Enabling and using the Screened integration

Available for	Roles	Super Admin, Admin, Team Member, Limited Team Member Can only be enabled by Super Admins
	Permissions	• (To enable) Manage API credentials and manage integrations • (To configure) Manage pipeline stages • (To use) Manage profiles and view associated postings
	Packages	LeverTRM, LeverTRM for Enterprise

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Setting up the Screened integration

This guide provides everything you need to know to connect Screened to Lever and configure it properly. Moreover, you'll discover how Screened’s AI recruiter, Ryan, automates screening evaluations, improves early-stage candidate communication, and moves potential candidates faster to their first interview.

Follow along with a step-by-step video walkthrough for enabling the Screened integration.

To enable the Screened integration:

• Log in to your Screened account and navigate to the Settings tab.
• Go to the ATS Integrations section and click Connect Lever to initiate the integration setup.

• On the modal, sign in to your Lever Admin account to authenticate the integration.

• Review the list of requested permissions and click Accept to allow Screened to access candidate data, manage workflows, and perform automated screening.

Congratulations! The connection between Screened and Lever is now active.

Configuring the Screened integration

Now that the integration is connected, you can move forward with completing the required configuration to utilize the integration's capabilities.

Create a Screening Stage in Lever

The Screened integration works by automatically screening candidates that reach a particular stage in your pipeline. Ensure that your candidate pipeline in Lever includes a stage for screening like the default ‘Phone screen’ stage, or set up a new stage specifically for this purpose. The following steps will show you how to add a new custom stage called ‘Screened’.

Skip ahead if you already have a preferred screening stage available.

• To create a new stage in Lever, navigate to Settings > Pipeline and Archive Reasons.
• Select Customize Pipeline Stages.
• Click Add Stage.
• Enter the name of the stage (e.g. "Screened").
• Click Add Stage.
• Click Next to review your changes and other requirements.
• Click Save to save your pipeline changes.

You have now created a new screening stage and are ready to configure this stage in Screened.

For additional guidance on adding new stages to your Lever pipeline, please refer to the article, Adding pipeline stages. 

Configure the Screening Stage in Screened

• Log in to your Screened account.
• Navigate to the Settings tab.

• Select the stage you wish candidates to be screened on from the list of available Lever stages. Screened will automatically pick up the candidates as they enter this stage.

• Click Save integration settings to save your configuration.

In the next configuration, you will enable the required webhooks so that Lever can notify Screened when candidates enter the stage you have picked as your screening step.

Activate Webhook in Lever

• In Lever, navigate to Settings > Integrations and API > Webhooks.
• Enable the 'Candidate Stage Change' webhook by turning it on if it is not already enabled.  

Setup Screening Criteria in Screened

Complete the following steps so that Screened knows what criteria you would like to measure role and company fit for each job on Lever.

• Return to your Screened dashboard and click Add Job.

• Select the option 'Select Lever job posting' from the dropdown.
• Click Continue.

• Select the job posting from Lever that you want Screened to monitor.
  • The jobs you see here are those that are published in Lever. Screened lists the job posting name and the posting UID (in case you have more than one job with the same name). External or internal job postings can be used with Screened. Jobs that are in draft, in review, or closed will not appear in this list. 

• Click Continue.
  • Screened will read the job details, which includes the title, location, job description (particularly the job description, any included lists, and the closing information) to come up with some possible criteria suggestions. 

• Here’s the part you want to spend some time on: After Screened has reviewed your job details, it will suggest scorecard criteria for assessing candidates. These criteria are used in the resume screening step to determine if a candidate is a partial or strong fit for the role based on experience.
• It’s important to be absolutely clear in the necessary scorecard requirements. If a candidate does not have most of the selected criteria, they will fail resume screening and be recommended as a Strong No Hire (1). For tips on what makes good screening criteria, see the section below.

• Screened suggests criteria based on the job details. Click the desired suggestions, to configure the criteria. Your selected requirement will turn blue with a checkmark when selected.

• To unselect a criteria, tap it again to deselect (the requirement turns back gray). 

• You can also add your own criteria to the list.

