Switching staffing software
Replace your ATS without blowing up operations
A switch is a data migration, a payroll parallel run and a retraining project, in that order. Done that way, the agency ends up on one system in weeks: workers in its own app, clients in its own portal, one record from job order to cash.
Front office go-liveATS · worker app · client portal · onboarding
Day 1Load and configureDays 1 to 5
Recruiters on their own ordersDays 6 to 12
Clients on the portalDays 13 to 18
CutoverDays 19 to 20
Live. New orders in ActivateStaff only.
Why agencies move
What changes on day one after cutover
One place to work
Recruiters, payroll and branch managers stop jumping between a front office, a back office and an app admin. A placement has one screen.
No month-end reconciliation
The invoice and the pay run come from the same approved hours. There is no second system to disagree with.
Workers on an app they use
Jobs filled the night before, because offers go out at 9pm and half the interest arrives after the branch closes.
Clients who serve themselves
Orders, rosters and time approval in the portal. Coordinators handle exceptions instead of every call.
A fractional tech team
Payroll, onboarding, phone and outreach partners connected and kept connected by us. You stop being the integrator.
A platform that moves
One agency saw more than 40 improvements ship in its first six months, most of them asked for by its own team.
Step one
Front office live in 20 days
Days 1 to 5 · Load and configure
Workers, clients, open orders and rates come across. Branches, pay and bill rules, placement controls and document requirements are set with your team.
Days 6 to 12 · Recruiters on their own orders
Training happens on your real job orders. Recruiters fill a live order end to end in the first week. The app goes to workers with a text from their recruiter.
Days 13 to 18 · Clients on the portal
Your top clients get the portal first: roster, time approval, messaging.
Days 19 to 20 · Cutover
New orders go in ActivateStaff only. The old front office goes read-only.
Step two
Back office on a pay-period boundary
Our AI migration tool reads the old system’s exports, maps every field, and flags duplicates, missing documents and inconsistent records before anything is loaded. You see the list and decide what comes across.
Payroll then runs in parallel for a few periods, the same hours through the old provider and through Everee, compared line by line. Cutover happens on a period boundary. Reconciliation takes weeks, not months.
Step three
Integrations scoped first
Payroll is not what makes a migration long. Waiting on a phone system, an outreach tool or a client-site time clock is. We list every tool that touches a placement on day one, decide what the platform replaces and what needs connecting, and only then commit to a date.
- Replaced: texting, worker app, client portal, scheduling, time collection
- Embedded: Everee payroll, Onboarded onboarding and I-9
- Connected: phone, outreach and screening, time clocks, accounting
Mid-contract
If you have time left on your current contract
There are two real options. Running the front office here and the back office there in between is not one of them: it means double entry, reporting gaps and a worse version of the problem you were leaving.
Move everything now
Pay out the term and be on one system this quarter. This wins when the monthly cost of workarounds beats the overlap, which is more common than owners expect.
Go live the day the contract ends
Start so the front office goes live in the last month of the term and payroll cuts over on the first period after it. Until then, Standby keeps a live copy of your data with us, so you are covered if your current system goes down.
Questions owners ask
How long does a full switch take?
Front office in 20 days. Back office on the first clean pay-period boundary after a parallel run, typically a few weeks later. Third-party integrations are what stretch a project, so they are scoped before a date is committed.
Will my recruiters need weeks of training?
No. Recruiters at one multi-state agency needed one day of training, against two weeks on their previous system. Training happens on your own open orders.
What happens to our bad data?
It gets found before it lands. The migration tool flags duplicates, missing documents and inconsistent records, and you choose what comes across.
Can we keep our payroll provider?
Yes. Larger agencies can keep their provider and receive a payroll file from approved time. Most agencies move to Everee, embedded in the platform, because it keeps one record through to the pay run.
Is there a good reason not to switch?
If your renewal is far out and nothing is broken, wait for the notice window and put Standby in place meanwhile. If you don’t believe workers will use an app or clients a portal, we are the wrong platform.
Talk through your timing
Bring your renewal date and notice window. We’ll lay out both options with dates.