How to Choose the Best Applicant Tracking System

Why An Applicant Tracking System?

An ATS is software that enables businesses to handle the majority of the recruiting and hiring process. While not every business uses an applicant tracking system, most large companies do, and they offer many benefits including:

• Simplifying the application process
• Storing applicant information in one location
• Quickly screening applicants
• Automating communication to each applicant
• Reducing paperwork
• Organizing your application process
• Streamlining individual and collaborative work flow
• Objectively assessing applicant data that best fits job criteria
• Saving time
• Helping ensure federal compliance

What to Consider in Your Search

When looking for the best ATS for your company, there are a number of factors to consider.

Some questions to consider right away include: Do you want to track an unlimited number of applicants and job openings? Will this software be used as your primary tracking system or as part of a larger software network? Will you need software that's compatible with your website, or will it be housed on a separate domain?

General Factors to Consider

• Pricing – You'll want to search for a flexible system within your budget. As with most subscription plans, you'll save 15 percent on average if you pay for annual plans up front. ATS prices range from a few dollars to nearly one hundred dollars per user per month. The number of positions you plan to post each month may also contribute to some pricing structures.
• Client support – If you're new to applicant tracking software, customer support might be a vital feature for you. Tech support is also a great option for larger companies. The best ATS companies offer client support to keep your systems up and running so that you don't lose any leads.
• Mobile applications – Is the ATS optimized for mobile viewing? Mobile applications immediately place open positions before applicants' eyes. And recruiters can have direct access to applicant data on their phones, tablets, laptops, and other devices to record notes and edit applicant files.

Reporting and Customization

An applicant tracking system can help your business stay organized, but if the system has poor reporting capabilities and lacks customization, it may not get used to its full potential. Here are some things to consider.

• Reporting – Thorough reporting options track the source of your most talented candidates, the length of your hiring process, and even identify obstacles in your application process. You'll want to know if you can you print and/or customize data output for reports to executives or senior staff. And the ability to access and print reports for compliance purposes is also a bonus.
• Customization options – Can you navigate their User Interface (UI)? You want a UI that's easy to operate and isn't visually jarring. Systems with customizable fields allow you to arrange a layout that best suits your company's needs. Bullhorn Staffing and Recruiting, and Zoho Recruit, offer a wide range of customization options.

Integration With Existing Systems

Your ATS can be used as a standalone system, but to get the most out of it you'll need integration with existing systems. Here are some common integrations.

• Software integration – Will the applicant tracking software integrate well with existing vendor technologies? Will it automatically post openings to linked job boards? You may want to consider a system that's compatible with all of your human resource functions, including onboarding and employee performance management.  
• Social media integration – It might be useful to consider whether there is an option to share job posts on social media sites like LinkedIn, Google+, Twitter, or Facebook. If so, does the software allow you to attach hash tags to job positions (e.g., #Nursing)? According to Pew Research, 65 percent of applicants search for new job positions through social media, so this integration might be a feature worth considering. Companies that integrate social media into their applicant tracking software experience a 32 percent increase in referrals.
• Email integration – Some systems seamlessly integrate with email systems like Outlook and Gmail to track candidate communications, or view their entire record through your email account.
• Website integration – Does the ATS company offer branding options or can you incorporate their system into your existing website?

Wrapping It Up

Hundreds of ATS options exist. Some companies like JobScore and Zoho Recruit offer free tools. Companies like Taleo, ADP/Virtual Edge, and HRSmart offer integrative options.

You won't really know how a system works until you test it out. But the points mentioned on this page can help you narrow down your choices. Many applicant tracking software companies offer free trials to help familiarize you with their systems and features.

About the Author

Patrick is a licensed investigator with more than 15 years experience in the background investigative industry. Advanced Research Systems  has established partnerships with numerous HR technologies allowing clients  to leverage these relationships to simplify the hiring process.