Onboarding Steps

There are several factors that contribute to how long it takes to get through the implementation process, including the number of open jobs that need to be created, the complexity and depth of system and job configuration, and the engineering resources you have available.

In our experience, it typically takes customers 4-6 weeks to get their Greenhouse-powered careers page launched.  For customers with employees of 1,000 or more, they are looking at a 6-9 week onboarding process. However, if you're planning to just configure the system enough to get jobs created to be able to launch the careers page (in other words, an "expedited" implementation), then it could take less time to get to the point where you're ready to request the data from your previous ATS.

Let’s get started! We’ve created a project plan for you, below, and you can also print out a checklist of steps to help keep you on track.

Print Setup Checklist
  • Project Kick‐Off

    Welcome to Greenhouse! The first step in getting your organization up and running on Greenhouse is to set up a project kick‐off call with your account manager. During this call, you will discuss goals, review the implementation process, and plan for next steps.

    Setup Checklist
    • Identify your Greenhouse Implementation team

      Identify a team to lead your Greenhouse setup. This implementation team will spearhead internal decision-making and lead your Greenhouse configuration efforts. They’ll also become your in-house Greenhouse super users.

    • Establish Goals

      To get the most out of your Greenhouse rollout, it’s helpful to articulate goals for your implementation and all the hiring you’ll be doing once you’re up and running. You can think about questions like: When would we like to be up and running on Greenhouse? How many people will we hire this quarter and next? What kind of data would we like to get out of the system?

    • Plan for Next Steps

      Once you have a team and some goals, it’s time to start planning. Your account manager will walk you through the implementation process and help you understand what’s coming next.

  • Training

    It’s time to dive in! Your account manager will conduct introductory trainings for the on-boarding team. These trainings will provide an overview of the system with a focus on the tasks that need to be completed to get you ready for launch.

    Setup Checklist
    • Basic System Configuration & Job Setup

      The first training will begin with some Greenhouse system basics. You’ll learn how to add users, manage permissions, configure offices and departments, and customize job and candidate fields. You’ll also learn how to create a job and post it to your careers page.

    • Candidate Management

      Next, you’ll learn about managing your pipeline with Greenhouse. You’ll cover navigating the Candidate profile, managing dashboards in Greenhouse, moving candidates through the interview process, and communicating within Greenhouse.

    • Advanced Topics – Reporting, Candidate Survey, Job Approvals

      Once you’ve learned about the basics, it’s time to take a deep dive. This training can address topics such as reporting in Greenhouse, the candidate survey, and configuring job approval workflows.

  • Basic System Configuration

    Now that you’ve seen Greenhouse in action, it’s time to start configuring!

    Setup Checklist
    • Permissions / Permission Policies

      Review the various permission levels and think about what type of user will have what permissions. In addition, the Permission Policies section in Greenhouse allows an organization to establish high-level restrictions and requirements of users with certain permission types and access.

      FAQ: Managing users, permissions, roles
    • Offices & Departments (and In‐House Contacts)

      Offices and Departments are used to organize jobs both internally and externally. We suggest you configure your offices and departments before you begin configuring your job board.

    • Offer approvals

      If you have an approval process for job offers, we suggest configuring those workflows now. This will ensure that all jobs have offer approval workflows configured.

      FAQ: Approvals
  • Technical Setup

    In addition to your basic system configuration, there are a few technical pieces you have to set up.

    Setup Checklist
    • Job Board Integration

      The Greenhouse-powered careers page is central to Greenhouse functionality. There are several different options for configuring the job board integration, ranging from simple to highly complex. When choosing an option, take into account the amount of customization you’d like as well as what internal engineering resources are available.

      FAQ: Customizing and integrating the job board
    • Email Verification

      To improve deliverability of emails sent through Greenhouse, and to remove “sent via Greenhouse” from all messages, it is important that the IT team configure SPF/DKIM. This can be initiated by any user with Site Admin permissions, but the actual work is done externally by your IT team.

      FAQ: Emails Sent via Greenhouse
  • Creating Jobs & Hiring Plans

    Once you have your systems set up, it’s time to get to the fun stuff: creating jobs!

