What does success look like when implementing an applicant tracking system?
As an ATS provider, we have successfully implemented hundreds of ATS systems for a wide range of organisations, both large and small, across various sectors. We take pride in the consistently positive feedback our implementation team receives. Whether it's a small-scale setup or a complex, customised service, our team is there to guide and support our clients at every step of the process.
We have over 20 years experience in implementing our ATS. We've also gathered feedback from our clients where they give their advice on how to prepare for implementing Jobtrain and what the journey is like. Additionally, we've outlined the typical stages we go through with our clients during the implementation of our ATS.
In this article we'll cover:
- The typical stages of implementing an ATS - what to expect
- What support is given during the ATS implementation?
- Flexible implementation process
- What support do we include post-implementation?
- Making each ATS platform easy-to-use for every client
- Final thoughts
The typical stages of implementing an ATS - what to expect
Scoping
In our initial meeting, we will discuss the goals and objectives for implementing Jobtrain. Before we start the implementation process, we take the time to understand our client's current recruitment process and specific aims and objectives. We aim to schedule this meeting within 48 hours of signing the contract, but we are always flexible and work around our clients' timelines.
Prior to implementing Jobtrain, some organisations have relied on manual, admin-heavy, paper-based processes without any ATS technology in place. For others, it may involve upgrading from a different ATS to the Jobtrain ATS.
During this initial meeting, our team will uncover the objectives for implementing Jobtrain, which may include:
- To reduce the burden of manual admin
For some organisations, they may find themselves spending a significant amount of time on manual and time-consuming administrative tasks related to recruitment. They are seeking ways to streamline their operations and make recruitment more efficient.
- To expedite processes and reduce turnaround time
Ensuring that candidates receive timely responses and that positions are filled quickly and efficiently is of utmost importance. This is particularly crucial in some sectors such as the highly competitive care industry.
- Enhance transparency in job postings
Many organisations recognise the importance of providing key stakeholders with access and visibility to job postings. They also looking to deliver a clear and consistent application process for candidates.
- Automation and prompt responses to candidates
Organisations often realise the need to leverage automation and technology to streamline their processes and provide faster responses to candidates, ultimately leading to a better candidate experience.
- Centralise application management
Some organisations have multiple systems and processes in place, creating unnecessary complexity and making it difficult to track applications and candidates. By consolidating everything into one Applicant Tracking System (ATS), processes are simplified and overall efficiency improved.
During the scoping session, one of our Project Implementation Managers will lead the process and be on hand to assist throughout the implementation. This session involves mapping out your desired recruitment processes to align with your objectives. We will discuss and reach an agreement on how the ATS should be configured and set up for both our client and their candidates.
At this stage, we will also establish timescales and provide a clear project plan outlining the tasks we need from each client and when we need them, as well as what we will deliver and when they can expect it.
Workbook
Once we have finished scoping, we create a user-friendly online workbook to gather all the necessary information for configuring and setting up each Jobtrain ATS. We understand that implementing an ATS is a significant undertaking, which is why we are always available to answer any questions, offer guidance, advice and provide examples of best practices.
Build
Using all the information we receive from each completed workbook, the Project Implementation Manager proceeds with configuring the ATS. It's important to note that approximately 90% of the setup of Jobtrain involves configuration rather than development. This process involves collaborating with our technical team to ensure that every branded candidate-facing page are created and any necessary integrations are set up. We take a flexible approach to API integration, allowing for seamless integrations with various other platforms, such as online testing providers or HR systems.
Testing
For every ATS implementation we create, we test it thoroughly to ensure it fully supports the process that was discussed at the scoping stage. We work closely with each client to review our set-up work and test it for themselves. We’ll make any final tweaks and changes necessary before we move on to training.
Training
Typically, our training sessions are conducted remotely for HR and Recruitment teams. The Project Implementation Manager, who is highly experienced in training users to maximise the benefits of the new ATS, will lead the session. We also offer various training methods for hiring managers and we discuss the best approach early on in the process.
Go live
This is the exciting final step of the implementation process - where the Jobtrain ATS goes live, allowing candidates to apply for jobs and explore the careers site. Not only will clients experience the benefits of cost savings and reduced administrative tasks, but they may even find themselves with extra time to enjoy their lunch breaks!
What advice do other clients give to prepare for implementation?
