𝘁𝗶𝗻𝗴 I shared how I’ve been feeding WordPress screenshots into ChatGPT and getting real-time suggestions to speed up our Integral Recruiting Design website redesign. If you’re in the #iCIMS ecosystem and want to learn from other pros—or share your own insights—join us every Friday. 🎟️ Grab your free one-month trial here: https://system-admin-insights.circle.so/c/icims-discussion/ #iCIMS #HRTech #HRSystemAdministration #TalentAcquisition #ATS #SystemAdminInsights #DigitalTransformation #AIinHR 3:04
Confidential Jobs, Field Fixes, DIY Sites & AI Tips | SAI iCIMS Weekly Recap 4/11/25
YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC4wOTA3OTZBNzVEMTUzOTMy

Confidential Jobs, Field Fixes, DIY Sites & AI Tips | SAI iCIMS Weekly Recap 4/11/25

Another insightful System Admin Insights session in the books! Here’s what stood out to our group of iCIMS system administrators this week: 🔔 𝗘𝘃𝗲𝗻𝘁 𝗡𝗼𝘁𝗶𝗳𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗟𝗶𝗺𝗶𝘁𝘀 Michelle Braunschweig, Greg Mendez , and Michael Yates all highlighted a critical system insight—event notifications in iCIMS are capped at 25 per profile. Also, with help from iCIMS custom support, these can be tailored using search templates for more refined triggers. Just be careful—this is a powerful feature that can create unintended noise if misconfigured. 📍 𝗥𝗲𝘁𝗵𝗶𝗻𝗸𝗶𝗻𝗴 𝗟𝗼𝗰𝗮𝘁𝗶𝗼𝗻 𝗣𝗿𝗼𝗳𝗶𝗹𝗲𝘀 Natalie Duncan and Vivian Larsen reminded us that location profiles aren’t just for physical locations. They’re a smart way to manage datasets, like divisions or agencies, using folders as a centralized hub. A great strategy for reducing redundancy and keeping data clean. 🧠 𝗔𝗜-𝗚𝗲𝗻𝗲𝗿𝗮𝘁𝗲𝗱 𝗖𝗼𝗻𝘃𝗲𝗿𝘀𝗮𝘁𝗶𝗼𝗻𝘀 Vivian and Kaitlyn Faile, HRIP explored the unsettling realism of AI-generated podcast dialogue. Using tools like Notebook LM, we listened to an AI-simulated discussion based on a System Admin Insights transcript. The conversation had human-like inflections, pauses, even speakers talking over each other, prompting a broader reflection on critical thinking in the age of hashtag#AI. 💡 𝗥𝗼𝗼𝘁 𝗖𝗮𝘂𝘀𝗲 𝗜𝗻𝘃𝗲𝘀𝘁𝗶𝗴𝗮𝘁𝗶𝗼𝗻𝘀 Michael also gave a shout-out to Kaitlyn for her collaboration on resolving incomplete applicant records, showing how hands-on troubleshooting and peer insight can lead to real results. These sessions are where shared curiosity meets practical systems knowledge. If you're managing #iCIMS or deep in TA systems work, join us. 👉 Start your free 1-month trial and be part of the conversation: https://system-admin-insights.circle.so/c/icims-discussion/ #iCIMS #TalentAcquisition #HRTech #SystemAdministration 3:42
Event Notification Limits, Location Profiles & AI Voices?! | SAI iCIMS Weekly Recap 4/4/25
YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC41MjE1MkI0OTQ2QzJGNzNG

Event Notification Limits, Location Profiles & AI Voices?! | SAI iCIMS Weekly Recap 4/4/25

