Tes Staff Management upgrade – Frequently Asked Questions (FAQ)

We're upgrading the Applicant Tracking System (ATS) across the Tes community to deliver a smoother, faster, and more modern experience. You’ll gain access to enhanced features such as AI-powered tools and a broader candidate pool, while keeping all the capabilities you currently use.

All schools and users with a Tes Staff Management subscription, including HR staff, administrators, and recruiters. New customers will start on the new system automatically. Other Tes services like Pulse, Develop, and Safeguarding are not impacted.

Rollout is underway during the Summer Term 2025, following a successful pilot. Your school will receive an email with your exact migration date. Most upgrades happen automatically, with minimal disruption. Watch for email updates about timing and potential brief access limitations.

Very little. Tes will take care of the technical side so you can look forward to a smoother, more powerful experience. To help make the transition as seamless as possible, you can:

• Watch out for emails from Tes (don’t forget to check your junk/spam folder, just in case)
• Keep your team in the loop about the upcoming upgrade
• Wrap up any urgent tasks before your scheduled upgrade date
• Back up any essential data, like exporting open vacancies, if needed

We’re excited to bring you an improved system that makes your day-to-day easier and we’ll be here to support you every step of the way.

Yes. Your user accounts, current vacancies, applicant data, past records, and school settings will all transfer to the new system. Safeguarding, CPD, and Wellbeing data remain intact. If anything seems missing, contact us—we can retrieve archived data.

• Go to the Tes School Portal and log in as usual. 
• Follow the prompt to access the new job portal. 
• Use your email address (usually your work email) and set a new password if requested. 
• For most users, it’s as simple as clicking the link, logging in, and setting a new password.

No. Existing users have been pre-loaded into the new system. They just need to log in and activate their access. If someone didn’t receive a login email, they can use the "Forgot password" link. New users can be added via system settings as before.

The Tes Portal will remain your central hub, you’ll still log in there to access the new ATS, along with the other tools in your subscription such as Pulse, Develop, and Safeguarding.

After your upgrade, all new recruitment activity like posting jobs and managing applicants will take place in the new system. If you have live job posts in the old ATS, don’t worry: you’ll still be able to access and manage those listings there until they expire.

Just note that any new or reposted jobs will need to be created in the upgraded ATS. If you try to access features in the old system that are no longer supported, you’ll either be redirected or see limited functionality.

This upgrade is designed to give you a smoother, more powerful recruitment experience and we’re here to support you every step of the way.

You can continue managing any job listings that remain live up until your migration date in the old ATS. Once those expire, reposting must be done in the new system.

No additional cost. Your subscription plan and contract remain unchanged. This upgrade is part of your existing Tes Staff Management subscription and is designed to improve your experience.

Yes. The iFrame feature remains available so you can show live vacancies on your own website. You’ll find the updated iFrame link on your school page. You can also link to your own application form, but we advise against this to retain full tracking capabilities in the new ATS.

The new system comes with a host of improvements designed to streamline your staff recruitment and management tasks. Here are some of the key features and benefits you can expect: 

A Modern, Intuitive Interface: The platform has a fresh look and feel, making it easier to navigate. The daily workflow has been simplified, so common tasks (like posting a job or reviewing applicants) take fewer clicks and are more straightforward. This means less time spent on admin and more time saved in your day. 

Enhanced Applicant Tracking System (ATS): The heart of the upgrade is a more powerful ATS. It includes AI-powered tools that can help with things like writing job descriptions and highlighting top candidates. For example, the system can suggest improvements to your job advert or automatically pre-shortlist candidates by identifying those who best match your criteria. It can even handle some communications – sending polite, automated update emails to candidates – reducing manual work for you. 

“Candidate Search” Database Access: Premium subscribers will have access to Tes’s extensive teacher talent pool via a new Candidate Search feature. This gives you the ability to proactively search over 250,000 potential candidates in our database. You can filter and find profiles that match what you’re looking for (qualifications, experience, etc.), which means you’re not just waiting for applications to come in – you can actively reach out to promising candidates. This is for premium subscribers only. 

Larger and More Targeted Candidate Pool: Because of back-end improvements, your job adverts on Tes will reach an even bigger pool of candidates. The new system is better at targeting and matching your vacancies with the most relevant job seekers. In short, you’ll get more eyes on your adverts and higher-quality applicants. Tes is the go-to place for teachers seeking jobs (94% of UK teachers use Tes when job hunting), and this upgrade makes sure your vacancies stand out to the right people. 

