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Your Ultimate Guide to Applicant Tracking System (ATS): Everything That You Need to Know 

everything you need to know about applicant tracking system (ATS)

Managing job applications and the hiring process through technology isn’t a recent innovation.  

Applicant Tracking System (ATS) have a rich history spanning over several decades. Throughout the years they have undergone significant evolution. In fact, the first ATS system was developed back in 1970s. However, it was a very rudimentary software that could only offer only basic data entry and organization of applications. These old versions of ATS relied heavily on manual support for an efficient operation. 

The modern ATS available in the market today employ background automation and are much more capable of performing tasks by themselves. But what exactly is an ATS? What can you expect from it? In this blog, we will discuss everything that you need to know about an applicant tracking software to help you develop a very thorough understanding of these recruiting software. 

What is an applicant tracking system (ATS)?

An ATS is a specialized talent management tool that has been designed to help recruiters and organizations to manage their recruitment operations. An ATS software allows recruiters to collect talent information, organize their database, and to filter and manage the candidates. According to recent data, more than 90% of Fortune 500 companies are currently using an applicant tracking system to develop a more efficient hiring culture.

While there are HRIS software which allow recruiters to store and sort talent information, ATS systems have gained popularity because of the multitude of features that they offer. Most applicant tracking systems in the market enable an efficient talent collection, management and organization. Some of the better ATS systems in the market also offer insights and analytics to enable the recruiters to make better decisions and come up with better recruitment strategies. Best ATS systems today empower talent acquisition teams to track all communications with prospective hires in a single location and work more efficiently to effectively engage, interview, and analyze leads.

In short, applicant tracking systems (ATS) are talent management tools that have been designed to help recruiters find the top of the talents that closely match the job profile. 

How do applicant tracking systems work?

Person using an applicant tracking software to work faster and more efficiently

Applicant tracking systems (ATS) are designed to work alongside the recruiter every step of the way. 

An ATS software proves invaluable in every aspect of operations, whether it be drafting a job description or extending a job offer. Certain ATS systems in the market go as far as enabling users to automate job requisitions and offer letters, thereby, substantially alleviating the workload of their users.

In order to understand the working of a typical ATS better, let’s explore the functionality using an example. Somhako is one of the best ATS in the market, that is providing a cost-effective talent management solution to recruiters wordwide. 

Let’s try to trace the process of recruitment through an ATS, using Somhako ATS as an illustrative example. Here is an outline of the stages within this process:

  1. The recruiter adds a job requirement and a job description into this recruitment software. Somhako ATS allows users to generate an instant job requisition with the help of an AI. Other ATS in the market also have similar features. Some of them don’t offer an AI generated description but offer templates instead. 
  1. Once the requirements have been generated and added into the system, the job gets posted across multiple locations. The talent pool can now view, and apply, to this job. Their applications get collected within the database of the ATS software. 
  1. The applicant tracking software now proceeds to analyze these applications, cross-referencing the job profile details with the information provided in applicants’ resumes. Somhako ATS, for instance, prioritizes and ranks these applicant profiles for the benefit of recruiters while simultaneously suggesting candidates the positions that align closely with their resumes. This process significantly enhances the quality of talent search outcomes. Similarly, numerous other ATS systems provide resume parsing features, enabling the ranking and sorting of applicant resumes based on their relevance to the job. 
ATS system lets the recruiter review resumes and make quick desicions
  1. The recruiters then have to review these shortlisted applications and select the candidates that they think are suitable. In case of Somhako ATS, an automated selection email is promptly dispatched to both the candidate and the client, therefore expediting the interview scheduling. Similar functionality can also be found in other recruiting software available in the market. 
  1. ATS now ensures that the recruiter remains informed about the progress of the selected candidates throughout the hiring process. Recruiters also often have the option to add personal notes and feedback within the system, which they can revisit at a later stage.
  1. When a candidate clears the interview, the software will also often send an offer letter to the candidates. Somhako ATS, for instance, uses an AI to enable the recruiter to generate a customised offer letter every time. Other ATS software usually offer some similar features or templates. 
  1. When the candidate accepts the offer letter, they are “hired” into the HR system. This information is stored for future reference. 
  1. Some of the best ATS solutions in the market, such as Somhako ATS, meticulously track and analyze each stage of the process, generating insights that can be used by recruiters to consistently enhance their decision-making capabilities.

The automation and the organization that an ATS brings to the process of recruitment cannot be underestimated. By enabling swift action and unbroken communication, an applicant tracking software allows the recruiter and the organization to save a lot of time which is essentially the most precious asset of the corporate world.

So, what exactly can you do with an applicant tracking system (ATS)? 

The short answer is that you can save time and resources. 

ATS have become popular as recruiting software because they help recruiters and organizations to let go of a huge amount of tedium that hangs over their everyday processes. These software work as effective talent management tool to make the workflow more dynamic and promote a healthier and efficient work practice amongst recruiters. 

