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New agency setup checklist

The steps an owner works through to get a new agency ready to hire, in order.

Use this checklist when your agency is new to the ATS. Work through it in order. Each step links to a full article.

Most steps are in Settings (the gear at the top right). Owners can do every step. Admins can do most of them by default; steps 2 and 8 need an owner.

The checklist

  1. Invite your team. In Settings, open Manage users and click Invite teammate for each person. Pick the role that fits the work they do. See Inviting and managing users.

  2. Check what each role can do. Owners only. In Settings, open Roles & permissions. Review the defaults, change what you need, and click Save permissions. See Roles and permissions.

  3. Set up your applicant statuses. In Settings, open Applicant statuses. Workflows build their stages from this list, so renaming a status renames it on every board. Use Add status for any you're missing. Do this before editing workflows, so the stages you need are there. See Applicant statuses.

  4. Review your workflows. Open Workflows. Ready-made workflows are ready to use; click Add & edit to make one your own, or New workflow to start fresh. A workflow sets a job's stages and the checklist on each stage. See What are workflows? and Creating and editing workflows.

  5. Check your job boards. In Settings, open Job boards. The CareCommunity team sets these up for your agency, and the page shows Connected once they're ready. Until then, published jobs appear on CareCommunity only and you can't message candidates. See Where jobs are posted.

  6. Write message templates and choose automatic messages. In Settings, open Message templates and click New template. Then, in each workflow, pick the texts and emails that go out when someone applies and when they reach a stage. See Message templates and Automatic messages.

  7. Check your messaging settings. In Settings, open Messaging to see whether your agency's sending address is ready. Until it is, emails still go out from CareCommunity with your name on them. See Messaging settings.

  8. Add a card for paid ads, if you'll run them. Owners only. In Settings, open Billing and click Add a card. You're billed each week for what your ads actually spent. If the page says Our team bills your ads directly or Card billing isn't switched on yet, there's no card to add. Also check Plan to see what your plan includes. See Billing and invoices and Your plan.

  9. Post your first job. Open All Jobs and click New job. Pick a workflow, fill in the details and publish. See Creating a job.

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