• Finally, if you wish to edit the job title or location, click the pencil icon. The job title is used in communication with candidates when arranging the screening phone call. 

• Click Finish to save your screening criteria.

What makes good screening criteria

The step above regarding selecting screening criteria is a vital step in tailoring this AI screening process to your role's specific hard skills and needs. This configuration is essential as it directly impacts the quality and relevance of the candidates that will be shortlisted. The criteria is never shown to candidates.

For tips on what makes good criteria, a couple examples are listed below or you can reach out to the Screened team who would be happy to provide guidance here regarding your scope.

Example #1 - Criteria regarding years of experience

For most cases where candidates should be in the sweet spot of meeting a minimum number of years of experience, for example '5 years', but not too far off that, add a suggestion like ‘5-7 years of experience’. The range helps Screened understand that candidates who are too senior won’t be a good fit for the role.

Otherwise, if you wish to interview all candidates for a role regardless of their seniority, use criteria like ‘5+ years of experience’ instead. This means a candidate who has 25 years of experience will be as suitable as one who has 5.

Example #2 - Criteria regarding role fit

If you wish to accept candidates with partial fit for the role, for example past experience as a React and Vue frontend engineer, you can use general criteria like ‘Frontend developer’.

If you specifically need candidates to have directly applicable experience for your tech stack, ensure your criteria is more specific, like ‘React.JS developer (Webpack / Frontend focused)’.

For custom tailored examples, please contact the Screened team.

Using the Screened integration

Initiate Screening for Candidates

Now that you have configured Screened, you can begin moving candidates into your screening stage on Lever to allow Ryan to take over, assessing resume fit and further conducting screen calls.

There are several ways to change a candidate’s stage in Lever. The following steps demonstrate one such way to initiate screening for candidates in bulk from your Lever dashboard.

• In Lever, navigate to your Candidates dashboard.
• Select the candidates you wish to screen.

• Click the Change Stage action.

• Change to the screening stage (e.g. 'Screened').

• When the candidate enters the screening stage, Screened will automatically begin the resume screening based on the predefined criteria you set up. Within a few seconds, Ryan, your AI recruiter from Screened will post a note on the opportunity regarding its status.

• From this point onwards, the screening process is automated. Ryan, your AI recruiter, will post updates and a scorecard in Lever depending on how each candidate progresses through the screening process. If you wish to know how this works, continue reading about the application screening process.

Troubleshooting

The following section lists out potential messages you may receive:

• Applications Without Resume Files
  • The application must have a resume file on Lever. If there is no resume file, Screened will add the tag 'Screened Error - Missing Resume' to the Lever opportunity and include a note from Ryan suggesting to add a resume before it can start screening. Screened accepts all types of resume text files (.pdf, .doc, .docx, .rtf, .txt). Images are not readable at this time. If you wish to screen candidates who don’t have resumes (ie. sourced candidates), please contact the Screened team.
• Applications with Unreadable Resume Files
  • Screened accepts all types of resume text files (.pdf, .doc, .docx, .rtf, .txt), but if the resume file cannot be opened, Screened will add the tag 'Screened Error - Resume Unreadable' the Lever opportunity and include a note from Ryan suggesting to add a resume with a readable extension before it can start screening. 
• Opportunity Missing a Job
  • If the Lever opportunity does not have a job selected then it cannot be assessed. Screened will add the tag 'Screened Error - Missing Job' to the Lever opportunity and include note from Ryan. To resolve this issue, add a job to the Lever opportunity first, then, revert the opportunity to a prior stage, before moving it back to the Screened stage. 
• Opportunity Job Not Found on Screened
  • If the Lever opportunity is connected to a job that is not found on Screened, Screened will add the tag 'Screened Error - Missing Screened Job' to the opportunity and include a note from Ryan with instructions to setup the relevant job to Screened. (See the section above How to set up criteria.) After you have added the job to Screened, revert the Opportunity to a prior stage, before changing it back to the Screened stage.
• Duplicate Candidate
  • If the Opportunity has the same email address as another candidate who has already been screened for the role, Screened will add the tag 'Screened Error - Duplicate' to the Lever opportunity and include a note from Ryan with a link to the existing Screened results.
• Other Potential Issues
  • If anything else prevents Screened from working as intended, the tag 'Screened Error - Unknown' will be added to the Opportunity with a comment. 

