An introduction to Applicant Tracking Systems

Recruitment software like an Applicant Tracking Systems (ATS) is one of the most commonly-used and beneficial technology solutions available to a recruiter. But what is it and how is it used in online recruitment?

What is an Applicant Tracking System?

An Applicant Tracking System, (also called Talent Management System, Talent Platform, Candidate Management System) is a recruitment software application that makes hiring a little easier for recruiters (both in-house HR professionals and recruiters for recruitment agencies). Within the framework of the Applicant Tracking System, the recruiter is provided with a central place to systematically manage the entire recruitment process.

Job Requisition

All recruiting starts with the realisation that a job needs filling. The key to successful recruitment is to realise what that job is and many Applicant Tracking Systems offer processes to help create the job specification. Once the job specification is decided upon, the Applicant Tracking System comes into its own, establishing the recruitment work-flow, creating relevant recruiter groups for particular roles, setting recruitment time-lines and milestones, and structuring the human part of the recruitment process.

Job Posting

Once you have recruitment process in place for your vacancy, you can then create your job ad and think about how you want to promote it. Most Applicant Tracking Systems will integrate with your own corporate careers website so that you can automatically post jobs there. In addition, many also integrate with third-party job boards allowing you to post jobs to them with a single click. (Obviously, you will have to choose the right job board and have some kind of advertising agreement with job boards before they’ll take your jobs.) What’s more, as job advertising options widen beyond job boards, many Applicant Tracking Systems also have modules that also allow you to post jobs to other non-traditional recruitment websites such as LinkedIn, Myspace etc.

Applicant management

Whether you choose to have candidates apply via a web form on your own website, job board, or you have them apply by email, the Applicant Tracking Systems brings all candidates into a single candidate application location. Having this single location allows you to create bespoke application processes for each of your jobs. For example, you can have individual screening questions for each job; you can add psychometric tests; and manage CV uploads.

In addition, Applicant Tracking Systems let you systematically manage the recruitment process. For example, you can rate candidate applications as good or bad, invite line managers to review an application and rate it, reject candidates automatically, and communicate quickly with the candidates. And all this from one place. What’s more, once you have candidates in your system, you have the option to develop, build and widen your ongoing recruitment pipeline.

Analytics and Reports

What is your best source for sales candidates? How long did it take to fill administration positions over the last year? What was the average cost of hire for customer service staff? Time to hire? Where are the logjams in your recruitment work-flow? Because the entire recruitment process is being pushed through the Applicant Tracking System, you will be able to generate valuable reports and analytics and establish key KPIs for your recruitment process.

Applicant Tracking Systems for employers

While the main focus of our attention in this article has been on Applicant Tracking Systems for employers, do bear in mind that many Applicant Tracking Systems are designed to meet the specific needs of Recruitment Agencies. Whichever type of recruiter you are, it will be clear that Applicant Tracking Systems can offer real benefits. From creating job ads, to posting them to job boards, to managing candidates, to establishing candidate work-flows, to screening or creating bespoke application processes, as well as managing continuous communication with everyone involved in the recruitment process —Applicant Tracking Systems generally do it all.

And while in the past Applicant Tracking Systems systems may have been the preserve of larger organizations and recruitment agencies, with the rise of SaaS (‘Software as a Service’ provided over the web) pricing has come down significantly and implementation is far easier offering real tangible benefits to the smaller employer too.