Moving from Greenhouse to a new ATS is not a lift-and-shift. Workflows that made sense in Greenhouse may need to be redesigned for the new platform. This guide covers the best practices for redrafting workflows during migration.
Direct answer
The best practices for redrafting workflows after Greenhouse are:
- Document your current Greenhouse workflows before touching the new system.
- Map each Greenhouse stage to the closest equivalent in the new ATS.
- Simplify approval chains where the new platform supports automation.
- Test workflows with a pilot team before rolling out to everyone.
- Measure adoption against baseline metrics from Greenhouse.
Document before you design
Most teams skip this step. Export your Greenhouse pipeline settings, interview kits, scorecards, and approval chains into a single document. Without this baseline, you cannot tell whether the new workflow is better or just different.
Simplify where possible
Greenhouse workflows often have stages and approvals that accumulated over years. Use the migration as a reason to prune:
- Remove stages where no candidate has ever been rejected.
- Combine duplicate approval steps.
- Automate routine notifications that were previously manual.
- Standardize scorecard templates across similar role families.
Map stages deliberately
Greenhouse uses a linear pipeline. Some modern ATS platforms use flexible pipelines, kanban boards, or stage-free workflows. Do not force the old structure onto the new tool. Adapt the workflow to what the new platform does well.
Pilot before full rollout
Run the redrafted workflow with one hiring team for two weeks. Collect feedback on clarity, speed, and missing steps. Adjust before expanding to additional teams.
For the full migration plan, see Greenhouse to ATS migration timeline and milestones.
People also ask
How do I compare migration timelines between Greenhouse and a new ATS?
Timelines depend on data volume, workflow complexity, integration count, and user training. Most migrations take 4 to 12 weeks from kickoff to go-live.
What training options are available when migrating from Greenhouse to a new ATS?
Most vendors offer live training sessions, recorded walkthroughs, documentation, and a helpdesk during the first 90 days. Some also provide train-the-trainer programs for internal admins.
Which migration-ready features should I prioritize in a modern ATS for Greenhouse users?
Prioritize data import fidelity, customizable workflows, reporting, CRM, API integrations, compliance logging, and role-based permissions.
Summary
Redraft workflows by documenting current processes, simplifying approval chains, mapping stages to the new platform's strengths, and piloting before full rollout. Treat the migration as an opportunity to improve, not just replicate.