Quick orientation: the goals that matter this cycle

• Tell me about your top recruiting goals for the upcoming campus cycle.
• How many schools do you plan to prioritize this season, and which tier best describes most of them? Options: 1-4 schools, 5-10 schools, 11-20 schools, More than 20
• In the last recruiting season, which single measure would you point to as the clearest sign you underperformed, and why? Options: Time to offer, Application completion rate, Conversion to hire, Event attendance quality, Diversity of hires, Other
• Who on your team is accountable for moving a candidate from first event contact to application within 72 hours?
• Which of these goals would move to the top if you could reliably speed up candidate follow-up? Options: Shorter time-to-offer, Higher conversion from events, Better hire attribution, Improved diversity, Stronger employer brand awareness

Where the current system falls short

• Most teams accept losing top candidates within days, if you could stop that leakage what single change would matter most to your results?
• Describe a recent situation when a delayed follow-up cost you a hire, including what blocked a faster response.
• Which part of your workflow creates the longest delay between first contact and offer decision? Options: Event capture to contact, Contact to interview scheduling, Interview to offer approval, Offer acceptance processing, Other
• Would you be prepared to run a pilot this season if one operational fix could recover half of the candidates you currently lose? Options: Yes, immediately, Yes, with approvals, Maybe, need details, No
• How often do you miss follow-up windows that likely cost you candidates? Options: Nearly every event, Often, Sometimes, Rarely, We track and rarely miss

How students actually experience your process

• Students decide in days not months, where in your touchpoints do you think candidates drop off most often?
• Walk me through the typical candidate journey from first event touchpoint to application submission in your current setup.
• On average, how long does it take a student to go from event sign-up to a completed application in your current process? Options: Same day, 1-3 days, 4-7 days, More than a week
• Name the top two communications channels that drive the highest engagement for early talent at your target schools. Options: Email, SMS/text, In-app push, University career portal, Social channels, Campus ambassadors
• When students give feedback, which words do they most often use to describe the application experience? Options: Fast, Confusing, Mobile-unfriendly, Too many steps, Clear, Inconsistent
• If poor mobile experience remained after a pilot, would that prevent you from moving to enterprise rollout? Options: Yes, stop rollout, Delay rollout pending fixes, No, proceed with caveats, Unsure

Decision makers, timelines, and red lines

• Approval windows often silently sink offers, tell me where your approval timeline sits relative to the 72-hour candidate decision window. Options: Under 72 hours, 72-5 days, 6-10 days, More than 10 days, Varies by role
• List the internal stakeholders who must sign off on a pilot and name who will own ongoing adoption.
• Provide counts for full-time staff dedicated to campus recruiting and for staff who support technical integrations. Options: 0-1, 2-4, 5-9, 10 or more
• Who on your leadership team would object to running a pilot and why?
• Pick the timeline that best matches your decision cadence for adopting new recruitment tools. Options: Decision within 2 weeks, Within 1 month, 2-3 months, Next quarter, Undecided

Obstacles and risks that could stop this before pilot

• What single integration or campus-service dependency would stop configuration from starting on schedule?
• Describe previous implementation issues that delayed go-live, including who was responsible and how long the delay lasted.
• Select the compliance or review processes that typically gate your deployments. Options: University legal review, Data protection review, Accessibility audit, Procurement approval, None apply
• Estimate how many weeks procurement and legal approvals usually add to your preferred launch date. Options: 0 weeks, 1-2 weeks, 3-4 weeks, 5-8 weeks, More than 8 weeks
• Would you fund paid development work to integrate your student information system within the pilot budget if required? Options: Yes, within pilot budget, Yes, with additional PO, No, not within pilot, Undecided

The other options you're weighing

• Naming no names, what would have to be true about your current approach for you to keep it instead of changing?
• Select the alternatives you are actively evaluating alongside external platforms. Options: Stay with incumbent platform, Extend current ATS workflows, Build internal tooling, Work more through career services, Other
• Has anyone on your team proposed building this capability internally rather than buying? If so, who and why?
• What evidence or success from your incumbent would make you decide to stay with them after a pilot?
• Imagine the incumbent matched pilot price and timelines, what would still persuade you to switch platforms?

