Best Applicant Tracking Software For Your Business

Applicant Tracking System or ATS is a software tool that helps companies organise, track, and sort job applicants. It is a central hub where you can manage the entire hiring process. It does everything, right from attracting potential candidates to making the final offer. 

This software automates a lot of tasks like shortlisting applications, scheduling interviews, updating the hiring status, etc. Applicant tracking software can also be considered as a candidate management system or talent acquisition software. 

Business owners can also use the system to communicate with candidates throughout the hiring process. Effectively using this tool can help create a talent pool. 

Types of ATS 

Beyond general-purpose ATS platforms, a variety of options cater to specific industries. These systems offer features and functionalities tailored to the unique needs and challenges of each sector. They are:

Healthcare: Streamline recruitment with features like licence verification, streamlined onboarding, and compliance management specific to healthcare regulations.

Education: Manage faculty and staff hiring, ensure compliance with affirmative action regulations, and offer user-friendly online application forms for educators.

Technology: Schedule technical interviews, integrate with coding platforms for assessments, and manage skill gaps and talent pools to attract top IT talent.

Hospitality: Utilise skills assessments tailored to hospitality roles, integrate with background check providers, and ensure efficient verification of candidate information.

Finance: Manage compliance with financial regulations, integrate with financial data sources for pre-employment screening, and ensure the accuracy and reliability of candidate information. 

These are just a few examples, and numerous other industry-specific applicant tracking systems exist. However, the availability and specific functionalities of these platforms may vary depending on the industry you're in.

Applicant tracking system is an essential part of modern recruitment to streamline the process for both organisations and applicants. But how exactly do these systems operate behind the scenes? Let's delve into the inner workings of ATS:

Stage 1:

Organisations use the best ATS systems to create and publish job postings across various platforms. The system often integrates with job boards, career websites, and social media, increasing visibility and attracting a wider pool of qualified candidates. 

Some ATS offer features like resume databases and candidate search functionalities. This allows recruiters to source potential candidates based on specific skills, experience, and keywords, saving time and effort.

Stage 2: 

When a candidate submits an application through the company website or a job board, it's automatically saved within the ATS. This creates a central repository for all applications, eliminating the need for managing paper resumes or scattered emails. 

ATS systems utilise technology to scan and extract key information from resumes, including education, work experience, and skills. This data allows for efficient filtering and ranking of candidates based on predefined criteria.

Stage 3:

Some ATS offer integrated skills assessments or allow employers to create custom tests. These can evaluate specific skills relevant to the position, providing valuable data beyond the resume. 

The software ranks candidates based on the extracted information and pre-defined criteria. This helps recruiters prioritise applications and identify those who best match the job requirements. 

Stage 4: 

Candidates will receive automated email notifications informing them of their application status or requesting additional information if shortlisted. This frees up recruiters' time for more strategic tasks. 

Advanced ATS systems offer tools for internal collaboration, allowing recruiters, hiring managers, and other team members to share feedback, schedule interviews, and track candidate progress efficiently.

Stage 5: 

Applicant tracking software gathers valuable data on candidate sources, application trends, and hiring metrics throughout the recruitment process. This data can be used to identify areas for improvement and make data-driven decisions for future recruitment efforts.

Applicant tracking software solutions offer many advantages in today's competitive talent market, for organisations of various sizes and industries. Here's an overview of the key benefits of ATS software:

Streamlined Processes:

Applicant tracking systems automate repetitive tasks like posting jobs, screening resumes, and sending initial communication, freeing up valuable time for recruiters to focus on strategic aspects of hiring. Streamlining the entire recruitment process within a single system eliminates the need for managing paper resumes or scattered data, promoting the better organisation and improved workflow.

Improved Talent Acquisition :

ATS integrates with various job boards and online platforms, increasing the reach of job postings and attracting a wider pool of qualified candidates. Some ATS systems offer features like resume databases and advanced search functionalities to identify potential candidates based on specific skill sets and experience. User-friendly ATS interfaces can provide a smooth and professional application experience for candidates.

Effective Evaluation:

Applicant tracking system extracts key information from resumes and rank candidates based on predefined criteria, saving time and effort during the initial screening process. Some ATS software offers integrated skills assessments or lets you create custom tests. This provides valuable data beyond the resume and helps identify candidates with the required skill set.

