Workable

1. Workflow Setup:

   • Recruiting Pipelines: Set up recruiting pipelines to manage the flow of candidates through different stages of the hiring process.

   • Compliance: Ensure that the system is configured to meet compliance requirements.

   • Job Board Connections: Integrate with various job boards to streamline job postings.

2. Configuration:

   • Settings and Templates: Configure system settings, create custom templates for emails, offer letters, and other documents.

   • Workflows: Customize workflows to match the specific hiring processes of the organization.

3. Data Migration:

   • Content and Data Migration: Migrate existing data into the Workable system, ensuring that all relevant information is transferred accurately.

4. Training and Support:

   • Training Programs: Develop and deliver training programs tailored to different user groups within the organization. This includes hands-on training sessions and access to Workable Academy for HR admins and managers.

   • Support Systems: Establish a dedicated support system, such as a helpdesk or support team, to assist users during the transition.

5. Testing and Troubleshooting:

   • Testing: Test the software to identify and troubleshoot any bottlenecks or issues that may arise during the initial use.

   • Feedback Integration: Collect feedback from users and make necessary adjustments to improve the system's functionality and user experience.

6. Go-Live and Rollout:

   • Implementation Tracker: Use an implementation tracker to monitor progress and ensure that all steps are completed on schedule.

   • Orientation and Walkthroughs: Provide orientation sessions and walkthroughs to familiarize users with the new system.

Timeline for Implementation

The timeline for implementing Workable software can vary depending on the size and complexity of the organization. However, Workable aims to have teams up and running in days, not months. The process is designed to be efficient, with a focus on minimizing disruption to ongoing operations.

1. Custom Workflows: Users can create custom workflows to reflect their unique hiring processes, including custom pipelines and stages for different job roles or departments.

2. Custom Data Fields: The software allows the addition of custom profile fields to track candidate information that is important to the business.

3. Branded Documents and Offer Letters: Users can create branded documents and offer letters with templates that include placeholders for key details.

4. Customizable Careers Pages: Workable provides tools to create and customize careers pages, including multilingual templates and mobile optimization.

5. Automated Onboarding: The platform supports automated onboarding with customizable workflows, welcome pages, and e-signature documents.

6. Integration with Third-Party Tools: Workable integrates with over 70 recruiting and HR tools, allowing businesses to sync it with their existing systems.

1. Setup Fees: There may be costs associated with the initial setup and configuration of the software, especially if custom integrations or extensive data migration are required.

2. Maintenance and Upgrades: Ongoing maintenance and software upgrades can incur additional fees, although these are often included in the subscription for SaaS models.

3. IT Support: Depending on the complexity of the implementation, there may be additional costs for IT support to ensure the system runs smoothly.

4. Training: While Workable offers various training options, premium training services or bespoke onboarding from a Workable account manager may come at an extra cost.

5. Advanced Features: Access to advanced features such as AI-driven insights, global payroll capabilities, and premium support may require higher-tier plans or additional fees.

1. Workable Academy: A free centralized learning and training hub offering self-paced courses to gain skills, knowledge, and confidence with Workable.

2. Live Online Training: Interactive training sessions conducted online to help users understand the system's functionality.

3. Documentation and Videos: Extensive documentation and video tutorials are available to guide users through various features and processes.

4. In-Person Training and Webinars: For more personalized training, Workable offers in-person sessions and feature-focused webinars.

5. 24/7 Support: Workable provides 24/7 live support through chat, phone, and email, ensuring that users can get help whenever they need it.

6. Knowledge Base and FAQs: A comprehensive library of product guides, FAQs, and forums is available for quick answers to common questions.

1. Data Encryption: All data, including personally identifiable information (PII), is encrypted at rest and in transit using industry best practices and secure protocols to ensure confidentiality across the entire data lifecycle.

2. Physical Security: Access to Workable's premises is protected by physical access controls such as security guards, access cards, and CCTV monitoring.

3. Network Security: Workable employs a dedicated web application firewall, network firewalls, DDoS protection, and other measures to secure their network infrastructure.

4. Security Assessments: Regular third-party security assessments, including penetration testing and code reviews, are conducted to identify and address potential vulnerabilities.

5. Incident Management: Workable has an incident management policy and procedures in place to quickly handle any disruptions to data integrity or confidentiality.

Frequency of Updates:

• Workable has a structured roadmap for releasing updates, with new features and functionalities rolled out periodically.

• In 2023, Workable planned and released several updates in the first half of the year alone, including new job boards, AI recruiter enhancements, Slack integration, and onboarding tools.

• The company aims to continuously improve the system based on evolving best practices, identified vulnerabilities, and user feedback.

Management of Updates:

• Updates are managed by Workable's dedicated development and security teams.

