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In this comprehensive guide on ATS – applicant tracking systems, you’ll discover how to streamline your recruitment process and make hiring a breeze. From understanding the basics to mastering advanced features, we’ve got you covered. Get ready to revolutionize your hiring strategy!

So, say goodbye to manual and time-consuming hiring processes! Welcome to the world of ATS hiring.

• What is an ATS
• Importance of ats
• End to end ATS hiring – a step by step guide
• Difference between an ATS and CRM
• Why is it not ideal to use a CRM as an ATS
• How Asanify can help you
• 10 things to know while choosing an ATS
• Summary
• FAQ

What is an ATS?

ATS stands for “Applicant Tracking System,” which is a software application used by organizations to manage the recruitment process. An applicant tracking system can help companies automate and streamline various tasks, such as posting job ads, receiving and storing resumes, tracking applicants through the hiring process, and generating reports.

An ATS can also assist with resume parsing, which is the process of extracting information from a candidate’s resume and storing it in a database. This can help organizations save time by eliminating the need for manual data entry, and it can also help ensure that all relevant information about a candidate is stored in a centralized location.

In addition, many ATS include features like email integration, candidate communication tracking, and resume search capabilities, which can help to hire managers and recruiters quickly find the most qualified candidates.

Overall, an applicant tracking system can help organizations make more informed hiring decisions by providing them with a comprehensive view of all applicants, as well as assisting with many of the time-consuming and repetitive tasks involved in the recruitment process.

Importance of ATS – Applicant tracking system

An Applicant Tracking System (ATS) is a valuable tool for any organization that is looking to streamline and optimize its recruitment process. Some of the key benefits of using an ATS include:

Improved efficiency thanks to an ATS 

An applicant tracking system can automate many manual and time-consuming tasks associated with the recruitment process, such as posting job ads, receiving and storing resumes, and tracking applicants. This can save organizations time and resources, allowing them to focus on more strategic aspects of the hiring process.

An example of improved efficiency through the use of an ATS would be the automation of posting job ads. Rather than manually posting job ads to multiple job boards and company websites, an ATS can automate this process, allowing the recruiter or hiring manager to focus on more strategic tasks. Another example is the automation of resume screening, where the ATS can automatically identify resumes that meet specific criteria. This includes minimum years of experience, and presenting those resumes to the recruiter for further review.

Increased organization

An applicant tracking system allows all information about a candidate to be stored in a centralized location, making it easy for hiring managers and recruiters to access and review the information they need. This can help ensure that everyone involved in the hiring process has a clear understanding of the candidate pool and is making informed decisions.

An example of increased organization through the use of an ATS would be the centralization of all information about a candidate in one location. For example, an ATS can store a candidate’s resume, cover letter, references, interview notes, and other relevant information in one place. An ATS makes it easy for the hiring manager or recruiter to access and review all of the information they need. Hence, you can make informed decisions.

Better candidate experience with an ATS

An applicant tracking system can help organizations provide a better candidate experience by automating communication and updating candidates on the status of their applications. This can help build trust and positive relationships with candidates, even if they are not ultimately hired.

An example of providing a better candidate experience through the use of an ATS would be the automation of candidate communication. For example, the ATS can automatically send a confirmation email to a candidate when their resume has been received. It can also send follow-up emails to keep the candidate informed about the status of their application. This can help build trust and positive relationships with candidates, even if they are not ultimately hired.

Improved diversity and inclusion with an ATS

An applicant tracking system can help organizations make more informed hiring decisions by removing unconscious biases from the recruitment process. For example, some ATS have features like resume parsing, which can help eliminate the need for manual data entry, reducing the risk of human error.

An example of improved diversity and inclusion through the use of an ATS would be the use of resume parsing to eliminate manual data entry. This can reduce the risk of human error. Misstating a candidate’s qualifications or experience never happens. This will help you avoid having a negative impact on diversity and inclusion.

Additionally, the ATS can track diversity metrics and generate diversity reports. This helps organizations identify areas for improvement. It also ensures that the organization is making a conscious effort to create a diverse and inclusive workplace.