There are several benefits to using an ATS:

Benefits of an ATS:

  1. Wider talent pool
ATS systems can help you expand your talent pool

Most ATS systems have user friendly platforms to ensure a smooth workflow since that is what they have been designed for. An advantage of this approach is that the ease-of-application often attracts more candidates and therefore allows the ATS to have a larger talent pool. Some of the best ATS in the market also accept profiles from across nations therefore offering global opportunities and attracting skilled talent from diverse backgrounds. 

  1. Easier and dynamic workflow 

Needless to say, a better workflow is at the core of an ATS’s operation. ATS software are designed to make the recruiting process more engaging and less redundant as the software works in tandem with the recruiter to automate and streamline their workflow. This enables the recruiter to have more time at their hands, make better decisions, research more, and perform more efficiently.

  1. Effortless talent management 

Applicant tracking systems initially emerged in the 1970s with the primary aim of maintaining comprehensive data records for future reference. This is therefore a core benefit of using an ATS. Nearly all applicant tracking software automatically curate and preserve a repository of data, ensuring easy access for recruiters’ future reference and utilization. 

  1. Reduction in workload 

ATS can generate automated job requisitions, mail responses, updates, alerts, and interview schedules. This effectively relieves the recruiters of content generation and managerial tasks. Additionally, certain ATS systems extend functionalities to facilitate efficient Customer Relationship Management (CRM) practices, enhancing the overall workflow efficiency.

  1. Smart and healthy work practices

By ensuring that the recruiter only has to focus on shortlisting candidates, ATS software help to promote a culture of smart work practices. Some ATS also provide insights and analytics to the recruiters helping them to constantly come up with better strategies.

What features to expect in an applicant tracking system (ATS)?

There are a lot of ATS systems in the market, however some general features of an applicant tracking software include:

  1. Resume parsing and advanced search

ATS systems compare applicants’ information with the details outlined in the job description, conducting a thorough analysis of resumes within the database. This analysis facilitates recruiters in conducting advanced searches of resumes, allowing for precise filtering based on specific keywords, job titles, skills, experience, education, and other relevant criteria.

  1. Candidate sourcing options

Most ATS software enable recruiters to actively search for, identify, and reach out to potential talents for open positions.

  1. Integrated CRM features 

Some of the best ATS systems in the market also include some integrated CRM features to allow the recruiters to better manage their communications with the client and the candidates. 

  1. Automation 

An ATS integrates automation in the daily tasks making it easier for the recruiter to navigate through their day-to-day operations. 

  1. Automated updates and insights 
Applicant tracking system (ATS) providing updates and insights

Almost all applicant tracking systems offer automated updates to the recruiter to keep them informed about the status of the shortlisted candidates. Some of the best ATS in the market also offer data driven insights to help the recruiters in making better decisions. 

  1. Rapid interview scheduling 

ATS systems are often integrated with calendar applications and are driven to expedite the interview scheduling process. Some ATS even offer features to generate interviews automatically. 

  1. Templates for email communications and job descriptions 

Most applicant tracking software offer templates to ensure that the recruiter enters their preferences and requirements for the job which can then be used by the software in resume parsing. Some ATS also offer email templates to ensure that all communication that happens on their platform remains consistent and professional. 

How to find the best applicant tracking system (ATS) for your needs?

There are many ATS systems in the market but to find the best ATS for your needs, you would need to have a good understanding of your own hiring requirements as well as the talent management tools an ATS offers. We have identified three major pointers that could help you in identifying an ideal recruiting software for yourself:

  1. Identify your requirements

Before you begin your hunt for an ideal ATS, you should have a good understanding of your recruitment needs. Every organisation has a slightly different talent acquisition culture. Understanding yours could give you a good idea of what recruiting software will fit well with your workflow and what will not. 

It would also be a good idea to identify what kind of talent pool is the ATS software targeting. If you are looking for a localised talent pool then you should search for ATS that are popular amongst the local talents. However, if you are looking for scaling opportunities, then a multi-national ATS platform might be more suited for your organization. 

  1. Have a budget

It is necessary to have an approximate budget in mind before you start searching for the best ATS for your needs. We recommend searching for solutions under your budget and checking which software matches most of your requirements. There are also some free ATS software available in the market if you do not wish to spend. However, they often have limited functionality and do not offer a lot of features. 

If you are looking to buy an applicant tracking system, we recommend signing up for trials and demos before buying the software so that you can experience it first hand and see if it really is worth the cost. 

  1. Evaluate the ATS 

Before you make up your mind, it is essential to truly evaluate the ATS software you have in mind. We recommend truly taking your time and exploring every aspect of the software during the demo period to ensure that you have truly vetted the platform and identified all the pros and cons. Check for client reviews and testimonials. Check online forums for any issues that the users may have reported and take your time analysing every aspect of the recruiting software and its talent management tools before making a final purchase. 

