WELCOME TO GREENHOUSE SETUP CHECKLIST. Everything you need to know to get up and running with Greenhouse!

Transcription

1 WELCOME TO GREENHOUSE SETUP CHECKLIST Everything you need to know to get up and running with Greenhouse!

2 Project Kick-Off Welcome to Greenhouse! The first step in getting your organization up and running on Greenhouse is to set up a project kickoff call with your account manager. During this call, you will review the implementation process, discuss goals, 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. Establish Goals To get the most out of your Greenhouse rollout, articulate goals for your implementation and all the hiring you ll be doing once you re up and running. You should 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 review the implementation process with you and help you understand what s up next.

3 Training It s time to dive in! To kick things off, 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. 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 deeper dive. This training can address topics such as reporting in Greenhouse, managing offers in Greenhouse, the candidate survey, and configuring approval workflows.

4 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. 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.

5 Technical Setup 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. Verification To improve deliverability of s 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.

6 Creating Jobs & Hiring Plans 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. 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 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. 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.

7 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. 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 recruiting team to join Greenhouse and assign the appropriate permissions to each recruiter. Review and 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!

8 Launch! 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.

9 Company-Wide Rollout After you ve officially launched your Greenhouse-powered careers page, it s time to introduce your company to Greenhouse. Add All Interviewers and 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. Send Welcome s and Resources Don t forget to tell everyone how awesome Greenhouse is! Your account manager can provide sample welcome s 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.

10 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. 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 to your account rep at your old ATS. We ll be on hand to answer any questions that come up during this step. Organize and 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 and 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 how everything looks.