Challenge

As a 400-emplopyee fast-growing healthcare administration company with an expanding headcount and evolving talent needs, the existing recruiting workflow in Paylocity was becoming increasingly difficult to scale. Recruiters and hiring managers lacked the tools to manage interview processes effectively, track candidate pipelines, and maintain a high-touch candidate experience—especially for those not hired immediately but still seen as top talent. The company needed a more robust, intuitive applicant tracking system (ATS) to streamline processes, improve collaboration, and support strategic hiring decisions.

Solution: Implementation of Greenhouse ATS

The company transitioned to Greenhouse, a leading ATS known for its user-friendly interface and customization capabilities. The implementation focused on building out the following key features:

Interview Stages: Custom interview plans were created for each role, providing structure and clarity across departments. This ensured a consistent candidate experience and reliable evaluation criteria.

Job Description Templates: Standardized templates were built, reducing setup time for new roles and ensuring compliance with internal policies and branding guidelines.

Screening Questions: Role-specific screening questions helped streamline initial candidate evaluations and improve alignment between recruiters and hiring managers.

User-Friendly Reporting: Greenhouse’s intuitive reporting tools allowed the talent acquisition team to quickly generate insights on time-to-hire, candidate source effectiveness, and funnel health—enabling faster, data-driven decisions.

Innovative Optimization: “Hold” Pipeline for Future Talent

One of the biggest challenges for the company was managing strong candidates when an immediate role wasn't available. Given the rapid growth, new roles were opening every 1–2 months, and talent teams wanted a system to retain and revisit top candidates.

Greenhouse enabled this with a creative solution:

A custom “Hold” position was created to temporarily store qualified candidates who had completed interviews but did not yet have a position to fill.

A scorecard system was developed for hiring managers to document interest and evaluations of these candidates. This made it easy to track which teams had interest in a candidate and why.

When a relevant role opened, recruiters could seamlessly transfer candidates from the Hold pipeline into the active requisition and extend an offer, retaining all candidate history and feedback in one place.

Results

Improved Collaboration: Hiring managers now had clear visibility into the candidate pipeline and structured tools for evaluation.

Efficiency Gains: Recruiters saved time with reusable templates and centralized screening processes.

Strategic Candidate Management: The Hold pipeline allowed the team to "bookmark" strong candidates, reducing time-to-fill for future openings and avoiding the need to start searches from scratch.

Better Reporting: Leadership gained insights into hiring trends, pipeline bottlenecks, and team performance thanks to customizable dashboards and reports.

Conclusion

Implementing Greenhouse transformed the company’s recruitment strategy from reactive to proactive. The introduction of structured workflows and innovative features like the Hold pipeline allowed the company to maintain a high-quality candidate experience while scaling quickly and efficiently. With Greenhouse, the company is now positioned to attract, evaluate, and hire top talent faster than ever before.