Sourcing Candidates with Paychex Copilot

Table of Contents

Overview

How Does It Work?

Getting Started

FAQ

Overview

Paychex Copilot is an AI-powered suite of tools that automatically compiles the top candidates across all your Findem candidate channels (Inbound, ATS and external) without you ever needing to define a search from scratch!

Copilot aggregates candidate records from a very large set of external sources (over 100,000 public and licensed data sources, including public records and demographic data). Because it uses these wide-ranging sources, Copilot can surface both active job seekers and highly qualified passive candidates who may not be actively applying, but could be open to the right opportunity.

How Does It Work?

Copilot prioritizes top candidates from across your various hiring channels like Inbound Applicants, ATS and External Sourced candidates based on a number of factors and details, including:

• Attribute-based match to the job description
• Whether they're an inbound applicant to the job
• Past applications to your company

Copilot uses AI and automation to pull requisitions directly from your ATS. It removes the complexity of building searches by automating the process. In just a few seconds, you get a curated list of top talent we've handpicked for you, ensuring they're not only highly qualified but also reachable.

Getting Started

As a first-time Copilot user, you see an introduction modal that walks you through getting started with the feature.

Creating a New Search

Once you launch Copilot, you'll be given a list of open jobs from your org's ATS. Currently, Copilot supports the following ATS systems:

• Greenhouse: Copilot will display jobs from GH that have the Boolean values live, external and active, wherein live=true and jobs are marked as open.
• Workday
• SmartRecruiters
• Lever
• JobVite
• Ashby

If your org is not using one of these ATS systems, or any ATS, your initial Copilot screen will appear a bit different (see FAQ section below), but the functionality will remain the same.

Note:

If Findem cannot integrate with your ATS, or you're not using one, Copilot will integrate with your jobs site to sync with your open public postings. This will enable Copilot to build your searches automatically from the job description and surface top talent across CRM (Findem), opportunities for internal mobility, potential Referrals and potential boomerang candidates, all using Findem's 3D data.

1. Your main Searches page will show claimed ATS jobs by default. Here you can filter the specific results you want or scroll across the list of all open jobs.
2. Choose to start a search with AI Assistant, a Job Description link or select a Role name to get started.
   • AI Assistant: Simply tell Findem what you're looking for, e.g., Find me a Retail Specialist with 7 years experience in the New York City area. Findem will being sourcing candidate based on whatever you input to the text box here.
   • Job Description: Post a URL of an existing job description link. Findem will parse the JD and begin sourcing candidates based on discovered keywords and job requirements.
   • Role: Begin typing the role name you're looking for. Findem will show possible role titles in a list you can select from, then will locate candidates with matching or similar roles.
     
3. Based on how you begin the search, Copilot will immediately get to work sourcing prospects from across each channel based on the job description.
   
4. Once the search has been created, Copilot will present a breakdown of warm candidates found who match the job requirements. Here, you can download an Insight Report. You can always access the Insight Report from the top of any active search.
5. To bring up the full list of candidates, click Get Started.

Note:

Without a specified location given when creating your search, Findem will default the job location to within 30 miles of your location, based on IP address of your current browser session.

How are Candidates Sorted?

The candidate list is always ranked based on the number of matched attributes to the description you provide. If the ranking of 2 candidates is same - then the candidates are not always guaranteed to be shown in the same order.

However, the pool size should not change regardless of how many similar candidates there are.

Taking Action on Candidates

On your Copilot dashboard, the top candidates are listed first. Scroll down to continue viewing all recommended candidates. You can swap between a number of tabs at the top. You can load more candidates when you scroll to the bottom of the list.

• Copilot is designed to take action on a candidate easily.
  • Contact: You can unlock and contact any candidates you like by clicking Contact. Once unlocked, you can message candidates via email. You can also export them to Paychex or your org's ATS (if applicable)
  • Remove: Remove candidates from the search results by clicking Remove. The candidate will no longer appear in match results even if you change the search criteria of the search

Contacts List

Once you've contacted a candidate with our in-app messaging feature, the candidate's status will automatically switch to Contacted, and they'll appear on your Contacts List tab.

You can also manually track their status via the candidate listing page by selecting from the dropdown options in the Status column.