Analysing data gathered throughout the recruitment process, like applicant pool demographics, interview feedback, etc., can help make better decisions about hiring and identify areas for improvement in their recruitment strategies.

More cost-efficient:

The automation of tasks and streamlined workflows offered by ATS tracking system help to reduce administrative costs associated with the recruitment process. Moreover, filling positions faster through efficient candidate sourcing and selection can lead to cost savings and improved overall recruitment return on investment (ROI).

Better Collaboration:

Advanced ATS software solution offers features for collaboration between recruiters, hiring managers, and other team members, for efficient sharing of feedback, scheduling interviews, and communicating with candidates. Sending automated updates and notifications to candidates keeps them informed of their application status, reducing the need for manual communication and saving time for recruiters. 

Promoting Diversity:

Some popular ATS software offers features like a blind review to reduce unconscious bias during the screening process by hiding certain candidate details like name, gender, or age. Relying on skills assessments instead of resumes can help identify qualified candidates based on their abilities rather than irrelevant factors, potentially leading to a more diverse and inclusive workforce. 

It's important to note that the specific benefits of using ATS will vary depending on the size, industry, and individual needs of an organisation. However, the key advantages offered by these systems remain the same and help companies improve their recruitment process, improve efficiency, and attract top talent in today's competitive job market.

ATS software offers a diverse set of features to streamline and enhance the recruitment process. However, specific features may vary between different platforms. Here's a list of some key functionalities widely found in ATS software:

Job Posting:

Applicant tracking system software can be used to publish job openings across various platforms like job boards, social media, and company career websites. All of this is possible with just a few clicks, saving time and increasing reach to potential candidates.

Applicant Tracking:

Businesses can use ATS to eliminate scattered spreadsheets or paper applications. The software lets you track all applicants in one place, keeping your recruitment process organised and efficient.

Candidate Profiles:

Applicant tracking solutions also help you build comprehensive profiles for each candidate, storing their resumes, cover letters, application details, etc. You can also store any relevant notes or feedback from the hiring team.

Schedule Interviews:

You can now simplify the interview process by scheduling interviews directly through the ATS systems. This allows both candidates and interviewers to easily find and manage their appointments.

Resume Analysis:

Company owners can save a lot of their time and effort by using an ATS software solution. It automatically extracts key information from submitted resumes, like skills, experience, and education. This allows for faster and more efficient screening of applicants.

These core features work together to streamline the recruitment process, helping organisations manage applicants effectively and find qualified candidates faster.

Finding the best Applicant Tracking System (ATS) is not easy. However, navigating the selection process becomes easier with careful planning and clear criteria. Here's a comprehensive guide to help you choose the best ATS software that perfectly suits your needs:

Assess Your Needs:

Size and Scale: Consider your company's size and the volume of hiring you typically do. A large organisation with constant recruitment needs can have different requirements compared to a smaller company with occasional hiring needs. 

Budget: Determine your budget for the ATS software solution, covering  its initial cost, ongoing subscription fees, and any additional implementation or training costs.

Features and Functionality: Identify the features crucial for your specific needs.  Consider factors like job board integrations, resume parsing capabilities, candidate communication tools, interview scheduling functionality, and reporting and analytics features. 

Integration with Existing Systems: Check if the ATS software integrates with your existing human resources (HR) software or other systems used in your workflow. Seamless integration can ensure smooth data flow and avoid the need for manual data entry.

Research and Compare Options: 

Read Reviews and Analyze Features: 

Research and compare all the popular ATS options available. Use online resources, software review websites, and industry publications to understand the features, functionalities, and user experiences offered by different systems. 

Request Demos and Free Trials: 

Many ATS software providers offer free trials or demos. Use these opportunities to experience the system firsthand, test its functionalities, and assess its ease of use for both administrators and recruiters.

Prioritise Ease of Use and User Experience:

User-friendliness: 

Ensure the ATS software solution is user-friendly for both top management and hiring managers. A smooth and intuitive interface can improve user adoption and streamline the recruitment process. 

Mobile Compatibility: 

Consider if the applicant tracking platform is accessible and functional on mobile devices. This can be crucial for candidates who might apply or track their applications through smartphones or tablets.

Consider Security and Data Privacy:

Data Security: 

Choose software that prioritises data security and ensures compliance with relevant data privacy regulations. 

Data Backup and Recovery: 

Verify the system's data backup and recovery procedures to ensure valuable information is protected in case of unforeseen circumstances.

