What is User Acceptance Testing?
UAT is the phase where end-users test the system to confirm it meets the documented requirements and supports day-to-day operations. Unlike earlier stages of testing (like unit or system testing, which are often technical and internal), UAT simulates real-world scenarios. Think of it like the final dress rehearsal before launch.
The goal is not just to find bugs, but to ensure the system:
Handles edge cases
Aligns with the business’ needs
Supports compliance obligations
Works across different roles and user types
Delivers a fit-for-purpose end to end solution
Why UAT Fails—And How to Flip It
Why does UAT fail? More often than not, it boils down to five common issues: poor planning, inadequate resources, vague test scripts, focusing only on obvious cases, and testing what’s happening now—not what might happen in the future.
Let’s explore how to address each of these issues.
1. Plan deeply, not lightly
The most common mistake? Treating UAT as something to squeeze into the project timeline. Successful UAT begins in the planning phase of the project.
Business looking for a successful system launch need to build a detailed test plan in advance that includes:
Clear pass/fail criteria for each test
A timeline aligned with the broader project
Defined roles and responsibilities of each user
A clear list of test cases mapped to requirements
UAT isn’t just about finding errors, it’s about proving the new system is fit for purpose. This depends on a clear and practical plan.
2. Free up the right people
One of the biggest challenges is determining who to include in your UAT. For best results, your testers should be your subject matter experts (SMEs); these aren’t necessarily your team leaders, but the people who understand the nuances of daily work.
Your experts shouldn’t be expected to test at the same time as doing their day job. To encourage buy-in, it’s important to backfill their roles or temporarily relieve them from their duties so they can test thoroughly. If they’re rushed or distracted, mistakes will be missed.
3. Test against requirements, not assumptions
Too often, teams test what they already know. They recreate existing processes and assume if it looks familiar, it must be right. But the point of UAT is to test against defined requirements.
Ask: “Does this system fulfill the business needs we documented?”
It is important to create objective scenarios prior to testing to ensure you spot misalignments before they hit production.
4. Test broadly, deeply, and creatively
Everyone knows to test the everyday use cases of a new HR or payroll system, but it’s the unusual scenarios that often break things, and those are the ones that damage trust post-launch.
For this reason, it's crucial to test scenarios that haven’t happened yet or often but could (e.g. new business models, new regulations, future rosters) In short: don’t just test the business you have. Test the one you might become.
5. Don’t stop at go-live
Even with the strongest level of UAT, things will come up post-launch. To account for this, have a clear plan for post-go-live support:
Create a triage and issue resolution processes
Keep your testers involved as early champions of the system
Document lessons learned overtime to guide future rollouts
The businesses that succeed treat UAT not as a phase but as a mindset: real users, testing real scenarios, with real outcomes in mind.
The Cost of Getting UAT Wrong
HCM or payroll system projects are a major investment for any business . User Acceptance Testing is the a key chance to ensure that investment pays off.
Getting it wrong means:
Employee frustration that slows adoption
Post-launch fixes that eat up more time and budget
Compliance issues that create legal and reputational risk
Getting it right means:
Higher user confidence
Fewer surprises at launch
A smoother system for your biggest asset: your people.
UAT is both your safety net against non-compliance and also your launchpad to future success. If you’re planning a system rollout or feel your current testing process isn’t cutting it, let’s talk. We help businesses get it right before it goes live.