The Contacts List also allows you to see:

• Any applicable Notes from the ATS on a candidate
• A candidate's ATS export status

• Various ways view your contacts by stats. By default, your Contacts List will be in List view, but you can change it to show various data based on the selection.

  There's also:

  • Location view: Here we can see a visual map of where each contact is located
  • Analytics view: This view provides a number of useful filters so you can get a good idea of how each candidate plays a part in your metrics.
  • Stats view: View various stats on your contacts like current or past companies and experience levels
  • Company view: View all applicable companies where your candidates have worked.

Creating a Search through Another Method

From the main landing page, you'll notice three ways to start sourcing candidates:

• AI Assistant: Simply tell Findem what you're looking for, e.g., Find me a Retail Specialist with 5 years experience in the New York City area. Findem will being sourcing candidate based on whatever you input to the text box here.
• Job Description: Post a URL of an existing job description link. Findem will parse the JD and begin sourcing candidates based on discovered keywords and job requirements.
• Role: Begin typing the role name you're looking for. Findem will show possible role titles in a list you can select from, then will locate candidates with matching or similar roles.

Enriched Profile View

Clicking into any candidate's profile will open up a full, or enriched, view, allowing you to see more details using Findem's 3D data. On the enriched profile you'll find:

• Insights at a Glance: Powered by the AI, this section gives a high level of the candidate's attributes. For example, the Insights may tell you that the candidate currently works at a stable company, or that they have a fair amount of startup experience.
  
• AI Assistant: This section provides a simplified overview of how the candidate matches the role. You're also able to chat with the AI to learn more about the candidate or have it create strong interview questions based on the candidate's profile. For example, you might ask, "Is this candidate Salesforce Administrator certified?"
  

Editing Search Criteria

Open a search's Advanced panel to show the search criteria Copilot created based on the ATS job description. You can edit this however you'd like if it doesn't match exactly. Note that any changes to the search criteria will automatically generate new Copilot candidate recommendations.

Edit Skills with Boolean

Bring industry-standard Boolean format to your Findem search criteria. Findem supports Boolean phrases in the following sections:

• Job Title
• Skills
• Keywords

Using AND, OR, and NOT operators

• Use AND in a query to narrow your candidate results
  • "blockchain AND cloud computing" uncovers candidates who match all criteria
• Use OR in a query to broaden your candidate results
  • "software engineer OR frontend developer" uncovers candidates who match any criteria
  • Alternatively, comma separated values will also combine the search terms as ORs (e.g. "software engineer, frontend developer")
• Use NOT in a query to exclude candidates who match the search criteria
  • "NOT google.com" excludes candidates who currently work at Google

Automated Refinement

If you ignore three candidates before taking action on any, Copilot provides assistance to reconfigure your search and suggest new candidates, further streamlining the process.

FAQ

Q: Where are candidates pulled from?

A: Candidates are pulled from all hiring channels (or all the ones your org is utilizing), including Inbound Applicants, ATS and External Sourced candidates. External sourced candidates are only pulled once all internal hiring channels have been exhausted.

Q: How does Copilot prioritize candidates?

Copilot will prioritize candidates who are "High Priority," warm matches AND fall into the non-external hiring channels, Inbound and ATS. After all High Priority candidates are found, the list will show Priority warm candidates and so on. Once all those candidates have been exhausted, Copilot will find and display candidates from the External hiring channel.

Q: Can I bulk export or download candidate data from Recruiting Copilot (Findem)?

A: No. Exporting or downloading candidate data — including bulk exports — is not a supported feature in the Recruiting Copilot platform. You can view and contact candidates directly within the product, but there is no built-in bulk export/download function. The article titled "How to Export a Candidate to Paychex" has been removed from the Knowledge Base. It will be republished only if and when that integration becomes generally available for all customers in collaboration with Paychex.

Q: Can I post jobs and track incoming applications within Recruiting Copilot?

A: No. Recruiting Copilot is not an applicant tracking system (ATS) and does not support posting jobs or managing inbound applications directly in the platform. It is designed for proactively sourcing and engaging candidates using data from your ATS and other channels, not for hosting job postings or tracking applicants end to end.

Q: How do I correct inaccurate candidate or company profile information in Recruiting Copilot?

