6 Things to Consider Before Purchasing That K-12 Digital Recruiting Solution

HRIS. HRMS. HCM. HCA. ATS.

Most HR administrators recognize at least some of these acronyms for software in K-12. With recruiting in particular, modern technology is critical for filling vacancies, especially in an increasingly competitive gig economy. 

Most districts employ some form of an applicant tracking system to manage candidates for open positions in their schools. Others invest in video interviewing software to complement their hiring processes.

Yet — as many recruiters and applicants alike can confirm — not all hiring software is created equal. With so many platforms vying for your attention and funds, how do you find the right one for your district? 

These six considerations will help you determine which solutions are truly best-in-breed, and which aren’t worth the headache:

• Access to the minutiae and big picture
• Flexible configurations
• Extremely simple application process
• Integrated onboarding workflows
• A unified user experience
• A knowledgeable and collaborative vendor partner

1. Access to the minutiae and big picture

Administrators must dive deep into the details and step back to view the overall landscape — whether a leader is hiring for open school positions, managing substitute fill rates, or examining the impact of a new curriculum on student outcomes.

Easy navigation between these two viewpoints is essential. With just a few clicks, a principal should be able to watch an applicant’s video interview response, then zoom out to analyze hiring progress for all open roles in their school, and so on. And no one should have to log into separate platforms to access this data!

Look for systems like Red Rover that allow administrators to access the details about each candidate and telescope out to view all candidates for any given position within a clean, simple board view.

2. Flexible Workflow Configuration

Efficient, configurable workflows become essential during periods of high-volume recruiting when internal and external communication can become fragmented. 

Far too many applicants report poor communication from employers or recruiters as a key reason they exit the hiring process. Manual requisition processes can also stall recruiting efforts. The right workflows and automation minimize time spent managing communications and requests, ensuring no email goes unread or unanswered.

Scrutinize how well platforms support flexible configuration for:

• Timely communication with candidates about changes to their application status or next steps in the hiring process
• Internal notifications to members of the hiring team about new information or actions required for a particular candidate
• Reminders and nudges to both internal teams and candidates about incomplete tasks for the hiring process
• Outreach to candidates’ references listed in their application for feedback or employment verification
• Requisition steps for school leaders submitting requests to HR for new job positions or postings 

3. A No-Fuss Application System

Nothing risks losing a great potential hire than a tedious job application. 60 percent of job seekers quit in the middle of applying for a role because it takes too long to complete. 

The right technology reduces the time and effort required to submit a job application. To maximize completed applications, candidates should spend on average less than five minutes to apply to a role.

As you shop for recruiting solutions, look for these qualities to keep the application process simple and accessible:

• Mobile-friendly: This quality is especially critical for substitute staff and other gig employees, 86 percent of whom already use smartphones to begin their job search. 

• Minimal data entry: Re-entering data from existing resumes or LinkedIn profiles wastes applicants’ time. They also shouldn’t spend extra effort correcting errors when a job application system fails to accurately upload this data.

• Easy cross-application: Candidates should be able to submit their personal information for different jobs with one click and without redundant copying and pasting actions. 
• Integrated video interviewing options: Most applicant tracking systems do not have native video tools for live or asynchronous interviews. Districts face no choice but to purchase an additional system separately, adding unnecessary complexity to hiring.

Easy applications matter for hiring teams, too. From ensuring that every job application covers questions legally required for employment to configuring unique application journeys for internal candidates, the right tools should streamline and centralize these details for HR teams with little manual oversight.

Learn more about how Red Rover Hiring helps districts painlessly configure optimal application processes (and delight candidates along the way). 

4. Integrated Onboarding Processes

Hiring doesn’t end when a candidate accepts a job offer. Every new employee must complete critical onboarding tasks, from submitting legal documentation to completing background checks to setting up tools needed for their role. 

Yet, how often must applicants and hiring teams manage multiple systems to track all of these activities?

Candidates and hiring teams should be able to access the same checklist of onboarding tasks and track their progress. A modern recruiting solution like Red Rover Hiring integrates these onboarding processes and to-dos as part of the hiring workflow — no extra platforms necessary. 

5. One (Unified) Experience To Rule Them All

Never underestimate the power of a unified user experience in which recruiters and administrators can manage all aspects of hiring and onboarding!

Time is a precious resource for educators, including personnel in the district HR office. The less they have to juggle multiple logins or interfaces for recruiting, the more time they gain back.

6. A Partner Well-Versed In K-12 Education (And Collaboration)

Most administrators don’t consider this aspect of a new technology solution until the ink dries on the contract. The right vendor partner can make or break the long-term success of any HR solution.

Ask yourself:

• How knowledgeable is my current vendor on the unique needs and nuances in the K-12 recruiting space? 
• How quickly does their customer support team respond to our inquiries or issue reports — especially time-sensitive ones? 
• Are they readily available to assist with ongoing training and onboarding to the solution? 
• Can I easily see all costs on our vendor contract, or are they hidden behind vague language? 
• Is my district using or able to access all services a vendor claims to provide?
• If my team submitted feedback or suggestions for improving their solution, has the vendor actually reciprocated our requests in the product itself?

If you can’t answer these questions or discover less-than-ideal answers, you’re not alone. K-12 platform vendors have long purported to collaborate with educators and respond to their needs, yet very few vendors actually live up to these claims.

That’s why Clarksville-Montgomery County Schools and hundreds more made the switch to Red Rover and never looked back. Discover why our customers rave about our customer service and responsive partnership. 

“I would put Red Rover’s customer service against any organization’s customer service team. They're helpful, they're friendly, they respond in seconds, and I mean seconds. I've timed them.”

Erica Christmas, Ed.D., Director of Classified Employment

Clarksville-Montgomery County Schools

Meet Red Rover, Your Partner for Modern K-12 Workforce Management

Ready to modernize your K-12 recruiting experience? Discover how Red Rover has built a cohesive K-12 workforce management system, with each solution designed to simplify everything from time tracking to substitute management to hiring.

See our unified user experience for yourself.