Top Applicant Tracking System Features for Effective Hiring
In today’s competitive hiring landscape, companies of all sizes must streamline their recruitment process to attract, engage, and hire the best talent. One of the most effective ways to do this is by implementing an Applicant Tracking System (ATS). An ATS is software designed to help businesses manage the hiring process, from posting job openings to onboarding new employees. But what exactly are the key applicant tracking system features that make it an indispensable tool for recruitment? And how do these features differ based on the size and needs of the organisation?
In this article, we will explore both the core and advanced features of applicant tracking systems (ATS). We’ll also discuss which features are “must-haves” for various organisations and which ones are more “nice-to-haves,” depending on the company’s size and recruitment demands. Additionally, we will touch upon AI-based features, which are rapidly becoming a game-changer in the recruitment industry.
Core Features of an Applicant Tracking System
Before we dive into the advanced features, let’s first discuss the fundamental applicant tracking system features that are essential for any business looking to streamline its recruitment process.
1. Job Posting Management
A fundamental feature of any ATS is the ability to post job openings across multiple job boards, social media platforms, and career websites with just a few clicks. This feature significantly reduces the time spent manually posting job ads and ensures that your job openings reach a wide pool of potential candidates.
Must-Have for: All businesses, large or small, as it simplifies the job advertising process and ensures consistency across platforms.
2. Candidate Sourcing
An effective ATS allows businesses to source candidates directly from resumes, social media profiles, and job boards. By integrating with major job boards like Indeed or LinkedIn, an ATS automatically pulls relevant candidate data into the system. This makes it easier for recruiters to view, evaluate, and contact candidates without having to switch between platforms.
Must-Have for: Mid-sized and larger organisations where recruitment teams manage large volumes of applicants.
3. Resume Parsing
ATS platforms can automatically extract key information from resumes and input it into candidate profiles. This resume parsing functionality significantly reduces the time spent manually inputting candidate information, allowing recruiters to focus on evaluating skills and experience rather than administrative tasks.
Must-Have for: Organisations of all sizes looking to optimise the efficiency of their recruitment process.
4. Candidate Screening
ATS software helps recruiters filter through candidates based on pre-set criteria such as skills, experience, and qualifications. This helps ensure that only the most qualified candidates are considered for the job, significantly reducing the time spent sifting through unsuitable resumes.
Must-Have for: All organisations that receive a large number of applications.
5. Interview Scheduling
Scheduling interviews is often one of the most time-consuming aspects of recruitment. An ATS simplifies this by integrating with calendar systems and allowing candidates to self-schedule interviews based on availability. This feature can save recruiters considerable time and effort.
Must-Have for: Medium to large organisations with frequent interview scheduling needs.
Advanced Features of an Applicant Tracking System
In addition to the core features, there are several advanced applicant tracking system features that can further streamline the recruitment process and add value to the business. These features are particularly valuable for larger organisations or those with complex hiring processes.
1. AI-Powered Candidate Matching
Artificial Intelligence (AI) is increasingly being integrated into applicant tracking systems. AI-powered candidate matching tools use algorithms to compare resumes to job descriptions and rank candidates based on their suitability for the role. By analysing large amounts of data, AI can provide deeper insights into a candidate’s qualifications, making it easier to find the best-fit candidates.
Must-Have for: Larger organisations with high recruitment volumes or businesses aiming to enhance recruitment accuracy and reduce bias.
2. Talent Pool Management
A powerful ATS allows businesses to build and maintain a talent pool of qualified candidates for future job openings. This feature helps recruiters nurture relationships with potential hires even if there are no immediate openings. By keeping track of candidates in a centralised database, businesses can quickly identify suitable candidates when new positions become available.
Must-Have for: Mid-sized and large businesses that often have recurring hiring needs.
3. Collaboration Tools
Collaboration tools enable hiring managers, recruiters, and interviewers to work together seamlessly throughout the hiring process. These tools allow teams to leave comments on candidate profiles, rate candidates, and share feedback in real-time. This fosters a more collaborative and transparent hiring process, ensuring that the right decision is made every time.
Must-Have for: Mid to large-sized organisations where multiple team members are involved in hiring decisions.
4. Reporting and Analytics
Applicant tracking systems with reporting and analytics capabilities provide businesses with valuable insights into their recruitment process. With detailed reports on key metrics such as time-to-hire, cost-per-hire, and source of hire, recruiters can continuously improve their processes. These insights also enable HR departments to demonstrate the return on investment (ROI) of recruitment activities.
Must-Have for: Organisations of all sizes that want to optimise their recruitment strategies and track performance.
5. Customisation and Integration
Every business has unique needs when it comes to recruitment. Advanced ATS platforms offer a high degree of customisation, allowing companies to tailor workflows, candidate questionnaires, and other elements to fit their specific requirements. Additionally, integration capabilities with other business tools, such as HR management systems (HRMS), payroll systems, and other software, ensure smooth data flow between departments.
Must-Have for: Larger organisations with complex workflows or those using multiple systems for HR-related activities.
Nice-to-Have Features of an Applicant Tracking System
While the core and advanced features are essential for optimising your recruitment process, there are also several nice-to-have features that can add value to the hiring experience.
1. Mobile Accessibility
Having mobile access to your ATS enables recruiters and candidates to interact with the system on the go. Recruiters can review resumes, schedule interviews, and communicate with candidates from their mobile devices, while candidates can easily apply for jobs, check their application status, and communicate with recruiters through mobile-friendly portals.
Nice-to-Have for: All businesses, especially those looking to enhance candidate engagement.