Operational readiness and technical constraints

• Assuming key APIs or data feeds might be delayed, what backstop will you use to meet your launch date?
• List the systems we must integrate with, for example the career services platform, your ATS, student information system, and single sign on, and name the team who owns each.
• Identify the team that owns your student data and can sign off on exports. Options: Career services, TA operations or people analytics, IT, Legal or privacy, Other
• Do you have API documentation and a technical contact ready to share within four weeks of pilot approval? Options: Yes, documentation and contact ready, Documentation only, Contact only, Neither ready yet
• Rate the cleanliness of candidate and event data needed for analytics. Options: Mostly clean, Moderately clean, Mixed quality, Mostly messy, Unavailable
• Would a requirement for a formal campus agreement that takes more than six weeks stop the pilot? Options: Yes, would stop, Would delay but proceed, No, would not stop, Unsure

Pilot success, acceptance criteria, and next steps

• Assuming the pilot's primary goal is to prove conversion and velocity, what minimum improvement in conversion or time-to-offer would make you sign for rollout? Options: 10% improvement, 20% improvement, 30% or more, Specific hires attributed, Other
• Choose the pilot acceptance metrics that matter most to you. Options: Student event NPS, Application completion rate, Time from sign-up to application, Offer acceptance within 72 hours, Attribution of hires to events, Mobile performance and uptime
• Outline the operational acceptance criteria you need for events, training, and handoffs to internal recruiters.
• Tell me, assuming the pilot meets technical criteria but student experience scores under 6 out of 10, how would that influence your decision to proceed to rollout? Options: Stop rollout, Delay rollout until fixes, Proceed with targeted improvements, Undecided
• When would you be ready to schedule a pilot start, assuming approvals and integrations are in place? Options: Immediately, Within 2 weeks, 1 month, 2-3 months, Later than 3 months
• Provide the names or roles required in the pilot signoff meeting and who will approve the final acceptance report.
• Pick your preferred pilot length and scope. Options: 4 weeks, small scope (2-3 schools), 6 weeks, standard scope (5 schools), 10 weeks, expanded scope (8-10 schools), Other

• Experience Walkthrough — Live Solution Experience

• Confirm the current state and its cost to your team
• You confirm the documented current state and the concrete cost caused by missed follow-ups and slow engagement.
• Deliver a mapped runbook of the demonstrated end-to-end workflow for two example schools within three business days.
• Map two real school workflows end-to-end
• You confirm the demonstrated workflow removes the manual spreadsheet handoffs and reduces follow-up latency into the 72-hour decision window.
• Provide a sample analytics export that shows event-to-hire attribution for the demonstrated scenario.
• Proof step — run an end-to-end scenario using your workflow
• Share current spreadsheets, event runbooks, and one example of your post-event outreach messages for the two schools we mapped.
• You agree on pilot scope, the measurable acceptance criteria, and the next evidence we need before a purchase decision.
• Confirm the top three success metrics for the pilot and provide the initial list of pilot schools.
• Proof step — show analytics and hire attribution for the scenario
• Validation question — confirm this matches what you need
• Agree pilot scope and acceptance criteria

• Experience Walkthrough — Live Solution Experience
• Solution Experience Deck
• Solution Brief — Experience Walkthrough

• meeting
• slides
• document

• Publish Mobile Employer Profile and Career Pages
• Deploy Virtual Career Fair Rooms
• Create Event Pages and Registration Flows
• Enable QR/Badge Lead Capture at In-Person Events
• Launch Application Forms and Automated Intake Workflows
• Import and Map Spreadsheet Candidate Records
• Configure Candidate Pipeline Stages and Tags
• Activate Candidate Nurture Messaging Sequences
• Set Up School-by-School Source and Diversity Tagging
• Enable Event Attribution and Conversion Reports
• Provision Virtual Interview Rooms and Recording
• Integrate with University Career Portals and APIs

