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A Recruiter’s Guide to Applicant Tracking Systems

by | Mar 22, 2023 | Recruitment Software

Applicant tracking systems (ATS) are software programs designed to streamline the recruitment process by automating tasks such as resume screening, candidate communications, and job posting. As a recruiter, understanding how to effectively use an ATS is essential for optimizing your recruitment efforts. In this blog posts, we’ll provide an overview of applicant tracking systems and offer tips for using them effectively.

What is an applicant tracking system (ATS)

Oh, no . . . you’re not getting away that easily. Get back here and take your definition: what is an applicant tracking system or ATS?

An applicant tracking system (ATS) is a software tool that streamlines the recruitment and hiring process by automating administrative tasks and managing applicant data. ATS systems are used by companies of all sizes to manage the hiring process, from posting job openings to tracking applicant resumes and scheduling interviews.

The primary purpose of an ATS is to help recruiters and hiring managers manage the large volume of resumes and applications that they receive for open positions. The system can automatically screen resumes for keywords, qualifications, and other criteria that match the job requirements, which helps to filter out unqualified candidates and save time.

Understanding how an ATS works

Understanding how an ATS works is important for anyone involved in the recruitment process. Here are the basic steps involved in how an ATS works:

Job Posting: Recruiters create job postings that are published on various job boards, social media platforms, and company websites.

Application: Candidates apply for the job by submitting their resume and other required information through the online application form.

Resume Parsing: The ATS automatically scans the candidate’s resume and extracts relevant information such as work history, education, and skills.

Screening: The ATS screens the candidate’s application and resume based on the recruiter’s desired qualifications, experience, and other requirements.

Ranking: The ATS ranks the candidates based on their qualifications, experience, and other factors. The candidates with the highest scores are typically given priority.

Interview Scheduling: The ATS can also facilitate interview scheduling by sending invitations to candidates and scheduling interviews based on the recruiter’s availability.

Candidate Management: The ATS can track the status of each candidate and the stage they are in the recruitment process, from initial screening to final offer.

Hiring Decision: The ATS provides recruiters with data analytics and insights that help them make informed decisions about which candidates to hire.

An ATS streamlines the recruitment process by automating many of the manual tasks involved in recruiting, such as resume parsing, candidate screening, and interview scheduling. By leveraging the features provided by an ATS, recruiters can focus on the most important aspects of recruiting, such as building relationships with candidates and making informed hiring decisions.

Customizing your ATS settings

One of the first steps to effectively using an ATS is to customize the settings to fit your recruitment process. This includes adding your organization’s branding and customizing the job posting templates to ensure they align with your company culture and values. You can also set up automatic email templates and notifications to streamline candidate communication.

Optimizing job postings for ATS

Optimizing job postings for an Applicant Tracking System (ATS) is an important step in ensuring that your job postings are visible to a large pool of qualified candidates. Here are some tips for optimizing your job postings for an ATS:

Use Relevant Keywords: Use relevant keywords and phrases in your job posting that are likely to be searched by candidates. These can include job titles, required skills, certifications, and experience levels.

Be Specific: Provide detailed information about the job position, including job duties, required qualifications, and any other relevant information.

Use Simple Formatting: Use simple formatting such as bullet points and clear headings to make your job posting easy to read and scan.

Avoid Images and Graphics: Avoid using images and graphics in your job posting, as ATS may not be able to read them properly.

Use Standard Job Titles: Use standard job titles that are widely recognized in your industry to increase the chances of your job posting being found by candidates.

Avoid Acronyms: Avoid using acronyms that may not be understood by the ATS or the candidate.

Include Contact Information: Include contact information, such as an email address or phone number, in your job posting to make it easy for candidates to contact you.

Test Your Job Posting: Test your job posting to make sure that it can be easily read and scanned by the ATS. This can involve submitting a test application to make sure that the ATS is able to parse your job posting correctly.

Overall, optimizing your job postings for an ATS is important to ensure that your job postings are visible to a large pool of qualified candidates. By following these tips, you can increase the chances of your job posting being seen by the right candidates and improve your recruitment process.

Screening resumes effectively

Screening resumes effectively is an important step in the recruitment process. With the help of an Applicant Tracking System (ATS), recruiters can screen resumes quickly and efficiently. Here are some tips for screening resumes effectively with an ATS:

Create a Screening Criteria: Define a set of screening criteria based on the job requirements and qualifications, including education, skills, experience, and certifications.

Use Keyword Matching: Use keyword matching to scan resumes for relevant skills, experience, and qualifications. The ATS can be programmed to identify specific keywords and phrases that are relevant to the job position.