2. Candidate Engagement Tools
Some ATS platforms offer candidate engagement tools such as chatbots, automated email campaigns, and SMS notifications. These tools can help keep candidates informed throughout the recruitment process, providing a more positive candidate experience. They can also reduce the administrative burden on recruiters.
Nice-to-Have for: Businesses focused on creating a positive candidate experience, particularly for high-volume recruitment.
3. Onboarding Features
Onboarding is a crucial part of the hiring process, and some ATS platforms offer onboarding features that allow new hires to complete necessary paperwork, access training materials, and connect with their teams before their first day. This helps businesses ensure a smooth transition for new employees.
Nice-to-Have for: Larger organisations with frequent new hires, particularly those looking to streamline the onboarding process.
Must-Have Features Based on Business Size
The features that are considered “must-haves” can vary depending on the size and needs of the organisation. Smaller businesses may only require the core features of an ATS, such as job posting management, resume parsing, and candidate screening. Larger businesses, however, may require advanced features like AI-powered candidate matching, talent pool management, and reporting and analytics to manage their recruitment efforts more effectively.
For example, a small startup might only need an ATS that helps with job posting and candidate screening, while a large corporation may require advanced AI capabilities to handle high volumes of applications and provide data-driven insights into recruitment performance.
Applicant tracking systems are a vital tool for any business looking to optimise its recruitment process. From core features like job posting management and resume parsing to advanced features like AI-powered candidate matching and reporting analytics, ATS platforms can significantly enhance hiring efficiency and effectiveness. Understanding the key features of applicant tracking systems and which ones are essential for your organisation can help you choose the right system for your needs. As the recruitment landscape continues to evolve, incorporating AI and advanced features will be crucial to staying competitive and attracting top talent.
Let’s Get Real: AI-Powered Recruitment That Maximises Your ATS Features
Choosing the right recruitment software can be overwhelming. With so many options available, it’s time to cut through the noise and focus on what truly matters – the features that streamline your hiring process and boost your recruitment outcomes.
Introducing the Ultimate ATS Tracking System, designed to optimise your recruitment at every stage with cutting-edge features that support both recruiters and candidates.
- Speed Up Talent Search: Utilise advanced AI-powered resume parsing to quickly identify the most qualified candidates. No more manual CV screening – let the ATS do the heavy lifting by analysing and ranking applicants based on key skills, experience, and qualifications.
- Centralised Recruitment Hub: Post job openings across multiple platforms in a single click. Stay aligned with real-time updates on candidate progress, feedback, and test scores. From job posting to offer, manage your entire recruitment pipeline from one intuitive ATS dashboard.
- Enhance Candidate Engagement: Give candidates a smooth and transparent journey with automated status updates and clear communication. Keep them informed at every step to reduce drop-offs and leave a positive impression – after all, your recruitment process reflects your brand.
- Advanced Analytics for Smarter Hiring: Leverage detailed reports on key metrics like time-to-hire, cost-per-hire, and source-of-hire. With real-time insights into your recruitment performance, you can continuously refine your strategy and make data-driven decisions to hire smarter and faster.
- Seamless Collaboration Across Teams: Streamline teamwork with integrated collaboration tools. Share candidate feedback, rate applicants, and align your hiring decisions in real-time – ensuring everyone is on the same page throughout the hiring process.
FAQs
Resume parsing is the process through which an Applicant Tracking System (ATS) automatically extracts key information from resumes and converts it into structured data within the system. This includes details like candidate names, contact information, skills, experience, education, and more.
Resume parsing is crucial because it saves recruiters significant time and effort by automating the extraction and categorisation of candidate information. This reduces human error, ensures consistency, and allows recruiters to focus more on evaluating candidates rather than inputting data manually.
ATS platforms help streamline the interview scheduling process by integrating with calendar systems (like Google Calendar or Microsoft Outlook). These integrations allow candidates to view available time slots and select a time that works for them, reducing the back-and-forth communication between recruiters and candidates.
This self-scheduling feature simplifies the process, saving time for both parties and reducing the chance of errors. Additionally, recruiters can easily track interview schedules and make updates directly within the ATS.
ATS platforms provide reporting and analytics tools that give valuable insights into various recruitment metrics. These can include:
- Time-to-hire: The average time it takes to fill a position.
- Cost-per-hire: The total cost incurred for hiring a new employee.
- Source of hire: Data on where candidates are coming from (e.g., job boards, social media, referrals).
- Applicant conversion rates: The rate at which candidates progress through different stages of the hiring process.
These insights help businesses optimise their recruitment strategies, improve efficiency, and justify the return on investment (ROI) for recruitment activities.
Yes, customisation is a key feature of many ATS platforms. Businesses can tailor the hiring stages based on their specific needs. For example, you can set up stages like "Initial Screening," "Phone Interview," "On-site Interview," and "Offer," or create unique stages that match your organisation’s process.
Customising these stages ensures the recruitment workflow aligns with how your team works, streamlining the process for both recruiters and candidates.
Yes, many ATS solutions offer integration capabilities with other HR-related systems such as HR management systems (HRMS), payroll systems, and performance management software. This seamless integration ensures smooth data flow across departments, reducing manual entry, preventing errors, and improving the overall efficiency of HR processes.
These integrations help centralise candidate data and streamline the management of employee information once hired.
ATS platforms are designed with security in mind to protect sensitive candidate data. Reputable ATS providers implement strong security measures, including data encryption, role-based access controls, and regular system audits, to ensure that personal information remains confidential and compliant with data protection regulations, such as GDPR.
In short, ATS solutions are generally secure, but it's important to verify the security protocols of the specific platform you are considering to ensure they meet your organisation's data security requirements.