Seek Expert Advice and Support: 

Consult HR Professionals: 

Consider consulting with HR professionals or industry experts to gain insights and recommendations based on their experience with different ATS options. 

Consult the ATS Provider: 

Don't hesitate to engage with the ATS provider's representatives. They can answer your specific questions, address any concerns, and provide in-depth information about the system's capabilities and ongoing support options.

You can confidently choose the perfect Applicant Tracking System By following these steps and carefully considering your unique needs. The best ATS  eases the recruitment process, attracts top talent, and helps make better hiring decisions. The "best" ATS is not always the most expensive; the key lies in finding one that aligns perfectly with your organisation's specific needs and resources.

Attracting and retaining top performers can make or break an organisation's success in today's competitive talent market. While similar to its benefits, Applicant Tracking System (ATS) offers specific competitive advantages that can give businesses a significant edge in the recruitment process.

Enhanced Employer Branding:

Faster Application Response Times: Automated communication features in applicant tracking solutions allow quicker responses to applicant inquiries and faster feedback throughout recruitment. This reflects professionalism and responsiveness, improving the candidate experience and attracting top talent who value their time and communication.

Targeted and Personalised Communication: Utilising data from resumes and applications, ATS tracking system facilitates personalised communication with candidates. It can be tailored emails or interview questions to their specific skills and interests, leading to a more engaging and positive candidate experience.

Data-Driven Candidate Selection:

Deeper Insights for Improved Decisions: ATS software lets you gather data on various aspects of the recruitment process like application sources, candidate demographics, interview feedback, etc. This data can be analysed to identify areas for improvement, optimise hiring strategies, and decide about future recruiting efforts. 

Reduced Bias: Some best ATS systems offer features like blind review capabilities, allowing reviewers to assess candidates based on skills and qualifications without their name, gender, or other identifiable information. This helps mitigate unconscious bias and provides a diverse and qualified workforce.

Increased Agility and Adaptability:

Faster Adaptation to Changing Needs: In a dynamic job market with evolving skills and qualifications, applicant tracking system software provides quicker adaptation to changing hiring needs. Skills assessments and flexible search functionalities can be used to easily identify candidates with the most relevant skills for the current market demands. 

Improved Employer Competitiveness: ATS can significantly enhance a company's overall competitiveness in the market by automating processes, attracting top talent faster, and fostering a positive candidate experience. This translates to attracting, retaining, and building a strong talent pool, contributing to long-term success.

Scalability and Cost-Effectiveness:

Scalable Solutions for Different Hiring Volumes: Many applicant tracking solutions offer flexible pricing models and scalability options to cater to different business sizes and hiring volumes. Companies can choose a solution that fits their current needs while offering the potential to grow as their recruitment needs evolve. 

Long-Term Cost Savings: While there's an initial investment, the time saved from automation, reduced administrative costs, and improved hiring efficiency can significantly cost savings over time. Additionally, attracting and retaining the right talent can contribute to increased productivity and overall organisational growth.

The needs and priorities across companies and industries always vary. So, there is no one definitive list of the Top Applicant Tracking Systems (ATS). Here's a general overview of some popular ATS software options categorised by company size for the year 2024:

For Small and Medium-Sized Businesses (SMBs):

Zoho Recruit: User-friendly and budget-conscious, offering core functionalities like job posting, applicant tracking, interview scheduling, and reporting. Popular with its affordability and ease of use.

Darwinbox: An all-in-one HR platform encompassing ATS functionalities like resume management, interview scheduling, and offer management. Ideal for SMBs seeking a comprehensive HR solution.

HireMojo: A free and easy-to-use option with basic features like job posting, resume management, and communication tools. Suitable for startups and small companies with limited recruitment needs.

SmartRecruiters: Offers features like candidate relationship management, interview scheduling, and social recruiting functionalities at an affordable price. Ideal for growing businesses seeking an ATS with essential features without a high price tag.

For Mid-Sized and Enterprise-Level Businesses:

iCIMS Talent Cloud: A comprehensive talent management suite including applicant tracking, onboarding, and employee engagement tools. Popular among large Indian organizations for its diverse functionalities.

Keka: An AI-powered ATS offering features like resume parsing, candidate matching, and skills assessments. Well-suited for mid-sized and large organizations seeking innovative technology to streamline recruitment.

