Drowning in piles of resumes and time-consuming tasks? Applicant tracking system (ATS) are here to help. They make hiring easier, save time, and ensure you find the best talent. This guide will show you how ATS can transform your hiring process and help you find great candidates quickly and easily.
What is an applicant tracking system?
Applicant tracking system (ATS) is a software solution designed to help source talent, assess candidates, track interview processes, evaluate performance, extend job offers, and make hires. It provides valuable report insights and analytics to support these tasks effectively.
Benefits of using an applicant tracking system
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Saves time for important tasks
Recruiters have busy schedules and don’t want to waste time on tasks that can be automated. An applicant tracking system (ATS) handles these tasks, saving time and boosting productivity.
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Faster resume scanning
An ATS works like a search tool for resumes. Enter the right keywords, and it quickly finds qualified candidates. This speeds up the resume review process, reduces bias, and ensures no important details are missed.
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Keeps everything in one place
An ATS puts all your recruitment data in one place. Whether you need to check a candidate’s qualifications or their interview stage, everything is easy to find.
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Easy job posting
To find the best candidates, your job openings need to be visible. An ATS posts jobs with a single click, eliminating the need to log into various accounts and track performance manually.
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Cuts hiring costs
An ATS can lower hiring costs by streamlining the selection process. This is especially helpful for small and medium-sized businesses with limited budgets. Automating hiring tasks makes the process more cost-effective.
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Finds better candidates
An ATS ensures no important information is missed. It works with pre-assessment tools to give a clear view of top candidates, making it easier to hire the best talent.
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Speeds up hiring
Using an ATS can reduce the time it takes to fill positions. This allows recruiters to quickly find the right talent and focus on other important tasks.
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Helps teams work together
An ATS provides a platform where information can be easily shared. It allows tagging people, scheduling automated emails, sending reminders, and real-time notifications, improving communication and organization.
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Encourages team decisions
Applicant tracking software makes it easy for recruiters to work together. They can share feedback and reviews, making joint decision-making easier.
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Improves candidate experience
Candidates want timely updates on their application status. An ATS can automate these communications, ensuring candidates feel informed and valued.
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Streamlines recruitment
An ATS helps recruiting teams work more efficiently by managing and reviewing multiple applications quickly. This saves time and reduces the workload.
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Simplifies interview scheduling
An ATS syncs calendars seamlessly, making it easy to schedule interviews without the back-and-forth hassle.
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Reaches a larger talent pool
With an ATS, recruiters can post job openings across multiple job portals with a single click. This broad reach increases the chances of finding the perfect candidate.
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Tracks metrics and generates reports
An ATS replaces endless spreadsheets with automated reports and analytics tracking. This helps manage job posting metrics and improves time spent on web pages, increasing the number of applications.
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Supports remote teams
ATS software is very flexible, which is important for remote recruitment teams. It reduces chaos, boosts efficiency, and improves collaboration, making it easier to get the best out of each team member.
10 key features of an application tracking system
Candidate sourcing
Automatically post job openings across multiple job boards and social media platforms to reach a wider audience and attract more qualified candidates.
AI resume parsing
Transform resume screening with precise extraction, multi-lingual support, and time-saving automation. Recruit CRM’s AI-driven parser quickly extracts key details from resumes, making it easier to evaluate candidates efficiently and accurately.
AI GPT integration
Save hours each week with our GPT integration. This feature offers automatic job description crafting, insightful summaries, and AI-generated email templates and notes. It streamlines your recruitment tasks, allowing you to focus on higher-level activities.
Automated outreach with email sequencing
Never miss an important email again. Our automated sequencing ensures timely follow-ups and responses, keeping your hiring process and business development on track. This feature is designed to enhance communication efficiency and consistency.
Customizable dashboards
Track your recruitment metrics with customizable dashboards. Visualize data in a way that makes sense for your team, from time-to-hire to source effectiveness, helping you make informed decisions.
Mobile accessibility
Stay connected on the go with mobile accessibility. Both recruiters and candidates can access the ATS from their mobile devices, ensuring the hiring process is smooth and uninterrupted regardless of location.
Integrated video interviewing
Simplify the interview process with integrated video interviewing. Schedule and conduct interviews directly within the ATS, saving time and keeping all candidate information in one place.
Branded career pages
Enhance your employer brand with customizable career pages. Ensure a seamless candidate experience by providing a branded and engaging application process.
Automated workflows
Streamline your hiring process with automated workflows. Set up triggers and actions for repetitive tasks, such as sending follow-up emails or updating candidate statuses, to increase efficiency and reduce manual work.
Collaboration tools
Improve team collaboration with shared notes, feedback, and interview scheduling. All team members can access and contribute to candidate evaluations, ensuring a comprehensive hiring process.
