Best Applicant Tracking Software

An applicant tracking system (ATS) is a software tool that helps recruiters and HR professionals manage finding, screening and hiring candidates for their open positions. An ATS automates many tasks involved in this process, including searching for potential candidates on social media platforms, managing resumes and applications, and conducting phone interviews or video calls with applicants who pass through initial screening tests.

In this buyer's guide, we’ll look at how ATSs work, how they can help you recruit better candidates and how to choose the right one for your business.

What is an applicant tracking system (ATS)?

An applicant tracking system (ATS) is a software tool that automates an organization's recruiting and staffing operations, including workflow management, recruitment marketing, and talent acquisition. ATS solutions also store all candidate data, including CVs and applications. ATS systems help recruiters find the most qualified candidates for open positions within their organizations.

An applicant tracking system includes multiple modules that work together to help you efficiently manage employee recruitment efforts:

• Recruitment marketing: This module allows you to create job postings on different platforms such as social media or career sites to reach more potential applicants who might be interested in your company.
• Talent acquisition: This database tracks all information about candidates who apply for positions at your company, including resumes and cover letters submitted by applicants through the ATS interface (via email or another method).
• Candidate management: This module allows you to store applicants' contact details and employment history. It also helps you track your hiring process from start to finish by providing a calendar view of all tasks that need to be completed for each applicant.

What does an applicant tracking system do?

An applicant tracking system (ATS) is a software program used by organisations to manage their hiring process. It's a database that stores all of your applications, resumes, interviews and more.

An ATS will help you find candidates faster by searching for keywords in resumes and cover letters rather than having to read each one manually.

It also allows you to sort applicants based on skills or other criteria. You can use the same database to coordinate interviews or even schedule job offers—which means less time spent juggling spreadsheets and calendars!

The first step in using an ATS is to create a job posting, which can then be distributed to potential candidates through any number of channels: email, social media, job boards and career sites.

Once candidates apply for your position on the ATS, their information will be stored in the system by default. You can then sort through all of your applicants based on location or skillset—or even by the date or time when they applied—to find the most qualified for each role at your company.

1. Reduces time spent with administrative tasks

An applicant tracking system (ATS) is a software program that serves as a central hub for all your hiring needs. It automates job posting, sourcing, and recruitment management functions, making it simple to manage every hiring process step in one place. The more efficiently you can screen candidates and streamline your recruiting efforts, the better off you'll be—and we're here to help!

2. Provides Better and Faster CV Screening

ATS systems provide highly accurate, real-time results that are better than humans at screening resumes. Automated resume screening allows recruiters to quickly filter candidates by industry, job type, and other criteria without relying on a human recruiter or hiring manager.

Many ATS vendors have improved their algorithms to include machine learning capabilities that can analyze candidate information in new ways and make better predictions about who will be successful in the position. These improvements help you save time by eliminating the need for manual review of many applications before they reach you.

3. Facilitates Collaborative Hiring

A successful ATS used by recruiters and hiring managers alike can help facilitate collaborative hiring. By sharing applicant data across the entire team, each person can see the complete picture of each candidate and make informed decisions.

It's easy to assume that an applicant tracking system will be enough to solve your recruiting problems, but this isn't always the case. The right software will allow your team members to collaborate and make better hiring decisions.

4. Improves the Quality of Hire

One of the most important benefits of an ATS is that it helps improve your hires' quality. It does this by allowing you to understand better your candidates and what they can do for you, enabling you to hire people who are more likely to succeed on the job.

This is a huge benefit for employers, as it can help reduce turnover rates and ensure that your new hires are the right fit for their roles. If you want to improve the quality of your hires, then an ATS is one way to go.

5. Speeds up the Recruitment Cycle

With an ATS, you can quickly send applications to the right people and get feedback on candidates in real-time. Instead of waiting weeks for a hiring manager to read through all their resumes and respond with notes, you can streamline the process and make sure every candidate is evaluated thoroughly.

