Implementing recruitment software can feel overwhelming, but the process can be easier than you think. Keep reading for a walkthrough of implementing enterprise ATS, Tribepad Pro.
Too many talent teams settle for legacy recruitment software they hate. Everyone knows the software is holding back hiring, but upgrading feels like an impossible burden. Even when the ROI of a new ATS is clear.
- Sure, you’re losing candidates because you can’t move fast enough. Not that anyone wants to complete your long, clunky application anyway.
- Sure, your managers won’t stop grumbling, or relying on only-vaguely-compliant workarounds that create more work (and risk) for everyone.
- Sure, proactive stuff like talent pooling, recruitment marketing, and employer branding are distant dreams for a flat-out team struggling to stay afloat.
But all those problems are exactly why there’s no bandwidth for change.
Implementation feels too big; too time-consuming; too unmanageable. And so you keep on keeping on, with cumbersome, slow recruitment software that’s hindering more than helping.
Well, good news. Implementing recruitment software can be much more manageable than you think.
Any software project of course takes time, effort, and focus. But with a robust plan, even the most time-pushed recruitment teams can get up, running, and confident with a new ATS in a handful of weeks. (Plus, a thorough implementation plan is an essential element of your business case).
Keep reading to learn what enterprise recruitment software implementation involves, who you’ll need on-side, and how to make the process as smooth as possible.
So in three months’ time, those frazzled recruiters and empty seats will’ve been replaced by a steady pipeline, lots of praise, and a team who gets home on time.
Recruitment software implementation is easier than you think
The burning questions:
How long does implementation take?
Overall timeframe depends on your chosen recruitment software. Tribepad Pro implementation takes 11 weeks or 15 weeks, depending whether you want contracts and onboarding.
How much internal resource do we need?
Most Tribepad Pro customers have two or three people leading implementation. We’ll give you a week-by-week breakdown of approximate timings as weeks differ, but you’ll typically be looking at around 1 to 1.5 days/week split between these people.
Your chosen recruitment software provider should have a clear, structured implementation process to keep the project on-track and make your life as simple as possible.
Here’s a run-through of Tribepad Pro implementation:
Tribepad’s project delivery team have 30-years’ combined experience leading implementations, and so we’ve honed a process that works well for everyone. Here’s what to expect if you implement Tribepad Pro.
Kick-off call
Tribepad Pro implementation begins with a ~60-minute kick-off call. This’ll involve whoever’s running the project your side, your Tribepad Project Delivery Manager, and the sales consultant you’ve been working with.
In this session, we’ll:
- Confirm the scope of your implementation
- Talk you through your implementation journey
- Highlight any possible pinch points
- Book your weekly calls and agree dates for training
- Agree go-live timings around your existing contract date
Tailored project plan
The next thing you’ll get is a bespoke project plan using a fantastic online project management tool (ClickUp), created by our project delivery team.
Your project plan is the centre of everything. It’ll show you week-by-week who needs to do what, and acts as a one-stop-shop for everything to do with implementation.
It means everything’s collated, stored, tracked, and documented so it’s easy to find. And if you have questions, it tags our whole project team at once, so you can get support fast.
You’ll have a dedicated training session to get you confident with the project management tool and your project plan ✅
On-site ATS training
Behind the scenes, we’ll have now set-up the base Tribepad Pro platform for you, ready to configure for your unique processes. Before you get stuck in, we run a bespoke two-day training session on-site to arm you with everything you need to know about the software.
Over these two days we’ll show you how all the elements of the ATS work. They’re interactive sessions, so you’ll roll up your sleeves and play with the software yourself. (AKA they’re not just two days of us talking at you 🥱)
Building and testing
Now you’ve got everything you need to crack on. Here’s where you configure your recruitment software to do everything you need. You’ll follow your project plan here, which’ll outline weekly what you should be doing. It’ll also give you a clear steer on how many hours you’ll need each week.
There’s a heap of training resources for each section, including bespoke video content, our training site, and platform pop-ups in the flow of work.
We’ll have weekly project calls during this stage, to review (celebrate!) your progress, answer any questions, and help you prepare for what’s coming up. Our team are always looking a few weeks ahead, to flag what’s coming over the hill so you’re never caught by surprise.
Online reporting training
Towards the end of building and testing, we’ll run two dedicated online training sessions to get you confident with our reporting suite. In the first, we’ll cover all our pre-built reports; in the second we’ll show you how to build exactly what you want.
Both of these will be recorded so you’ve got them for the future if you need them.
Online integrations training
At the same sort of time, we’ll hold an online training session covering any integrations you need. We’ll show you how to set these up, and how they fit within your candidate journey coherently.
On-site ‘Train the Trainer’ training
After several weeks, you’ll have configured recruitment software that’s the perfect fit for you. Now your Project Delivery Manager comes back on-site, along with our fabulous Training Manager Sally, to walk your team through the platform and your process end-to-end.
By the end of this bespoke-to-you full-day session, you’ll be the resident Tribepad expert for your organisation, so you can confidently lead any further in-house training, field questions, and support managers.
Launch week 🎉
Where all your hard work comes to fruition! You’ll typically do a soft launch first with a handful of vacancies to check everything’s working as it should be, then launch fully. Now your candidates are officially applying to jobs through Tribepad!
This will typically be around two weeks before your current contract finishes, to make sure there’s a good buffer. Ideally you’ll have a recruitment freeze for this couple of weeks’ overlap, so you can tie up loose ends with your old ATS then switch over onto Tribepad. (You’ll have agreed all this stuff upfront during the kick-off call).
Immediate post-launch support
For the first four weeks after launch, you’ll keep having weekly calls with your project delivery team, to iron out any creases. From your second week of going live, we’ll introduce you to our fab support team who’re best placed to solve any systems issues fast.
Our current response time is under 40-minutes for real in-person support 💪🏻
Ongoing support
Your recruitment software provider shouldn’t vanish as soon as you’re up and running. Tribepad has both a Customer Success and an Account Management team, to make sure you’re getting the most from the platform long-term.
We’ll regularly review your platform use, flag opportunities to get more from Tribepad, and talk you through new features or updates.
We pride ourselves on being true partners, not just software vendors (and that’s something we constantly hear from our lovely customers 💛). That means we’ll always be here if you need us, and proactive about helping you spot opportunities to improve.
What could your recruitment look like in 3-months?
Fears around implementing recruitment software can be one of the biggest blockers to upgrading tech. Even if your current platform is outdated, slow, and holding back progress, finding time to implement an ATS can feel like a huge mountain to climb.
And look, we’re not saying that recruitment software implementation is easy. Any large tech project is just that – a large project. But it certainly doesn’t need to be such a huge barrier.
With a structured project plan, experienced and supportive partners, and the commitment to be proactive, your whole recruitment could be fairer, faster, and better for everyone within three-or-so months. In the grand scheme of things, that’s a blink of an eye.
Tribepad is the trusted tech ally to smart(er) recruiters everywhere. Combining ATS, CRM, Video Interviewing, and Onboarding, our talent acquisition software is a springboard for fairer, faster, better recruitment for everyone.
Trusted by organisations like Tesco, Greggs, NHS Professionals, Signature Care Homes, British Transport Police, Met Office, Gleeson and The Wrekin Housing Group, 25 million people in 16 languages use Tribepad.