Hiredly: A cloud-based platform offering features like applicant tracking, interview management, and candidate feedback tools. Ideal for medium-sized companies seeking a user-friendly and scalable solution.

Monk.ai: An AI-powered platform focusing on candidate experience and engagement. Offers features like automated interview scheduling, video interviewing, and feedback tools. Suitable for mid-sized and large organizations seeking a modern and tech-driven approach to recruitment.

Apart from these, there are many other ATS options available to suit various needs and budgets. Consider company size, budget, desired features, integration needs, etc., to pick the best applicant tracking system software.

Applicant Tracking offers numerous benefits. But, it comes with certain challenges. The following are some common challenges encountered by business owners. We’ve also discussed some potential solutions to address them:

Challenge 1: Resume Formats 

One main challenge with ATS tracking system is non-standardised resume formats, i.e.,  creative layouts. It can lead to inaccurate data extraction during the automated parsing process. To avoid that, you can consider uploading plain text resumes alongside their formatted versions. Additionally, choose an ATS with advanced parsing capabilities that can handle diverse resume formats. 

Challenge 2: Keyword Stuffing 

Applicants can attempt to "game the system" by including excessive keywords relevant to the job description, regardless of their actual qualifications. In that case, you can use a skills-based approach instead of keyword matches. Prioritise candidates based on skills and experience through work samples, projects, or assessments instead of keyword presence in their resumes.

Challenge 3: Candidate Overlooking 

Too much reliance on an ATS tracking system might lead to overlooking qualified candidates who don't perfectly match the pre-defined criteria or may not have a traditional resume format. In that case, combine the ATS tracking system with human judgement. Use the system to shortlist and screen candidates efficiently, but always involve human reviewers to assess cultural fit, soft skills, and potential beyond the captured information.

Challenge 4: Unconscious Bias 

Unconscious bias might creep into the recruitment process through biased language used in job descriptions or limited search parameters within online ATS software solutions. You can consider tools like blind review to assess candidates anonymously without access to information like name, gender, or age. Moreover, regularly review job descriptions and search criteria to ensure inclusive language and avoid unintentionally limiting the applicant pool. 

Challenge 5: Technical Glitches 

Technical issues with the applicant tracking system can disrupt the recruitment process, and data breaches can compromise candidate information. Turn to reputable and the best applicant tracking systems for recruiters with a proven track record of security and reliable system uptime. Regularly back up data and implement robust security measures to protect sensitive candidate information.

Acknowledging these challenges and implementing appropriate solutions, can bring out the full potential of ATS.

The Applicant Tracking System (ATS) market is constantly evolving. Software providers always come up with new features and trends emerging to address evolving recruitment needs. Here's a glimpse into some key trends shaping the future of ATS:

Artificial Intelligence (AI) and Machine Learning (ML):

AI and ML will play an increasingly prominent role in matching candidates to suitable roles. It can be through analysing resumes, assessing skills, or identifying potential cultural fit. This can lead to more accurate and efficient candidate selection. 

Apart from this, AI can help build and manage talent pools by identifying potential candidates based on skills, experience, and career aspirations. AI-powered chatbots can provide personalised communication and support to candidates throughout the application process.

Increased Focus on Candidate Experience:

Recognizing the importance of attracting and retaining top talent is crucial to business growth. So, ATS can go beyond just managing applications to building a positive candidate experience. It can be features like personalised communication, feedback loops, and streamlined interview scheduling.

ATS could be increasingly optimised for mobile devices as mobile usage continues to increase.  This can lead to candidates easily submitting applications, tracking their progress, and accessing relevant information on the go.

Integration and Data-Driven Insights:

Popular ATS software in the market can integrate seamlessly with other HR information systems. It leads to systematic data flow and ensures a holistic view of the entire candidate journey. Hiring managers can gather valuable data from various sources throughout the recruitment process. Moreover, the data from the ATS can be used to gain deeper insights into recruitment effectiveness, identify areas for improvement, and optimise hiring strategies.

Focus on Security and Compliance:

Increasing regulations and growing awareness of data privacy require ATS providers to prioritise security measures to protect sensitive candidate information. This includes adhering to relevant data privacy regulations and implementing strong encryption protocols. Also, ATS features might help promote diversity and inclusion in the recruitment process with  anonymized resume reviews, skills-based assessments, and tools to remove bias from job descriptions and search criteria.