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A new ATS shouldn’t just be up and running. It needs to work for the organization—and for recruiters, hiring managers, and candidates. That’s why we configure Ubeeo for HR and IT, as well as for all key recruitment processes within the organization.
Proper preparation is essential for successful implementation of the ATS. We then configure and implement the system in six steps, with weekly meetings along the way to address any questions or comments.
A (probable) demo and presentation by Ubeeo has made it clear who we are, what we do, and what the building blocks of our product are. Preparation for the actual implementation therefore begins with a kickoff meeting, where we prefer to have everyone who will be working on the project at the table right away. This includes:
A diverse team ensures that, after the kickoff, issues that were previously overlooked don’t suddenly come to light. For example, you want to avoid a situation where a security officer points out, just one day before the final go-live, that a penetration test was never performed.
Tip: When preparing, make sure to:
And communicate those requirements internally so that both the strategic decision-makers and everyone who will be providing input are on the same page. This prevents questions or disappointments later on.
We implement our ATS in 6 clear steps. We plan, design, build, test, deploy, and provide ongoing, hands-on support. And while typical consultants develop all sorts of fancy models and terms for this, we prefer to keep it simple and to the point.
We’ll walk through the steps in Monday, which we consider the best tool for teamwork. We’ll set up the platform based on everything we discuss during the kickoff. The dashboard makes it clear at a glance who’s working on what, what still needs to be done, and what’s been completed.
Without a clear plan, there can be no successful implementation. This is a crucial phase, during which we, of course, sign the contract and plan the project. This is followed by the kickoff meeting, at which it is important to have a diverse team at the table.
Next comes the design phase. We start with the business requirements as outlined in the kickoff meeting. Based on those requirements, we finalize the plan and design the requested solutions.
We’ll work with you to determine what’s needed to integrate your internal processes into the system. This is also the time when we’ll consider the integrations that need to be set up. These might include integrations with a testing agency, your company’s website, the intranet, and, for example, job posting platforms for reposting job openings.
Next comes the development phase. We install the software based on the priorities and requirements identified during the kickoff meeting. We also base our work on the designed solution(s).
We are building the actual solution, which will handle the back office. In addition, we are building the integrations and the “Work With Us” site.
During this phase, we set up the system and prepare it for the testing phase. Where possible, we begin testing the completed components right away, while we continue to develop the components that are still to come.
We test both the individually built components and, subsequently, the complete system to ensure it functions as intended. Finally, we conduct an acceptance test, followed by a sign-off so we can move on to the next step.
The testing phase also includes training for our clients. Over the course of 3 hours, we explain all the ins and outs of the system and highlight important settings and useful features. Meanwhile, you’ll develop a plan for effective internal communication to clearly outline the changes that will be made to your work processes.
In particular, it’s important to clearly communicate the changes, the benefits the system offers, and how employees will use it. We have experience in this area and can help you develop a strategy, though ultimately it’s up to you to build sufficient support. Without the right level of support, implementation often proves more difficult in practice.
The go-live is when the ATS actually goes live. It’s an exciting and important step in the implementation process, during which we’ll see whether what we’ve built and tested actually performs as you expect it to in practice.
We always go live on a Tuesday. We do this on purpose, after Monday—which is a busy day for many organizations—is over. After Tuesday, there’s still plenty of time to make any last-minute adjustments if needed, which is better than if we were to go live on Friday.
In addition, we’ll ask you to provide feedback after the system goes live. We operate under full ISO 9001 certification, so as part of our processes, we collect feedback on the implementation of the ATS. Of course, we’ll address any areas for improvement, and we’re always thrilled to hear about everything you’re happy with.
Our support team will continue to be available to address any questions, technical challenges, or uncertainties that may remain after the training. We ensure a smooth transition from the close collaboration during implementation to the support phase.
We use support tickets, which we address promptly and to which the appropriate specialist will respond personally. During our final few conversations and interactions, we’ll explain how the support process works to ensure that you know exactly how to reach us.
For us, implementing an ATS typically takes 13 weeks. That may seem like a long time, but experience shows that the process goes by faster than you might think. This gives you time to rewrite internal emails, take photos, and take care of all the other important details.
In addition, there’s some time left over for any setbacks or extras that might turn out to be desirable. Or would you prefer to take more time? It’s possible to schedule Phase 1 to take 13 weeks, which would leave more time for the subsequent phases. This way, we avoid an open-ended timeline, where the completion date would ultimately just keep getting pushed back.
The question shouldn’t be how quickly the ATS can go live. The question is how much peace of mind and clarity you can create by handling the configuration and implementation properly