Faster, Smarter Workflow: Many processes that used to be manual are now improved. For instance, you might notice faster loading times, real-time status updates on applications, and easier steps to move candidates through stages (like from application to interview to offer). The aim is to make your recruitment process smoother from end to end. The system can even automate routine tasks (like rejecting unsuccessful candidates with a template email after you fill a post) so nothing falls through the cracks. 

Retention and Training Integration: Remember that Staff Management isn’t just about hiring – it also includes staff development and wellbeing. The new interface still integrates your safeguarding training modules, CPD courses, and wellbeing surveys in one place. You’ll benefit from single sign-on across these, and a unified dashboard. This means, for example, you can easily switch from checking job applications to assigning a training course to a staff member without separate logins. While these features were available before, the upgraded platform ties them together more seamlessly. 

Overall Improved Experience: In summary, the new Tes Staff Management system is faster, more user-friendly, and more powerful. It’s been designed with feedback from schools like yours in mind. The benefit to you is a more efficient recruitment process (saving you time and effort) and better tools to attract and manage high-quality staff. 

All the features you had in the old system are still there (nothing has been taken away), but now you have even more at your fingertips. We’re confident you’ll find the new features helpful in meeting your school’s staffing needs.

These components of your Staff Management subscription remain largely unchanged in terms of content and functionality. The upgrade mainly focuses on the recruitment (ATS) side of the platform. So, if your school uses the Tes Safeguarding Training library, online CPD courses for staff, or the anonymous Wellbeing Surveys, you will still have those available and working as they did before. In short, your safeguarding, professional development, and wellbeing features are still an integral part of Staff Management.

The new system does introduce a modern design and layout. When you first log in, it will look different from the old Tes portal you’re used to. However, it’s designed to be intuitive and user-friendly, so most users can find their way around quickly. Common actions (like posting a job or reviewing an application) are clearly labelled and simpler than before. We provide on-screen guidance and tips within the platform for anything that might be new. While we will offer some training resources (see the Support and Assistance section for available guides and tutorials), you don’t need extensive training just to get started – if you were comfortable with the old system, you should adapt to the new one with a little bit of exploration. Many users in our pilot group reported that after a day or two of using it, they found the new interface easier and more efficient than the old system. That said, if at any point you feel unsure how to do something in the new layout, you can consult our quick-start guides or reach out for support. We’re here to help make the transition as easy as possible.

From the perspective of candidates (the teachers and staff applying to your jobs), the application experience is still very straightforward. They will still find and apply to jobs via Tes Jobs on tes.com as they always have. There are a couple of changes “behind the scenes” that benefit candidates: for example, if a candidate has a Tes profile and applies through the new system, their basic information is carried over into the new application form, so they won’t need to re-type everything. They might notice the application pages look a little more modern, but overall, it’s the same process – search for a job, click apply, fill out the application and submit. Candidates do not need to create a new account specifically for the new system; their Tes Jobs login works as usual. In some cases, if a candidate’s profile information was incomplete, the new system might prompt them to add a bit more detail the first time they apply, but this is to help them create a fuller profile for future applications. The upgrade is intended to make the candidate’s experience smooth and even improve it (for instance, communication from schools to candidates via the system will be timelier and clearer). Importantly, your school’s employer branding and process for candidates remains positive – they still see your job advert on Tes, apply through a secure form, and you receive their application in your new ATS. There’s no extra effort needed from applicants, so you shouldn’t worry about the migration discouraging any candidates from applying.

If you expected an email from Tes to activate your account on the new system but haven’t seen it, try the following: First, check your email’s spam or junk folder – the message might have landed there. The email would have come from a Tes address and mention the Staff Management upgrade. If it’s not in spam/junk and you still can’t find it, don’t worry. You can manually activate your account by going to the Tes Staff Management login page and using the “Forgot password” link. Enter your work email (the one associated with your Tes account) and the system will send you a password reset link. This effectively lets you set up your new login without the original invitation email. If that still doesn’t work (for example, if the system says your email is not recognised), it’s possible that we have a different email on file or there was a typo in your address. In that case, reach out to our support team (see the Support and Assistance section below) and we will verify your account details and resend the invitation if needed. Once you’ve set your password, you won’t need any special link – you can log in normally from then on.