Review the Summary Section: Review the summary section of the resume, which usually contains a brief summary of the candidate’s qualifications and experience.

Check for Consistency: Check for consistency in the candidate’s work history, job titles, and dates of employment.

Look for Relevant Experience: Look for relevant experience that matches the job requirements, including job titles, job duties, and responsibilities.

Review Cover Letters: Review cover letters for additional information about the candidate’s qualifications, experience, and motivation for applying for the job.

Check for Errors: Check for spelling and grammatical errors, as well as formatting issues, that may indicate a lack of attention to detail.

Use Filters: Use filters to sort resumes based on relevant criteria such as education, experience, and job title.

Screening resumes effectively with an ATS requires creating a set of screening criteria, using keyword matching, reviewing the summary section, checking for consistency, looking for relevant experience, reviewing cover letters, checking for errors, and using filters. By following these tips, recruiters can quickly and efficiently screen resumes and identify the most qualified candidates for the job position.

Providing a positive candidate experience

An ATS can be a valuable tool in providing a positive candidate experience throughout the recruitment process. Here are some ways in which an ATS can be used to create a positive candidate experience:

Streamlined Application Process: An ATS can simplify and streamline the application process for candidates, making it quick and easy to apply for the job. This can help to reduce candidate drop-off rates and improve the candidate experience.

Personalized Communication: An ATS can be used to send personalized communication to candidates, such as automated emails to confirm receipt of their application or to provide status updates throughout the recruitment process. This can help to keep candidates informed and engaged in the process.

Fair and Objective Selection: An ATS can help to ensure that all candidates are evaluated based on the same criteria, reducing the risk of bias and discrimination in the selection process. This can help to provide a fair and objective recruitment process.

Mobile Optimization: An ATS can be optimized for mobile devices, making it easy for candidates to apply for jobs and stay engaged throughout the recruitment process.

Candidate Feedback: An ATS can be used to collect feedback from candidates about the recruitment process, including their experience and any suggestions for improvement. This can help to improve the candidate experience and enhance the employer brand.

Overall, using an ATS to provide a positive candidate experience requires a focus on simplicity, personalization, fairness, and feedback. By leveraging the features of an ATS to streamline the application process, communicate with candidates, ensure fair and objective selection, optimize for mobile, and collect feedback, recruiters can create a positive candidate experience that reflects positively on the employer brand.

Measuring recruitment success with data

An ATS can be a valuable tool in measuring recruitment success with data. Here are some ways in which an ATS can be used to track recruitment metrics and measure success:

Source of Hire: An ATS can track the source of hire for each candidate, allowing recruiters to identify which channels are most effective for recruiting candidates. This can help to optimize recruitment efforts and improve the ROI of recruitment marketing spend.

Time to Fill: An ATS can track the time it takes to fill each position, allowing recruiters to identify bottlenecks in the recruitment process and take steps to reduce time-to-fill. This can help to improve the efficiency of the recruitment process and reduce costs associated with open positions.

Quality of Hire: An ATS can track the performance of new hires, allowing recruiters to assess the quality of their hires and adjust recruitment strategies as needed. This can help to improve the overall quality of the candidate pool and the success of new hires.

Cost per Hire: An ATS can track the cost per hire, including recruitment marketing spend, agency fees, and other costs associated with the recruitment process. This can help to identify areas for cost savings and improve the ROI of recruitment efforts.

Diversity and Inclusion: An ATS can track diversity and inclusion metrics, such as the number of underrepresented candidates in the candidate pool and the success of diversity recruitment initiatives. This can help to promote a more diverse and inclusive workplace culture.

Using an ATS to measure recruitment success with data requires a focus on tracking key recruitment metrics such as source of hire, time to fill, quality of hire, cost per hire, and diversity and inclusion. By leveraging the data provided by an ATS, recruiters can identify areas for improvement in the recruitment process and take steps to optimize recruitment efforts and improve overall recruitment success.

Integrating with other HR software

An ATS can integrate with other HR software to create a seamless and efficient HR management process. Here are some examples of how an ATS can integrate with other HR software:

Human Resource Information System (HRIS): An ATS can integrate with an HRIS to share candidate and employee data, such as contact information, employment history, and performance metrics. This can help to streamline the onboarding process and ensure that all employee data is up-to-date.

Performance Management System: An ATS can integrate with a performance management system to track employee performance metrics and provide feedback to managers. This can help to improve the performance management process and promote employee growth and development.

Payroll System: An ATS can integrate with a payroll system to automate the payroll process and ensure accurate and timely payment to employees. This can help to reduce errors and save time and resources associated with manual payroll processing.

