How do I analyze ATS software

ATS applicant management system and its functions

Selection processes are an important part of applicant management. Making them more efficient will save the company a lot of money. Accordingly, there is now specially designed software that supports you in this. As we will see in a moment, ATS applicant management systems accelerate the application process considerably and help you to be more successful in selecting the best applicants.


What is an applicant management system?


An applicant management system (English for Applicant Tracking System, ATS for short) is an HR software that acts as a CV database. It enables companies to organize and filter resumes more easily to find the best person for the job.


The system helps recruiters review applications, automatically send confirmation messages to candidates that their information has been received, and even carry out online tests. Processes are automated and accelerated at the same time. This significantly shortens the time from applying for a job to hiring a new employee.



What do applicant management systems do?


The main task of a recruiting software (ATS) is that To simplify application and selection processes in the HR department. After all, many companies run several selection processes at the same time and quite a few HR managers process hundreds, if not thousands of applications every day. It is impossible to meticulously check them by hand, and this is where the software comes in.


Once all applicants have been filtered, the system can create a comprehensive further processing take. The HR department can, so to speak, use the applicant management system to stay in contact with applicants and to automate communication. This leads to a better experience for all professionals involved in the process.


So all in all, it's a tool that reduces the complexity of hiring processes, and on top of one single platform checks, filters and follows up on applications.




Applicant management system advantages


We have already mentioned some of the advantages of an applicant management system, but let's take a closer look at the individual aspects:


  • Accelerates the hiring process. Or rather, the number of days that pass from the time the job posting is posted until the new employee joins the company. As one of the key metrics, it underlines the efficiency of the process, which is accelerated with the use of an applicant management system. According to a 2017 study by GetApp, 86 percent of HR managers said that an applicant management system helped them with the recruiting process.
  • Reduced cost per hire, by saving the time and resources (salaries, tenders, technology, etc.) required to fill a vacancy. Process optimization with an applicant management system leads to direct savings for the company. And automating many of the tasks associated with the hiring process results in better profitability.
  • Improved quality of new hire: We calculate this taking into account the value that the employee provides through their performance and the length of time they have stayed with the company. This figure shows the efficiency of the process. Applicant management systems work with artificial intelligence and are able to filter hundreds of resumes in order to find suitable applicants. The GetApp study also showed that 78 percent of the HR professionals interviewed confirm that the use of special software increases the quality of the recruitment.
  • Improved applicant experience: Applicants receive up-to-date, real-time information about the recruitment process. The applicant software automates all communication, which does not cause any additional work for the HR department. In view of the shortage of skilled workers, it is important to make the application process as optimal and appealing as possible for the applicant. On the one hand, the suitable applicant is encouraged to accept the job offer; and in the best of cases even to become a kind of company ambassador.
  • Improved company brand identity: a consistent and committed selection process strengthens the company's image. With an ATS system, the HR department can attract and manage more applicants, and it stands out positively with applicants through careful follow-up.



Applicant management system functions


ATS applicant management systems are actually quite straightforward programs. Let's look at how they work in the three different phases.


Phase 1: listing


HR managers do not take an active role in the first phase. The ATS software collects and stores all applicant information: name, contact information, qualifications, experience, etc. At this point, it is similar to a CRM.


A large part of the software available offers the option of connecting to recruitment platforms such as LinkedIn, Infojobs, etc. The information can therefore flow directly from the source into the applicant management.


Phase 2: filtering


The filtering of applications is the most important part and this is where the ATS system becomes the greatest ally of HR managers in the hiring process.


Applicant management systems generally use keywords to assess an applicant's suitability for a particular position. Let's say we're looking for a seller, for example. We can put the word “sale” into our ATS system so that it reads the information gathered in the first phase and presents us with the best results.


The process is supported by algorithms, the results of which are based on how often a keyword occurs in the analyzed information. Some of the more sophisticated systems also include parsing to identify repeated keywords and other terms that may be work-related.


Phase 3: Follow Up


For example, after the ATS applicant management system does a search, it can display ten results from the hundreds of resumes scanned. These profiles should be carried over to the next phase of the application process designed by the company. Many of these will only consist of a single conversation; however, concrete tests are becoming more and more common.


You can leave comments or feedback on each candidate's profile as they go through the selection process. In this way, all information is bundled on one platform.


In addition, the hiring manager can set up automatic notifications or informative emails to keep all preselected candidates informed of the development of the application process.


Kenjo user interface



Main functions of an ATS software


When looking for an applicant management system, you should pay particular attention to a few basic characteristics that have a major influence on the selection process in the company. The individual ATS software or all-in-one HR software with a built-in application management system, such as the personnel information systems (HRIS), are particularly noticeable.


Here are the most important:


A simple, cross-platform application process


Applicants should have the option to submit their resume in their preferred format: via LinkedIn's "Easy Apply" or email a screenshot of their resume. Accordingly, recruiting systems make it easier for specialists to apply.


Search for the most interesting applicants


An applicant management system should have a sophisticated candidate search feature that can easily identify which applicants are best suited to the company's needs. Look out for systems that allow you to customize the filters to meet the specific needs of your business.


Keep applicant data


Whenever someone applies for a position, the ATS system should save their curriculum vitae, even if the position is already filled. In this way, the HR department has access to a talent database whenever necessary. It is important that data is stored securely and in compliance with the GDPR.


Direct connection to job portals


HR departments can save a lot of time if they can publish a job offer on multiple platforms at the same time. Simplifying this task and having access to multiple platforms means that the job offer is more likely to be seen.


Data and analysis


Automated reporting and extraction of data is essential these days to analyze the efficiency of selection processes. An applicant management system should be able to provide personalized information through predefined and customizable templates.