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What Are the Key Features to Look for in an ATS Applicant Tracking System to Optimise Your Hiring Process

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For any organization, properly addressing the right candidates is crucial in the current competitive job market. An Applicant Tracking System (ATS), which provides a comprehensive solution to manage and streamline your entire recruitment process, is essential to fill in roles quickly. Businesses may streamline their hiring process and guarantee they draw in and keep top talent by utilizing the features of an applicant tracking system (ATS).

What is an Applicant Tracking System (ATS)?

A software programme called an applicant tracking system is made to automate and simplify the hiring process. It facilitates the management of job advertisements, job applications, candidate information, and correspondence, improving the effectiveness and efficiency of the hiring process as a whole. To make sure that no competent applicants are missed, applicant tracking software, or ATS, is used to track candidates from the time of application until the hiring decision for each job opening.

Why an ATS Is Necessary for Effective Hiring

An applicant tracking system (ATS) can greatly improve your recruiting process, which is essential for keeping a competitive advantage. An ATS is necessary for the following main reasons:

Efficiency: It automates time-consuming tasks, allowing your HR team to focus on more strategic activities.

Centralization: It centralizes information about potential candidates, making it easier to manage and evaluate applications.

Attracting Talent: It helps in attracting and evaluating qualified candidates by ensuring that no top talent is overlooked due to keyword mismatches, resume parsing errors or AI algorithm hallucinations.

Streamlined Recruitment Process

“Companies that successfully utilize an ATS can save up to 20% of their time on the hiring process, and 86% of ATS users say the software helped them hire faster” according to GetApp. From posting job positions to handling applications and setting up interviews, an applicant tracking system (ATS) streamlines the entire recruitment process. Faster hiring cycles and less administrative work for HR departments drive substantial cost savings.

Enhanced Candidate Experience

An applicant tracking system (ATS) improves the candidate experience by streamlining job applications, offering a smooth application process and prompt communication, which increases your company’s appeal to top talent. An ATS can help with the issue of lengthy and complex applications, which is the reason why 60% of job searchers give up on them, according to a CareerBuilder.

Improved Data Management

An applicant tracking system (ATS) provides strong data management features that let you effectively store and arrange candidate data for each job opening. This guarantees that all candidate data is searchable and readily available. According to LinkedIn’s Global Recruiting Trends research, 75% of recruiters efficiently handle candidate data with the help of an applicant tracking system (ATS).

Better Collaboration

The recruiting process is significantly enhanced when recruiters, hiring managers, and other stakeholders can work together more effectively using an applicant tracking system (ATS). This guarantees that all individuals are in agreement and capable of making knowledgeable choices.

Optimizing the Hiring Process with an ATS

To get the most out of your hiring process and attract qualified candidates, you need to know what essential elements an efficient applicant tracking system (ATS) should have. The following are essential characteristics of an ATS to consider:

Candidate Sourcing Tools

It's critical to have the capacity to find applicants through a variety of channels, such as social media, job boards, and career websites. An applicant tracking system (ATS) with robust sourcing features can assist you in expanding your talent pool. Some advanced applicant tracking systems like Transformify (TFY) ATS integrate with hundreds of job boards and job aggregators to reach out to hundreds of thousands of candidates at once. 

Resume Parsing

Advanced resume parsing tools are essential for an applicant tracking system (ATS) in order to efficiently and precisely extract pertinent information from resumes. This function guarantees that every candidate's data is accurately recorded while saving time. Skills matching and AI assessments go even a step further eliminating buzzwords.

Automated Job Posting

With just a few clicks, an efficient applicant tracking system (ATS) should enable you to publish job vacancies to numerous job boards and social networking sites. This automation feature boosts the exposure of your job postings while decreasing tedious activities. According to a study be Capterra, “companies using an ATS experienced a 30% reduction in the time it takes to fill a position compared to manual methods”.

Customisable Job Descriptions

You can make sure that your job posts are tailored to attract the correct candidates by having the ability to build and customize job descriptions. Seek an applicant tracking system with user-friendly editing tools and templates. 

Candidate Relationship Management (CRM)

Managing and cultivating relationships with candidates is made easier with an applicant tracking system (ATS) that has integrated CRM features. This function is very helpful for keeping a talent pool ready for potential job opportunities. Omnichannel communication allows you to connect your Slack, Viber, WhatsApp, etc. channels with the ATS and reach out to your candidates using their preferred channel of communication. 

Interview Scheduling

An applicant tracking system shall include an effective way to schedule interviews. It ought to make it simple for you to arrange interviews, handle interview logistics, and send automated reminders. Automated interview scheduling can cut down on scheduling time by 50 percent, according to a SHRM study. The ability to integrate recruiters’ and candidates’ calendars is particularly sought after.

Collaboration Tools

Select an applicant tracking system (ATS) that has strong collaboration tools so that your hiring team may readily exchange feedback and interact. This guarantees a smooth and effective hiring procedure. A collaborative hiring process allows recruiters to interact with each other and keep track of the progress of every candidate. 

Reporting and Analytics

To monitor the success of your hiring activities, you need to have access to comprehensive reporting and analytics tools. To assist you in making data-driven decisions, an applicant tracking system (ATS) needs to offer comprehensive insights into a range of hiring-related key performance indicators ( KPIs). 


An applicant tracking system (ATS) needs to be mobile-friendly in order to enable recruiters and candidates to access the system while on the go, given the growing popularity of mobile devices. This feature makes recruiting more flexible and guarantees that it doesn't take longer than expected. Since 78% of job searchers use mobile devices, mobile accessibility is essential, according to research from Indeed.

Integration Capabilities

Social networks, CRM systems, HRMS, and other HR software and tools should all be easily integrated with an ATS. This minimizes the need for manual data entry and guarantees a smooth workflow. Organizations with integrated HR systems claim a 25% improvement in productivity, according to a Sierra-Cedar survey.

Ensuring Security and Compliance

To safeguard candidate data, an applicant tracking system (ATS) needs to include strong security features and adhere to all applicable data protection laws. For the protection and privacy of your data, look for features like data encryption, secure access controls, and frequent security assessments. PwC found that 85% of job candidates prioritize compliance and security due to concerns about data privacy.

Scalability and Adaptability for Future Requirements

Your ATS should be scalable to keep up with your organization's growth. Seek for a system that can manage a growing amount of candidate information, applications, and job postings. The applicant tracking system (ATS) should also be flexible enough to change with the times and include new technology. 

Streamlining Candidate Sourcing

Successful applicant sourcing is the cornerstone of an effective hiring procedure. The following are some methods to make candidate sourcing with an ATS more efficient:

Use Sponsored Job Boards

To reach a varied audience, post your job vacancies on a number of free and paid job boards. Time and effort can be saved by automating job posting using an ATS. 

Leverage Social Media

Promote your job vacancies on social media sites and interact with prospective applicants. You can effectively manage these activities with the aid of an ATS that integrates with social media. According to a LinkedIn survey, 49% of professionals follow businesses on social media to be informed about job openings.

Create a Talent Pool

Keep track of prospective employees who have expressed interest in or applied to your job posts in the past. Future job opportunities may find great value in this talent pool.

An effective ATS is a game-changer for optimizing your hiring process. By leveraging its key features, you can streamline your recruitment efforts, improve candidate experience, and make data-driven decisions. Investing in the right ATS will not only enhance your hiring efficiency but also help you attract and retain top talent, giving your organization a competitive edge in the job market.

Remember, the key to a successful recruitment process lies in understanding the features that matter most to your organization and selecting an ATS that meets those needs.