ATS and Recruiting Ops

172 topics across 7 chapters

Chapter 1

Recruiting Ops foundations

Recruiting org design & operating roles

3 subtopics

Define a recruiting RACI (recruiter, sourcer, coordinator, HM, HRBP)

Write role profiles and success measures for recruiting roles

Set escalation paths for bottlenecks and stalled decisions

Intake & requisition planning

3 subtopics

Create an intake meeting template (must-haves, nice-to-haves, timeline, stakeholders)

Build a role scorecard and calibration rubric

Set up headcount vs requisition tracking (open/approved/backfill/new)

SLAs, capacity planning & queue management

3 subtopics

Define SLAs for each stage (review, screen, interview, offer)

Build a recruiter capacity model (req load, time per stage, meeting load)

Implement queue prioritization rules (critical roles, aging, exec reqs)

SOPs, documentation & knowledge management

3 subtopics

Write an end-to-end SOP from requisition creation through close

Create and maintain a recruiting knowledge base (FAQ, how-tos, policies)

Version-control templates and scripts (emails, interview kits, offer docs)

Vendor selection & tool procurement basics

3 subtopics

Draft a requirements checklist for new recruiting tools (users, data, integrations)

Create a vendor evaluation scorecard (security, UX, admin effort, total cost)

Review contract basics: SLAs, DPA, support tiers, exit plan

Chapter 2

ATS fundamentals (configuration, users, data)

ATS concepts & terminology

3 subtopics

Identify core ATS entities (requisition, job, candidate, application, interview, offer)

Distinguish stages vs statuses vs dispositions and why it matters

Trace common ATS workflows (apply → review → interview → offer → hire)

ATS data model & field architecture

3 subtopics

Build a field dictionary (definition, type, owner, allowed values, where used)

Standardize picklists and controlled vocabularies (dept, location, level)

Create a governance process for adding/changing fields (request, test, release)

Requisition templates, approvals & job posting setup

3 subtopics

Configure requisition templates and required fields (by org/role type)

Set approval chains, delegation rules, and re-approval triggers

Create job posting templates and brand/legal QA checklist

Candidate management (profiles, duplicates, pools)

3 subtopics

Design candidate profile/application sections (resume, work auth, location, etc.)

Define duplicate detection/merge rules and a clean-up playbook

Set up talent pools and tagging conventions for rediscovery

Pipelines: stages, statuses & dispositions

3 subtopics

Define stage taxonomy and disposition reasons aligned to reporting needs

Set stage-level permissions/visibility (who can move candidates where)

Create SLA timers/alerts per stage and an escalation workflow

Automation & rules (routing, triggers, templates)

3 subtopics

Build auto-trigger emails and tasks (receipt, next steps, reminders)

Configure routing rules (round-robin, specialty queues, geo-based assignment)

Create a safe automation lifecycle (sandbox test, change log, rollback plan)

User roles, permissions & secure handling of candidate data

3 subtopics

Create a role-based access matrix (what each role can view/edit/export)

Run least-privilege audits and quarterly access reviews

Define secure handling for sensitive docs/data (IDs, background results, notes)

Chapter 3

Workflow & process design (from intake to close)

Process mapping & swimlanes

3 subtopics

Map the current-state process with swimlanes (who does what, when)

Identify waste and delays (handoffs, rework loops, unclear ownership)

Design a future-state process with control points (approvals, QA, audits)

↗ Pipelines: stages, statuses & dispositions (see Chapter 2)

Requisition-to-post workflow design

3 subtopics

Create an intake-to-requisition checklist with required artifacts

Define posting strategy by channel (internal, external, niche, paid)

Create a posting launch QA checklist (location, EEO, salary transparency, links)

Interview workflow & scheduling operations

3 subtopics

Create interview plans (panel vs sequential, competencies, decision points)

Write a scheduling playbook and track time-to-schedule

Build structured interview kits (rubrics, anchors, allowed questions)

Offer management & closing workflow

3 subtopics

Design offer approvals (comp bands, exceptions, finance/legal sign-offs)

Standardize offer letter templates and e-signature workflow

Close-out checklist (decline reasons, dispositioning, candidate follow-up)

Candidate communications & CRM practices

3 subtopics

Create candidate messaging templates by stage (tone, timing, owner)

Build nurture campaigns for silver medalists and past applicants

Set up candidate experience surveys and an action loop for feedback

Onboarding handoff & HR coordination

3 subtopics

Define the handoff data set to HRIS/onboarding (start date, manager, comp, docs)

Create a new-hire paperwork and preboarding timeline

Define a warm handoff process to hiring manager/HRBP (first-week plan)

Chapter 4

Recruiting data, reporting & analytics

↗ ATS data model & field architecture (see Chapter 2)

Funnel metrics & definitions

3 subtopics

Create a recruiting metrics glossary (definitions, formula, owner)

Define source-of-hire and source-of-application methodology

Standardize time-to-fill vs time-to-start and aging definitions

Dashboards & stakeholder reporting

3 subtopics

Build an exec dashboard (headcount plan, open reqs, aging, risk)

Build hiring manager dashboards (pipeline health, interview load, SLA misses)

Build recruiter dashboards with fair comparisons (req mix, seniority, volume)

Data quality, audits & governance

3 subtopics

Set up weekly data audit routines (missing fields, invalid picklists, anomalies)

Monitor disposition compliance (required reasons, timing, completeness)

Create a data governance cadence (owners, decisions, naming standards)

