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What are the most effective ATS candidate tracking and note-taking strategies?

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If you are a recruiter, you know how important it is to keep track of your candidates throughout the hiring process. You need to have a clear and consistent way of recording their information, status, feedback, and communication. That's why using an applicant tracking system (ATS) can make your job easier and more efficient. An ATS is a software that helps you manage your recruitment pipeline, from sourcing to hiring. But how can you make the most of your ATS and avoid losing track of your candidates? Here are some of the most effective ATS candidate tracking and note-taking strategies that can help you improve your recruitment workflow.

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Leena M.

Senior Recruiter @ GE Vernova

1 Use tags and filters

One of the simplest and most powerful features of an ATS is the ability to tag and filter your candidates based on various criteria. Tags are keywords that you can assign to each candidate to categorize them by skills, qualifications, location, source, stage, or any other relevant attribute. Filters are criteria that you can apply to narrow down your candidate pool and find the best matches for your job openings. By using tags and filters, you can easily sort, search, and segment your candidates and save time and effort. For example, you can tag candidates by their skill level, filter them by their location, and then send them a personalized email with a link to schedule an interview.

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Leena M.

Senior Recruiter @ GE Vernova
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ATS candidate tracking and note-taking strategies are the methods and techniques that recruiters use to manage and document their interactions with candidates throughout the hiring process. Using an ATS can help recruiters to organize, streamline, and optimize their recruitment workflow, as well as to improve the candidate experience and retention. ? Use tags and labels: Tags and labels are keywords or phrases that you can assign to candidates to categorize them based on various criteria, such as skills, qualifications, status, source, or stage. Using tags and labels can help you to filter, sort, and search candidates more easily, as well as to create reports and analytics.

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Magdalena Gill

Recruiter and career advisor dedicated to connection and development.
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Use it in the real time and make it a habit. The best tools won't help you if you're not doing it and keeping it updated. Once a week makes it a huge task and details are escaping you. If, instead of trackers, onenotes, words and ect, you just move the candidates when you're taking an action, it becomes so much clearer and less draining.

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2 Create templates and workflows

Another way to optimize your ATS and streamline your recruitment process is to create templates and workflows for your common tasks and actions. Templates are pre-written documents or messages that you can use to communicate with your candidates, such as job descriptions, emails, offer letters, or rejection letters. Workflows are sequences of steps that you can automate or trigger based on certain events or conditions, such as sending a confirmation email when a candidate applies, moving a candidate to the next stage when they pass a screening test, or updating their status when they accept or decline an offer. By creating templates and workflows, you can reduce manual work, ensure consistency, and speed up your hiring cycle.

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Leena M.

Senior Recruiter @ GE Vernova
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Use notes and comments: Notes and comments are text entries that you can add to candidates' profiles to record your observations, feedback, or actions. Using notes and comments can help you to document your communication and interaction with candidates, as well as to share information and updates with your team. For example, you can use notes to write down your impressions of a candidate after an interview, or comments to notify your colleagues of a candidate's progress.

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3 Add notes and ratings

A third strategy to enhance your ATS and keep track of your candidates is to add notes and ratings to each candidate profile. Notes are short comments or observations that you can write about each candidate, such as their strengths, weaknesses, feedback, or follow-up actions. Ratings are numerical or qualitative scores that you can assign to each candidate based on their performance, fit, or potential. By adding notes and ratings, you can capture your impressions, insights, and opinions about each candidate and share them with your team members or hiring managers. This way, you can keep everyone on the same page, avoid duplication, and make informed decisions.

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Leena M.

Senior Recruiter @ GE Vernova
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Use templates and automation: Templates and automation are predefined or customizable formats and tools that you can use to create and send messages, emails, or notifications to candidates. Using templates and automation can help you to save time and effort, as well as to ensure consistency and accuracy. For example, you can use templates to write professional and personalized emails to candidates, or automation to schedule and confirm interviews, send reminders, or request feedback.

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4 Sync with other tools

A fourth strategy to make the best use of your ATS and track your candidates effectively is to sync it with other tools that you use in your recruitment process. These tools can include your email, calendar, social media, video conferencing, assessment, or background check platforms. By syncing your ATS with other tools, you can integrate your data, automate your tasks, and enhance your communication. For example, you can sync your ATS with your email and calendar to send and receive emails from within your ATS, schedule and track interviews, and update your candidates' statuses. You can also sync your ATS with your social media and video conferencing platforms to source and engage candidates, conduct and record video interviews, and share feedback.

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Leena M.

Senior Recruiter @ GE Vernova
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Use ratings and scores: Ratings and scores are numerical or qualitative measures that you can use to evaluate and compare candidates based on various criteria, such as skills, experience, fit, or performance. Using ratings and scores can help you to assess and rank candidates more objectively, as well as to make data-driven decisions. For example, you can use ratings to rate candidates on a scale of 1 to 5, or scores to assign points to candidates based on their answers to questions.

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5 Review and analyze

A fifth and final strategy to maximize your ATS and monitor your candidates efficiently is to review and analyze your data and results. Your ATS can provide you with valuable insights and metrics that can help you measure and improve your recruitment performance, such as time to hire, cost per hire, source of hire, quality of hire, or candidate satisfaction. By reviewing and analyzing your data and results, you can identify your strengths, weaknesses, opportunities, and challenges, and adjust your strategies accordingly. For example, you can review your data and results to see which sources, stages, or methods are generating the most or the least qualified candidates, and then focus on the ones that work best for you.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Chris Hill

Senior Recruitment Consultant - Technical & Engineering at Perpetual Partnerships Ltd
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Efficient use of ATS requires the correct data being inputted. I know a large number of recruiters who see putting data into the ATS as a burden and take the short-term wins of saving time over long term efficiencies. Having said that it would be nice to see before I retire a ATS where it is easy and intuitive to put in and retrieve data easily.

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What are the most effective ATS candidate tracking and note-taking strategies?

1

2

3

4

5

6

1 Use tags and filters

2 Create templates and workflows

3 Add notes and ratings

4 Sync with other tools

5 Review and analyze

6 Here’s what else to consider

Recruiting

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What are the most effective ATS candidate tracking and note-taking strategies?

1

2

3

4

5

6

1 Use tags and filters

2 Create templates and workflows

3 Add notes and ratings

4 Sync with other tools

5 Review and analyze

6 Here’s what else to consider

Recruiting

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