Candidate Screening Process

The following section explains how candidates proceed through the stages of Ryan. At a high level, successful candidates who pass the screening process will move between 4 major stages:

• Resume screening: The candidate’s resume/CV will be compared against your criteria and measured as a strong fit, potential fit, or not a fit. Only candidates with strong/potential fit will continue to the next stage.
• Scheduling interview: Ryan will reach out to the candidate by email to schedule a screening phone call.
• Interview scheduled: The candidate reaches this stage when they have scheduled a time to talk with Ryan that has not yet occurred.
• Interview completed: Afterwards a recommendation will be generated and posted back to Lever. This recommendation will be either to proceed the candidate to first interview, proceed with caution, or do not proceed (meaning the candidate does not fit the role, competencies, or company culture after all, even if the resume seemed like a strong/potential fit)

Tracking Screening Status in Lever 

Screened will update the Opportunity with tags such as 'Screened - In Progress' to indicate that an evaluation is in progress if the candidate passed resume screening and 'Screened - Complete' once the candidate has completed the screening call and is ready for your review.

About Resume Screening

When candidates are moved into the Screened stage in Lever, Ryan, your AI recruiter from Screened, automatically begins a thorough evaluation of their resumes against the job-specific criteria you've set. This process ensures that only the most qualified individuals proceed through your hiring funnel.

Ryan will download and process only the most recent resume added to Lever. Resume screening is typically completed within minutes depending on the quantity of candidates submitted at one time.

Once resume screening is complete, if the candidate will proceed to a screen call, the Opportunity will be tagged with 'Screened - In Progress' so you can track overall progress across all candidates in a particular role.

An additional filtering tag will be added to the Lever opportunity. See supported list below: 

• Screened - Not a Fit - The candidate matches few of your criteria
• Screened - Potential Fit - The candidate matches some of your criteria
• Screened - Strong Fit - The candidate matches most of your criteria

For further documentation, Ryan will post a note on the Opportunity. The note will include a link to Screened where you can read more about the assessment.

Please find below an example of an assessment note summarizing a candidate with a Strong Fit: 

If a candidate does not meet most of the criteria you set, they will not proceed to the screening call. Instead, these candidates will have a note with feedback submitted indicating a Strong No Hire (1).

Additionally, a summary explaining the decision will be provided, along with a direct link to the detailed resume feedback in Screened.

About Screen Call Scheduling

When an application successfully passes the resume screening stage, Ryan will attempt to schedule and conduct a screening phone call. This step is automated. The candidate will receive an invitation based on their availability, ensuring a seamless and efficient process.

If the candidate does not confirm an interview, they will be reminded again.

About the Screen Call Interview

During the screening interviews, Ryan engages with candidates to gather deeper insights into their qualifications, experience, and suitability for the role, all while maintaining a professional and personable tone. To preview what a screen call is like, please listen to the sample AI recruiter screen call clips here.

To organize a sample screen call, please reach out to the Screened team.

After the interview is complete, Ryan sends a thank you email to the candidate.

After the Screen Call: Report Generation

Each completed interview is documented in Screened with comprehensive notes and feedback, allowing your team to make informed decisions about the next steps. Please find below an example report.

After the Screen Call: Lever Feedback

After a screen call, Screened will update the tags and add a note to the Lever Opportunity depending on the results.

Screened will update tags on the Lever Opportunity

After an interview, Screened will update the tag on the Lever Opportunity from 'Screened - In Progress' to 'Screened - Complete'. Additionally another tag will be added depending on the results of the screen call: 

• Screened - Do Not Proceed - Candidate is clearly was not a fit for the role or organization culture.
• Screened - Proceed With Caution - Candidate is a fit, but there are some concerns. 
• Screened - Proceed - Candidate is a fit based on the role and organization culture.