Enhanced data and reporting capabilities

An applicant tracking system can generate a variety of reports, such as applicant tracking reports and diversity reports. This can help organizations better understand their recruitment process and identify areas for improvement.

An example of enhanced data and reporting capabilities through the use of an applicant tracking system would be the generation of applicant tracking reports. These reports can provide valuable insight into the recruitment process, such as the number of applicants, the time-to-hire, and the sources of candidates. This data can help organizations make informed decisions about their recruitment strategy and identify areas for improvement.

Another example is the use of data stored in the ATS to analyse trends. This includes the effectiveness of different job boards or recruitment channels. This in turn can help organizations make informed decisions about their recruitment budget and allocate resources more effectively.

Overall, the use of an applicant tracking system can help organizations make more informed hiring decisions. You can improve the efficiency and organization of the recruitment process. It also provides a better candidate experience.

End to end hiring – step by step through an ATS

Job creation:

A recruiter or hiring manager creates a job posting in the ATS and inputs the job requirements, responsibilities, and other information such as the job title, job description, location, salary, and department. The ATS will typically have a template that makes it easy to create a job posting that is both clear and attractive to potential candidates.

Job advertising:

An organization’s recruitment strategy determines where the job posting gets automatically posted, such as multiple job boards, social media platforms, or the company’s careers website. This increases the pool of potential candidates and improves the chances of finding the right fit for the role.

Applicant tracking:

Applicants submit their resumes and cover letters through the company’s careers website or directly through the job boards. The applicant tracking system automatically tracks the applications and assigns each applicant a unique tracking number for reference.

Resume screening:

The ATS uses resume parsing to extract relevant information from the resumes. Meaning work experience, education, and skills gets stored in the system. The ATS can then use this information to automatically screen the resumes and identify those that meet specific criteria set by the organization, such as minimum years of experience.

Review and shortlisting using the ATS:

The recruiter or hiring manager can use the applicant tracking system to review the screened resumes and shortlist the most promising candidates. The ATS allows recruiters to add notes and comments on each candidate, making it easy to keep track of their thoughts and discussions.

Scheduling interviews:

The ATS can be used to schedule interviews with the shortlisted candidates. The ATS can send automated email and SMS reminders to the candidates and recruiters, reducing the risk of missed interviews.

Interview tracking:

The ATS allows recruiters to take notes during the interviews and store them in the system. This makes it easy to keep track of the candidate’s strengths and weaknesses.

Candidate selection via an ATS:

Based on the notes and feedback from the interviews, the recruiter or hiring manager can use the applicant tracking system to select the best candidate for the role.

Offer management:

The ATS can be used to send the job offer to the selected candidate. Also information on the salary, benefits, and start date can be sent. The ATS can also track the candidate’s response and manage the offer acceptance and negotiation process.

Onboarding:

The ATS can be used to manage the onboarding process, including sending pre-boarding materials, scheduling orientation, and tracking the completion of required paperwork.

This is just one example of the end-to-end hiring process using an ATS. The specific steps and features may vary depending on the ATS being used. However, the overall goal of the ATS is to streamline and simplify the hiring process, making it more efficient, organized, and effective.

What is the difference between an ATS and CRM

An Applicant Tracking System and a CRM (Customer Relationship Management) system are both software systems designed to help organizations manage relationships and interactions with different groups of people. However, the key difference between the two is the type of relationships and interactions they manage:

Applicant Tracking System

Organizations use applicant tracking software to manage their recruitment process, including posting jobs, screening resumes, selecting candidates, and onboarding. The primary focus of an ATS is to streamline and automate the recruitment process, making it more efficient, organized, and effective.

CRM

Organizations use CRM software to manage interactions and relationships with customers. A CRM offers a central repository for customer information such as contact information, communication history, and purchase history. The goal of a CRM is to provide a better customer experience and to increase customer loyalty and engagement.

So, both ATS and CRM systems aid organizations in managing relationships and interactions with diverse groups, but ATS concentrates on the recruitment process, whereas CRM concentrates on customer interactions and relationships.