A: Company and candidate profiles in Recruiting Copilot are generated from external public and licensed data sources and cannot be edited directly in the platform. To request a correction, submit a ticket with:

• For a candidate: the candidate's name, a link to their profile (if available), what is inaccurate (for example, incorrect employer or dates), and the correct information you want reflected.
• For your company profile: the company name as listed in the product, a brief description or summary (if you want it updated), any incorrect details you noticed (industry, size, location, status), and your company domain (required for the team to update company profile data).

Once submitted, profile updates typically take a few business days to appear. If you cannot provide a company domain, the team may be unable to update the company profile.

Q: How do I adjust the search criteria?

A: Once you start a search with Copilot and perform the initial search, click the blue filter button to show and edit the search criteria. Any changes will automatically serve new Copilot recommendations to you.

Q: Why might candidates not appear in my Contacts tab after unlocking them?

A: If candidates are unlocked but not showing in your Contacts tab, this could indicate a synchronization issue with the Recruiting Copilot platform. Verify your email account connection, check your internet connection, and if the problem continues, reach out to Findem Support for further assistance.

Q: How does Copilot work in terms of skills-based hiring, specifically soft skills?

A: Copilot is able to perform both title and skill-based searches. Findem leverages its unique 3D data set to increase the quality of a soft skill search. For example, when looking for candidates who are "leaders," leadership is not always a firm skill. But by layering on multiple data points, Findem Magic can identify Key Opinion Leaders, i.e. candidates recognized as Key Opinion Leaders (KOLs) in their respective fields, with a significant number of patents or cited research papers. You can send your org's specific soft skill requests to Findem to create a custom attributes based on your definition to increase the quality of your candidate pool.

Q: How fresh is the candidate data being served up by Copilot?

A: All candidates featured in your Copilot list are verified by our specialist team to guarantee both accuracy and quality fit.

Q: Can Copilot sort and manage candidate profiles in non-English languages?

A: Copilot is scraping over 100,000 publicly available data sources, including non-English profiles. Users have the ability to source in alternative languages, as well as leverage Findem's AI email campaigns in different languages.

Q: How are ATS jobs sorted?

A: They are sorted by the most recently-posted job. As of now you cannot modify this sorting.

Q: Is my company's ATS required to be connected to Findem for Copilot to work?

A: No. While connecting your ATS will lead to better results, Copilot can still pull candidates from inbound and external channels if your ATS is not connected. You can also enable career site scraping manually if your company uses one or more career sites for locating candidates.

Q: What ATS systems are supported with Copilot?

A: As of now Copilot supports the following ATS systems:

• Greenhouse: Copilot will display jobs from GH that have the Boolean values live, external and active, wherein live=true and jobs are marked as open
• Workday
• SmartRecruiters
• Lever
• JobVite
• Ashby

Q: What's the difference between the AI Assistant and Copilot?

A: AI Assistant lets users start their searches with their own words, similar to ChatGPT. Copilot for Sourcing provides an instant list of curated leads based on the user's ATS job description and supplies high-converting, matching candidates to any search in the form of the Copilot Recommendations tab.

Q: Is Copilot available for users with limited Findem views?

A: Copilot's sourcing can be limited by clicking the Copilot button from the main dashboard. You can disable any of the hiring channels from being sourced.

Q: Does Copilot's AI learn over time?

A: By design, to use AI compliantly, Copilot is not learning based on a user's activity. This ensures that the system is not introducing bias to the user's searches.

Q: How does Copilot distinguish between most engaged candidates and most qualified prospects?

A: Many candidates may apply for multiple positions, signaling that they are highly interested in engaging, but that doesn't mean they are high-match candidates. This is why Findem uses proprietary AI through deep learning attributes with the combination of a comprehensive data lake to enrich candidate profiles beyond LinkedIn. Each candidate is then stack-ranked relative to the other candidates in the pool. It is up to you (the Findem user) on which strategy you'd like to use - (A) go after those who engaged the most or (B) go after the highest quality matches. In some cases, there may be a candidate who has both (A) and (B).

Q: How does Recruiting Copilot differ from other recruiting platforms?

A: Recruiting Copilot emphasizes personalized support through demo sessions tailored to your specific needs. During these sessions, the platform can help you create custom candidate searches, demonstrate sourcing tools, and show how to effectively connect with top candidates using their messaging tools.