An ATS allows managers to sift through large pools of applicants more efficiently, meaning they have more time to focus on other parts of the hiring process.

6. Boosts Employer Brand

An ATS can help you attract the best candidates for your job openings. The system allows you to streamline your hiring process and improve how you communicate with applicants. It also provides features that make it easier for potential employees to find and apply for jobs on your website, which gives you a better chance of recruiting top talent.

7. Enhances Candidate Experience

ATS software will enhance your candidate experience by providing personalised information and making the job application process more manageable.

For example, an ATS can help create a custom page highlighting the company's culture and benefits. This gives candidates a better sense of what it's like to work at your organisation.

Another way an ATS can improve this stage of the hiring process is by offering candidates support as they go through the interview process. For example, if someone gets stuck on one step in the application process, they may contact customer service to get help completing it or ask questions about how things will unfold.

The system manages every aspect of the hiring process, from accepting applications to scheduling interviews and sending out offers. It can also track applicants' progress through each step in the process, so you can see where things stand at any given time.

Here is a basic overview of how an ATS works:

1. Sourcing the Right Candidates

The first step in applicant tracking is to source suitable candidates. For example, if you were looking to fill a job opening at your company with 100 applicants, how would you determine which ones had the skills and experience needed? You need something to filter those 100 applicants into a manageable number that you can review individually.

This is where applicant tracking systems come in handy because they help companies find prospective employees with relevant qualifications. The software does this by searching for keywords that match what employers are looking for and other criteria like education level or industry experience. Once it has identified these potential matches, it ranks them based on their relevance to what's being sought so that HR professionals can access only those most qualified for a given position (or several positions).

2. Mimicking the Human Thought Process

An applicant tracking system is a highly efficient way to manage hiring processes. It mimics the human thought process by considering an applicant's work history and making recommendations based on whatever data it can find.

ATS features can help recruiters scan resumes for crucial information like a recruiter would, but without wasting time on mundane elimination work. As an added benefit to companies using ATSs, they also do this faster than people can—with fewer errors and oversights.

3. Storing Resumes for Review

The most prominent feature of an ATS is its ability to store resumes and other documents from applicants until they are ready for review by hiring managers or recruiters.

The ideal system should allow you to import your applicant data, assign custom fields (such as contact information) and customise the layout of your resume templates to match your company’s branding. A robust system will also allow you to search, sort and filter resume based on any criteria (e.g., location).

4. Scanning and Sorting Applications Based on Qualifications

Using ATS software to scan the resumes of hundreds of job candidates can save time and improve your chances.

ATSs account for the variety of formats that resumes can take. They parse information from these documents and present it to you in a structured way, so you can quickly assess candidates. By star-rating your favourite candidates, you can highlight their strengths and share information about them with colleagues involved in the hiring process.

You can even choose which skills and educational level to look for in a job candidate or manually filter applications based on the position's skills you want.

5. Crawling Resumes for Specific Keywords

ATS software identifies relevant keywords in resumes and matches them with job listings. For example, if you’re looking for a candidate with experience in marketing, the software will find candidates who mention that skill in their resume.

Then, it can sort these candidates by your company’s requirements and present them to you in order of relevance. This functionality helps you find candidates who are already qualified for the position.

6. Tracking and Selecting Candidates for Interviews

Once a candidate has been selected for an interview, the ATS can help you track who is scheduled to come in and when. The right software can connect with your scheduling program so that everything stays up-to-date and you're never scrambling to find out who's coming in next.

Another benefit of using an ATS is that it will alert you when someone applies again for a job they've already applied for. If a candidate has applied once but didn't make it past the first round of interviews, then an alert from the ATS would let you know that they're interested again—and give them another chance!

Do you have multiple job openings?

If so, an applicant tracking system can help your team manage all hiring processes. With one central tool to track the progress of each application, you can easily see whether or not a candidate has submitted their paperwork and ensure that the right people are reviewing it at each step in the process.

