How Applicant Tracking Systems Improve Recruitment Efficiency?

With the digital age expansion, companies post openings online on job portals or their websites where interested applicants can easily upload their applications with a click of a button. But, have you wondered how companies narrow down the list of potential applicants?

With the help of an advanced application tracking system (ATS), 75% of unqualified job applicants can be filtered using certain keywords and tags associated with the job. In this blog, we will explore the concept of ATS, access the different applicant tracking systems, and list down factors to consider before using an ATS.

What is an Applicant Tracking System (ATS)?

Applicant tracking software, also called ATS, is the software used to automate recruitment and administrative tasks. It includes referral optimization, advertising jobs, scheduling interviews, updating job postings, etc. The core purpose of an ATS is to reduce the workload of recruiters; therefore, an effective application tracking system must be able to automate major workloads in the recruitment process.

Advantages of Applicant Tracking Systems

1. Streamlines Recruitment Process: ATS helps to quickly identify the best candidates for the job from a large pool of applicants by automating various processes and tasks. It significantly reduces the time needed to manually create and post advertising.
2. Automates Interview Process: It makes it simpler for recruiters to get in contact with potential applicants and schedule candidate interviews with the help of an instant chatbox and other automatic communication settings. It also provides the candidate with an automated response after they submit their application.
3. Eliminates Manual Work: It enhances the process of screening through automated or keyword-based analysis of resumes and cover letters. ATS eliminates the need for manual paperwork, making the recruitment process more efficient and easier to provide new employees with all the necessary documents.
4. Improves Data Management: The recruitment process is simplified through the automation of data collection, storage, and aggregation for prospective candidates. An ATS automatically gathers all details provided by applicants, leaving recruiters to focus on other tasks rather than needing to manually collect this information themselves.
5. Accelerates Onboarding Process: ATS keeps track of candidate records, making it easier to track the progress of the hiring process. With the help of an ATS system, documents can be accurately sent to new hires for electronic signature and can be stored automatically.
6. Eases Communication: The ATS tracking system simplifies communication with potential job candidates. Employers have a more efficient and transparent approach to interacting with prospective employees while also avoiding delays or confusion along the recruiting process. It also allows for automated emails to be sent to candidates.
7. Enhances Candidate Experience: ATS also helps to create a better candidate experience by providing an automated, personalized, and user-friendly application process. This helps attract and retain top talent.

Features of the Best Applicant Tracking Software

The following are the various features an applicant tracking software needs to have to be effective.

1. Automation of Tasks: A good ATS system should be able to automate processes like reviewing resumes, setting up interviews, and occasionally distributing job offers.
2. Resume Parsing: An effective applicant tracking software should be able to extract essential information from candidates’ CVs, such as their names, email addresses, the degrees they have earned, their abilities, and employment history.
3. Data Centralization: A good ATS software should make it easier for employees and recruiters to manage and access essential information from one location.
4. Management of Candidates: An effective tracking system should be able to manage candidate’s interactions with recruiters and employees.
5. Employee Referrals: A good applicant tracking system (ATS) should have adequate employee referral programs to attract candidates through different methods.
6. Candidate Tagging: An excellent candidate tracking system should be able to use relevant tags to link to a candidate or a job.
7. Mobile Recruiting: ATS must be able to connect job postings to individuals using mobile phones as much as those browsing with a system or other gadget.
8. Integrations With Other Tools: A good applicant tracking system (ATS) should be able to integrate with other recruiting tools.

Among many other qualities, an applicant tracking system should provide customer support, customizable templates, careers site builder, security and stability, reports and analytics, etc.

Factors to Consider When Choosing an ATS Software

Before opting to use any job applicant tracking system, consider the factors listed below.

1. Budget Friendly

The first thing to consider when using any ATS system is determining how much money you are willing to spend on the platform. It is important to identify the core benefits the software can provide for your company. Make a list of these perks and consider how they will impact your return on investment (ROI). For example, some platforms have features such as resume parsing that allow you to save time in screening job applicants.

2. Assess Your Business Needs

Choosing the right ATS software for a business depends on its size. For small businesses, a basic ATS platform is sufficient as it is cost-effective and the recruitment requirements are limited. Large business needs will require an ATS platform with advanced customization features to cater high volume of hiring processes.

3. Reporting and Analytical Capabilities

Both reporting and analytics are key features to look for in an ATS to make accurate and reliable data-driven decisions. The ATS should have built-in analytics and provide detailed reports to help businesses track and analyze key metrics, such as application in-flow, conversion rates, and time-to-hire notifications.

4. Integration with Other Administrative Operations

The ATS should be able to seamlessly integrate with other HR software, such as payroll, performance management, and onboarding systems. It should also integrate with the existing HR system and databases to efficiently export and import data.

To learn in-depth about the diverse role of the human resource department and acquire the necessary skills to use an ATS, consider taking an online course on human resource management.

5. Data Security

The ATS should include robust security features to protect confidential and sensitive employee data. It should have access control settings so that only authorized personnel can access the data.

6. Workable User Interface

The user interface of the ATS should be easy to navigate. It should have customizable options to filter specific information, a quick search feature, and an interactive dashboard to manage real-time job posting and tracking.

5 Best Applicant Tracking System Examples

Listed here are some of the best applicant tracking systems you can definitely try your hands on.

1. Greenhouse

Greenhouse is a software applicant tracking system that caters to the needs of mid-sized businesses. It has been acknowledged as one of the top applicant tracking programs, among many others with its headquarters in New York City.

Some of its major features are:

• Auto candidate matching
• Automated resume review
• Smooth integration with other database software
• Customized hiring workflows
• Candidate evaluation tools

2. Workable

Workable is considered an excellent recruitment solution for computer software companies. No matter what size your recruiting team or hiring goals may be, it can provide essential resources to make sure you bring on new personnel with ease.

Some of the key features are:

• Email and calendar sync
• HR system integration
• Full reporting suite
• Interview kit and scorecards
• Job description templates
• Native language option

3. Jobvite

This applicant tracking system has enabled users to easily sort through a large number of applications. Jobvite was founded in Indianapolis with additional branches located in Portland, the UK, and Canada.

Here are a few features of Jobvite ATS:

• Offers an excellent social media recruiting platform tailored for enterprise companies.
• Uses AI-driven techniques such as automated screening and ranking of applicants based on predetermined criteria.
• Possesses a built-in referral system.

4. Lever

This is a recruitment software that specializes in providing custom solutions for tech startups, mid-size businesses, and larger enterprises. It offers many of the same features as other similar services but also has some unique product offerings, integration options, and scheduling capabilities.

Some of the key features are:

• Accepts different file types (PDF, Microsoft Word, HTML, RTF, and Open Office).
• Supports word stemming.
• Features a Google Chrome extension to extract candidate data from pages like LinkedIn.
• Allows for automated email campaigns.

5. Teamtailor

Teamtailor is one of the best applicant tracking systems predominantly Swedish and specializes in employer branding and recruitment marketing. A major feature of Teamtailor’s ability to feature is its native careers page, which offers:

• Capabilities to target distinct talent pools
• Text-based recruiting options
• Referral opportunities
• Candidate nurturing programs

Also Read: Best HR Software in India

Conclusion

Applicant tracking systems provide a convenient solution for recruiters and employers by streamlining the hiring process. With an ATS, recruiters can store and organize candidate data in one central location, allowing them to quickly access all of their essential information. This ultimately makes it easier to filter through applications more efficiently when looking for qualified candidates.

Don’t forget to check out the best recruiting strategies. Also, if you’ve used any of the software listed here, please share your experience in the comments section.