Publish Mobile Employer Profile and Career Pages

• How many mobile career pages do you need published for this recruiting cycle? Options: 1, 2-5, 6-20, 20+
• List which profile sections must appear on each mobile career page (for example: company overview, programs, open roles, videos). Options: Company overview, Programs and rotational tracks, Open roles listing, Videos and media, Employee testimonials, Benefits and perks, Other
• Name who on your team will supply employer brand assets (logo, hero image, 30s video, program brochures) and in what file formats. Options: You will provide all assets, You will provide some; need asset services for the rest, You need full asset creation support
• Indicate when each career page must be live relative to the start of the targeted term or campus recruiting cycle. Options: 4+ weeks before cycle start, 2-4 weeks before, 1-2 weeks before, Go-live on cycle start
• Specify device compatibility and accessibility requirements for mobile pages (for example iOS app, Android app, mobile web, WCAG 2.1 AA). Options: iOS and Android apps, Mobile web only, Low-bandwidth optimized, WCAG 2.1 AA accessibility required, Other
• Describe the page-level KPIs you want tracked for each mobile career page (page views, application starts, event RSVPs, CTA click-through rates).

Deploy Virtual Career Fair Rooms

• Estimate number of virtual fair rooms you plan to operate concurrently during peak events. Options: 1, 2-3, 4-10, 10+
• Select room features required for each virtual room (for example: live video booths, downloadable resource library, moderated chat, sponsor banners). Options: Live video booths, Resource downloads, Moderated chat, Sponsor banners, One-to-one video scheduling, Q&A panels
• Identify moderators or roles who will staff each virtual room and the expected ratio of recruiters to attendees. Options: Campus recruiter, Events coordinator, Hiring manager, External vendor support
• Upload or describe a sample event schedule to be implemented in rooms (session start/end times, hosted panels, drop-in hours).
• Choose which candidate interactions must be captured and stored from virtual rooms for compliance and analytics (chat logs, video sessions, resource downloads). Options: Chat logs, Video session recordings, Resource download records, Attendance list only
• State how exhibitor and recruiter access will be provisioned for rooms (single sign-on, invited accounts, time-limited links). Options: Single sign-on (SSO), Invited accounts, Shared/temporary links, Admin-created credentials

Create Event Pages and Registration Flows

• Select mandatory registration fields you require on event pages (for example: full name, university, major, graduation year, resume upload). Options: Full name, University, Major, Graduation year, Email, Resume upload, Student ID
• Provide the number of distinct registration flows you need by event type (information session, career fair, interview day, office visit). Options: 1, 2-3, 4+
• Identify which internal role approves the registration confirmation copy and automated reminder schedule for student registrants. Options: Campus recruiting manager, Events coordinator, Marketing/Employer brand
• Define acceptance criteria that will confirm the registration flow is working (for example: confirmation email deliverability >95%, form completion rate above X%).
• Route registrant data to which destinations after sign-up (for example: your source CRM, nightly spreadsheet export, direct API to career portal). Options: Source CRM, Spreadsheet export, API endpoint, University career portal sync
• Describe any duplicate prevention or anti-fraud checks required at registration (email uniqueness, student domain verification, CAPTCHA). Options: Email uniqueness, Student domain verification, CAPTCHA, Manual review

Enable QR/Badge Lead Capture at In-Person Events

• Explain how QR codes or badges will be printed or displayed at your in-person events (badge stickers, attendee lanyards, tabletop QR cards, digital signage). Options: Badge stickers, Lanyards/printed badges, Tabletop QR cards, Digital signage
• Specify the scanning hardware or mobile devices you plan to use to capture badge leads (Android phones, iOS devices, dedicated USB scanners). Options: Android devices, iOS devices, Dedicated badge scanners, Bring your own device
• Assign which event role will own lead upload, enrichment, and reconciliation after each in-person event. Options: Events coordinator, Campus recruiting lead, Data admin/HRIS, Third-party event vendor
• Enumerate which data fields must be captured from badge or QR scans and synced to candidate records (name, email, university, degree, session attended). Options: Name, Email, University, Degree/Major, Session attended, Phone
• Explain how captured leads should be validated against your candidate list (real-time CRM lookup, nightly dedupe job, manual reconciliation). Options: Real-time CRM lookup, Nightly deduplication batch, Manual reconciliation, No validation
• Provide the privacy notice or consent language that must be shown at scan time for students at in-person capture.

