Introduction
When organizations invest in applicant tracking systems like JazzHR, the expectation is a streamlined, efficient hiring process. But implementation is just as important as the purchase itself. For one leading healthcare provider with over 500 employees across multiple locations, their post-purchase challenges with JazzHR were slowing down operations and creating friction across their hiring team.
In this case study, we explore how our Certified JazzHR Expert Services helped this healthcare group turn complexity into clarity, delivering a fully customized solution in just four focused sessions.
TL;DR
- A healthcare company faced delays and inefficiencies after purchasing JazzHR
- Certified JazzHR Experts delivered a custom-built solution to align workflows, templates, permissions, and integrations
- The Result: streamlined hiring, increased team adoption, and a scalable foundation for growth
About the Client
This multi-location healthcare provider operates across more than 40 U.S. locations with a workforce exceeding 500 employees. Our engagement began with a focus on one hiring market, where the organization had chosen JazzHR to modernize its recruiting operations. The goal was to establish a scalable foundation that could be replicated across all other markets in the future.
But after purchasing the system, their team ran into a series of roadblocks:
Post-Purchase Challenges
- Workflows: The default configurations didn’t match their internal hiring stages
- Offer Templates: No standardized language, formatting, or automation tools
- User Permissions: Confusion over roles created security and access issues
- Integrations: Difficulty syncing JazzHR with calendar and email systems delayed interviews
These inefficiencies led to extended time-to-hire, poor collaboration across HR and hiring managers, and risks to the candidate experience.
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Our Approach
As Certified JazzHR Experts, TalentLink Advisors was brought in to address these hurdles. Our goal was not just to fix what was broken, but to help the client unlock the full value of JazzHR.
Customized Workflow Development
We began by analyzing the client’s actual hiring process. From there, we:
- Built tailored workflows to match each department’s unique hiring stages
- Used JazzHR Workflow Helpers to automate status changes, internal alerts, and candidate communications
Standardized Offer Templates
- Implemented offer letter templates using tokenized fields
- Enabled eSignature capabilities through JazzHR to streamline candidate acceptance
Defined User Permissions
- Mapped out user roles and access levels based on department, seniority, and hiring responsibilities
- Set up permissions to prevent overexposure of candidate data while enabling collaboration
Seamless Calendar and Email Integration
- Worked directly with the client’s IT team to set up email forwarding, Gmail calendar sync, and permissions routing
- Ensured all team members could schedule interviews and receive notifications within their existing systems
Comprehensive Training Sessions
- Delivered 4 focused training sessions covering:
- Admin configuration
- Recruiter tools and workflows
- Hiring manager access and collaboration
- Offer management and integrations
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Results
The improvements were immediate and measurable:
Enhanced Team Efficiency
- HR and department managers now work in sync, with less back-and-forth
- Automated workflows reduced manual tracking and follow-ups
Improved Hiring Experience
- Standardized offer templates ensure every candidate receives a professional, timely experience
- Integrated systems enable quick scheduling and seamless communication
A Scalable Foundation for Growth
- The new JazzHR setup supports the company’s long-term growth and expansion goals
- Teams are equipped with tools and templates they can easily replicate for future hiring
Best Practices from the Project
- Always align system workflows with your real-world hiring process before going live
- Avoid default permission setups—custom roles improve both security and efficiency
- Work with your IT team early when planning calendar and email integrations
- Use tokenized templates to reduce manual edits and improve speed-to-offer
JazzHR Expert Tip
Proactively identify your primary users and user groups ahead of your JazzHR implementation. Train different user groups separately to tailor the learning experience. Need help?
Common Post-Purchase Mistakes We Helped Avoid
- Assuming the platform “just works out of the box” without customizing workflows
- Allowing too many admins or unclear roles, leading to access issues
- Delaying integrations that are critical for day-to-day collaboration
- Not investing in structured onboarding and training
Conclusion
For this healthcare organization, the decision to bring in JazzHR Expert Services was transformational. In just four sessions, we turned a confusing, underutilized system into a streamlined, customized recruiting tool their entire team could rally behind.
If your company is facing similar JazzHR implementation challenges—or simply wants to get more value out of your hiring tech—our Certified JazzHR Experts are here to help.
