Frequently Asked Questions

Whether you're looking for a new system, or are an existing client wanting to learn a bit more about how we work and what we do, hopefully you'll find an answer to your questions below.

How we work with you

How long are your demos?  We recommend allowing 1hr - 1hr 30mins depending on your requirements and how many questions you might have.  

Are your products off the shelf or bespoke? Both, we do what other providers can and can’t do. We will take the time to understand your business, requirements and budget before recommending suitable options. 

How long does it take to build recruitment software? Typically 12-16 weeks but we are open to discussion on timelines. 

How much of my team’s time will you need to implement the new software? Initially we would need your team to send over all your existing recruitment documentation and we would require a couple of hours a week during the build and implementation of the system. 

Once we have built the software, we estimate user acceptance testing (UAT) taking 3 days. 

Would you implement the software after building it for us? Yes, we will implement the software so you don’t have to. 

Do you provide training? We sure do! We will provide your team with comprehensive training and you can rest assured that your dedicated Client Partner and Support Team is on hand to help you from 8:45am - 5:15pm Monday - Friday. 

What support do you need from our IT team? We will need your IT team to implement DNS and share configurations for SSO. 

Who will be supporting us during the implementation? Our support team are here to help Monday - Friday (8:45 - 5:15pm) and will respond within 1hr of your query. In addition our Client Partner Team is on hand to assist with those ‘can we’ questions. 

Are you CQC compliant? We are trusted within the care sector because our systems have the capability to integrate with background check providers and audit trails to capture all communications for CQC records and requirements. 

Can you integrate with our third parties? e.g. HRMS (HR management system), DBS checking, psychometric testers, etc  - Yes, as long as they have an open API, we can make the integration work!

Are your systems GDPR compliant? Yes, we take Data Security very seriously and functionality such as permission based access, data retention cycles, and regular delete/purge processes comes as standard.

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Applicant Tracking Systems (ATS)

What is an ATS?

An Applicant Tracking System (ATS) is software used by recruitment teams to simplify the hiring process. An ATS will store, manage applicant information, CVs, track applicants and their progress throughout the recruitment process. Using automated intelligence, an ATS can also screen for the best candidates based on a specific criteria saving recruiters time shortlisting. 

How does an ATS work? 

Step 1: Captures vacancy requests and authorisation 

Step: 2: Publish application 

Step 3: Interview booking and feedback collation 

Step 4: Job offer, onboarding and reference capture 

What are the benefits of an ATS?

Reducing recruitment admin: Say goodbye to time consuming admin tasks and hello to automated processes.  With an ATS you will no longer need to manually publish individual job vacancies on job boards or send follow up emails one at a time. An ATS cuts out the faff, freeing your team up to focus on what they do best - recruit! 

Speedy screening: Overcome the overwhelm, rather than sifting though hundreds if not thousands of applications, an ATS can reduce the heavy workload for you. Keeping our geekiness to a minimum, in simple terms an ATS will use algorithms and data to help match candidates based on their skillset and the job requirements for each role. 

Improving candidate calibre: With automated screening and job matching processes in place, recruiters only spend their time engaging with the best applicants, freeing them up to make more informed hiring decisions. 

Reduce time to hire: Rather than working across multiple documents and systems, an ATS enables you to have all candidates’ information stored and organised on one platform. Automated job screening, matching and communications cuts out a lot of time spent on tasks, ultimately reducing time to hire. Circle Healthcare estimates that they have halved their time to hire with our ATS system, one of the reasons being tasks that typically required 8-10 emails to be sent, can now be completed with one click of a button! 

Can we brand your jobs pages? Yes, we can brand your job pages so they look like they are part of your website, offering a seamless end user experience. Find out how we did this for New Look

Can your ATS read PDFs? Yes, our software can read PDFs 

Can your ATS read tables? Yes, HARBOUR can read tables.

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Onboarding

What is onboarding software? Onboarding software has been developed to ensure new hires feel engaged prior to their first day at your company.

