Implementing a new Applicant Tracking System (ATS) can be a transformative step for any organization, and Acme Grupe’s experience with Teamdash is a testament to that.
As the company’s first ATS, Teamdash has helped enhance their recruitment process, making it more efficient and transparent for recruiters, hiring managers, and candidates alike.
Acme Grupe is a diverse group of companies operating primarily in the Baltic region. They specialise in several business areas such as the distribution of technologies, renewable energy projects, real estate development, and film production and distribution.Acme Grupe currently has 400+ employees and holds 31 different companies.
In this case study, we explore Acme Grupe’s journey from initial implementation to the tangible benefits they’ve seen so far, the challenges they faced, and the lessons they’ve learned along the way.
We spoke with Ala Bačinina, the Talent Acquisition Lead at Acme Grupė, about their recruitment processes and the adoption of a group-wide ATS:
How long did the implementation of Teamdash take at Acme Grupe?
Teamdash is a cloud based software, so luckily getting started was easy and instant. We just reviewed some solutions, chose Teamdash as our provider and set up an account with them. After a quick onboarding call with the customer success manager, we were basically all set to start using our new ATS Teamdash. It took us some additional time to get all integrations working and set.
We are currently working on some integrations with the systems we have in use, but already quickly set up the integration with our careers page.
What were the main challenges in implementing and adapting Teamdash?
Teamdash is our first ATS ever as we didn’t have any prior applicant tracking systems. The need for one was however evident and our managers and C-level executives welcomed this innovation very fondly.
Establishing a unified way of using the system and consistent principles for the recruitment team was one of the key challenges we faced. Also implementing our design principles and brand CVI to all our postings took some time to fine tune.
Acme Grupe‘s job ads feature both images and videos to give candidates an authentic feel of the company.
How do you rate your experience with Teamdash so far?
We introduced the system to all hiring managers during a meeting and gave a brief demonstration of its capabilities. From my conversations with our hiring managers, they view the system very favorably; it’s fairly intuitive to use, and “limited users” have restricted access rights, which helps us avoid issues like data getting deleted, overwritten or stored in the wrong project for example. The most common issue is forgetting their password 🙂.
For the recruitment team, working with an applicant tracking system like Teamdash definitely requires training, alignment on common usage principles, and either having or establishing a clear process.
The system has frequent updates and new feature releases, so we need to share these updates with the team to make sure everyone is using the ATS to it’s full capabilities to make their lives as easy as possible. I’d like to give a thumbs up to the Teamdash support team, as they always respond quickly to queries and are happy to present and explain new features. Special thanks to Triin for her warm assistance!
What are the biggest benefits Acme Grupe has experienced using Teamdash?
The biggest benefits we have seen so far are:
- A unified candidate database, allowing recruiters access to the entire talent pool to get more qualified applicants.
- Improvements in internal communication—everything is unified and easily sharable with other recruiters and hiring managers.
- Time savings due to automations – we automate some emails, responses to candidates, the ability to easily organize meetings with multiple candidates instead of calling each one individually each time.
- Stronger employer brand – Attractive job postings that create a positive employer image and reflect our internal culture.
- GDPR compliance, automatic profile anonymization, data processing consents and everything else to ensure compliance.
- The ability to easily view statistics and optimise our processes based on data.
What are the key recruitment metrics you track?
We can view Time to Hire from various angles, candidate pipelines, see which sources our best candidates come from, view the number of open and closed recruitments by company, recruiter, position, etc., and view rejected candidate statistics.
A snapshot of Teamdash’s recruitment analytics dashboard.
How was your onboarding experience?
Most of our questions were about how to optimally use all the analytics/statistics tools, so we scheduled a separate meeting with the customer success team where all our open questions were answered. There is a lot of free material, tutorials and videos available on their YouTube channel, as well as an FAQ section where we find answers to almost all our questions.
How has the experience of using Teamdash been for your hiring managers?
Most have a favorable opinion; the system is user-friendly, and there are no major issues even for limited users which most of our hiring managers are. Some managers are now suddenly very engaged; now they can see all the applicants, view their status, how many candidates have been screened, and which have been rejected and why. They can rate and comment, etc. So, the part of the recruiter’s work that was previously invisible to managers is now transparent and clear, and they appreciate it. Of course, we still have some who are used to working the “old way,” like receiving CVs via email, but we are gradually moving away from that.
So, the part of the recruiter’s work that was previously invisible to managers is now transparent and clear, and they appreciate it.
How much access do your limited users have?
Recruiters use the “regular user” features, such as creating job postings, projects, email templates for candidates, organizing meetings, etc. Hiring managers have “limited user” rights—they can view candidates, comment, and move them from one stage to another. Other functions are restricted in order to follow the recruitment process as agreed and not lose any important information.
Did you customise Teamdash in any way to adapt to your existing processes?
One of our customisation needs was make Teamdash adapt to our existing referral program – i.e., having the ability to indicate who referred a candidate and track that. We adapted the existing features to cover this need. We created our job postings using Teamdash’s standard capabilities and developed our own communication templates with candidates.
Acme Grupe uses Teamdash as their group-wide ATS.
How does Teamdash integrate with other systems your organization uses?
We have integrations with two careers pages (old and new post-rebranding) and cvbankas.lt, which took a while and required custom solutions. Integration with cvonline.lt was very easy. We use LinkedIn but don’t have a corporate account, so we can’t set up an integration, but we use a LinkedIn plug-in that allows us to add a candidate’s profile to Teamdash with a single click, which is convenient.
Teamdash also has integrations with Microsoft Office (MS Teams, MS Calendar), which we use, and it works conveniently.
How do you rate the support and assistance provided by Teamdash post-implementation?
Overall, I rate it positively. The team, especially Triin from customer success, is very willing to help and find ways to adapt and customise the system to our needs. Communicating with the Teamdash team is always a pleasure!
🤗 Thank you to Ala and the team at Acme Grupe for sharing their experience with us.
