Before you start implementing ATS Recruitis...

ATS Recruitis a SaaS application that comes with a set of "standard" settings and therefore, in an extreme case, you need practically no implementation to use it. But in practice, it will always be desirable to have some essential items set exactly according to your needs so that ATS Recruitis serves not only as a "CV repository", but above all as a tool that can advance and make recruitment in your company more efficient.

Below is an overview of the essential points of view that you should consider before using ATS Recruitis or before setting it up, they should be considered and factored into your plans for launching ATS Recruitis within your company.

Data transfer and timing

If you are switching from existing solutions (other ATS, Teamio, or another system you use for candidate management - Jira, Asana, Trello, Excel), you must first of all think carefully:

• When to transfer data from the old system (it is good to consider whether you have legitimate GDPR consent for historical candidates and whether it is not better to start with a new ATS on "green fields")
• When to stop using the old system

This is primarily to ensure that there is no gap where candidates are not recorded in either system and also to minimize the time you are using two systems in parallel.

💡 Example 1: "We use Teamio and want to continue advertising on LMC portals and have automatic import into ATS Recruitis."

• In this scenario, you need to purchase a service from LMC to export candidates to ATS Recruitis.
• In order for this export to work, you will first need to create positions from Teamio also in ATS Recruitis (so candidates have somewhere to save).
• After you have created a position and purchased a service from LMC, a field will appear under the position name in Teamium where you can enter the position ID (number).
• You must also order the export of historical candidates (that is, those who were in Teamio before the connection) from LMC.
• Timing is important here - if you do the export of historical candidates before you have positions in ATS Recruitis and you cannot start the automatic export to positions straight away, you will have a situation where you have candidates that are neither in the historical export nor in the automated export to positions, and therefore you have only in Teamio and not in ATS Recruitis.
• If this happens, you don't need to rewrite candidates manually, you can use our Google Chrome plugin to save candidates from Teamia to ATS Recruitis.

💡 Example 2: "Moving from Recruitee."

• If it's just a transfer of candidates without the need for a subsequent automated connection, you only need to consider the timing of the candidate import.
• What matters is whether you want to assign historical candidates to positions, or whether you want to complete ongoing recruitment (and whether you can or whether the license of the original ATS will expire earlier).
• Importing candidates to ATS Recruitis only imports candidates - so if you want to assign candidates directly to positions, you have to do it in two steps:
  • The first step is to import candidates with job titles as labels
  • Then you have to create positions in Recruitis to which you want to assign candidates (it is enough to have them unpublished, i.e. only as "internal")
  • Then, in the talent database, it is enough to mark all candidates with a label with the name of a specific position (e.g. "Java Developer") and copy them to the relevant position using the action "Copy candidates.."

💡 Tip: For a number of customers, the approach proved successful, where they let positions active in the old system run out there and gradually created new positions in ATS Recruitis and processed them there.

• This requires a situation where, in the original system, you are not dealing with a license extension (i.e. you do not incur any unnecessary costs when handling existing maintenance positions)

Linking career sites

Career sites should be your most important source of candidates, so it is essential that they are connected to ATS Recruitis as early as possible. At the same time, the best connection option - via API, is also the most time-consuming and usually requires the involvement of internal resources, which may not be immediately available.

That's why we offer several connection options that also allow variants that can be activated practically immediately - read more here.

Users

Adding users is handled by you, so you do not need the assistance of ATS Recruitis support.

From the point of view of timing, it is important, especially for hiring managers, that they only get access when they can really use the system - that is, only after you have the system set up as you need for "sharp operation" and ideally after you have trained them on how ATS Recruitis to be used.

If users log in to ATS Recruitis using a name and password, each new user will receive an activation email where they will have to set their own password. This email has a limited validity of 2 days, so it's a good idea to inform colleagues in advance so they don't miss the activation.