• The update management process involves thorough testing in a controlled environment to identify and fix any issues before deployment to users.

• Updates can be deployed in both attended and unattended modes, allowing flexibility in how they are applied.

• Workable communicates upcoming updates and new features to users through their platform and support channels, ensuring transparency about changes and improvements.

• The security team conducts activities like vulnerability assessments, penetration testing, and infrastructure hardening to maintain a high level of security with each update.

Data Ownership:

1. User Control: Users retain ownership of their personal data. Workable acts as a data processor on behalf of its customers, meaning that while Workable processes and stores data, the ultimate ownership and control remain with the users and the organizations that use Workable's services.

2. Data Processing Agreements: Workable has data processing agreements in place with its customers and third-party service providers to ensure that data is handled in compliance with GDPR and other data protection laws.

3. Privacy Frameworks: Workable is self-certified under the EU-U.S. Data Privacy Framework, the Swiss-U.S. Data Privacy Framework, and the UK Extension to the EU-U.S. Data Privacy Framework. This certification ensures that Workable adheres to the Data Privacy Framework Principles with respect to data transferred from the EU, UK, and Switzerland to the United States.

Data Portability:

1. Right to Access and Portability: Users can request access to their personal data, which Workable will provide in a structured, commonly used, and machine-readable format. This facilitates the transfer of data to another service provider.

2. Direct Transfer: Upon request, Workable can transfer personal data directly to another data controller, provided it is technically feasible. This supports the free flow of personal data and fosters competition by making it easier for users to switch between service providers.

3. GDPR Compliance Tools: Workable offers GDPR compliance tools that include features for data portability. For example, users can export candidate details into CSV format, which can then be transferred to another data controller if requested.

Implementation of Data Portability:

• Structured Format: Workable ensures that personal data is transmitted in a structured, commonly used, and machine-readable format, such as CSV, to facilitate data portability requests.

• Interoperability: Workable encourages the use of interoperable data formats to ensure that data can be easily transferred and used by different service providers.

1. Scalability: Workable is designedto scale withyour organization, whether youare a small businessor a large enterprise. The platformsupports unlimitedjobs and candidatesfor its enterpriseplan, allowingyou to scaleup your hiringwithout worryingabout additionalcosts or limitations.

2. Customizable Plans: Workable providesdifferent pricingtiers and plansthat can be adjustedbased on thesize and requirementsof your organization. This flexibilityensures thatyou can scaleyour usage upor down as needed.

3. Automated Workflows: The platformincludes featureslike automatedrequisition approvalworkflows, bulkactions, andautomated schedulingto help manageincreased hiringvolumes efficiently.

4. Integration withOther Tools: Workable integrateswith over 70 popularrecruiting andHR tools, allowingseamless scalingof your HR processeswithout disruptingexisting workflows.

1. Auto-Renewal: Workable contracts typically include auto-renewal clauses, which means the subscription will automatically renew for successive periods unless canceled by the customer. Customers are advised to review their contracts for specific renewal terms and conditions.

2. Cancellation Notice: To cancel a subscription for the next term, customers must provide written notice to Workable at least 60 days prior to the end of the current subscription term. This ensures that the subscription does not auto-renew.

3. Termination of Services: Workable may terminate storage services at any time after the termination of the contract, but not earlier than 90 days after the termination of services. This allows customers time to retrieve their data.

4. Outstanding Fees: Any outstanding fees for the active subscription term remain payable even after cancellation. Customers must settle all dues before the contract is officially terminated.

5. Vendor Obligations: Customers should check if the vendor met all their obligations, such as service-level agreements (SLAs) and maintenance requirements, before proceeding with cancellation. This can provide leverage to negotiate or exit the contract without penalties if obligations were not met.

1. ISO 27001:2013 Certification: Workable is ISO 27001:2013 certified, which means it adheres to international best practices for information security management. This certification involves rigorous audits and assessments to ensure ongoing data protection.

2. GDPR Compliance: Workable complies with the General Data Protection Regulation (GDPR), ensuring that personal data is processed in accordance with EU data protection laws. This includes providing tools for data access, correction, and deletion.

3. CCPA Compliance: Workable meets the requirements of the California Consumer Privacy Act (CCPA), which provides data privacy rights to residents of California.

4. EEO and OFCCP Compliance: Workable includes features to help organizations comply with Equal Employment Opportunity (EEO) and Office of Federal Contract Compliance Programs (OFCCP) regulations, ensuring fair hiring practices.

5. Data Privacy Frameworks: Workable is self-certified under the EU-U.S. Data Privacy Framework, the Swiss-U.S. Data Privacy Framework, and the UK Extension to the EU-U.S. Data Privacy Framework. This certification ensures that Workable adheres to data protection principles for data transferred from the EU, UK, and Switzerland to the United States.