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ATS Training 101: What to Know


You’ve done it – you’ve picked a new applicant tracking system (ATS), and faster hiring times are on the horizon. But first, you need to make the switch. We laid out how to help your staff with ATS training below.

How to Introduce Your Team to a New ATS

Even when a change is for the better, it can come with challenges. In fact, Gartner reports that only 34% of businesses experience clear success after a large change initiative. With care and forethought though, you can be part of that 34%.

Start with a Rollout Plan

Like most things in life, successful ATS training starts with a good plan. A rollout plan should have, at minimum, the following components.

  • Goals: What are you hoping to achieve with your new ATS? How will you measure success?
  • Timeline: When will this change take place? When will training happen?
  • People involved: Who needs to know about this change? Who needs to be trained?
Communicate Expectations and Goals of ATS Training

Change always comes with an adjustment period, and your employees (particularly those who regularly use the ATS) will want to know why it’s happening. Clearly communicate why you decided to adopt a new ATS, how it will impact your employees’ daily lives, and what is required from each individual (such as participation in ATS training sessions).

Determine the Integration Timeline

Before you introduce the new ATS, develop a clear timeline. When will you be switching to your new ATS? What does your staff need to do – such as transferring files or ongoing communication – and when?

In a fast-paced health care hiring environment, training should be communicated well ahead of time – you don’t want it to detract from your staff’s other duties. Make sure that your timeline is solidified well ahead of the actual ATS training.

Assign Responsibilities

Assign a designated training “expert” on your team. This is the point person who will coordinate with the ATS vendor to get trained on the platform. In a larger, multi-facility organization, you may want an expert on the hiring team of every facility. Clarify who’ll be in charge of training, communicating the changes to the staff as well as all other parts of the rollout plan.

Training Your Staff for a Successful ATS Implementation

According to Google Workspace,  69% of the most effective training programs train employees before and after a significant change.

There’s a lot riding on your training program. How do you make sure it’s as effective as possible?

Use Your ATS Provider

You don’t have to make the change alone – your ATS provider is here to help. Your onboarding and client success managers will likely provide some training, but feel free to ask additional questions or request that the training materials be adapted for your particular needs.

Encourage Questions and Trial and Error

Encourage questions from all your employees and give them time to get the feel for the platform. Even with robust training, sometimes the best way to learn is to get your hands dirty. Questions will likely arise that didn’t in training, and it can be helpful to have your resident “expert” available for the first few days.

Make Your Training Engaging

Mandatory training isn't always the most thrilling, but there are things you can do to ensure your team stays engaged. Interactive elements, like quizzes, peer presentations, and frequent recaps, can help your employees retain everything they need to know about your new ATS. It’s also helpful to have refreshments on hand to ensure everyone’s alert and ready to learn.

Evaluate Team Adoption of ATS

After your team has time to settle in with the new ATS, check in and make sure everything is running smoothly. Give your team ample opportunity to provide feedback, and loop in your ATS provider whenever necessary. For the first few months, use surveys to evaluate how people are feeling about the new system. A small amount of confusion is normal in any change, but frequent errors could point to a deeper misunderstanding of the software.

The beginning is always the best time to smooth out any wrinkles. But with training, collaboration with your ATS provider, and a robust rollout plan, you’re more likely to avoid issues.

Viventium Recruiting and Applicant Tracking Powered by Apploi

We know that health care employers need software that work together. That’s why Viventium offers a recruiting and hiring platform through Apploi to provide a seamless candidate experience. Visit our Talent Acquisition page to learn more, and request a demo for a private, personalized software tour.

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