All the tools and resources to get you recruiting like never before.
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.
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.
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.
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.
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.
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.
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.
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!
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.
In addition to your basic system configuration, there are a few technical pieces you have to set up.
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.
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.
Once you have your systems set up, it’s time to get to the fun stuff: creating jobs!
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.
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.
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.
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.
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!
Let’s do this!
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.
After you’ve officially launched your Greenhouse-powered careers page, it’s time to introduce your company to Greenhouse.
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.
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.
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.
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!)
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.