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

Follow the steps below to connect HeyMilo with Tracker:

🛠 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

1

Step 1 Go to Integrations → Tracker

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

2

Step 2 Enter your Tracker credentials

You will be asked for:

• Access Token (Bearer Token)

• API Version (defaults to 1)

• Region (US, CA, or Other)

Where to find the Access Token

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

3

Step 3 Click Connect

• You’ll see a confirmation when the integration is successfully activated!

Create or Select a Job in Tracker

Create a Tracker job or open an existing one.

1

Step 1 Copy the Job Posting ID

• You can find it in the URL:

Example

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

Job ID = 1020

Map Your Jobs to a HeyMilo Agent

1

Step 1 Open your HeyMilo agent

• Go to the agent → Actions → View Configuration

2

Step 2 Open the ATS Integration panel

Select:

• ATS Type: Tracker

• Mapping Parameter: Job Posting ID

• Paste your Tracker Job ID

3

Step 3 Select “Get candidates if they move to”

This dropdown controls which Tracker stage triggers HeyMilo screening.

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.

Example

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

Choose the stage category where you want HeyMilo to automatically pick up candidates.

4

Step 4 Save Configuration

• You’ll see a success message confirming the mapping!

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.

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:

1

Step 1 Go to your agent → Integrations → Backfill Candidates (under INBOUND).

2

Step 2 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.

3

Step 3 Click Confirm Backfill.

• HeyMilo will bring those candidates in over the next few minutes.

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

Automatic Screening

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.

Review HeyMilo Results in Tracker

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

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.

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 [email protected]