Launch Application Forms and Automated Intake Workflows

• Choose types of application forms you need (short interest form, full internship application, referral form, assessment intake). Options: Short interest form, Full internship application, Referral form, Assessment intake
• Specify which intake automation triggers you require (auto-assign to recruiter, auto-email confirmation, tag by major). Options: Auto-assign to recruiter, Confirmation email, Tag by major, Trigger interview scheduling
• Define acceptance criteria that will confirm application and intake workflows are complete and usable (for example: form submission success rate, mapping accuracy to CRM fields).
• Map required form fields to candidate record attributes (for example: resume to resume_url, graduation year to grad_year, work authorization to visa_status).
• State any resume or file upload rules you require (accepted file types, max size, virus scan requirement). Options: PDF only, PDF and DOCX, Max size 10MB, Virus scanning required
• Describe how new applicants should be routed into your review process (pipeline entry stage, auto-tag, reviewer assignment). Options: Enter initial pipeline stage, Auto-tag by source, Assign to specific reviewer/team

Import and Map Spreadsheet Candidate Records

• Choose the import file formats you will provide for candidate migrations (CSV, XLSX, Google Sheet link). Options: CSV, XLSX, Google Sheets link, Other
• Estimate how many candidate records need to be imported from your spreadsheets for the pilot or rollout. Options: <1,000, 1,000-5,000, 5,000-20,000, 20,000+
• Specify deduplication rules to apply during import (match by email, match by name+university, prefer newest record). Options: Match by email, Match by name + university, Prefer newest record, Manual dedupe review
• Provide a sample mapping file or describe the required field mappings between your spreadsheet columns and the platform candidate fields.
• Indicate which fields must be treated as authoritative from the import (for example resume_url, student_id, source_school).
• Describe how import errors should be handled and reported back to your team (error CSV, dashboard report, email summary). Options: Error CSV, Dashboard report, Email summary, Inline correction UI

Configure Candidate Pipeline Stages and Tags

• Select the pipeline templates you require (general campus pipeline, interview pipeline, offer pipeline, alumni return pipeline). Options: General campus pipeline, Interview pipeline, Offer pipeline, Alumni return pipeline
• Specify the exact pipeline stages you need and the required lead time or SLA for each stage (for example: screen within 7 days, interview scheduled within 14 days).
• Choose tagging taxonomy elements you want available for candidates (source school, diversity tag, referral source, program interest). Options: Source school, Diversity tag, Referral source, Program interest, Other
• Indicate who on your team will own pipeline stage changes and tag governance. Options: Recruiting manager, Regional recruiter, Data admin
• Provide any rules for automated stage movement (for example: move to interview when phone screen passed, move to closed when offer accepted).
• Describe how historical stage data should be backfilled for imported candidates (preserve dates, map old stages to new stages, leave blank). Options: Preserve historical dates, Map old stages to new stages, Leave historical stage blank

Activate Candidate Nurture Messaging Sequences

• Choose the types of nurture sequences you want enabled (event follow-up, application nudges, program awareness drip, re-engagement). Options: Event follow-up, Application nudges, Program awareness drip, Re-engagement
• Specify messaging cadence for each sequence (for example: immediate, 3-day drip, weekly for 4 weeks). Options: Immediate, 3-day drip, Weekly for 4 weeks, Custom cadence
• Indicate which sender identity should be used for nurture emails and mobile push (recruiter email, central talent inbox, program lead). Options: Recruiter email, Central talent inbox, Program lead
• Provide sample message templates or key message elements you require for compliance review and localization.
• Select the triggers that start sequences (event RSVP, application received, tag added). Options: Event RSVP, Application received, Tag added, Manual start
• Describe reporting or KPIs you need for nurture sequences (open rate, CTR, conversion to application or interview). Options: Open rate, Click-through rate, Conversion to application, Conversion to interview

Set Up School-by-School Source and Diversity Tagging

• Indicate which schools and campuses you need preloaded as source options for tagging.
• Specify the diversity and demographic tags you require and any hierarchy or controlled vocabularies to enforce. Options: Race/ethnicity tags, Gender identity, Veteran status, First-generation, Other
• Choose whether school-specific pages should auto-tag candidates and events by campus or require manual tagging. Options: Auto-tag by campus, Manual tagging only, Hybrid (recommendation + manual)
• Provide the authoritative source for school names and codes to ensure consistent tagging (for example a supplied CSV with school IDs).
• Identify reporting thresholds or minimum data quality for school-level dashboards (for example: at least 25 attendees before showing conversion rate).
• Describe how tag governance should be handled and who approves new tag additions. Options: Recruiting operations, Data steward, Joint governance