If you encounter a login problem, here are a few troubleshooting tips: 

Double-check your email and password: Ensure you’re using the correct email (usually your school email that was used in the old system) and the new password you set. If you haven’t set a new password on the upgraded system yet, use the “Forgot password” to do so. Remember that your old portal password might not work if you haven’t gone through the new account setup. 

Use the correct login link: Make sure you are on the right login page for the new Staff Management system. If you have an old bookmark or link for the Tes portal, it might be pointing to the old system. The new login page might have a different URL. It’s best to navigate from the Tes website (use the “Log in” > “School Portal” link on tes.com) or the link provided in our communications. 

Try a different browser or clear cache: Occasionally, your web browser might be caching old login pages. If you see a weird error, try opening the site in a fresh browser (e.g. if you normally use Internet Explorer/Edge, try Chrome or Firefox, or vice versa). You can also clear your browser cache and then attempt to log in again. 

Check for any outage notices: It’s rare, but if the system is undergoing maintenance or just migrated, there might be a short period when it’s unavailable. Check if we’ve sent any notice about system status. Usually, any downtime is very brief. 

If none of these options work, contact our support team. In most cases, login issues are resolved by a password reset or confirming the correct username email. We’re here to help if you get stuck.

Upon first logging in to the new system, you should see your current open vacancies and any active applicant information right away. These are top priority to carry over. If you are looking for older data (for example, a job that closed a year ago or a candidate from a past hiring round), here’s what to know: All recent data is in the new platform, but some older historical records might not be fully visible by default. We have archived extensive historic data securely. To access records of older vacancies or applicants that you can’t find in the new interface, you can contact our support, and we will assist in retrieving that information for you.

Also, double-check the filters and date ranges in the new ATS – it might be that the data is present, but you need to adjust your view (for instance, viewing “All Vacancies” or extending the date filter to past 12 months). For safeguarding training and CPD records, everything should be in place as before under those sections; if something appears missing, it could be a permissions issue (ensure you have the right admin access to view all staff records). In summary, no data has been lost. Common data (like current and recent campaigns) is immediately available, and older data is stored safely and can be provided as needed. If you have a specific concern (“I need last year’s hiring report and I’m not seeing it”), reach out to us – we can either guide you to it in the system or retrieve it for you.

No, you should not need to repost anything that was active at the time of migration. Any open job adverts you had on Tes will continue to be managed in the old system. They will continue to appear on the Tes Jobs board for candidates, just as before.  We’ve set things up so there’s a seamless handover: candidates won’t notice any break in being able to apply. For any new vacancies you want to post post-migration, you will create them directly in the new system (there’s no need and no ability to post via the old portal anymore). Everything you post in the new system will automatically publish to Tes.com for job seekers. As a best practice, after migration, verify that your previously open roles are listed correctly in the new platform. If something didn’t carry over (which is unlikely), you can contact support and we will resolve it so your advert is live. But again, you do not have to double-post or manually copy your vacancies into the new system – we handle that during the migration.

When you post a job using the new Staff Management system, it should appear on Tes Jobs (the public job listings) almost instantly, just as it did before. If you don’t see it right away, allow a few minutes and try searching again (sometimes there’s a short sync interval). Make sure you’re searching with the correct filters or keywords that match your job posting. If you still can’t find your advert on the site after a short time, there are a couple of things to consider:

If you have waited and still cannot find your job listing at all, or if something looks wrong (beyond just styling), please contact support so we can investigate. In most cases, the job is posted fine and visible, with just minor differences in appearance due to the new system’s current limitations. We’re continuously updating the platform to smooth out these issues.

All users should have the appropriate permissions to perform their usual tasks in the new system, but there is a known edge case that might affect a small number of users: If a staff member’s email address was also used for a Tes job seeker account (i.e. the person at some point used the same email to apply for jobs on Tes as a candidate), the new system might initially treat that email as a “candidate” profile instead of a “school user” profile. This conflict can prevent the user from posting jobs or accessing recruiter functions, because the system sees them as a candidate. If you encounter this – for example, if you log in and the system only shows a candidate-type view, or you get an error when trying to create a vacancy – contact Tes support. We have a fix for this scenario: essentially, we convert the affected account from a candidate profile to a school user profile on our end. It’s a quick adjustment and does not require the user to change their email or anything; we’ll handle it in the admin settings. Once that’s done, the user will be able to post jobs and use all features normally. Aside from this specific issue, permission problems could also arise if your school’s admin hasn’t granted you access to certain new features – but by default, anyone who could post or manage jobs before should have the same (or expanded) rights now. So, if you can’t do something you expect to be able to do, let us know and we’ll sort it out promptly.