Conclusion 

We hope that this guide helped you develop a general understanding about applicant tracking system (ATS) and we hope that you would now be able to select the best ATS for your needs.  If you are interested in knowing more about Somhako ATS, you can visit our website or book a trial with us!

Somhako is a leading, global talent intelligence company, dedicated to simplifying recruitment operations and driving peak efficiency for recruiters worldwide. Through its AI-driven applicant tracking system, Somhako empowers users to identify top talents, streamline workflows, automate operations, and enhance the efficiency of hiring rates. 

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7 Best Recruitment Practices to Boost your Hiring Process in 2024!

7 Best Recruitment practices to boost your hiring processes

The recruitment landscape is getting more competitive than ever. With talent in high demand, organizations are seeking innovative ways to streamline their hiring processes. Many HR software, ATS, and talent management tools have flooded the market, promising an increased efficiency but ultimately failing to deliver. we have compiled a list of 7 best recruitment strategies to help you attract, assess, and hire top talent efficiently. Read on!

Best recruitment practices for better hiring process

Recently, the global job market has experienced a change. 

With the ever-increasing competition, the pressure to find top talents quickly has increased on the recruiters. The recruitment industry is slowly adopting candidate-centric dynamics to inculcate hiring practices that evolve not only to expedite candidate acquisition but also to streamline workflows and elevate the recruitment experience. 

This sudden shift in the dynamics puts an unreasonable pressure on the recruiter as they struggle to balance the ever-increasing workload against the stress that comes with the job. According to a 2023 survey conducted by Milieu Insight, about 6,000 respondents from Singapore, Malaysia, Vietnam, Indonesia, Philippines and Thailand (1,000 per country), admitted to quitting their jobs and taking career breaks for more than a month for multiple reasons.  

This has increased the pressure on recruiters to find better hires that would work consistently with the employers. However, with the increase in this pressure on recruitment, the market has also observed a boost in the numbers of HR software. Many talent management tools have emerged to help recruiters to cope better with these demanding challenges. 

We have compiled a list of 7 best recruitment practices that you can adopt in 2024 to boost your hiring process and cope better with the stress! 

1. Start with job descriptions 

As jobs and profiles keep flooding the market every single day, the importance of a good job description cannot be ignored. An effective job description serves as a two-way street for your recruitment process. A good job description can attract better candidates while also helping the employer to express their needs and expectations better. 

Needless to say, that to stand out amidst multiple opportunities, showcasing why candidates should choose your company is pivotal.

How to make better job descriptions?

You can use an HR software to write better job descriptions to improve your hiring process.

Well, engagement is key.

 We recommend sharing employee experiences, leveraging testimonials, and interacting on social media to showcase the company’s culture.

Attracting the right talent also means presenting the employers needs and expectations better. In today’s world, many HR software and hiring platforms offer job description generation services to their users. Many applicant tracking software (ATS) also offer AI-based job descriptions. Don’t hesitate to make use of all these tools for your benefit!

2. Go beyond job boards

As most of the recruitment happens online, it is becoming integral to go beyond conventional job boards. Social media handles stand out as indispensable tools for candidate sourcing. 

By incorporating social media handles in your recruitment processes you can not only learn more about the candidates that you are interested in but also give them an opportunity to truly develop an understanding of the work and the culture of the company that they are applying to. 

How to expand beyond the conventional job boards?

We recommend, integrating your applicant tracking system (ATS) or recruiting software with social media platforms, particularly LinkedIn and Facebook. Connect with candidates and share job ads to directly invite potential talents.

Use platforms like Twitter and niche communities such as Reddit to broaden your horizons and truly engage with individuals whose interests align with the positions you’re hiring for. 

We also suggest attending industry related events and meetups to connect with professionals that might be suited to your hiring needs. 

Use your HR software and talent management tools to consistently maintain a database of passive talents even when there are no specific vacancies so that you can quickly search and identify correct talents when positions open up. 

3. Implement a structure in your interviewing process

It can be very exhausting if you have to start every recruitment process from the scratch. Therefore, it is important to streamline and structure your interviewing process in general as much as you can.

Of course, the selection process can differ depending on the roles and profiles you are hiring for but having a checklist of major steps in front of you and a list of basic questions to ask during the interview can help you to get started and manage the whole process more efficiently.

How to streamline your interviewing process?

Structuring your interviewing processes with the help of an ATS or a talent management tool can significantly improve your hiring efficiency.

We recommend starting from the basics. 

Making a checklist for the major steps in the process can help you standardize the process significantly, thereby saving all the extra time that goes into organizing the hiring workflow. These checklists also help to ensure preparedness for interviews and screening calls, guaranteeing all essential information has been gathered before engaging with the candidates.