Enable Event Attribution and Conversion Reports

• Choose which attribution models you want available to link events to hires (last-touch event, multi-touch credit, assisted-conversion). Options: Last-touch event, Multi-touch, Assisted conversion, Custom model
• Select the conversion metrics you require in reports (applications from event, interviews from event, hires attributable to event). Options: Applications from event, Interviews from event, Hires attributable to event, Offer acceptance rate
• Define the reporting cadence and delivery method for event attribution dashboards (real-time, weekly digest, monthly executive summary). Options: Real-time dashboard, Weekly email digest, Monthly executive report
• Provide the minimum attribution accuracy threshold you require to sign off on attribution reports (for example: 90% match rate between event attendee and hire record).
• Specify which data sources must be joined for attribution (event RSVPs, badge scans, application form source, CRM hire records). Options: Event RSVPs, Badge scan logs, Application source field, CRM hire records
• Describe who on your team will validate attribution results and the acceptance evidence you expect for pilot sign-off (samples of matched hire records, reconciliation spreadsheet).

• decision_readiness
• gaps
• current_state
• desired_state
• success_criteria
• stakeholders
• decision_readiness
• gaps
• current_state
• desired_state
• stakeholders
• success_criteria
• decision_readiness
• desired_state
• gaps
• success_criteria
• current_state
• stakeholders
• decision_readiness
• decision_readiness
• decision_readiness
• decision_readiness

• Subscription Agreement
• Pilot Addendum & Acceptance
• Data Processing Agreement (DPA)
• Operational Dependencies & Readiness Confirmation

• Go-live Health Check
• First Measurement Review
• Pilot Acceptance Gate
• Quarterly Success Review

• Share the quarterly metrics dashboard and a short narrative explaining any large variances from targets.
• Deliver a data export and dashboard that documents the metrics used for the Acceptance Gate.
• Implement the agreed corrective actions and report progress two weeks before the Acceptance Gate.
• Collect and summarize student and recruiter qualitative feedback tied to the metric gaps.
• Restate acceptance criteria and targets
• A per-criterion pass or fail decision is documented against the Pilot Evaluation acceptance targets.
• Buyer's signatory decision is recorded and stored with supporting evidence.
• Legacy system decommission or retention plan is confirmed and scheduled.
• Publish the signed acceptance record with supporting evidence and circulate to stakeholders.
• Open remediation tickets for any failed or conditional criteria with target completion dates.
• Execute the legacy system wind-down plan or confirm read-only retention and archive locations.
• Review key outcome metrics and trends
• Confirm whether intern-to-offer conversion and event-to-hire attribution are on track versus Pilot Evaluation targets.
• Top 5 enhancement requests prioritized with target delivery quarters.
• All persistent critical blockers have a specific remediation plan and timeline.
• Publish the prioritized enhancement backlog and estimated delivery quarters.
• Open tickets for critical blockers with target resolution dates and acceptance criteria.
• Re-confirm success criteria and owners
• All pilot users confirmed with access and a current onboarding status report is agreed.
• Top 5 deployment issues documented with next steps and due dates.
• Timeline for the first measurement data collection window confirmed.
• Distribute deployment verification report and current user access log.
• Publish remediation plan for top blockers with target completion dates.
• Confirm date and data sources for the First Measurement meeting.
• Present first measurement data
• Establish whether median time-to-first-response and mobile application completion rate are trending toward Pilot Evaluation targets.
• Agree a list of corrective actions with completion dates to address the largest root causes.
• Confirm acceptance gate date and required evidence package drawn from Pilot Evaluation.
• Present outcome data against each criterion
• Surface persistent issues and open blockers
• Deployment and data migration validation
• Root-cause analysis for gaps
• Document pass or fail per criterion and capture buyer signatory decision
• Access and onboarding status
• Prioritize enhancement requests
• Agree corrective actions and short-term experiments
• Incumbent system wind-down and data migration status
• Early adoption signals and usage patterns
• Confirm timeline to the Acceptance Gate
• Adoption and behavior review
• Review open issues and progress
• Agree next quarter action items and checkpoints
• Blockers and open issues
• Agree remediation items and resolution timelines
• Agree immediate remediation actions and timeline