You must assign each user a role that primarily defines their access to candidates. Here's a quick overview:

• Administrator - sees all candidates and all positions and can edit system settings
• Chief Recruiter - sees all candidates and all positions, but cannot edit system settings
• Recruiter - he sees only his positions and the candidates who applied for them
• Line manager - sees only those positions and candidates that someone assigns to him
• Restricted account - same as Line Manager, but only sees a limited set of information on the candidate's card (mainly does not see the salary requirement) and cannot work with candidates

Essential settings

By essential settings, we mean those that are good to make right at the beginning and have them ready for the "first day" of the sharp operation of ATS Recruitis in your company. The system is functional even without these settings, or the system offers preset values for these items, but if you set these items exactly according to your individual needs right from the start, you will save yourself the trouble of changing them later and above all, you will offer candidates a better experience with your recruitment.

These mainly include:

• The recruitment process (the so-called recruitment flow) - the recruitment flow defines the individual stages of the recruitment process so that the recruitment itself meets your needs as best as possible and corresponds to the steps in which you actually do the recruitment. In addition, you can have more flow in ATS Recruitis so that each type of position (e.g. IT position, marketing position, back-office position, etc.) or type of recruitment (e.g. one-round, two-round, sourcing, etc.) can have its own process. And that's even assuming that the workflow will be the same. This is because analytics within the system is then divided according to the workflow. If you have a multilingual team, we recommend naming the recruitment flow in the language common to all employees (most often in English).
• Email templates - the system contains a set of basic templates for various stages of the recruitment process, but of course these templates do not correspond to your corporate culture of email communication, they do not contain links to your social networks, or links to documents that you send to candidates, etc.
• Setting legal information - set the basic wording of the consents according to the GDPR regulation, which the candidate will see and click on in the response form. Set how long you obtain consent to the processing of personal data and whether you want to set the automatic depersonalization of candidates whose consent is no longer valid, or the level of such depersonalization.
• Reasons for rejection - define a set of reasons for which you reject candidates and this will subsequently allow you to evaluate the most common reasons (and prepare measures that will help minimize the given reasons, or you can re-approach rejected candidates with a certain "good reason").

Hiring managers and additional services

In companies where a larger number of users (recruiters and especially hiring managers) will participate in the recruitment process in ATS Recruitis, it is necessary to take into account the time required for internal communication about changes.

As the approach and role of recruiters and hiring managers differs in each company, just as the way of using ATS Recruitis differs, it is not possible to give you a uniform manual, you will always have to document your specific approach and what you expect from recruiters and hiring managers.

💡 Tip: As part of the implementation and testing of ATS Recruitis capabilities, try to create a profile with "Line Manager" rights as well and try to go through the recruitment of a test candidate on both sides.

• Document this process (as a video or as a PDF/DOCX) and use it as training material for fellow hiring managers. An example of a basic template can be found here.
• Be as brief and specific as possible - exactly what you want your hiring managers to do. For example: "When you receive an email with a link to a shared candidate, click on the link and give me a thumbs-up rating on the candidate card, and add a verbal comment by adding a note on the candidate card."
• In companies where they used this, they had a much easier transition to ATS Recruitis.

Connection to job portals

If you use specific job portals as a source of candidates, or if you are just about to use one of them, take a look at this page for an overview of which portals cooperate with us and how you can connect to them.

More integrations

If ATS Recruitis needs to be integrated with other systems or services such as user management (e.g. LDAP) or a connection to HRIS (e.g. for onboarding purposes), it is necessary to take into account the time for analyzing such a connection and also the time for its implementation, because in in the vast majority of cases it is custom development.

💡 Tip: To support our customers at the beginning of the cooperation, we are happy to connect with your third-party system suppliers so that you do not have to solve or just interpret these purely technical questions yourself.

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The time-consuming nature of these individual steps, and above all your internal capacity to fulfill them, determines the length of the schedule you need to start the "live operation" of ATS Recruitis. There are companies that can do this in a matter of days, there are companies that take several weeks. In any case, our support is here for you to make this journey as easy as possible and to help you if you encounter a problem, question or area that you need clarification on.