# Tracker

> Automate candidate engagement, conversational screening, and evaluation directly from Tracker! HeyMilo pulls candidates from the job stages you select, runs your configured AI workflow (SMS, resume, form or voice interview), and writes the completed results back into Tracker.

## Setting Up the Integration

Watch the video, and follow the steps below to connect HeyMilo with Tracker:

{% embed url="<https://files.gitbook.com/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FbKCgmPgkC7X1VTl62ocK%2Fuploads%2FrZjKLulQaNKIeL0La5xA%2FTracker.mp4?alt=media&token=f1784982-ea88-4792-9753-ad24e8489ab4>" %}

{% embed url="<https://app.storylane.io/share/cg0xfyjc4au5>" %}

### 🛠 What You’ll Need

Before you begin, make sure you have:

* Tracker **access token** (bearer token)
* Your Tracker **region**: US, CA, or Other
* Admin access to your HeyMilo workspace

## Connect HeyMilo to Tracker

{% stepper %}
{% step %} <mark style="color:blue;">**Step 1**</mark> Go to Integrations → Tracker

* On the side bar, click **Integrations** and select **Tracker**.

<figure><img src="/files/KWU7kDN205RT9HkVx8iP" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 2**</mark> Enter your Tracker credentials

You will be asked for:

* **Access Token (Bearer Token)**
* **API Version** (defaults to 1)
* **Region** (US, CA, or Other)

<details>

<summary>Where to find the Access Token</summary>

Log into Tracker. Click your **Profile Icon** → **Tools & Settings.** Go to **Security → Security Settings → API.** Copy the **Access Token.** Paste it into HeyMilo.

</details>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 3**</mark> Click Connect

* You’ll see a confirmation when the integration is successfully activated!
  {% endstep %}
  {% endstepper %}

## Create or Select a Job in Tracker

Create a Tracker job or open an existing one.

{% stepper %}
{% step %} <mark style="color:blue;">**Step 1**</mark> Copy the Job Posting ID

* You can find it in the URL:

<figure><img src="/files/rz7jYUGLcfDUz0TzMXCN" alt=""><figcaption></figcaption></figure>

<details>

<summary>Example</summary>

```
<https://evous.tracker-rms.com/Opportunity/Details/1020>
```

**Job ID = 1020**

</details>
{% endstep %}
{% endstepper %}

## Map Your Jobs to a HeyMilo Agent

{% stepper %}
{% step %} <mark style="color:blue;">**Step 1**</mark> Open your HeyMilo agent

* Go to the agent → **Actions → Integrations**

<figure><img src="/files/ae5kdlXCySIaeNIDn1ct" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %} <mark style="color:blue;">**Step 2**</mark> Open the ATS Integration panel

Select:

* **ATS Type:** Tracker
* **Mapping Parameter:** Job Posting ID
* **Paste your Tracker Job ID**
  {% endstep %}

{% step %} <mark style="color:blue;">**Step 3**</mark> Select “Get candidates if they move to”

This dropdown controls **which Tracker stage triggers HeyMilo screening**.

{% hint style="success" %}
Important clarification: Tracker groups its internal stages under broad categories. HeyMilo shows a detailed dropdown representing those categories. If you see options in HeyMilo that don’t exactly match Tracker labels, it’s because they are **sub-stages mapped to Tracker’s main stage categories.**
{% endhint %}

<figure><img src="/files/2n01SqW3wDFTDm1T3xWG" alt=""><figcaption></figcaption></figure>

<details>

<summary>Example</summary>

“First Interview,” “Interview Scheduled,” and “Phone Screen” may all fall under Tracker’s **Interview** category.

</details>

Choose the stage category where you want HeyMilo to automatically pick up candidates.
{% endstep %}

{% step %} <mark style="color:blue;">**Step 4**</mark> Save Configuration

* You’ll see a success message confirming the mapping!
  {% endstep %}
  {% endstepper %}

## Bring In Candidates Who Applied Before You Connected the Job

You linked your Tracker job to HeyMilo—but what about everyone who *already* applied before that? You don’t have to leave them behind.

**Where to find it:** Open your agent → **Integrations** → under **INBOUND**, click **Backfill Candidates**.

<figure><img src="/files/oVCQ0GQCrIRtEgtkXjee" alt="" width="375"><figcaption></figcaption></figure>

**What this does:** Backfill pulls in past applicants from the Tracker job you just connected. They’ll show up in your HeyMilo candidate list and go through the same screening flow as new applicants.

**How to do it:**

{% stepper %}
{% step %} <mark style="color:blue;">**Step 1**</mark> Go to your agent → **Integrations** → **Backfill Candidates** (under INBOUND).
{% endstep %}

{% step %} <mark style="color:blue;">**Step 2**</mark> In the **Backfill Historical Candidates** window, you can choose **Include applications up to** and pick a date if you only want people who applied by a certain time.

* Leave it blank to bring in everyone who applied before you connected the job.
  {% endstep %}

{% step %} <mark style="color:blue;">**Step 3**</mark> Click **Confirm Backfill**.

* HeyMilo will bring those candidates in over the next few minutes.
  {% endstep %}
  {% endstepper %}

When it’s done, you’ll see how many were added. They’ll appear in your candidate list shortly and you can screen them like anyone else.

## How Candidates Sync Into HeyMilo

<details>

<summary>Automatic Screening</summary>

Once the job is mapped:

* When a candidate moves into the selected Tracker stage
* HeyMilo automatically ingests the candidate
* Automated engagement and conversational screening begins based on your agent configuration

For example:

If you select **First Interview** in HeyMilo:

* Candidates entering **First Interview** in Tracker

  → Will be picked up by HeyMilo

  → Will be engaged + screening automatically

You can also manually add candidates to this stage to trigger HeyMilo instantly.

</details>

## Review HeyMilo Results in Tracker

After the candidate completes their assessment, HeyMilo writes the data back into the candidate’s profile under **Activity**:

<figure><img src="/files/R11TRhPUETxyrH08Z4eM" alt=""><figcaption></figcaption></figure>

Inside Activity, you’ll see:

* Candidate match score (overall score)
* Interview PDF report with comprehensive summaries & evaluation details
* Audio/video links
* Timestamp

This Activity appears under:

**Candidate Profile → Activities** or **Opportunity → Shortlist & Activities**

Recruiters can review all results directly from Tracker.

### Option 2: 📥 Import Jobs from Tracker (Auto-Create Agents)

Skip the manual setup. You can import jobs directly from Tracker and HeyMilo will automatically create an agent for each one — ready to start screening as soon as candidates apply.

**Where to find it**: HeyMilo → Integrations → Import from ATS&#x20;

<figure><img src="/files/3lBEEvEydBue20te6tZt" alt=""><figcaption></figcaption></figure>

**What this does**: Pulls in your active Tracker jobs and auto-creates a matching HeyMilo agent per job, pre-mapped to the Tracker Job ID. No copy-pasting, no one-by-one setup.

## Reminder

* HeyMilo only screens candidates once they reach the selected stage
* Tracker’s internal stage structure is simplified in HeyMilo’s dropdown
* Multiple jobs can be mapped to multiple HeyMilo agents
* You can remap or remove job mappings at any time

## **Additional resources**

For additional information not covered here, reach out to <support@heymilo.ai>


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