Project Management Steps

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The Process Of Becoming A Customer

Below is the outline of becoming a customer of RecruitOnline's. Whilst each customer is unique there are a number of steps that are common to all relationships.

Initial Discussions & Demonstrations of Software

During our initial contact with a customer we will endeavour to learn as much as we can about the nature of their business, their markets, their goals, size and other contributing factors as to how we can work together.

We will demonstrate our software with this in mind. This is typically done by sharing a screen over the web.

Access To Testing Environments

Once we have undertaken a demonstration it may be appropriate to provide you with access to a demonstration site to use and share with your key stakeholders. This will give you an opportunity to review the software and make a decision as to how it meets your needs.

In some cases we may deploy custom features or examples for you.

High Level Scoping

Before we draw up a contract we will identify if there are an included works that your business needs and product a high level scoping. An example may be:

A system to report via email instances of near misses and injuries to a nominated user (the OH&S Manager)
 - The system should also provide reports by month and work site

An important part of this scoping is to provide us with details of any data that you wish to have imported and a schema of its format.

Contract Preparation & Execution

We will use the information learned from the demonstration discussions and the high level scoping to produce a contract for you which outlines any custom works that you require.

Once you have executed the contract and returned it to us your set up invoice will be raised and payment will be required within 7 days.

Stage #1 Implementation

Your existing data

If you have existing data then we will work with you to get it to us. Depending on size of your data set we can either work with spreadsheets (CSV files) or underlying databases.

We will identify fields and map them to RecruitOnline fields. Where there is no such field then we will either create the field in RecruitOnline or discard the field depending on the requirements detailed in your contract with us.

If your format or composition of the data changes from the commitments indicated in the contract then it is possible that other charges will be incurred.

Configuration Options

WARNING: For every configuration option there is a default setting.

If we are not provided with your preferred setting then it may be that the default does not 
reflect your business case.

Core Configuration Requirements

To install a system and get you up and running there are a few key things that we need to address: New Setup: Core Configuration Requirements

Extended Configuration Requirements

RecruitOnline is highly customisable and we use configuration variables to separate your settings from the application itself. For example for newsletter templates we can set a default header and footer in a configuration library which styles your newsletters without having to have us create a custom template.

If you have a feature that you want changed then it is best to ask us and we can advise you if it is possible. Alternately we are putting together a list of variables here:

Warning: This page is technical documentation for use by our support team

Look & Feel

RecruitOnline can power your jobs board, candidate portal and client portal. This means that we have to take steps to either copy your existing web site theme or develop one that suits your brand look and feel. At engagement we will start with a generic installation and work with you to achieve your desired result.

If you have a designer then we can work with them or alternately we can undertake web site development for you ourselves. There may be additional charges if you want us to design a web site from the ground up for you.

Marketing Tools

We would like to make special note that there are newsletter templates and candidate flyers that should be customised prior to use these tools. We can help you achieve a lightweight and flexible design that will work on most devices and mail clients.

If you rely on us to develop these templates for you then we will get you to test them on your own equipment to approve the design.

Scoping of Custom Features

Please see the page:

Initial Training

Our initial ROL Training is typically given over the web to a user or group of users in a single or collection of sessions. Where customers have specific needs we will train them on the features that apply to their business only.

Stage #1 Sign Off

  • Sign off on:
    • Look and feel
    • Core system messages, templates and email signatures
    • Existing data has been implemented
    • Understanding of Marketing tools
    • Key users trained

At this time you will have a functioning system that you can use in production. There may be further configuration, customisation and/or development to be undertaken to meet the implementation plan. The choice to deploy the system lies with the client. We recommend that customers have staff using the system in conjunction with any further development being undertaken as they might require changes to their installation as their knowledge becomes more familiar.

Stage #2 Post Release

In medium to large companies we prefer to work with a "go to" person who acts as our primary liaison with the client. This ensures that the training & support supplied is consistent with client processes.

We prefer to collaborate with our customers to fine tune our support techniques and documentation so that the resources we provide give the greatest coverage to all our users.

Support Focus

We anticipate that initially there will be higher levels of support and training in the first months of the contract as clients get up to speed. After this point we typically see our role in fielding questions here and there and providing ad hoc support.


We pride ourselves in being able to translate ideas to implementations quickly and accurately. Many customers over the years have provided feedback, ideas and suggestions to us that have added to or improved our products. We welcome an ongoing dialogue with our customers to discuss and suggestions they may have.

NOTE: In some cases we have identified training gaps when clients have provided suggestions on features only to realise that their suggestions are
already implemented in our product.