Several different types of businesses can benefit from using an ATS. As we mentioned above, it's used by companies with a lot of hiring, like staffing agencies and tech companies. But even small businesses will find benefits in using one.

The main reason is that it helps streamline the hiring process, making it easier for you to find qualified applicants who are more likely to end up as employees. Instead of having to contact each candidate individually and schedule interviews yourself, you'll be able to get through them all faster with less effort on your part. This saves time and money in both short-term investments (like paying recruiters) and long-term ones (like not having to train new workers).

This also ensures that candidates don't accidentally slip through the cracks because there wasn't someone from your team who could contact them back quickly enough when their resume came in or didn't feel like doing so themselves since they aren't responsible for finding new hires anyway!

An applicant tracking system is a fantastic tool that will help you with the above and many other things. It will allow you to manage your job postings, track applicants and their progress through your hiring process, automate communication between you and them (and others), and much more!

However, this is just the tip of the iceberg. Let's look at some other benefits of having an applicant tracking system.

1. Customizable and Configurable

First, you need an ATS because it can be customised to match your workflow and process. You have complete control over your hiring process, including how candidates are vetted and eventually hired.

You may also want to integrate with other systems or applications that help you manage the entire hiring process from start to finish, like payroll software and employee performance tracking tools.

2. Integrate with Career Sites, Job Boards, and Social Media

ATS integration with career sites, job boards and social media are essential to a robust ATS.

Every ATS needs to be fully integrated with the company's career site so candidates can apply directly through the website without having to go through multiple steps. You also need to connect your ATS with other job boards to give your hiring managers access to a larger pool of applicants. Regarding social media, you need an applicant tracking system that offers seamless connections between different networks like LinkedIn and Facebook so people can find and apply for jobs on their preferred platforms.

3. Increase Your Pool of Qualified Applicants

To increase your pool of qualified applicants, you must ensure that your job postings are clear and concise. Ensure the right keywords are used in each bullet point's job description. ATS can also search for specific skills or experience, so make sure those terms are included in the posting.

4. Gather All Your Applicant’s Data and Hiring Info in One Place

The ATS solution should be able to consolidate all your applicant data and hiring info in one place. Data is the most critical factor for human resources managers and recruiters to evaluate job candidates, so it has to be accurate. Your applicants may come from different channels such as job boards, social media platforms like LinkedIn or Facebook, your company website etc., so you need an ATS that can pull all their information together to make informed decisions about them.

5. Reduce the Time Burden of Hiring

Hiring is an expensive and time-consuming process that shouldn’t be taken lightly. ATS tools can help reduce time spent on tasks like candidate sourcing and scheduling interviews, which can be overwhelming for recruiters who have to deal with many applicants. This also frees up your internal HR or talent acquisition team to focus on other areas of business growth, like training, employee development or compensation planning.

When it comes to finding the proper ATS for your business, there are a few key features you should look for.

1. Automatic Data Capture

When it comes to ATS features, you have a lot of options for data capture. Automatic Data Capture (ADC) is one of the most common features and can be used for a variety of purposes. With ADC, your application forms will automatically be populated with information about the applicant as soon as they submit their application. This saves time by not manually entering this information yourself or having someone else do it for you.

2. Predictive Intelligence

Managing your contacts through email or a spreadsheet will not suffice in today's competitive recruiting environment. An ATS with predictive intelligence takes a forward-looking approach to candidates that allows the organisation to focus on building relationships

Predictive intelligence will alert recruiters to problems with a candidate before they escalate. By recognising patterns, you can better prioritise accounts that most need your attention and reach out right away.

3. Text Messaging

Recruiters increasingly prefer to be contacted by text message, so look for an ATS that lets you send texts directly to candidates from the software.

4. Security

The security of your applicant tracking system is essential when protecting your investment and the valuable data it stores on candidates. ATSs need to be equipped with an effective firewall, which can help prevent unauthorised access by hackers. Some ATSs offer additional features like two-factor authentication for added protection against brute force attacks.