The Head of HR and HR Business Partner from Grandir advise:
Identify who the scoping group/key stakeholders should be to ensure everyone buys into the new ATS. Our HRIS co-ordinator took this on and it’s been a real help.
I’d strongly advise mapping out your existing recruitment process and then look at where the gaps are. Then you can identify what you need from an ATS – what’s essential, what’s a nice to have, where there might need to be compromises etc. I’d also recommend doing this for companies with multiple brands like Grandir has.
What support is given during the ATS implementation?
Initially, some of our clients may feel a bit overwhelmed by the size of the project. However, our implementation team is here to provide support and make the Jobtrain process easy to understand. We understand that transitioning from paper-based processes to using an ATS can be challenging for organisations using it for the first time, especially when it comes to getting buy-in from all teams. But rest assured, our clients always find it worthwhile and with the assistance of our support team, they see the numerous benefits it brings.
Some of our Jobtrain team
Provider of complex care services, Active Care Group said:
The process was thorough, detailed, guided, robust, and had a clear structure so we always stayed on track. We’ve been frustrated with the lack of planning when implementing applicant tracking systems in the past, but the Project Implementation team at Jobtrain was very transparent and organised and we always felt included every step of the way.
Other providers don’t compare to Jobtrain’s support, implementation, and training. We know that if there was ever an issue, it would get picked up straight away, rather than sit in somebody’s inbox for a week.
The implementation process took just 10 weeks – and for us, that was unheard of! We had an ATS that covered recruitment and onboarding within just a couple of months. We couldn’t have gotten this far without Jobtrain.
For the team at Grandir, they said:
The entire Jobtrain team have been really understanding – for us at Grandir, we all have day jobs and the team at Jobtrain has really understood that. We massively welcome and value their support – they have been so helpful and quick to respond.
Flexible implementation process
Our top priority is to make sure our clients feel confident and comfortable with their new ATS. Depending on their needs, sometimes we will train and onboard a full recruitment team and in other cases, it’s simply a recruitment team of one and hiring managers based at numerous sites. Our implementation team of experts are prepared for anything - and flexibility is at the core to make the process as seamless as possible.
What support do we include post-implementation?
Once clients go live with Jobtrain and start advertising jobs, they are assigned a dedicated Continuous Improvement Consultant (CIC). From that point on, they have regular check-ins with their CIC to receive guidance, have their questions answered and receive suggestions for continuous improvements.
Our clients truly value the relationship they have with their CIC. Group Talent Acquisition Advisor from Henry Boot said:
“The brilliant service continued after we went live when we were introduced to our very own Continuous Improvement Consultant (CIC), Jules. She’s there to support us throughout our partnership to help us make sure we’re making the most of the platform.”
The Talent Acquisition Manager and People Services Operations Manager at Aspris agrees:
“Our relationship with our Continuous Improvement Consultant (CIC), Jamie, has been particularly noteworthy. It’s this level of support that makes us feel like we’re in a partnership rather than just another client.”
Making each ATS platform easy-to-use for every client
We don’t just configure and set up our ATS and send clients on their way to use it. We work continuously work closely with them during and post-implementation to always look at new ways to improve their system and processes for the best streamlining possible.
Our client for over 14 years, Odeon Cinemas' Recruitment Advisor Operations said:
“Our Continuous Improvement Consultant (CIC), Jules, brings a lot of structure to our calls and check-ins. As a team we have lots of plates spinning so the support structure really helps us. After our regular check-in calls with Jules, the follow-up notes we get from her afterwards have blown us away. Because our work is so fast-paced there isn’t always time for our own internal follow-up after a call, so having Jules handle that and guide us in a structured way is unbelievably helpful.”
Final thoughts
In conclusion, our journey with each client is more than just implementing an ATS; it's about building a lasting partnership. We understand that every organisation has unique needs and challenges and our team is dedicated to providing tailored support throughout the implementation process and beyond. We're here to ensure that your transition to Jobtrain is smooth, efficient and ultimately successful, enhancing your recruitment process and candidate experience.
We'd love to hear from you and discuss how we can support your organisation's recruitment needs with our ATS. Whether you're looking to streamline your recruitment process, improve candidate engagement, or simply want to learn more about the benefits of Jobtrain, our team is ready to assist. Get in touch with us today to start your journey towards a more efficient and effective recruitment process. Let's work together to achieve your recruitment goals and drive success for your organisation.