Forecasting & capacity analytics

3 subtopics

Forecast requisition volume and seasonality from historical trends

Run scenario planning (growth, hiring freeze, surge hiring)

Create a recruiter capacity dashboard tied to SLAs and stage aging

Experimentation & optimization analytics

3 subtopics

Design A/B tests for channels or job ad content with success criteria

Measure the impact of process changes (before/after, control groups where possible)

Run retrospectives using metrics (what changed, what worked, what to do next)

Chapter 5

Compliance, privacy & security in recruiting

↗ User roles, permissions & secure handling of candidate data (see Chapter 2)

EEO/OFCCP basics & audit readiness

3 subtopics

Implement compliant EEO data collection (voluntary, separate, reportable)

Create an OFCCP audit file checklist (records, logs, requisition evidence)

Learn adverse impact analysis basics and when to involve legal counsel

Privacy (GDPR/CCPA) & consent management

3 subtopics

Draft/update candidate privacy notice content (what you collect, why, retention)

Implement consent and withdrawal workflows in the ATS/CRM

100

Create a process for data subject requests (access, delete, rectify)

101

Records retention & legal holds

3 subtopics

102

Create a retention schedule by jurisdiction and data type (apps, notes, offers)

103

Implement legal hold procedures for recruiting records in the ATS

104

Plan secure deletion/anonymization and validate it works end-to-end

105

Accessibility & fair hiring operations

3 subtopics

106

Test the candidate application flow for accessibility (forms, attachments, UX)

107

Operationalize structured interviews to reduce bias (rubrics, training, audits)

108

Create an accommodations workflow (request, documentation, execution, privacy)

109

Security controls & incident response for recruiting systems

3 subtopics

110

Perform vendor security reviews for recruiting tools (SOC2, pen tests, access)

111

Write an incident response runbook for candidate data (triage, comms, logs)

112

Implement secure file transfer and encryption practices for recruiting data

113

Identity, SSO, SCIM provisioning & access reviews

3 subtopics

114

Implement SSO and MFA for ATS access (and document break-glass access)

115

Automate provisioning/deprovisioning with SCIM (joiner/mover/leaver)

116

Run periodic access certifications (reviewers, evidence, remediation)

Chapter 6

Integrations & recruiting tech stack operations

↗ Identity, SSO, SCIM provisioning & access reviews (see Chapter 5)

117

HRIS/HCM integration for requisitions and hires

3 subtopics

118

Map requisition/job codes and org structure between ATS and HRIS

119

Design the new-hire export and reconciliation steps (what, when, owner)

120

Set up integration monitoring and error resolution (alerts, retries, SLAs)

121

Job boards, sourcing tools & agency workflows

3 subtopics

122

Configure posting feeds and rules (what posts where, duplication, expiration)

123

Standardize tracking parameters (UTMs) to attribute sourcing accurately

124

Operationalize agency submissions (ownership rules, fee terms, conflict checks)

125

Calendar/email integration & scheduling tools

3 subtopics

126

Configure calendar permissions and scheduling templates (buffers, SLAs, holds)

127

Automate interview invites and confirmations (attachments, video links, reminders)

128

Set standards for time zones and scheduling constraints (candidate-first rules)

129

Background check & screening integrations

3 subtopics

130

Trigger background checks at the right stage and document decision points

131

Implement adverse action workflow basics (FCRA) with clear responsibilities

132

Limit access to screening results and separate sensitive data appropriately

133

Assessments & video interviewing integrations

3 subtopics

134

Validate assessments for job relevance and consistency (with HR/legal as needed)

135

Integrate assessment scores into ATS with clear interpretation guidance

136

Test assessment/video steps for candidate experience and accessibility

137

APIs, webhooks & middleware (iPaaS) operations

3 subtopics

138

Learn ATS API basics (auth, rate limits, objects) and document endpoints used

139

Use iPaaS/middleware patterns for integrations (mapping, transforms, routing)

140

Implement integration reliability: logging, retries, idempotency, alerting

Chapter 7

Change management & continuous improvement

141

ATS implementation & project planning

3 subtopics

142

Run discovery workshops and write a requirements doc with clear acceptance criteria

143

Create a data migration plan (mapping, cleansing, cutover, validation)

144

Create a UAT plan (test cases, owners, sign-off gates)

145

Training & enablement for recruiters and hiring teams

3 subtopics

146

Build a role-based training curriculum (admin, recruiter, HM, interviewer)

147

Create quick reference guides and short walkthrough videos for key workflows

148

Run office hours and lightweight certification to enforce consistent usage

149

Governance, change control & roadmap management

3 subtopics

150

Set up change request intake and prioritization (impact, effort, risk)

151

Create release management (sandbox testing, release notes, comms, backout plan)

152

Plan a quarterly roadmap tied to KPIs and stakeholder needs

153

Continuous improvement & KPI feedback loops

3 subtopics

154

Run a monthly business review (MBR) for recruiting ops performance

155

Use root-cause analysis for bottlenecks (stage aging, interview load, approvals)

156

Maintain a Kaizen backlog with owners and measurable expected outcomes

157

Stakeholder communications & adoption

3 subtopics

158

Create a communication plan by audience (execs, HRBPs, HMs, interviewers)

159

Track adoption metrics (workflow compliance, feature usage, data completeness)

160

Build a champions network and a playbook to handle resistance to change

161

Support model & troubleshooting

3 subtopics

162

Design a tiered support model and ticket taxonomy (what goes to whom)

163

Create a troubleshooting checklist for common ATS issues (access, posting, routing)

164

Run post-incident reviews and implement prevention actions (monitoring, training)