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Implementation Guide for Small & Midsize Businesses

Getting Started With Pinpoint as a Small or Midsize Business

Here's an overview of our implementation process, including the support you can expect before, during, and after launch. We always invest as much time as you need.

Everything on this page is included, so you'll encounter no hidden fees or other surprises.

Your timeline for implementation will vary based on the scope and complexity of your migration. The typical timeline is about 3-5 weeks for simple implementations. See below for advice on how to get started faster and avoid potential roadblocks.

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Step One


Scope out your project by reviewing the phases of implementation and the key decisions that can affect your timeline. This will help you set an achievable go-live date.

Then, identify who should be involved at each stage and align everyone around your goals for the future of hiring at your company.

Choosing Applicant Tracking Systems

Plan Your Timeline

Here’s an overview of the essential steps and decisions involved in implementation. Our guided customer onboarding sessions will walk you through each of these steps.

The process typically takes 3-5 weeks, depending on the size of your company, the complexity of your migration, the decisions you make. Some companies will want to go beyond these basics and implement more advanced features, and if that sounds like you, you’ll want to give yourself additional time to get those set up.

Basic Steps of Implementation

  • Add in your company structure, including departments and locations
  • Review our default tags and email templates, and adjust if needed
  • Set up standard interview templates for hiring managers to use
  • Review company-wide settings and adjust to match your company policies
  • Train your hiring teams
  • Define your company's hiring workflows and adjust our defaults if needed
  • Create or integrate your careers website (more info below)
  • Learn how to manage jobs and applicants in Pinpoint
  • Set up user permissions so they're ready for your hiring teams
  • Connect your job boards

Key Decision: Will you use an existing careers site or create a new one?

You can bring your own careers site, or we're happy to help you create one within our platform.

If you'd like our help, we'll need design assets such as images, video, and text. The build process typically takes about 2 weeks.

But it can become delayed if you need more time to gather design assets, so you can reduce delays if you start planning for these assets ahead of time.

Key Decision: Do you need certain job boards to be active when you go live?

You can set up individual job board integrations at any time before or after your go-live date.

If you know of specific job boards that absolutely need to be active on your go-live date, we recommend planning for 2 weeks of lead time. Some job boards can take up to 2 weeks to finalize the integration on their side.

You can work on other parts of your implementation process while waiting on the job boards.

Key Decision: Do you need a data migration?

If you're working with an existing ATS provider, then you can migrate your data on your own or we're happy to help you.

First, you'll need to export your data from your existing ATS. The timeline for that can vary, so you'll need to ask your existing provider about it.

The next step is to import your data into Pinpoint. If you'd like to do that yourself, then your timeline is up to you and your internal team. If you'd like us to help, then we ask for 15 business days from the date that we receive the import files.

Learn more about data migration

Who Should Be Involved Early In the Process

  • Superusers who will perform the initial setup and train the rest of your team
  • IT Team if they are needed to help set up connections to your calendar and conferencing systems
  • Any executives who will need to sign off on key decisions
  • Website admins if you have any existing careers links that you plan to switch over to your new Pinpoint website

Who Can Be Involved Later In the Process

  • HR administrators who will help manage individual jobs and workflow steps
  • External recruiters who will use Pinpoint to hire for specific roles
  • Hiring managers who will use Pinpoint to fill the next open role on their team
  • Interviewers who will join interviews and help evaluate candidates
The team at Pinpoint have been great. They have been quick to deal with any questions and have ensured we have had a smooth implementation. They are keen to listen to any ideas and care about providing our team with a great service.
Jersey Electricity Logo
Claire Perchard
HR Business Partner, Jersey Electricity

Share Your Goals With Your Team

Keeping your goals in mind will help everyone stay engaged and aligned throughout the process. Here are some of our customers’ common goals for using Pinpoint.

Delight candidates

Strengthen your employer brand

Get more applications from the right candidates

Hire faster in competitive markets

Empower hiring managers

Reduce time spent on training

Meet the needs of hiring managers on-the-go

Enforce best practices for hiring

Lead strategic change

Make progress toward DEI goals

Become more a more proactive & agile talent team

Show the results of your initiatives

Step Two


Use our guided onboarding videos to become your company's superuser, setting up hiring workflows and templates for future users.

We'll help you along the way, while helping you build your careers website and migrate your existing data.

Two people setting up Pinpoint on a computer

Set Up Your Pinpoint Platform

The first step for your superuser will be to work through our guided customer onboarding at their own pace. This includes 10 one-hour sessions consisting of a short video, followed by actions to perform.

By the end, you'll have everything in place to begin a basic hiring process, including hiring workflows, email templates, and job board integrations. And of course, you can reach out to your customer support manager at any time with questions.

Build or Integrate Your Careers Site

We're happy to either help you build a new careers site within our platform, or integrate Pinpoint with your existing site. We'll share what we've learned from millions of careers website visitors to help you create a site that converts. If we're helping you build a new site, you'll want to plan for around 2 weeks of lead time for setting it up.

Along the way, we can also help you clarify your employee value proposition, write compelling job descriptions, and integrate with your other hiring and HR tools.
Careers Website Candidate Experience Software

How to Get Started Faster

Avoid these potential roadblocks to accelerate your implementation timeline.

Prepare for data migration

Whether you choose to manage your own data migration or let us manage it for you, here's how you can ensure the process goes as smoothly as possible.

Migrating Your Data into Pinpoint

Reach out to job boards

If you'll be using job board integrations, let those job boards know about your move to Pinpoint as soon as possible to account for lead time on their side.

Prepare your careers site design assets

If you'd like our help with building a careers site, then we'll need design assets such as imagery, video, and text.

Plan to switch existing website links

Coordinate with your website administrators if you'll need any existing careers links to be switched over to your new Pinpoint site.

Go Live

Train your users with the help of our guided customer onboarding, article library, and quick responses from our team. Then it's time to switch on the platform and start accepting applications.

Once the system’s live, we’ll check in frequently to ensure everything’s going to plan, and offer proactive support and advice. We continue to stay involved with all of our customers, and will provide unlimited support to you and your hiring teams.

A team sitting around a table discussing recruitment

Phone support

Speak to an expert whenever you need with unlimited access to phone support.

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Live chat support

Get help from a human, whenever you need it, right inside Pinpoint.

Email support

Prefer to send an email? We’re available any time. It’s

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Current response time

2.7 minutes

Laura Belo - Head of Talent Acquisition
They have supported us every step of the way from pulling the business case together to training our people.
Laura Belo
Head of Talent Acquisition, JT Group

Want to see Pinpoint in action?

We'd love to show you around. Watch our on-demand demo video today.