What are the key features to look for in an applicant tracking system?

Interface for the Candidate to be simple... Simple Application Process: Candidates should be able to easily apply for job openings through a user-friendly application process. This process should be mobile-friendly and require minimal effort from the candidate. Application Status Updates: Candidates should receive automated status updates on their applications, such as confirmation of receipt, invitation for an interview, or notification of rejection. Profile Management: should be able to create and manage their profiles within the ATS, includes updating their contact information, uploading new resumes, and viewing their application history. Further to it, candidates should be able to connect for feedback related to job applied

When choosing an applicant tracking system (ATS), it’s important to pick one with a friendly interface. This means the system should be easy for everyone to use, without needing a lot of training. For example, a good ATS will have simple menus and clear buttons that make it easy to post jobs, review resumes, and track applicants. It should feel as straightforward as using a well-designed website or app, so your team can quickly get up to speed and start managing the hiring process efficiently.

The less clicks the better. I also prefer to begin and end all of the onboarding on the same ATS and then have it intergrate to HRIS.

In my experience a user-friendly interface is essential for ensuring high adoption rates among recruiters and hiring managers. The ATS should be intuitive, easy to navigate, and require minimal training to use effectively. Features like drag-and-drop functionality, easy access to candidate profiles, and straightforward administrative tools can significantly enhance user satisfaction.

Automated Workflows: Automate repetitive tasks like sending initial interview invites or rejection emails, freeing up recruiter time. Skills-Based Search: Utilize intelligent search features that match resumes to job descriptions based on relevant skills and experience. Interview Management: Schedule interviews, manage interview panels, and collect feedback electronically. Reporting & Analytics: Gain insights into your hiring process through reports on application volume, time-to-hire metrics, and source effectiveness. Integrations: Integrate the ATS with other HR tools like payroll systems or calendars for a more seamless workflow.

Another key feature to look for in an applicant tracking system (ATS) is its ability to integrate with other tools you already use. This means the ATS should work well with your existing software, like your HR system, payroll, and calendar tools. For example, if your ATS can sync with your email and calendar, you can easily schedule interviews and send updates without switching between different programs. Good integration makes it easier to manage all aspects of hiring in one place, saving you time and reducing errors.

An effective ATS should seamlessly integrate with other HR tools such as HRIS, payroll systems, onboarding software, and professional social networking sites. This integration simplifies data management, reduces manual entry errors, and creates a smoother workflow, allowing for a more cohesive recruitment process and create a direct impact on the BU P&L. Advances Workforce Transformation systems such as KarmaV, acts as decision support layer and ensures companies implement DEIB policies effectively, creating impactful workforce optimisation and contributing towards business toplines.

Adaptability: The future of recruitment is knocking on the door. It seems like every day we're witnessing awesome, game-changing advancements in tech. So, while AI and automation might not be at the top of everyone's list, mark my words: SOON, everyone is going to want to add a little AI magic to their ATS systems for things like screenings, skills testing, and candidate communication.

I would look for an ATS that has two-way communication options to be able to track written comms with candidate's. Seeing only that a message was sent does not help when auditing 2 years later. Also, what interface does the ATS have for external partners i.e. recruiting vendors. That portal is critical to maintain accurate records and relationships.

Another key feature to consider is how seamlessly the ATS integrates with other tools you rely on during the hiring process. Whether it's your email, calendar, social media, job boards, video conferencing platforms, or background check services, integration is essential. A well-integrated ATS allows for smoother communication, collaboration, and coordination between candidates, team members, and partners. It also helps eliminate data duplication, inconsistencies, and errors, keeping your documents and workflows more organized and efficient.

A great applicant tracking system (ATS) should enhance the candidate experience. This means the system should offer a smooth and straightforward application process. For example, it should have an easy-to-use application form and provide clear instructions throughout. A good ATS will also keep candidates informed with timely updates and a user-friendly portal where they can track their application status. By creating a positive experience, the ATS helps ensure candidates feel valued and engaged throughout the hiring process.

While every metric is important, I'd argue 'Candidate Experience', should be the number one evaluation criteria to judge an ATS. A great ATS enhances candidate experience by providing easy application processes, clear communication, and timely updates. Features like mobile-friendly application interfaces, automated responses, and personalized communication templates ensure that candidates have a positive interaction with your brand, which can influence their decision to accept a job offer.

Low clicks needed to complete application, mobile friendly application as well as visibility, accurate resume parsing, how to application is set up by the company via the ATS is just as important as the offering of the ATS itself (are drop down options a laundry list of choices or concise options? are their redundant questions? number of required fields, etc)

The integration of conversational AI is set to revolutionize candidate interactions in the coming 12 months. AI can significantly improve the application process, making it more intuitive and responsive. Ensure your ATS provider is forward-thinking, with a clear strategy for incorporating AI into their system. The most innovative platforms already leverage AI to offer a seamless, interactive candidate experience. Such advancements not only attract top talent but also bolster your employer brand by showing commitment to innovation and candidate care.