What are the benefits of HARBOUR’s OnBoarding software?

Saving time & resources: By moving your offline labour intensive onboarding admin and processes online using the HARBOUR OnBoarding software will save your team lots of time, effort and the environment as less ink, paper and postage will be required. 

We do complicated: We know one size doesn’t fit all and have extensive experience supporting the finance, care and education sectors which are highly regulated by governing bodies such the CQC, FCA and Ofstead. Our OnBoarding system can be adapted to help you meet your industry's stringent requirements. For example we can integrate OnBoarding with DBS and medical check platforms. 

Can you chase and capture references and contracts? Yes, our OnBoarding function will chase for references and contracts digitally so you don’t have to. 

Can OnBoarding integrate with our HRMS (Human Resource Management System)? Yes, all your new starters can automatically be captured and passed through to your Human Resources Management System (HMRS). 

Onboarding doesn’t have to be boring. Give your new starters a warm welcome through engaging content so they are ready and raring to go on their first day.  Whether it’s a welcome video from your CEO, information about the company, or meet the team profiles, your onboarding process can be personalised in line with your brand. 

Find out how we helped Suez to build productive and meaningful relationships with new starters.

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Hiring Manager Portal

Hiring Manager Portals

What is a Hiring Manager Portal? A Hiring Manager Portal enables you to create new job vacancies, template recurring vacancies, build an authorisation process and arrange interviews. 

Do you offer a self-service portal for hiring managers? Yes, Hiring Managers can save lots of time using our self-service portal, they are provided their own login credentials so they can keep on top of recruitment activity, respond swiftly and ultimately reduce the time to hire. Greater visibility of the process can encourage managers to engage with their new starter  throughout onboarding, enhancing the candidate experience. Find out how Circle Health Care Hiring Managers typically sent 8-10 emails for tasks, and were dramatically reduced by one click of a button with our bespoke built Hiring Manager Portal.

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Finding the right recruits with Candidate Relationship Management systems

What is a CRM?

Taking the hassle out of finding the right candidates for job vacancies, a Candidate Relationship Management System (CRM) is a database of potential candidates, as soon as they make contact with you they are added to the system creating talent pools, making it easier to match vacancies with ideal candidates.   

Why is a CRM important for recruitment?

With a CRM, you have the ability to search for ideal candidates and keep your contacts warm and engaged from their first point of contact to the moment a perfect role becomes available. A positive candidate experience from the get-go not only does wonders for your employer brand value (EBV), but can also save you a shedload in recruitment costs as engaged candidates are likely to convert into happy members of staff, lowering staff turnover. 

What are the benefits of a CRM?

Centralise your data: A CRM centralises your prospect candidates information in a central and secure database. By centralising the data, it can enable cross-team access, saving time requesting information from other team members or to trying to find files and records across multiple locations. The centralisation of data also allows team members to track all communications such as emails, phone calls and meetings. 

Organise data into talent pools:  A CRM enables you to sort candidates data into talent pools, and with HARBOUR’s powerful search and tag matching engine, key hires with the are matched for vacancies requiring their skill sets. 

Engage warm leads: With quick access to phone and email contacts, recruitment teams can easily build relationships and engage with warm leads using a CRM. Hiring managers can send helpful content such as interview tips, your company newsletter, or messages from staff explaining why they love working at your company with a few clicks of a button. 

Can a CRM be integrated with an ATS? Yes, it can be part of your ATS 

What’s the difference between an ATS and a CRM?

A CRM holds valuable information about job seekers and candidates, helping your recruitment team to create talent pools and build a rapport with potential candidates. 

An ATS helps recruiters ensure all processes and compliant regulations are met during the application process for example ensuring proof of nationality and qualifications have been provided by the candidate. 

The fundamental difference between the two types of systems is a CRM is a network of potential candidates who have made contact with your recruitment team or have previously applied for roles within your organisation. An ATS is a workflow and compliance tool used during the application process ensuring both your recruitment team and candidates are kept informed and can track progress made.

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