A well-designed applicant tracking system should also have built-in backup and disaster recovery capabilities to ensure continuity during downtime or technical problems.

5. Flexibility

Applicant tracking systems are built with staffing firms in mind and can be challenging to tailor for a growing business. Look for an ATS that can grow with you and adapt as your needs change.

Make sure that the ATS you choose has an open application programming interface (API), so you can customise it to best suit your workflow.

6. Integrations

Depending on what software you're using and how many other tools you have, it may be worth your time to look for an ATS with integrations. If you use Salesforce, for example, it's a good idea to try integrating with the ATS so that there's less jumping back and forth between programs.

Integrations are an essential feature of a good ATS because they allow you to connect the tool with other systems and apps your company uses. This can include your CRM, marketing automation software, or other tools you want to use in tandem with your ATS.

If you already have a CRM in place, finding an ATS that integrates with it might be helpful. This will allow you to keep all your data in one place and make searching for specific information more accessible.

7. Reporting

Many companies find it challenging to understand the status of their hiring process. A well-implemented applicant tracking system should offer reports that provide visibility into current and historical data about applicants, interviews, offers made—and any other relevant metrics you can think of!

Thus, look for an ATS software that has a robust reporting feature. The more reports you have, the better your chances of uncovering trends and identifying ways to improve your hiring process.

8. Training features

You can't train all of your staff to use an ATS, but you can use the software to help them get up to speed on the basics. The software should have a training mode that enables you to create training modules and quiz participants on their application knowledge.

Training features: You need a tool that makes it easy for staff members who are new users of your Applicant Tracking System (ATS) or who will be using it infrequently. This includes helping users learn about key features and functions and providing an effective way for managers or other stakeholders in hiring processes to test their knowledge at any time during their employment tenure.

9. Support

Many different software programs can be used to create an applicant tracking system, but the most important thing is to find one that you're comfortable with. The price range for this type of software may vary greatly depending on what features it offers and how much support you will receive from its developers.

Some companies offer free trials or trial versions before purchasing their full version, which can help you get familiar with the program before making any final decisions about whether or not it's suitable for your organisation. If there aren't any trials available, finding another application may be necessary because there could be issues with compatibility between different platforms (for example, Windows vs Mac).

1. Zoho Recruit

Zoho Recruit is a cloud-based applicant tracking system that helps you hire better, faster, and smarter. Zoho Recruit provides a comprehensive applicant tracking solution that enables recruiters to automate the hiring process, track candidates throughout their journey with your organization, and proactively engage diverse hires.

Zoho Recruit is an excellent ATS for recruiters who want to manage a large volume of candidates. It's also perfect for companies looking to improve their recruiting process by automating many tasks and tracking each step in the hiring cycle from start to finish.

Pros

• A robust career site builder enables companies to attract, engage and retain talent.
• A customizable ATS that allows teams to adjust it according to their needs
• A growing list of integrations with best-in-class HR Tech tools

Cons

• The website is not entirely mobile-friendly. 
• Onboarding features can be improved. 

2. Talent Recruit 

Talent Recruit is an ATS that helps companies find, hire and manage their talent more efficiently. They provide the tools to help you run a successful recruiting program from start to finish.  

Talent Recruit is highly configurable and can be customized to suit the needs of any client. Using its AI-driven TalentRecruitCorp system, companies can learn better hiring practices from their patterns of shortlisting candidates and interviewing them until they find the right fit.

Pros

• Its onboarding module enables companies to smoothly transition successful candidates into employees without needing to integrate third-party solutions.
• The end-to-end process of recruitment and onboarding is implemented magnificently in the ATS, meaning that recruiters no longer need to worry about making errors. 

Cons

• Customer support can be improved. 
• According to users, the reporting function of Talent Recruit is essential and does not allow for much customization.

3. Hirecraft

With it, you can post jobs to multiple boards, search for candidates with advanced filters, and rank them based on data points. It allows seamless integrations with other applications as well.