Learning Management System: An ATS can integrate with a learning management system to track employee training and development, including required training and compliance training. This can help to ensure that all employees receive the necessary training to perform their job duties effectively.

Employee Engagement Software: An ATS can integrate with employee engagement software to collect feedback from employees and track employee sentiment. This can help to improve the employee experience and promote a positive workplace culture.

Integrating an ATS with other HR software can help to create a more efficient and effective HR management process. By sharing data and automating processes, an integrated HR software system can save time and resources, reduce errors, and improve the overall employee experience.

Staying up-to-date with technology

Staying up to date with technology is crucial when using an ATS to streamline the recruitment process. Here are some tips for staying up to date with technology when using an ATS:

Regularly update the ATS software: Make sure that your ATS software is up to date with the latest features and security updates. Many ATS providers release updates on a regular basis, so it is important to stay informed and keep the software up to date.

Attend training sessions and webinars: Many ATS providers offer training sessions and webinars to help users learn about new features and best practices for using the software. Attend these sessions to stay up to date and learn new techniques for optimizing your recruitment process.

Stay informed about emerging technologies: Technology is constantly evolving, and it is important to stay informed about emerging technologies that can enhance your recruitment process. This includes technologies such as artificial intelligence, chatbots, and video interviewing software.

Participate in online communities: Participating in online communities, such as forums or social media groups, can be a great way to stay informed about the latest trends and technologies in the recruitment industry. These communities allow you to connect with other recruiters and share best practices for using an ATS.

Evaluate the effectiveness of the ATS: Regularly evaluate the effectiveness of your ATS and identify areas for improvement. This can help you identify new features or technologies that can enhance your recruitment process and stay ahead of the competition.

Staying up to date with technology when using an ATS is essential for optimizing the recruitment process and staying ahead of the competition. By regularly updating the software, attending training sessions, staying informed about emerging technologies, participating in online communities, and evaluating the effectiveness of the ATS, recruiters can stay up to date and improve their recruitment success.

Ensuring compliance with hiring regulations

An ATS can be a valuable tool for ensuring compliance with hiring regulations. Here are some ways an ATS can help ensure compliance:

EEOC Compliance: An ATS can help ensure compliance with Equal Employment Opportunity Commission (EEOC) regulations by allowing you to track and report on candidate demographics, including race, gender, and ethnicity. This can help to ensure that your hiring process is fair and unbiased.

OFCCP Compliance: The Office of Federal Contract Compliance Programs (OFCCP) requires federal contractors to maintain documentation related to hiring practices and affirmative action plans. An ATS can help maintain these records and generate reports to ensure compliance.

ADA Compliance: The Americans with Disabilities Act (ADA) requires employers to provide reasonable accommodations to qualified applicants with disabilities. An ATS can help identify and track candidates who have requested accommodations and ensure that their needs are met during the hiring process.

FCRA Compliance: The Fair Credit Reporting Act (FCRA) requires employers to follow certain procedures when conducting background checks on job applicants. An ATS can help manage the background check process and ensure compliance with FCRA regulations.

GDPR Compliance: The General Data Protection Regulation (GDPR) requires employers to obtain consent from job applicants before collecting and processing their personal data. An ATS can help manage the collection and processing of applicant data and ensure compliance with GDPR regulations.

An ATS can be a valuable tool for ensuring compliance with hiring regulations. By automating the hiring process, maintaining documentation, and generating reports, an ATS can help ensure that your hiring process is fair, unbiased, and compliant with applicable regulations.

Making the most of ATS features

An ATS is a powerful tool for streamlining the recruitment process, but it is important to make the most of its features to optimize its effectiveness. Here are some tips for making the most of your ATS features:

Customize the system: Customize the ATS to fit your organization’s needs. This can include setting up custom fields, creating custom templates, and configuring the system to match your hiring process.

Automate repetitive tasks: Use the automation features of the ATS to save time on repetitive tasks. This can include automating candidate communications, scheduling interviews, and sending reminders.

Use analytics and reporting: Use the analytics and reporting features of the ATS to gain insights into your hiring process. This can include tracking metrics such as time to hire, cost per hire, and applicant sources.

Integrate with other HR software: Integrate the ATS with other HR software, such as payroll and performance management systems, to streamline the HR process and avoid duplication of effort.

Stay up to date: Keep up to date with the latest features and updates to the ATS, attend training sessions and webinars, and participate in online communities to stay informed and optimize your use of the system.

By customizing the ATS, automating repetitive tasks, using analytics and reporting, integrating with other HR software, and staying up to date with the latest features, recruiters can make the most of their ATS and optimize their recruitment process. By doing so, recruiters can save time, reduce costs, and improve the candidate experience, ultimately leading to better recruitment outcomes.

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