Why is it not ideal to use a CRM as an ATS

A CRM manages customer relationships and interactions. An ATS manages the recruitment process. A CRM may have some ATS-like features, but using a CRM for candidate hiring is not ideal:

Inadequate tracking

A CRM is not designed to track the flow of resumes and job applications, making it difficult to monitor the progress of each candidate. An applicant tracking system, on the other hand, provides a centralized repository for job postings and applicant information, making it easier to track and manage the recruitment process.

Limited resume parsing

A CRM may have limited ability to extract relevant information from resumes, such as work experience, education, and skills. An ATS, on the other hand, uses resume parsing technology to automatically extract this information and store it in the system, making it easier to screen and shortlist candidates.

Inadequate interview tracking

A CRM does not track interview progress and recruitment-related activities, making recruitment management difficult. An ATS provides tools to schedule interviews, take interview notes, and track interviewer feedback, making recruitment management easier.

No offer management

A CRM does not have the ability to manage job offers, including sending the offer, tracking the candidate’s response, and managing the offer acceptance and negotiation process. An applicant tracking system, on the other hand, provides tools for offer management, making it easier to manage the recruitment process.

In conclusion, while a CRM may have some similar features to an ATS, using a CRM for candidate hiring is not ideal due to its limited ability to track and manage the recruitment process. An ATS provides a more comprehensive solution for managing the recruitment process and is designed specifically for this purpose

10 things to know while choosing an Applicant tracking system

User-friendliness

It’s important to choose an ATS that is user-friendly and intuitive, both for recruiters and applicants. The system should be easy to navigate and have a clear, straightforward interface. This will help ensure that recruiters can quickly and easily manage the recruitment process and that applicants can easily apply for jobs.

Customization options

Different organizations have different needs and requirements when it comes to recruitment. Choose an ATS that offers customization options, including the ability to add custom fields, workflows, and reporting. This will help ensure that the system meets the specific needs of your organization and supports your recruitment process.

Resume parsing

Resume parsing technology allows an applicant tracking system to automatically extract information from resumes, including work experience, education, and skills. This makes it easier to screen and shortlist candidates, saving recruiters time and effort. Make sure the one you choose has strong resume parsing capabilities.

Reporting and analytics

It’s important to have a clear understanding of key recruitment metrics, such as time-to-hire, source of hire, and cost-per-hire. Choose an ATS that provides robust reporting and analytics, allowing you to track and analyze these metrics.

Integrations with other applications

An ATS should integrate with other tools and systems used by your organization, such as your HRIS, email, and social media platforms. This will help ensure that your recruitment process is seamless and efficient.

Mobile responsiveness

With more and more job applicants using mobile devices, it’s important to choose an ATS that is mobile-responsive. This will allow applicants to easily apply for jobs from their mobile devices and recruiters to manage the recruitment process from their mobile devices.

Data security and privacy are important in any ATS

When choosing an applicant tracking system, it’s important to consider data security and privacy. Make sure the one you choose has strong security measures in place, including data encryption, secure storage, and access controls.

Support and training

A comprehensive support and training program can help ensure that you get the most out of your ATS. Choose an ATS that provides comprehensive support and training, including online resources, tutorials, and dedicated support teams.

Pricing

The cost of an applicant tracking system can vary widely, so it’s important to choose one that provides value for money. Consider the total cost of ownership, including the cost of the software, implementation, training, and ongoing support and maintenance.

Scalability of the ATS

As your organization grows and changes, your recruitment needs may change as well. Choose one that is scalable to meet the changing needs of your organization, including the ability to handle a growing candidate volume and the addition of new job postings.

Summary – ATS

An ATS streamlines recruitment by automating tasks like resume screening, candidate tracking, and interview scheduling. It saves time and improves efficiency for recruiters and simplifies the application process for candidates.

When choosing an ATS, consider factors like user-friendliness, customization, resume parsing, reporting, integrations, mobile responsiveness, security, support, pricing, and scalability. Choose an ATS that meets your organization’s needs, has robust features, is user-friendly, and fits your budget.

The right ATS streamlines recruitment, improves the candidate experience and helps organizations make better hiring decisions.

FAQs