How to choose the perfect applicant tracking system
Choosing an ATS is a big decision that requires careful consideration and thorough vetting of providers. Keep your business’s future needs in mind and select an innovative system that can grow with you.
By following these 9 rules and understanding your organization’s needs, you’ll find it easier to choose an ATS that fits perfectly.
1. Know Your business needs
Before you even start looking at options, get clear on what your business needs from an ATS. Are you aiming to improve your employer brand? Do you need to streamline your hiring process? Define your goals upfront so you don’t get distracted by unnecessary features.
For example, if enhancing your employer brand is a priority, ensure the ATS offers tools for branded career sites and consistent job descriptions. If it doesn’t, it’s not the right fit.
Pro Tip: Write down your company’s ATS goals and review them with your team before each demo to stay focused.
2. Think about who will use the software
An ATS is a tool that many people in your organization will use, from HR teams to hiring managers. Each group has different needs and uses for the software.
For instance, recruiter certification might use it to build talent pools, while hiring managers might use it for interview feedback. An intuitive interface is crucial, especially for those who won’t use it daily.
When checking out different systems, ask vendors to show you how it works for different user types. This way, you can see if it’s a good fit for everyone on your team.
Get input from employees in various roles and include them in demos. Their perspectives can help ensure the system meets everyone’s needs.
3. Experience the candidate journey
A seamless candidate experience is key.
Many job seekers feel frustrated by poor communication and prolonged application processes, which the best staffing software can help streamline.
Modern ATS platforms can make this smoother.
Ask your sales representative to walk you through the candidate’s journey, from application to interview scheduling and beyond.
Look for features like mobile applications, virtual interview links, recruiter texting tools, and a self-service portal for new hires. These tools make the process easier for candidates and more efficient for your team.
4. Look for regular updates and new features
Software that gets regular updates is always improving. Ask vendors about their most recent updates and how often they release new features.
Good ATS providers will keep you informed through in-app announcements, emails, or your account manager. They should also offer training to help you take full advantage of new features.
Tip: Ask about the last time the software had an outage and how it was handled. This can give you insights into their reliability and support.
5. Ensure integration with current HR software
You probably already use various HR tools for things like payroll and benefits. Your new ATS should integrate smoothly with these systems to avoid the hassle of manual data entry and the risk of errors.
Seamless integration speeds up data transfer and makes your processes more efficient.
6. Prioritize strong candidate search functions
An ATS should not only store applicant information but also make it easy to search through it.
Look for a system with advanced search capabilities so your recruiters can filter candidates by skills, location, experience, and more. This helps build a qualified candidate pool and speeds up the hiring process.
7. Test reports and analytics
One of the biggest benefits of an ATS is the data insights it provides. A good system will have customizable dashboards and reports to help you understand your recruiting process better. You can track metrics like time-to-hire, candidate sources, and the qualities of top candidates.
Tip: If your team is new to using HR metrics, ask the sales rep to show you common dashboard configurations and use cases for their reports.
8. Gather feedback from current users
Look for reviews and case studies from companies similar to yours. These can provide valuable insights into the ATS’s performance and customer satisfaction.
Successful ATS providers often have clients eager to share their positive experiences and results.
9. Understand the implementation timeline
Implementing a new ATS is a significant project that involves data transfer, training, and workflow setup. It’s rarely a quick process, so plan accordingly.
Ask vendors about their typical implementation timelines and what support they offer during and after the process. This helps set realistic expectations and ensures a smooth transition.
By automating repetitive tasks and enhancing candidate experience, an ATS helps you find and retain the best talent, ultimately contributing to the success of your organization. Embrace this technology to streamline your hiring workflow and stay ahead in the competitive world of recruitment.
Investing in a robust application tracking system not only improves the quality of hires but also frees up your time to focus on strategic initiatives. With the right application tracking system, you can build stronger relationships with candidates and clients, ensuring long-term growth and success for your recruitment efforts
Frequently asked questions
Can an ATS integrate with other HR tools?
Yes, most ATS solutions can integrate with other HR tools like payroll systems, background check services, and calendar apps to streamline the recruitment process.It reduces manual data entry, minimizes errors, and enhances overall efficiency in managing recruitment and HR functions. By integrating with these tools, an ATS provides a more cohesive and automated workflow for HR teams.
How does an ATS enhance the candidate experience?
An ATS improves the candidate experience by making the application process simple and quick. It sends automatic updates and confirmations, keeping applicants informed. Candidates receive timely feedback and clear status updates, making them feel valued. Features like chatbots and candidate portals provide additional support and easy access to information.
How long does it take to implement an ATS?
Implementation time can vary, but many vendors offer quick setup options. A trial period or demo can help you understand how the system works before full implementation.
