Selecting an applicant tracking system (ATS) can be exciting, but it can also be a little unnerving. You will likely be thinking about all of the advantages that your new system will afford you, but you may also be a little worried about what implementation will entail. The following are a few things that you can expect throughout the ATS implementation process.
Signing the Contract
Once you select an ATS solution and vendor, you will have to sign a contract. This will detail the price that you will pay, whether that will be up-front or monthly. This may also detail the support that you will receive, the terms and duration of your contract, and some information about your software.
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Setting up Paperless Hiring
After you have signed the contract, the vendor may ask for some information to help you set up paperless hiring. The information that you provide will help the vendor to set up an electronic application with your logos and brand information, separate your job postings into sections, and connect email addresses and other contact information to the applicant portal. When filling out the forms, use your existing application as a base, but think about what you would like to see changed and enter it that way on the electronic forms.
Reviewing the Information and the Site
About one week after you have submitted all of the requested information, you will receive notification that the site is ready to be reviewed. You will be able to go in and review the site from the eyes of the applicants, recruiters, and hiring managers before it goes live. Make sure that all of the contact information is correct and take careful notes about anything that you have noticed that is not up to your standards or that was difficult to work with so that it can be altered before go live.
Training is generally run by the vendor. Schedule your training with the vendor and then make sure to free up the schedule to allow those that will be helping to set up the system and post jobs to attend. Hiring managers may attend later user sessions that cater specifically to their roles and access levels depending on the system’s level of complexity, so ask the vendor who should be invited to training at each stage and plan accordingly.
After the system has been implemented and the training has been completed, your system will go live. This can be a stressful time for the people that work directly with the system, so be sure to offer plenty of support so that their questions are answered quickly and they get used to using the system. Check in with new hires that have used the system and see what they thought of the experience so that you can make changes as needed.
Working with the Vendor
After go live, you will likely need to work with the vendor to make changes or find answers to questions that didn’t come up during trial phases. Establishing a point of contact and developing an amicable relationship may help make it easier to keep the system running smoothly for a long time to come. You will also have to make changes as technology advances and the company changes, so establishing a good relationship early can help to make regular maintenance more comfortable and simple.