JobAdder - CareVision Integration

Background

The JobAdder - CareVision integration will allow the organizations to simplify the onboarding process of staff professionals in CareVision once they are hired through JobAdder. Personal details of the staff along with the associated documents and notes will automatically flow through their appropriate branches in CareVision without reencoding them manually.

Prerequisites

You need to obtain the following before the integration:

• JobAdder Account 

• The “CareVision Work Email” custom field should be added under the “Placement” module. This can be added by contacting JobAdder support.

• The “CareVision Username” custom field should be added under the “Placement” module. This can be added by contacting JobAdder support

• If your organization is going to use Microsoft Entra integration, “CareVision MS Object ID” custom field should also be added.

• CareVision Account with Coordinator Admin security role

• If the organization has multiple branches on the CareVision side, the “Location” field in JobAdder under the “Jobs” module should be properly set up. It can be configured in the “Account > Admin > Categories > Locations” section of JobAdder. This “Location” field will be used to map its corresponding branch in CareVision.

Integration Scenarios

CareVision supports multiple scenarios for the integration process:

Single CareVision Organization - Single JobAdder Account

This scenario is pretty straightforward. You just need to follow the integration process and associate all JobAdder locations to the CareVision Account.

Multiple CareVision Branches - Single JobAdder Account

In this scenario, the integration should only be done in the Head Office. During the integration process, each CareVision branch can be associated with its equivalent JobAdder Location.

Multiple CareVision Branches - Multiple JobAdder Accounts

This is a little bit tricky to set up because there should be a complete understanding of how each Location on each JobAdder account will be mapped into their corresponding CareVision branches. Once mapped, it’s pretty straightforward to integrate. Just select the appropriate branches when doing the integration.

Note: Before starting this process, make sure that all Locations are already properly configured in JobAdder.

The Integration Process

To integrate JobAdder, you need to sign in as a Coordinator Admin in CareVision.

On the left menu, navigate to SETTINGS and then try to expand to show the sub-menu and look for INTEGRATIONS.

In this screen, you need to click the LINK MY ACCOUNT button and a new tab will open as such:

You need to click the Accept button for you to continue the process of JobAdder Integration.

Then, you should be able to see this message that the first part of integration is successful. For the second part, you need to click the GO BACK TO INTEGRATION PAGE button to see this: 

As you can see, the status is still in Pending Activation. We need to continue the setup process to fully integrate the two systems.

Click the SET-UP JOBADDER button and a modal screen will appear.

This screen will allow you to map the JobAdder Locations to their corresponding CareVision branches. On the left side is the list of all the Locations that you configured in JobAdder. The dropdowns will allow you to choose the associated CareVision branch for each location.

For every selection of the organization for the location mapping, please click the circle with the check icon to confirm the mapping. 

In this example, it means that:

• If a new hire or candidate in JobAdder is hired or placed in a Job located in Sydney, it will flow through the Consulting Care branch of the organization.

• If a new hire or candidate in JobAdder is hired or placed in a Job located in QLD Other, it will flow through the QLD - Consulting Care branch of the organization.

• All other locations that don’t have an assigned organization will not flow through CareVision.

The Syncing Process

For every creation of a Job in JobAdder, we need to ensure that there is a selected value for the Location field because this is the basis for which branch in CareVision the hired candidate will flow through.

The actual trigger for sending the candidate information to CareVision depends on the Placement status. Once the status is changed to Active Placement, the syncing process will automatically happen in the background.

The CareVision Work Email field in JobAdder will be used as the main work email on the CareVision side. If this is left blank, the regular email field in JobAdder will be used.

The CareVision Username field in JobAdder will be used as the staff username in CareVision. If this is left blank, a random username will be generated for the staff. In case that the provided username already exists, a random integer suffix will be added to the given username. For example, if the given username “johndoe”  already exists, “johndoe3” will be used instead.

Sample Candidate Syncing

This image explains the following: 

1. This is the Job, indicating that there is a set Location under the Job Classification section.

2. This is a candidate that we were trying to hire

3. The candidate should be “Placed” to the job first. 

After placing the candidate, the hiring manager can do additional processing before sending the candidate to CareVision. This may involve contract signing, setting up organisation email, etc.

Once the candidate is ready for CareVision, just change the placement status to Active Placement

Below are the sample data of the candidate where its name, address, and the created notes for the candidate in JobAdder: 

Once synced, this is how the staff will look like in CareVision: 

The candidate's profile will be created as a new staff in CareVision Organisation Management Portal (OMP). The newly synced candidate will have an “Onboarding” status in CareVision. Also, the added notes for the candidate will be included in the sync.

Field Mapping

Admin Settings

Job Locations

• Under Admin > Categories > Locations

Candidate Note Types

• Under Admin > Candidates > Note Types

• Note Type in CareVision will be mapped (case-insensitive) on the Note Type in JobAdder

• If there is no matching Note Type, it won’t flow through CareVision

Candidate Note Attachments

• Under Admin > Candidates > Document Types 

• Any Document Group will work as long as the Document Type is set properly

• If the JobAdder Candidate Document Type matches a Qualification Name in CareVision, it will associate the Document to the Staff’s Qualification including its expiry.

• If there’s no matching qualification, it will be saved as a Note Attachment instead in CareVision based on Note Type. If there’s no matching Note Type, it won’t flow through CareVision