We had another insightful System Admin Insights session last Friday, and as always, the #iCIMS community brought the wisdom! Here’s a snapshot of what we learned: 🔐 𝗦𝗲𝗰𝘂𝗿𝗶𝘁𝘆 𝗥𝘂𝗹𝗲 𝗥𝗲𝘃𝗶𝗲𝘄 Jessica Juarez left inspired to dig deeper into their system’s security rules—a frequently overlooked feature that can seriously strengthen your platform’s integrity when configured well. 📬 𝗔𝘂𝘁𝗼-𝗧𝗿𝗶𝗴𝗴𝗲𝗿𝗲𝗱 𝗖𝗮𝗻𝗱𝗶𝗱𝗮𝘁𝗲 𝗦𝘂𝗿𝘃𝗲𝘆𝘀 Greg Mendez shared a smart workaround: instead of manually distributing surveys, trigger them with event notifications for timely, fresh feedback from candidates. Small change, big impact! 🧪 𝗦𝗲𝗰𝗿𝗲𝘁 𝗖𝗮𝗻𝗱𝗶𝗱𝗮𝘁𝗲 𝗘𝘅𝗽𝗲𝗿𝗶𝗲𝗻𝗰𝗲 Greg also raved about the value of the Secret Candidate Experience. If you haven’t run one yet, trust us—you will learn something surprising (and actionable) about your application process. 📁 𝗕𝘂𝗹𝗸 𝗣𝗿𝗶𝗻𝘁 𝗔𝗹𝘁𝗲𝗿𝗻𝗮𝘁𝗶𝘃𝗲: 𝗔𝗣𝗜 𝗳𝗼𝗿 𝗙𝗶𝗹𝗲 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁 Natalie Duncan walked us through a real client solution: extracting multiple candidate documents via API and routing them through a data warehouse to produce one clean package in iCIMS, giving hiring managers a smoother experience without relying on manual bulk print. 🤖 𝗔𝗜 𝗔𝗽𝗽 𝗕𝘂𝗶𝗹𝗱𝗶𝗻𝗴 𝗶𝘀 𝗙𝗶𝗻𝗮𝗹𝗹𝘆 𝗔𝗰𝗰𝗲𝘀𝘀𝗶𝗯𝗹𝗲 Kaitlyn Faile, HRIP shared her journey building an AI-driven app with no coding background, just chat-based iteration and refinement. The key? System Admins are close enough to the work to build useful tools, then hand them off to devs for polish. Empowering and efficient! 🎯 Want in? These weekly calls are part of our mission to turn every iCIMS system admin into a strategic powerhouse. 👉 Start your free 1-month trial here: https://lnkd.in/eSUDKheS #icims 3:51
Event Notification-Based Surveys, Secret Candidates & AI App Building | SAI iCIMS Recap 3/28/25
YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC41NkI0NEY2RDEwNTU3Q0M2

Event Notification-Based Surveys, Secret Candidates & AI App Building | SAI iCIMS Recap 3/28/25

We had a great System Admin Insights session last Friday, as always! Here are some of our takeaways we wanted to share with the #iCIMS community: 📅 𝗜𝗻𝘁𝗲𝗿𝘃𝗶𝗲𝘄 𝗦𝗰𝗵𝗲𝗱𝘂𝗹𝗶𝗻𝗴 𝗘𝗳𝗳𝗶𝗰𝗶𝗲𝗻𝗰𝘆 A great tip from Natalie Duncan: When using iCIMS self-scheduling tool, you don't need to generate tokens for every user in the platform. You can create tokens only for actual interviewers. 🔄 𝗖𝗫𝗠 𝗪𝗼𝗿𝗸𝗳𝗹𝗼𝘄 𝗔𝘂𝘁𝗼𝗺𝗮𝘁𝗶𝗼𝗻 Paul Day highlighted how CXM's built-in workflows can help overcome CRM automation limitations, providing stronger automation capabilities for teams facing these challenges. 🌱 𝗘𝘃𝗲𝗿𝗴𝗿𝗲𝗲𝗻 𝗥𝗲𝗾𝘂𝗶𝘀𝗶𝘁𝗶𝗼𝗻 𝗖𝗼𝗻𝘀𝗶𝘀𝘁𝗲𝗻𝗰𝘆 Vivian Larsen discovered that most teams handle evergreen requisitions similarly—starting with a sourcing requisition before opening a hiring requisition, with only minor variations in approach. 🤖 𝗔𝗜 𝗔𝗽𝗽𝗹𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗧𝗲𝘀𝘁𝗶𝗻𝗴 I shared a demonstration of ChatGPT autonomously applying for a fake position on Greg Mendez' career site as part of our Secret Candidate Experience. Most concerning: while creating a burner email account, it defeated the "Are you human?" test designed to differentiate humans based on mouse movement patterns. This highlights the importance of understanding emerging technologies both to expand our capabilities and mitigate potential risks! ⚠️ 𝗔𝗽𝗽𝗹𝗶𝗰𝗮𝘁𝗶𝗼𝗻 𝗦𝗲𝗰𝘂𝗿𝗶𝘁𝘆 𝗖𝗼𝗻𝗰𝗲𝗿𝗻𝘀 The conversation also touched on the serious threat of "ransomware farms" using fake job applications as a vector to gain access to company systems and login information. Looking forward to continuing these valuable discussions at our next System Admin Insights call! Join the conversation by starting your free trial here: https://lnkd.in/eSUDKheS #TalentAcquisition #iCIMS 3:27
AI Applying to Jobs?! Plus Workflow Fixes & Security Tips | SAI iCIMS Recap 3/21/25
YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC4yODlGNEE0NkRGMEEzMEQy

AI Applying to Jobs?! Plus Workflow Fixes & Security Tips | SAI iCIMS Recap 3/21/25

