An applicant tracking system (ATS) is the foundation of recruitment technology, serving as a central platform for collecting and storing candidate resumes, as well as automating job listings and other manual duties associated with the recruiting function.

ATS technology has evolved significantly, with companies providing artificial intelligence capabilities, computerized workflow features, and reporting tools to help recruiters, hiring managers, and job prospects.

However, the expanding number of platforms makes selecting a new ATS software more difficult than ever. When evaluating these systems, talent acquisition and human resource directors should examine customization choices, the quality of user interfaces, candidate experience, automation features, interoperability, and the ease of access of powerful reporting tools.

First and foremost, optimise processes and explain strategy

According to experts, the first step in looking for a new ATS should be to analyse your current recruitment procedures, because even the most powerful software cannot cure intrinsically broken workflows. Before looking for a new ATS provider, companies should ensure their recruiting processes conform with strategic business objectives and eliminate unnecessary or ineffective process steps, according to Kara Yarnot, vice president of strategic consulting services for HireClix, a recruitment marketing agency and talent acquisition consulting firm in Gloucester, Mass.

“With that optimised process in place, you can next describe your system requirements and critical use cases and ask suppliers to explicitly express how their solution supports your process”, Yarnot explained.

According to Elaine Orler, senior vice president of technology consulting for Talent Function, a San Diego-based company owned by global recruitment process outsourcing firm Cielo, buyers should evaluate ATS platforms and other technology products based on their recruiting thresholds and evolving needs. Sometimes individuals require the most recent version of the same technology; other times, they wish to optimise or modify how work is completed.

“For example, you may already have an assessment provider but desire one that focuses on innovation and expandability to interface with your existing technological solutions,” Orler explained.

According to Chris Russell, managing director of RecTech Media, a recruiting technology consulting firm in Trumbull, Conn., the best ATS platforms fulfil the dual goals of providing recruiters with an instinctive and efficient administrative experience while providing job candidates with a seamless experience.

One essential consideration in assessing ATS providers, according to Russell, should be how rapidly a system helps convert job candidates. “Getting applicants to a finished application fast is vital in today’s recruitment funnel,” he added. Internal recruiters should use as few steps as possible to advance applicants from one stage of the process to the next.

Reporting Functions are a source of concern for recruiters

For recruiters looking for straightforward, tailored data on the quality of sourcing channels, time-to-hire, or applicant drop-out rates, an ATS’s reporting tools are sometimes problematic. Recruiters must create their own alternative techniques when reporting functions fail.

Russell advised making certain that your selected ATS provider can manage all of your present reporting requirements, as well as minor details such as how to produce new reports inside the ATS. “Typically, the latter task has proven difficult for the ordinary recruiter,” he noted. “It is preferable to trial before you buy. Many providers allow you to try out a sample account, but you should also inquire around to identify other firms utilising the same technology to receive objective feedback on reporting capabilities.”

Workflows and Automated Functions

Russell believes that a contemporary ATS should include a complete set of automated functionalities. “Today, an ATS must be able to eliminate the weight of tiny chores from a recruiter’s plate,” he says. Such automation is especially useful in the areas of applicant sourcing, screening, and interview scheduling.

Automation should also enhance rather than impede the applicant experience. For example, the finest systems automatically notify candidates as they progress through the stages of a recruitment process. “You don’t want applicants to become lost in a communication abyss,” Russell explained.

He believes that automated interview scheduling and chatbot capabilities are crucial aspects of a better applicant experience, as is lowering candidate pulling-out rates by ensuring job application forms don’t have too many facets to fill out.

Capabilities for Scalability and Interoperability

Small and medium-sized firms should also consider how a potential ATS provider would expand with their future expansion, according to experts. “Ask vendors for client references who expanded from a similar size to your present size or a size you intend to be in the near future”, Yarnot said.

Buyers should also consider how well an Applicant Tracking System software integrates with other IT platforms in an HR ecosystem, she advises. “The definitions of integration may vary greatly,”. “From a flat file that must be manually uploaded to conventional application programming interfaces [APIs] to a bespoke API that must be established particularly for your business”, she noted.

Post-Sale Assistance

Russell feels that when comparing ATS suppliers, post-sale customer support should be a crucial aspect.  “I’ve heard too many instances about ATS suppliers becoming non – responsive once the agreement is signed,” he remarked.

Yarnot advised forcing any potential vendor to attend the product presentation and other critical meetings with the customer support representative who will be designated to your account.

“Once the system is online, the sales team is typically no longer involved with you,” she explained. “You want to meet your key support contact person, since this will have a significant influence on your customer experience. Ask this individual all of your inquiries concerning support service level agreements and escalation processes. This allows you to assess their communication abilities, system understanding, and overall customer service approach.”