Choosing the right Applicant Tracking System (ATS) can make or break your hiring process. At Applicantz, we’ve seen firsthand how the right ATS can streamline recruitment and boost hiring efficiency.
This guide will walk you through how to choose an ATS that fits your business needs. We’ll cover key features, vendor evaluation, and implementation strategies to help you make an informed decision.
What Features Make an ATS Stand Out?
Streamlined Job Posting and Distribution
An effective ATS should simplify the process of creating and distributing job postings. Look for systems that offer customizable templates and one-click posting to multiple job boards. JobAdder is an ATS best suited for recruitment agencies and staffing firms that have robust hiring needs.
Smart Candidate Screening
Advanced screening tools are essential for identifying top talent quickly. Seek out ATS solutions with AI-powered resume parsing and keyword matching. Manatal is an advanced AI recruitment software designed to simplify the hiring process for organizations of all sizes. These features can help you sift through large applicant pools and surface the most promising candidates. Some systems even offer pre-screening questionnaires to further refine your candidate pool.
Seamless Collaboration Tools
Your ATS should facilitate smooth communication among hiring team members. Look for features like in-app messaging, shared candidate notes, and collaborative evaluation forms. These tools can streamline decision-making and reduce time-to-hire. A collaborative evaluation process (which some ATS providers offer) can minimize bias and speed up hiring decisions.
Robust Reporting and Analytics
Data-driven hiring decisions are key to improving your recruitment process over time. Choose an ATS with comprehensive reporting capabilities. Look for customizable dashboards that display key metrics like time-to-hire, source of hire, and cost-per-hire. These insights can help you refine your recruitment strategy and allocate resources more effectively.
User-Friendly Interface and Mobile Accessibility
Prioritize ATS options with user-friendly interfaces and mobile accessibility. Beamery personalizes the candidate experience and allows organizations to measure that experience through every stage of the process and compare data across different stages. The best ATS for your business is one that your team will actually use and that scales with your growth.
Now that we’ve covered the key features to look for in an ATS, let’s move on to evaluating ATS vendors. This next step is critical in ensuring you select a provider that not only offers the right features but also aligns with your company’s needs and values.
How to Evaluate ATS Vendors
Research Reputation and Reviews
Start your evaluation by investigating the vendor’s market reputation. Platforms like G2, Capterra, and TrustRadius offer valuable insights from real users. Focus on reviews from businesses similar to yours in size and industry. These reviews will help you understand each ATS’s strengths and weaknesses.
A recent study reveals that 94% of recruiters agree that their ATS has had a positive impact on their organization’s hiring processes. However, experiences can differ, so look for patterns in user feedback rather than isolated opinions.
Verify Integration Capabilities
Your ATS should integrate smoothly with your existing HR tech stack (including HRIS systems, background check providers, and communication tools). Ask vendors about their integration partners and APIs. A well-integrated ATS can reduce time waste and data entry errors.
For instance, an ATS that integrates with your team communication platform can streamline collaboration on hiring decisions. Similarly, calendar app integration can simplify interview scheduling.
Examine Pricing and ROI
ATS pricing models vary significantly. Some charge per user, others per job posting or hire. Consider your hiring volume and budget when evaluating costs. Include implementation fees and any additional costs for premium features in your calculations.
To estimate potential ROI, calculate time savings from automation and improved efficiency. While an ATS isn’t solely responsible for improvement, it can contribute to better business outcomes through streamlined hiring processes.
Evaluate Support and Training
Even the best ATS can underperform without proper support and training. Inquire about the vendor’s onboarding process, ongoing support options, and available training resources. Seek providers offering multiple support channels (phone, email, and chat).
Some vendors offer a free 14-day trial with full feature access, no credit card required. This allows you to test the system’s usability and support quality firsthand before making a commitment.
The right ATS vendor should act as a partner in your hiring success, not just a software provider. Take time to thoroughly evaluate your options, and don’t hesitate to request demonstrations or trial periods before making your final decision. With a clear understanding of vendor evaluation, let’s move on to the critical process of implementing your chosen ATS in your organization.
How to Implement Your New ATS
Prepare Your Team for Change
The first step in implementing your new ATS is to prepare your team for the upcoming changes. Start by clearly communicating the benefits of the new system to all stakeholders. Prosci correlated data showing that effective change management is strongly linked to project success, including meeting objectives and staying on schedule.
Identify champions within your organization who can help drive adoption. These individuals should show enthusiasm about the new ATS and support their colleagues during the transition. Create a cross-functional implementation team to address concerns from various departments.
Migrate Data and Set Up the System
Data migration often presents the most significant challenge in ATS implementation. Start with an audit of your existing data to determine what you need to transfer to the new system. Clean your data before migration to avoid carrying over outdated or irrelevant information.
Work closely with your ATS vendor during this process. Many providers offer data migration services or tools to streamline the process. Set realistic timelines for the migration process. Depending on the volume and complexity of your data, this could take anywhere from a few days to several weeks. Plan for a period of parallel operation where you run both the old and new systems simultaneously to ensure no critical information is lost.
Create Customized Workflows
Once your data is in place, focus on creating customized workflows that align with your hiring processes. Map out your current recruitment workflow, then identify areas where the new ATS can improve efficiency.
Customize your ATS to match your company’s unique needs. This might include defining the recruitment process, optimizing job descriptions, and screening candidates efficiently.
Your initial setup doesn’t have to be perfect. Plan to refine your workflows over time based on user feedback and changing business needs. Many organizations report significant improvements in their hiring processes after fine-tuning their ATS over the first few months of use.
Train Your Team and Drive Adoption
Comprehensive training is essential for successful ATS adoption. Develop a training plan that caters to different user groups – recruiters, hiring managers, and executives may all need different levels of system knowledge.
Use a variety of training methods to accommodate different learning styles. This could include hands-on workshops, video tutorials, and written guides. Many ATS providers offer extensive training resources and support during the implementation phase.
Set clear expectations for system usage and establish metrics to track adoption rates. Consider measuring metrics such as time-to-fill, time-to-hire, sourcing channel effectiveness, candidate conversion rate, and quality of hire. This ongoing dialogue will help you continually optimize your ATS usage and ensure it remains a valuable tool for your organization.
Final Thoughts
Selecting the right Applicant Tracking System (ATS) can transform your hiring process. Key factors in ATS selection include robust job posting capabilities, smart candidate screening tools, and comprehensive analytics. The long-term benefits of implementing the right ATS are substantial, including improved hiring efficiency and better quality candidates.
To choose an ATS that fits your organization, assess your current recruitment workflow and identify inefficiencies. Involve key stakeholders in the selection process to ensure the chosen system meets diverse needs across your organization. Successful implementation requires careful planning, data migration, workflow customization, and comprehensive team training.
We at Applicantz offer all-in-one hiring software with AI-powered job posting and collaborative evaluation tools. Our 14-day trial (no credit card required) allows you to experience the benefits of a modern ATS firsthand. The right ATS should align with your unique business needs and scale with your growth.