    Setup Checklist
    • Configure Job Creation Workflow

      Before you jump in and begin creating your first job, you can customize the job creation wizard. Don’t plan to post your job until later? No problem - just leave that step off. Want your recruiters to go through every step up front? Sure, we can do that! And if you change your mind, you can always update this later.

      FAQ: How do I configure my job setup process?
    • Create One (Example) Job Per Department

      Let’s get started. We recommend creating one job and focusing on the details. You’ll begin to make decisions about process, especially with regard to communication and feedback.

    • Create Email Templates

      We recommend that the onboarding team review all of the default templates/template types and begin to create custom templates to ensure that communication with candidates and among other users is appropriate and on brand.

      FAQ: Email Templates
    • Create Remaining Open Jobs

      After creating and fully configuring one job, and after moving a test candidate through the entire process on that job from application to offer, it’s now time to create the remaining open jobs. A best practice is to start by creating and fully configuring one job per department, which will allow you to use the “Start from a copy of an existing job” option to easily create the remaining jobs in each department.

      FAQ: How do I set up a new job?
  • Add Key Users & Finalize Configuration

    You’re on the home stretch! Before officially going live, you’ll want to add additional key users and make sure everything is ready for launch.

    Setup Checklist
    • Invite Recruiters to Greenhouse

      Invite your recruiting team to join Greenhouse and assign the appropriate permissions to each recruiter.

    • Invite Hiring Managers to Greenhouse

      Invite your hiring managers to join Greenhouse and assign the appropriate permissions to each hiring manager.

    • Review & Revise Configuration

      It’s almost time to launch, so now is the time to take a final look at everything and make sure you’re happy with your setup. But don’t worry, if you decide later you need to make changes, you can update your configuration at any time!

  • Launch!

    Let’s do this!

    Setup Checklist
    • Switch Your Careers Page to be Powered by Greenhouse

      It’s go-time! Have your IT team officially switch over your careers page to a Greenhouse-powered page. You’re officially in business! Congrats!

    • Update Any Existing External Job Posts to Point to Greenhouse

      If you have any jobs posted on external job boards that link to your old careers site, you’ll have to update these to point to your new job board. Pro tip: remember to create a tracking link for each post so that Greenhouse can automatically track where your candidates are coming from.

  • Company‐Wide Rollout

    After you’ve officially launched your Greenhouse-powered careers page, it’s time to introduce your company to Greenhouse.

    Setup Checklist
    • Add All Interviewers & Basic Users to Greenhouse

      In this step, you’ll add all remaining company members to Greenhouse. Pro-tip: you can add users in bulk! Check out the FAQ below for more details.

      FAQ: How do I bulk add Greenhouse users from Excel?
    • Send Welcome Emails & Resources

      Don’t forget to tell everyone how awesome Greenhouse is! Your account manager can provide sample welcome emails and resources to help everyone get to know Greenhouse.

    • Internal Training

      If you’d like to introduce Greenhouse to your employees more formally, you can conduct training for basic users and interviewers. Check out our sample trainings for some training guidelines.

  • Data Migration

    Now that you’re up and running on Greenhouse, you can bring in all your old data. We know that data migrations can be scary, but we’ve put together an outstanding team to guide you through the whole process.

    Migrating From an Old ATS

    If you're transitioning to Greenhouse from an old ATS, you'll want to make sure your data comes with you; here's how that works. (Note: New and improved video coming soon, hang tight!)

    Setup Checklist
    • Obtain Data From Previous ATS

      The first step in data migration is to get your data from your previous ATS. Usually, you can start with an email to your account rep at your old ATS. We’ll be on hand to answer any questions that come up during this step.

    • Organize & Map Data

      Once you have all of your old data, our data migrations guru will work with you to organize your data before import and decide how to map your old data into the Greenhouse fields.

    • Review & Approve Mappings Pre and Post Load

      When your data is ready to go, we’ll have you review and approve the mappings. And then, once your data is loaded into Greenhouse, we’ll have you take another look to make sure you’re happy with the migration.