The ability to parse information from their resume as an initial application instead of having to manually enter their employment information and the ability to share their progress. The ability to easily electronically sign documents

When choosing an applicant tracking system, make sure it has strong analytics and reporting features. These tools help you track and understand your hiring process. For example, you can see how many candidates applied for each job, how long it took to fill each position, and which sources brought in the best candidates. This information helps you make better decisions, like which job boards to use or how to improve your recruitment strategies. With good reporting, you can easily spot trends and make data-driven improvements to your hiring process.

While many ATSs have canned/standard reports, often times ad-hoc or more in-depth reporting is difficult (if not impossible) to create. Dig in to reporting capabilities.

Robust analytics and reporting capabilities are crucial. Look for an ATS that offers detailed insights into metrics such as time-to-hire, cost-per-hire, source effectiveness, and candidate drop-off rates. These analytics help HR teams make data-driven decisions and improve the overall recruitment strategy by identifying bottlenecks and areas for improvement.

Comprehensive reporting and analytics capabilities provide valuable insights into recruitment performance, candidate pipelines, and hiring trends. Look for an ATS #brassring that offers customizable reports, dashboards, and metrics tracking to monitor key performance indicators and make data-driven decisions.

When choosing an ATS, I'd pay extra attention to its capability to effectively identify and track the application source. Sometimes it can lead to extra costs for addons to be integrated.

Another important element of the system should be scalability to keep up with a growing company and security, as it deals with sensitive personal information. It should be equally flexible to handle varying hiring volumes without performance degradation. Lastly, it must adhere to the latest security protocols to protect sensitive data and comply with global data privacy regulations like GDPR and PDPA, ensuring candidate information is securely managed and stored.

Scalability and security are crucial for an ATS, ensuring it grows with your business. A SaaS solution should adapt to changing hiring volumes and strategies, offering flexibility to add or remove features and users. Security is vital for protecting sensitive data. Look for an ATS with robust security measures, including encryption and compliance with industry standards, outlined in an SLA agreement. This guarantees your system not only scales with your needs but also maintains data integrity, allowing you to focus on strategic hiring with confidence.

Lastly, it's important to choose an ATS that can grow and evolve with your business needs. As your hiring volume, strategies, or market presence changes, the ATS should adapt accordingly. Look for features like scalability and robust security tools that can handle fluctuations in your hiring activities. The system should allow you to easily add or remove users, roles, permissions, and features, while ensuring that your data is securely stored and protected. This flexibility will give you the confidence to manage your recruitment process as your business expands or shifts.

Finally, choose an ATS that can grow and adapt alongside your business. As your hiring needs evolve—whether increasing or decreasing headcount, shifting strategies, or expanding into new markets—your ATS should offer scalability and robust security features. It should easily accommodate changes in volume, complexity, and diversity of hiring activities. Ensure you can effortlessly add or remove users, roles, permissions, and features, while securely managing your data.

Finally, choose an ATS that can grow and adapt alongside your business. As your hiring needs evolve—whether increasing or decreasing headcount, shifting strategies, or expanding into new markets—your ATS should offer scalability and robust security features. It should easily accommodate changes in volume, complexity, and diversity of hiring activities. Ensure you can effortlessly add or remove users, roles, permissions, and features, while securely managing your data.

Often overlooked, the ability to organize candidates with lists, tags, groups, otherwise a seamless capacity to integrate with a CRM (candidate relationship management) system. This functionality allows for actual recruitment activity beyond applicant tracking, building talent pools, and eliminating disorganized or unsafe spreadsheets, etc.

I agree with all the above, but I think another new focus area when considering an ATS should also be, does the ATS have a Project Management function that allows for increased team productivity. In addition, in my experience, many recruiting firms are looking for automation in an ATS around candidate interview scheduling and sourcing candidates using AI as it saves hundreds of hours of time each year from administrative tasks.

Beyond the basics, consider whether the ATS supports automated workflows to streamline tasks such as scheduling interviews and sending out offer letters. End of the day it is a product and one size never fits all, hence check if it offers customization options that allow you to tailor processes and communication styles to fit your organization’s unique needs. And for finally, assess the vendor's customer support and service levels, as responsive support can be crucial in resolving issues and minimizing downtime.

As one of the first companies to launch the ATS resume back in 1999, I can say that the ATS is still quite fickle when it comes to data migration and transfer. Although HR staff and recruiters will suggest submitting a PDF in the job posting, when applicants take this advice and submit the PDF vs. the MS Word version, the ATS struggles in the extrapolation process and the candidate is left then manually going into the profile to correct all of the discrepancies. This being said, a key feature to look for in an applicant tracking system would be the data transfer is seamless and will work with MS Word and PDF files, even ones that perhaps are not technically fully ATS compliant. Versatility is key. Think seamless data transfer.

This section is an opportunity to share additional examples, stories, or insights that didn't align with the previous sections. What else would you like to include?