Applicant Tracking Systems, or ATS, are software programs meant to ease recruitment. With this type of software, a recruiter can easily access and organize the details of the process of applicant tracking systems. It also allows for easily sifting through a large number of applications and focusing on the most suitable options.
While each ATS offers its own unique set of advantages, certain functions can be found in any good platform. During a hiring process, there are several tasks, from minor to major, that an ATS will complete effectively, providing the user with a smooth experience and dependable results.
What is an Applicant Tracking System?
An Applicant Tracking System (ATS) is a software application designed to help companies manage their recruitment processes more efficiently. By serving as a central database for job postings, candidate applications, and resumes, an ATS streamlines the entire recruitment process.
This software allows recruiters to electronically handle job postings, track candidate applications, and organize resumes, significantly reducing the time spent on manual tasks. With an applicant tracking system, companies can ensure that no detail is overlooked, making the hiring process smoother and more efficient.
Brief History and Evolution of ATS
The concept of an applicant tracking system emerged in the late 1990s, initially developed to automate the recruitment process. Early ATS platforms were basic, focusing primarily on digitizing paper resumes and simplifying the storage of candidate information.
Over the years, these systems have evolved significantly. Modern ATS platforms now incorporate advanced features such as artificial intelligence, machine learning, and mobile optimization.
These enhancements have made ATS an indispensable tool for companies of all sizes, enabling them to manage their recruitment processes more effectively and find the best candidates with greater ease.
Importance of ATS in Modern Recruitment
In today’s competitive job market, an ATS is crucial for companies looking to stay ahead of the competition. An ATS helps improve the candidate experience by providing a seamless application process and timely communication.
It also increases efficiency by automating repetitive tasks, allowing recruiters to focus on more strategic aspects of hiring. Additionally, an ATS reduces recruitment costs by minimizing the time and resources spent on manual processes.
By tracking and analyzing candidate data, an ATS provides valuable insights that can inform future recruitment strategies, ensuring that companies continue to attract and retain top talent.
How Applicant Tracking Systems Work
Overview of the ATS Process
The process of using an ATS typically involves several key steps, each designed to streamline the recruitment process:
Job Posting
The company creates a job posting and publishes it on various job boards, social media platforms, and the company’s website. This ensures maximum visibility and attracts a diverse pool of candidates.
Candidate Application
Candidates apply for the job by submitting their resumes and cover letters through the ATS. This centralizes all applications, making it easier for recruiters to manage and review them.
Resume Screening
The ATS screens the resumes and cover letters to identify the most qualified candidates based on the job requirements. This step often involves keyword matching and other criteria set by the recruiter.
Candidate Shortlisting
The ATS shortlists the candidates who best meet the job requirements and sends their profiles to the hiring manager for further review.
Interview Scheduling
The hiring manager schedules interviews with the shortlisted candidates, often using the ATS to coordinate availability and send out invitations.
Candidate Evaluation
The hiring manager evaluates the candidates during the interview process and selects the best fit for the job. Feedback and evaluations are often recorded in the ATS for future reference.
Job Offer
The company extends a job offer to the selected candidate, often using the ATS to generate and send the offer letter.
By automating these steps, an ATS helps companies streamline their recruitment processes, reduce manual errors, and improve the overall candidate experience. This automation ensures that the best candidates are identified quickly and efficiently, making the hiring process more effective and less time-consuming.
Use Cases of ATS
Posting a Job in the Hiring Process
Once an organization decides to fill a role, announcing its need to the public is the first and most important step. In some cases, ATS platforms even offer templates for various kinds of positions, which the recruiter can customize as per the needs of the team.
Now that the recruiter has an enticing job description, the time has come to make it public. However, given the number of platforms across the internet, missing out on even a single one can lead to the recruiter missing out on the best candidates.
Hence, ATS ensures that this is never a problem for its users. The software simultaneously posts the job description on various platforms and allows for customization as needed.
Data Collection and Analysis
As the name suggests, ATS collects applications coming from various points of contact. Instead of the recruiter going to all the job boards and/or inboxes, ATS fetches applications automatically and starts to screen them.
For the analysis of applications, the recruiter can present the key factors that they are looking for in a candidate. This means that the ATS will go through each application for the keywords that hint towards a candidate being a good fit. Additionally, ATS can look through details like location, expected salary, and experience. It can, then, compare them with what the recruiter wants.
Based on the desired keywords, qualifications, and other details as customized by the recruiter, all the applications are scored and ranked based on their suitability. The points that the recruiter is most interested in are highlighted and it also mentions just what the resume might be lacking in.
Certain ATS software can generate feedback for each resume that can be shared with every individual candidate to facilitate good communication and establish a good relationship between a candidate and the recruiting organization.
Apart from the new applications, ATS can also look through applications that it may have received in the past and can point the suitable ones out to the recruiter. The same can hold for internal hiring if the recruiter is open to the same.
Communication and Organization
The role of an ATS becomes even more crucial once the screening process is over. If the recruiter decides that a candidate is eligible to proceed to the next round, ATS can provide the contact details of the applicant in question.
From this point on, ATS can keep track of upcoming meetings, the schedules of those involved in the hiring process, and what stage each candidate is at in the process. This makes sure that each party, including the candidate, remains aware of what to expect.
Benefits of ATS
Increasing Efficiency
One of the most tedious parts of a recruiter’s job can be screening through various applications. In the case of large-scale recruitment, this can spell even more trouble. This is where ATS comes in and efficiently reduces the workload with its automation system.
The ability to parse through a high number of applications easily means that no applicant gets lost in the crowd, especially the kind that the recruiters are looking for. The possibility of human error has also decreased significantly.
Maintaining Stellar Data Bank
Thanks to ATS, recruiting organizations can keep track of all those who have showcased an interest in their company, despite their suitability for specific positions. This means that while an applicant might not be selected for one position, the organization can later reach out to them for another position that might open up in the company.
In some cases, an applicant might be offered an alternative position at the same time that they might have been unaware of.
Key Insights
It is not just the applicants that an ATS gathers data for. If a company is looking to increase the efficiency of its hiring process, then ATS can offer valuable insights for the same. Certain metrics that can be helpful in this include:
- Process Time: The time taken from the initial posting of a job to the successful selection of a candidate.
- Relevant Applications: The percentage of suitable applications out of total applications. This allows recruiters to understand whether or not the posted job description is attracting the candidate pool that the position is meant for.
Conclusion
An Applicant Tracking System, or ATS, can allow recruiters to customize the platform based on their needs. It can also change details based on the needs of the recruiter.
Apart from the various advantages that an ATS platform can provide to a recruiter, it can also help foster a good relationship with an applicant thanks to the organized nature of the hiring process.
The need for ATS can vary depending on the organization and the recruiter’s work style. A good ATS can be highly towards a company’s public image. This means that a company should keep its brand’s values in mind when selecting an ATS.