You can also construct some basic email templates for your work communication. When interacting with clients or candidates you can edit these templates to personalize communication. Nowadays, many HR software and applicant tracking software (ATS) offer features like this. You can also look online for some free templates to use and save them for your future reference.  

Streamlining your recruitment process is simple. Click here to get started. 

4. Use technology

Incorporating technology into your recruitment strategy is critical for unlocking valuable insights about your hiring process. 

Embracing a data-driven approach will empower you to optimize talent acquisition costs, pinpoint the most effective hiring channels, and maximise the return on investment for advertising expenditures. Therefore, investing in good HR software and talent management tools should be a critical step to improve your recruitment practices. 

How to use technology to maximize efficiency in your recruitment processes?

The first step is to identify your needs. There are many kinds of HR software and platforms available in the market and therefore is critical for you to have clarity on what exactly do you need. 

In general, you should at least seek out a software or a system that automates recruitment tasks. Applicant tracking systems (ATS) are gaining popularity amongst recruiters because they offer such kind of automation. This helps the recruiters to expedite their hiring process. But if you need anything specific then you can do your research and find what kind of software fits you best.

Different HR platforms offer different kinds of solutions. Remember that identifying a platform that aligns with your workflow and business goals is essential for leveraging HR technology to its complete potential.

5. Focus on ensuring a good candidate experience

Ensuring a stellar candidate experience is important because it helps you get further referrals and helps to develop a better talent pipeline.

With a better candidate experience, you can attract better talents and therefore have a better chance of ensuring good hires for your clients.

How to ensure a good candidate experience?

Use an ATS to ensure a better candidate experience and attract more talents.

Well, firstly, streamline the application process by condensing it. 

Lengthy procedures often deter candidates therefore ensure that your application procedures can be completed in under five minutes. Simplify the process by requesting resumes, cover letters, and a few qualifying questions. Avoid redundant inquiries.

You can also try making your careers page more informative since it serves as a gateway for both active and passive candidates to learn about your company culture. You can add employee stories, benefit descriptions, and avoid clichéd phrases to ensure its user-friendliness 

We also advise ensuring a regular communication with candidates throughout the hiring process. 

Many talent management tools and applicant tracking software (ATS) come with features that ensure that you get regular updates and follow-ups so that you can demonstrate your commitment to keeping candidates informed. 

6. Resumes are not everything 

Perhaps the best step you can take towards enhancing your recruitment practices is implementing better screening methods to identify better-suited candidates.

Remember that not everything can be summarised in a resume therefore it is absolutely essential that you remember to look beyond. 

How to improve your candidate screening methods?

First, you should incorporate work samples and assignments evaluation in your screening process.  

Assess portfolios or assign tasks to see if the candidate can handle their role. Their performance in the tests, combined with their portfolio should help to ensure better candidate filtration, therefore, enabling a more comprehensive evaluation.

We also recommend asking more job-tied questions to truly assess the candidate’s knowledge and competence. If you are using an applicant tracking system (ATS), you can check to see if your ATS offers a ranking system. This can help you predict job performance, especially if combined with the other strategies. 

Make sure that your skill tests are limited in number. You don’t want to make the application process too hard either after all but using skill tests and job-related questions along with ranks offered by your HR software can help you eliminate underqualified applicants faster, therefore, optimizing the recruitment process.

7. Update your recruitment process regularly 

Continuous evaluation and improvements are fundamental to a thriving recruitment process.

Regularly assessing strategies, metrics, and candidate feedback can help to ensure that your process is optimal and well-suited to your needs. 

How to evaluate and improve your recruitment process?

Use an HR software to get metrics and insights into your recruitment process and evaluate and update your practices to get better results.

We recommend using surveys and post-hire evaluations to collect data on your recruitment process. This can help you to identify recruitment metrics which can in turn help you to create better strategies or discard methods that are not working for you. 

You can also check your talent management tools or HR software performance metrics to gain further insights into the efficacy of your recruitment methods. Some applicant tracking systems (ATS) offer data-based insights to help you improve your recruitment methods as well. 

Optimize your hiring process with Somhako’s insights. Try for free.

You should also consider taking constant feedbacks from both successful hires and candidates who didn’t proceed further to illuminate more areas for improvement. 

Conclusion

We have listed the 7 best recruitment strategies above to help you boost your recruitment process for 2024! We hope that implementing these strategies will help you to attract top talents, improve employee retention, and enhance your performance. We wish you a year of efficient recruitment!

Somhako is a leading, global talent intelligence company, dedicated to simplifying recruitment operations and driving peak efficiency for recruiters worldwide. Through its AI-driven applicant tracking system, Somhako empowers users to identify top talents, streamline workflows, automate operations, and enhance the efficiency of hiring rates. 

Click here to learn more!