ATS and Recruiting Ops

103 topics across 7 chapters

Chapter 1

Recruiting Ops Foundations

Recruiting Ops Operating Model (roles, SLAs, rituals)

3 subtopics

Draft a RACI for recruiter/coordinator/sourcer/HRBP/hiring manager

Define SLAs per stage (intake scheduling, feedback turnaround, offer cycle time)

Create an intake meeting template (agenda + required inputs + outputs)

Recruiting Metrics Fundamentals

3 subtopics

Standardize metric formulas (time-to-fill vs time-to-start, aging, pass-through rates)

Design a source taxonomy (paid, organic, referral, agency, internal) and mapping rules

Create a recruiting data dictionary (fields, definitions, owners, allowed values)

Stakeholders, Governance & Change Management

3 subtopics

Set up a change-control process for ATS configuration (intake → test → deploy)

Build a hiring manager enablement plan (training, office hours, job aids)

Create an operating cadence (weekly pipeline, monthly ops review, quarterly roadmap)

Chapter 2

ATS Implementation & Core Configuration

ATS Vendor Evaluation & Selection

3 subtopics

Write requirements + scorecard (workflows, reporting, compliance, integrations, cost)

Run structured demos (scripted scenarios) and hands-on sandbox evaluation

Negotiate commercial terms (licenses/seats, implementation, support SLAs, data terms)

ATS Data Model & Configuration (reqs, candidates, offers)

4 subtopics

Funnel Definitions, Dispositions & Data Hygiene

3 subtopics

Define stage taxonomy + required disposition reasons (and when to use each)

Add validation rules (required fields, allowed values, duplicate prevention) to protect data

Set weekly data quality audits (stale reqs, missing dispositions, stage drift) with owners

Configure requisition fields, templates, and approval routing

Configure candidate profile fields (parsing, duplicates, tagging, consent capture)

Configure job and offer templates (tokens, localization, branding, approvals)

Permissions, Security & Identity (SSO/SCIM)

3 subtopics

Design role-based access (recruiter/coordinator/HM) and test least-privilege behavior

Implement SSO + user provisioning (SCIM) and deprovisioning controls

Set up audit logs and periodic access reviews (who can see what, and why)

Implementation Project Delivery (migration, UAT, go-live)

3 subtopics

Plan data migration (open reqs, candidates, stage history, notes, attachments) and cutover

Create UAT scenarios and acceptance criteria (happy path + edge cases)

Build go-live + hypercare plan (training, support queue, rollback, comms)

Chapter 3

Process Design: Requisition → Offer

Requisition Intake, Kickoff & Approvals

3 subtopics

Standardize req intake form (headcount, leveling, location, comp range, hiring timeline)

Map approval workflows (Finance/HRBP/Exec) and encode them in the ATS

Create kickoff outputs: interview plan, scorecard, sourcing strategy, and SLAs

Job Posting, Sourcing Workflows & Source Tracking

3 subtopics

Configure job posting packages (boards, categories, locations) and posting QA checklist

Design referral workflow (eligibility, approvals, payouts, tracking) inside the ATS

Implement source tracking (UTMs, redirect links, campaign naming conventions)

Screening, Interviews, Scorecards & Debriefs

3 subtopics

Build structured interview plans and scorecards (competencies, rubrics, examples)

Create interviewer training (bias, rubric scoring, note-taking standards, legal do/don’t)

Define debrief + decision rules (who decides, what evidence is required, tie-breakers)

Offer Management & Handoff to HR/Onboarding

3 subtopics

Design offer approvals (comp bands, exceptions, equity) and approval timing SLAs

Set up offer letter generation + e-signature workflow (templates, tokens, audit trail)

Create post-offer handoff checklist (HRIS entry, onboarding, equipment, announcements)

Chapter 4

Candidate Experience & Recruiting Communications

Candidate Messaging (templates, triggers, cadence)

3 subtopics

Write candidate comms templates (ack, updates, rejection, offer steps) with tone guidelines