They'll also assist with other processes, such as setting up tracking and conversion metrics so that you can measure your ad campaigns' success.

Pros

• User-friendly interface. 
• Process for onboarding, including paperless onboarding.

Cons

• It takes time for users to become familiar with a new interface.
• A small number of users have reported video lagging that is unrelated to internet connectivity.

4. Freshteam

Freshteam is a software company that provides an end-to-end recruitment solution for small and medium-sized businesses.

Freshteam has an excellent user interface which makes it easy to use. If you are looking for a simple applicant tracking system to set up and use, then Freshteam might be your best bet. It has a wide array of features like candidate sourcing using social media or job boards, candidate matching with critical skillsets and requirements, and reporting on applicants’ progress through the recruitment process. They also have a bunch of integrations for popular software.

Pros

• Simple to adopt user interface. 
• You can set triggers for candidates to automatically receive email notifications when their application has moved a stage further in the hiring process or if they were rejected/not selected.

Cons

• Limited integrations are available.

5. PyjamaHR

PyjamaHR is a cloud-based applicant tracking system (ATS) that helps you manage your entire hiring process. It helps you find, manage and track applicants and candidates through the whole recruitment cycle.

PyjamaHR offers a collaborative and user-friendly ATS that’s great for small and medium-sized businesses looking to expand their teams while simultaneously building their employer brands.  

Pros

• PyjamaHR is easy to learn, and customers can set it up without difficulty.
• Streamlines the hiring process without any hassles. 
• Has a free plan. 

Cons

• Some users complained that PyjamaHR’s support team was slow in responding and could not solve some issues.

The cost of an applicant tracking system depends on the size of your business, what you're looking for, and more. Some companies may hire a staffing agency specializing in recruiting solutions. The following are some factors to consider when deciding on a budget:

• How many employees do you have? The more employees, the higher your monthly cost will be because you'll need to pay for an additional license for each employee who uses it.
• What features do you want? Some software offers features like mobile apps or social media integration that can increase your costs beyond the software's base price.
• How much does it cost per month? Most ATSs charge based on how many users are accessing their platform at any given time (e.g., $50/month per user).

1. Pay-Per-Job

The first pricing model is the pay-per-job model. This simple method of getting your ATS up and running quickly and easily. You will only be charged for each job you fill through the system, meaning there are no monthly fees or long-term contracts to sign.

It's important to note that this pricing model does not include any customization, so if you'd like to add any additional functionality or integrate with another system, this option may not be suitable for your company.

2. Pay-Per-Recruiter

Pay-Per-Recruiter is just what it sounds like: You pay them a fee each time they recruit someone new, whether they get hired or not.

Many applicant tracking system vendors offer a pricing model in which customers pay per recruiter that uses the software. In a pay-per-recruiter model, each user has their login and access privileges. For some ATS vendors, the cost may vary depending on job title—a hiring manager will likely require different functionality than a recruiter.

3. Pay-Per-Employee

Pay-per-employee systems are another type of ATS. They charge you based on how many employees use the system. This can be a very cost-effective option if your company has a small number of workers and no plans to hire more shortly, but it may not be as cost-effective if you're planning to grow your team significantly in the coming years.

Pay-per-hire ATS systems work similarly to pay-per-employee ones. Still, they charge based on how many new hires enter the system over a specified period rather than assigning an annual fee for each employee using the software.

4. Flat fee

A flat fee is a fixed cost paid annually or monthly. The ATS service provider provides access to the system and its features in exchange. A flat rate can be better than spending an hourly fee because it offers more predictability for your budget, but it does have its downsides:

You could pay for new features such as job posting services or resume parsing tools. For example, suppose your company doesn't hire any new employees in January but still pays their annual subscription fee in full without taking advantage of any other services. In that case, that's wasted money on everything else associated with operating an ATS.

Depending on your company's size and growth plan, your organization may benefit from different pricing models. Consider which model best suits your unique needs before selecting it.