🚀 System Admin Insights Recap – What We Learned This Week! 🚀 We had an amazing System Admin Insights meeting, packed with great discussions and practical tips from our online community of #icims users. Here are some highlights from our conversation: 💡 𝗛𝗧𝗠𝗟 𝗧𝗿𝗶𝗰𝗸𝘀 𝗳𝗼𝗿 𝗘𝗺𝗮𝗶𝗹 𝗧𝗲𝗺𝗽𝗹𝗮𝘁𝗲𝘀 – Kaitlyn Faile, HRIP shared how w3schools.com can help system admins update HTML in email templates effortlessly, ensuring consistent font sizes without extra tools. Plus, embedding links and tracking pixels directly in HTML can keep things looking clean while maintaining full functionality. ⏳ 𝗜𝗻𝘁𝗲𝗿𝘃𝗶𝗲𝘄 𝗦𝗰𝗵𝗲𝗱𝘂𝗹𝗶𝗻𝗴 𝗕𝗲𝘀𝘁 𝗣𝗿𝗮𝗰𝘁𝗶𝗰𝗲𝘀 – We dove into time zone pitfalls with Natalie Duncan and how to avoid them when scheduling interviews. Pro tip: Set your edit preferences correctly to prevent those sneaky time zone mix-ups. And don’t forget to remind candidates about the time zone in their confirmation email! 📝 𝗧𝗵𝗲 “𝗝𝘂𝘀𝘁 𝗧𝗲𝘅𝘁” 𝗜𝘀𝘀𝘂𝗲 – Vivian Larsen highlighted a long-standing challenge with HTML editor fields, where formatting issues can arise when pasting text. If you're dealing with job descriptions or any text fields with a formatting toolbar, always paste as plain text to avoid unexpected surprises. 🔥 These little admin hacks make a BIG impact! Want to join the conversation and access expert insights like these? Get a 𝟯𝟬-𝗱𝗮𝘆 𝗳𝗿𝗲𝗲 𝘁𝗿𝗶𝗮𝗹 𝗺𝗲𝗺𝗯𝗲𝗿𝘀𝗵𝗶𝗽 to System Admin Insights and see what you've been missing! 👉 https://lnkd.in/eDnEWGrC 3:29
Fix Time Zones & Clean Up HTML: Tips Every iCIMS Admin Should Know | SAI iCIMS Recap 3/14/25
YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC4wMTcyMDhGQUE4NTIzM0Y5

Fix Time Zones & Clean Up HTML: Tips Every iCIMS Admin Should Know | SAI iCIMS Recap 3/14/25

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YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC4xMkVGQjNCMUM1N0RFNEUx

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In this System Admin Insights session, our community members shared some powerful takeaways: Jenny highlighted the importance of early data purging: "I really like the fact that they brought up the purging of files and following process for that. So I'm going to make sure we do that upfront at our company." Jessica discovered a useful iCIMS customization feature: "I learned today that you can edit both section and field labels per portal, so we can label those differently for different user experiences based on the portal." Kaitlyn reminded us of the importance of being proactive with privacy policies: "We talked about the GDPR and just general privacy policy setup and how to communicate that with candidates... If you can be proactive in this role and not reactive, that's one of the ways you can do that, by making sure that you have a privacy policy in place." Paul shared a new insight about text engagement tools: "International texting came up on the call today, and I had no idea that you can... use WhatsApp through iCIMS text engagement." Greg focused on quantifying text engagement ROI: "Today I found out some of the various reporting metrics people are using for assessing their text engagement ROI... Many different ways to go about it." Vivian reminded everyone about reporting limitations: "You cannot filter by whether or not someone has skipped an approver in an approval path. You can report on whether or not it has happened in the output, but you can't filter by it." The session wrapped up with a great reminder about setting a minimum number of approvers in iCIMS to ensure proper job approval workflows. --- ✅ Want to join our next Free Friday Call for iCIMS customers? Visit: https://system-admin-insights.circle.so/events Find the Free Friday Call, click RSVP, and create a free profile to reserve your spot! ✅ Try a free month of the best deal in iCIMS consulting with unlimited expert Office Hours and member perks: https://system-admin-insights.circle.so/c/icims-discussion/ ✅ Listen to the full session recording on the SAI Podcast here: https://open.spotify.com/show/4vXju3kKwHVcXozFxXXUkc #iCIMS #HRTech 4:04
iCIMS System Admin Insights: Data Purging, Text Engagement ROI, and Portal Customization (4/25/2025)
YouTube Video UExwOXp2S29DVC1Nc0I4V09qNlZzSnFSN0V2SjVMU1N1eC41MzJCQjBCNDIyRkJDN0VD

iCIMS System Admin Insights: Data Purging, Text Engagement ROI, and Portal Customization (4/25/2025)

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🎙️ Hot off the mic: the System Admin Insights podcast

Built by iCIMS Sys Admins, for iCIMS Sys Admins

Just for fun

Rock the Workflow

Play Rock the Workflow

Alex wrote the lyrics for the System Admin Insights theme song, “Rock the Workflow,” with ChatGPT, and then Adam Treitler created the music in under a minute using Suno, an AI music-generation engine.

We now use it as the theme song for the SAI podcast, and variations based on the favorite band of the interviewee appear regularly in our SAI Member Spotlight episodes.

Ike Runner

Modeled on Google’s Dinosaur Game (which displays when your wireless cuts out), this was Alex’s first experiment in using v0.dev to create an app using only AI and natural language.

The entire concept, from start to finish, was completed in 3 hours solely by speaking to the computer. Imagine what “citizen developers” can create with the power of AI coding!

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