Screened adds these tags to help recruitment teams build automations in Lever based on any combination of tags. For example, you can set up Lever to further filter results, send automatic rejections, and archive Opportunities where the resume review tag from Screened was 'Screened - Potential Fit' and the screen call results advised to either 'Do Not Proceed' or 'Proceed With Caution'.

For guidance on setting up automation workflows in Lever please refer to the article, Creating and managing automation workflows. 

Ryan, your AI recruiter will add a new note to the Lever Opportunity

The screen call results are summarized as a note along with a scorecard and a list of practical information collected including the notice period, work authorization, and salary expectations. 

The feedback results depend on how the candidate did on the screening interview:

• Recommended to Proceed - Feedback submitted as a Strong Hire (4), as the candidate is perceived to be a good fit for the role and company culture.
• Recommended to Proceed with Caution - Feedback submitted as a Hire (3), as there were some areas to investigate further on subsequent interviews.
• Recommended to Not Proceed - Feedback submitted as a No Hire (2) as the candidate’s resume seemed like a fit initially, but the interview did not reach the same expectations regarding role and culture fit for your organization.

Deciding on Candidates that Completed Screening

After a candidate completes a screen call, it is your time to make a decision. You can either:

• Proceed with the candidate, meaning you intend to interview the candidate further
• Reject the candidate, meaning you do not intend to interview the candidate further

To make a decision, go to the candidate’s profile on Screened. You may also access the Screened candidate profile directly from the link provided on any of Ryan’s recent messages on the Lever Opportunity.

Follow the steps below to access the candidate’s profile from Screened:

• Login to the Screened dashboard and click the Job that has candidates ready for review.

• Click the candidate that is pending your decision.

• Click Proceed or Reject to save your decision.

Proceeding a Candidate

If you proceed with a candidate, a brief email message will be sent within an hour by Ryan to the candidate informing them that your team will be in touch soon regarding the next interview.

Rejecting a Candidate

Ryan will send a rejection email in 48 hours to the candidate. In this message, Screened offers personalized advice about their resume or tips on their job hunt. This helps to deliver a superior post-interview candidate experience without any additional effort on your behalf. 

For additional information about the candidate experience or other inquiries regarding utilizing Screened or customizing this experience for your organization, please contact the Screened team.

Pending Decision

If you do not submit a decision within 5 days, a brief follow up will be sent to the candidate to keep them warm.

Revise Screening Criteria

After you have set up a job and screened candidates, you may change the screening criteria by completing the following steps:

• First, log in to your Screened dashboard and select the job you wish to change.
  • Alternatively you can directly access the candidate profile from the latest message from Ryan on the candidate opportunity in Lever. 

• Click Close Job to close the job from further screening. Afterwards, follow the steps in the instructions above for how to setup your screening criteria.

It’s important to note what happens to candidates that are still in the interview process if you close a job on Screened:

• Candidates who have not yet scheduled an interview with Ryan: Rejection emails will be sent to candidates.
• Candidates who have scheduled a screen call: Ryan will continue with the scheduled screen call to not interrupt their candidate experience. You can decide what to do with the candidate’s screen call results afterwards.

Closing a Linked Job on Lever

If you close a job on Lever that is linked to Screened, the job will automatically close on Screened. 

• Candidates who have not yet scheduled an interview with Ryan: Rejection emails will be sent to candidates.
• Candidates who have scheduled a screen call: Ryan will continue with the scheduled screen call to not interrupt their candidate experience. You can decide what to do with the candidate’s screen call results afterwards.

Re-opening a Linked Job on Lever

Re-opening a linked job allows new candidates who enter the Screened stage on Lever to continue being screened by Ryan. Previous rejections associated with the linked job will not be undone. 

Disabling the Screened integration

In Screened

1. Log in to the Screened dashboard and click Settings.
2. Scroll down and click Disconnect Lever to remove the integration.

In Lever

1. In Lever navigate to Settings > Integrations and API.
2. Under the Authorized Apps tab, locate the Screened app.
3. Click Revoke access to disable the integration.
4. Click the Webhooks tab.
5. Delete the Candidate Stage Change webhook configured by the Screened integration if it still listed.