Identifying the features necessary for your hiring team and how those features will be used can help you determine which pricing model is best for your organization. The pay-as-you-go model might be best if you have a small team and need a basic ATS that can handle your current hiring needs. The subscription service might be worth exploring if you want to build out your onboarding process with automated tasks, such as document sharing and workflow management. And if your hiring team is increasing and needs advanced features now but doesn't want to commit to using an ATS indefinitely, then perhaps a hybrid model would work best for you.

When choosing a pricing model, you should estimate the costs of each option using available data.

• Pay-Per-Job: What is the average number of job openings you anticipate each month? On average, how many applicants apply to each position?
• Pay-Per-Recruiter: How many employees will require access to the applicant tracking system? Is that number likely to change frequently? Are continuous, long-term access privileges preferred over temporary ones tied specifically to job openings?
• Pay-Per-Employee: How is the size of your company likely to change in the future?

Flat fee: What are the costs of each plan compared to our current system? 

When it comes to support, some providers are better than others. ATS providers offer varying levels of customer service and technical support. Some charge more for this service, while others offer it for free or at a lower cost.

In general, good customer service means that you can expect your questions to be answered promptly by knowledgeable representatives who will listen to your concerns before making recommendations. You should also be able to contact the provider quickly by phone or email whenever the need arises without having difficulty reaching someone on the other end of the line (or with an empty mailbox).

If you are serious about your hiring process and want to make it more efficient, then an applicant tracking system is a must-have. It can help you find the best candidates and make sure they get hired quickly.

If you're a human resources professional, then you've probably been asked to find and hire new employees for your company. It's a tough job, but some tools can help—including ATS recruiting software. Here are some questions to ask yourself that will help you determine if it's time to buy an ATS:

Is the team hiring for a lot of positions at the same time?

If you're hiring for a lot of positions at the same time, an ATS will be a good investment. You'll be able to keep track of all the candidates and store their data securely. Is your hiring process more manual than it should be? If you're spending too much time on paperwork and not enough time interviewing candidates, an ATS can help. It will allow you to store information about each candidate and keep track of their progress through the hiring process.

Do they need to should store data securely and access it quickly?

If a company needs to store data securely and access it quickly, it should buy ATS recruiting software.

The primary benefit of an ATS is that it speeds up the hiring process. An applicant management system allows recruiters to create job posts, conduct screening interviews, schedule interviews with candidates, and more all in one place. In addition, hiring managers can use the system to see which applicants are qualified for particular positions. This means no more wasting time searching through hundreds or thousands of resumes just so you can find someone who meets your qualifications. Instead of looking at everything at once, an applicant management system allows you to narrow down candidates based on certain criteria such as location or skill set matching the job description exactly!

In conclusion, it's important to consider all of these factors when deciding if an ATS is right for your company. If you have a lot of turnovers or need to be able to store data securely and access it quickly, then an ATS may be just what your recruiting needs. On the other hand, if your HR department doesn't have a frequent turnover or doesn't need to store or access data quickly then there are other options available that might work better for them.

1. How do I choose the right ATS?

First, sort your requirements from an ATS for your business. List all the vendors matching these aspects and then consider the possible customizations, integrations with other software, usage flexibility, customer reviews, privacy, and customer support. Refer to our buyer's guide listed above for detailed information. 

 2. Why do I need an ATS?

An applicant tracking system (ATS) manages the recruitment process by automating it and helps in the hiring process. It also pre-screens the candidates, stores resumes and other necessary information, and sorts the candidates making the right fit for your requirements.  

 3. How do you evaluate an ATS system?

Check if the vendor meets your business requirements. Ask for different pricing, customization, and integration possibilities. Also, check for customer reviews and the ease of using the software’s interface.  

 4. Can we tailor our ATS according to our specific needs?

You’ll find different vendors in the market providing ATS software. Some of them allow customizations in some modules as per the buyers’ needs. So, check with your chosen vendor before completing the payment for it.