Configure triggers and nudges (auto-ack, stalled stage reminders, feedback chasers)

QA template tokens, localization, and deliverability (from domains, bounce handling)

Scheduling & Interview Logistics

3 subtopics

Configure scheduling tool integration (availability rules, buffers, interviewer pools)

Build interview scheduling templates (virtual/on-site loops, panels, time zones)

Create cancel/reschedule and no-show playbook (candidate + interviewer scenarios)

Application Flow, Candidate Portal & Accessibility

3 subtopics

Analyze application funnel drop-off (steps, device, load time) and reduce friction

Run accessibility checks (WCAG basics) and set an accommodations request workflow

Improve candidate-facing content (employer brand blocks, FAQs, interview prep guides)

Chapter 5

Reporting, Analytics & Continuous Improvement

↗ Funnel Definitions, Dispositions & Data Hygiene (see Chapter 2)

Dashboards, Reporting & BI Exports

4 subtopics

↗ Create a recruiting data dictionary (fields, definitions, owners, allowed values) (see Chapter 1)

Build core dashboards (pipeline, aging, recruiter workload, conversion, DEI views as allowed)

Automate report distribution (scheduled emails/Slack) with consistent stakeholders & cadence

Set up BI export/API pipelines and version-control metric logic (single source of truth)

Continuous Improvement (experiments, retros, ops backlog)

3 subtopics

Run experiments (job ad variants, outreach cadence, assessment timing) and measure impact

Implement retrospectives (what slowed us down, what broke, what to automate next)

Maintain an ops backlog (intake, prioritization, ROI scoring, delivery, comms)

Chapter 6

Compliance, Privacy & Risk Management

EEO/OFCCP Fundamentals & Adverse Impact Risk

3 subtopics

Configure EEO/self-ID capture (where legal) and separate access/visibility appropriately

Set up OFCCP recordkeeping workflow (applicant definitions, logs, retention evidence)

Learn adverse impact analysis basics (selection rates) and operational mitigations

Privacy (GDPR/CCPA), Consent & Retention

3 subtopics

Implement retention schedules and automated deletion/anonymization rules

Design consent capture and DSAR workflow (access/delete requests) with SLAs and audit trail

Review vendor privacy terms (DPA, subprocessors, cross-border transfers, security exhibits)

Audit Readiness, Controls & Documentation

3 subtopics

Document SOPs + control evidence (who approves, who can change config, how it’s tested)

Create incident response workflow for recruiting systems (escalation, triage, comms)

Run quarterly access reviews and store evidence (reviewers, findings, remediation tracking)

Chapter 7

Integrations, Tooling & Automation

HRIS/Payroll/Onboarding Integrations (pre-hire → hire)

3 subtopics

Map ATS fields to HRIS (job, org, comp, start date) and define the system of record per field

Define status transitions (candidate accepted → prehire → hired) and when integrations trigger

Create reconciliation reports and failure handling (retries, alerts, manual fixes)

Calendar, Video Interview & Scheduling Tool Setup

3 subtopics

↗ Configure scheduling tool integration (availability rules, buffers, interviewer pools) (see Chapter 4)

Configure video interview links (Zoom/Teams) templates and ensure correct host/permissions

Set calendar permissions, conferencing defaults, and time zone rules for scheduling

Background Checks, Assessments & Vendor Workflows

3 subtopics

Define background check/assessment triggers by role and target turnaround SLAs

Design compliant adjudication workflow (consent, pre-adverse/adverse action where applicable)

Integrate results into ATS statuses with clear visibility rules and audit trail

Automation & Workflow Orchestration (rules, webhooks, iPaaS)

3 subtopics

Build automation rules (auto-advance, reminders, task creation) with guardrails

Implement cross-tool workflows via webhooks/iPaaS (Zapier/Workato/etc.) with monitoring

Set up automation observability (error alerts, change logs, ownership, rollback steps)