If you come across any technical issues or bugs – for example, a button isn’t responding, a page isn’t loading, or you believe something is not behaving as it should – please do let us know. The quickest way is to contact our support team (details in the next section) with a description of the issue. If possible, note what you were doing when it happened and any error message you saw. We also have an in-platform chat/help widget (in the bottom corner of the interface) – you can use that to send a message to our support team directly while you’re using the system. We are actively monitoring the new platform and releasing updates, especially in these early stages post-migration, so your feedback is valuable. Often, what seems like a bug can be resolved by clearing cache or a quick fix on our side, so don’t hesitate to reach out. We want to ensure the system works smoothly for you. Our team will acknowledge the issue, give you any immediate workaround, and let you know when it’s fixed. We appreciate your patience and partnership in making the platform great.

Tes is committed to supporting you throughout this transition—and beyond. There are several ways to get assistance: 

Tes Support Team (Helpdesk): 
Reach our dedicated Staff Management support team via phone or email. 

UK: 020 3194 3050

Email: staffmanagementsupport@tes.com

Support Hours: Monday to Friday, 08:00–17:00 (UK time)

Tes Website – Contact Us Page:
Visit the Contact Us section of the Tes website for up-to-date support options if you need a refresher.

We pride ourselves on responsive support—no question is too small. We’re here to help you stay focused on what matters most: your staff and students.

Absolutely! Tes provides several resources to support your learning: 

Online knowledge base: A 24/7 searchable hub of articles and FAQs on topics such as posting jobs, reviewing applications, and managing your school’s career site. 

PDF user guides and manuals: These guides include screenshots and tips. If you haven’t received them by email, you can download them from the Knowledge Base or request them from support. 

Video tutorials: Short videos are available for key functions like creating a vacancy or using Candidate Search. These will be on the Tes website and possibly shared via email. 

Webinars and training sessions: We’ve run live webinars during the migration period and may offer more if there’s interest. Let support or your account manager know if you’d like additional training. 

If you need something specific, we can often arrange personalised sessions or one-on-one walkthroughs.

Yes! The new system is only the beginning. Tes will continuously enhance the platform based on user feedback and evolving needs.

You can expect:

• Regular feature updates and system improvements

• Communications about key changes via email or in-app notifications

• Blog posts and newsletters to keep you informed

• Your feedback is vital—please share your experience so we can improve the system for everyone.

To ease your migration, consider the following best practices:

Explore early: Familiarise yourself and your team with the interface by navigating key sections like Jobs, Candidates, and Training.

Verify your school profile: Ensure your school details are up to date. Continue to manage these in the Tes Portal for now.

Confirm user access: Have all team members log in early to resolve any access issues and verify their permissions.

Update bookmarks and materials: Change saved URLs and email templates to reflect the new system.

Inform stakeholders: Let leadership and IT teams know about the migration, especially if they manage SSO or security settings.

Keep support info handy: Don’t hesitate to reach out—early questions prevent future frustrations.

Yes! Your existing custom questions will carry over. Plus, you can now add supplementary questions at the vacancy level, allowing you to tailor questions to specific roles (e.g., ask SENCO-specific queries).

Yes. Applicant anonymisation is still available to support equal opportunities compliance.

Set this in Accounts & Billing.

If enabled, all applications for all jobs will be anonymised.

Here’s how to get the most value from your investment: 

Use the new tools: Try features like Candidate Search, SmartMatch, and AI-powered suggestions for job ads and shortlisting. 

Write clear job adverts: Focus on clarity and completeness. Rich formatting is coming soon, but strong content always matters. 

Set up communication templates: Automate applicant emails (e.g., “application received” or “not selected”). Candidates appreciate timely, clear updates. 

Monitor your dashboard: Check application stages, advert performance, and key alerts regularly to stay ahead of recruitment tasks. 

Utilise staff development tools: Your subscription includes safeguarding and CPD. Assign training, track completions, and run staff wellbeing surveys through the platform. 

Stay informed: Read Tes updates, blog posts, and best practice guides. Join webinars or the Tes Community to exchange tips with peers. 

Manage user access: Keep your user list current—remove departed staff, assign proper permissions, and encourage strong passwords. Manage your users from within your Tes Portal.