How to Use an Applicant Tracking System？

An Applicant Tracking System (ATS) is a software application that automates the hiring process for businesses by collecting and managing candidate information. It helps streamline the recruitment process, reducing the time and cost associated with hiring while improving the candidate experience. Here's a comprehensive guide on how to effectively use an ATS for your recruitment needs.

1. Setting Up the ATS

Before you can start using an ATS, you need to set it up correctly to match your company’s specific recruitment needs.

a. Choose the Right ATS

• Customization: Ensure the ATS can be tailored to your company’s hiring process. Look for systems that offer custom workflows, job posting options, and candidate evaluation tools.

• Integration: Choose an ATS that integrates well with other HR tools, such as payroll, employee management, and performance management systems.

• Scalability: Consider whether the ATS can grow with your organization as your hiring needs expand.

b. Define Your Hiring Process

• Create Hiring Stages: Most ATS systems allow you to customize your recruitment stages (e.g., application submission, screening, interviews, offer).

• Set up Job Postings: Define what job positions you want to advertise. Most ATS platforms allow you to post openings on multiple job boards, career websites, and social media channels from within the system.

• Create Standardized Evaluation Criteria: Establish evaluation metrics for resumes, interviews, and candidate assessments.

2. Managing Job Postings

Once your ATS is set up, you can start creating and managing job postings.

a. Create a Job Description

• Write clear, engaging, and comprehensive job descriptions that include all necessary information about the position, skills required, and qualifications.

• Use templates provided by the ATS for consistency.

b. Post Jobs Across Multiple Platforms

• Use the ATS to post your job openings on multiple job boards (LinkedIn, Indeed, Glassdoor, etc.) and social media platforms.

• Some ATS systems allow automatic posting and syndication across various platforms with a single click, saving time and effort.

c. Automate Job Listing Updates

• Set automatic reminders or notifications for re-posting jobs that are not getting sufficient attention.

• ATS systems can also auto-update job postings to reflect changes or mark them as filled when appropriate.

3. Screening Resumes

One of the key features of an ATS is resume screening, which automates the process of sorting and filtering applicants.

a. Use Keyword Filters

• ATS systems are designed to search resumes for specific keywords, skills, and qualifications relevant to the job description.

• Set up customized keyword filters to prioritize resumes that match your criteria, such as years of experience, education level, and technical skills.

b. Evaluate Resumes Using AI and Machine Learning

• Some ATS systems come with AI-powered tools that rank candidates based on the match between their resume and the job description.

• These systems can help identify strong candidates quickly by ranking resumes based on relevance, making it easier for recruiters to focus on top-tier applicants.

c. Collaborative Review

• ATS systems allow multiple team members to review and evaluate candidates. Notes and feedback from hiring managers and HR personnel can be centralized in one place, allowing for collaboration.

4. Managing Candidate Communication

Effective communication with candidates is crucial throughout the recruitment process, and an ATS can streamline this significantly.

a. Automated Emails and Responses

• Use the ATS to set up automated emails to acknowledge receipt of applications or provide status updates throughout the hiring process.

• Send personalized rejection letters or invitations for interviews, all from within the system.

b. Interview Scheduling

• Many ATS platforms have built-in interview scheduling tools that sync with your calendar and automatically suggest available time slots to candidates.

• ATS can also send reminders to candidates and interviewers to reduce the likelihood of no-shows.

c. Feedback and Collaboration

• Share candidate feedback with team members directly within the ATS to keep everyone on the same page.

• Make collaborative decisions on candidates, with notes, scores, and ratings stored in the system for easy reference.

5. Conducting Interviews

ATS can assist you in managing the interview process to ensure a smooth candidate experience.

a. Interview Stage Setup

• Customize the interview stages within the ATS (e.g., phone screening, first interview, final interview). This ensures all interviews follow a standardized procedure.

• Interview feedback and scoring can be directly input into the system after each stage.

b. Video Interviewing

• Many ATS platforms are integrated with video interview software, making it easy to conduct remote interviews with candidates.

• Set up and track video interviews, share links with candidates, and record the session for future reference.

6. Making Offers and Onboarding

Once a candidate has been selected, the ATS can streamline the offer and onboarding processes.

a. Offer Letters and Contracts

• Use the ATS to send offer letters and contracts to selected candidates. Many ATS systems support e-signature capabilities, allowing for quick and paperless offer acceptance.

• Track the offer status and follow up with candidates to ensure timely responses.

b. Onboarding Integration

• Many ATS platforms offer integration with onboarding systems, allowing new hires to complete necessary paperwork, submit documentation, and get set up with company policies before their first day.

• The ATS ensures a seamless transition from recruitment to onboarding, improving the overall candidate experience.

7. Analyzing Recruitment Data

An ATS is not just a tool for managing candidates; it’s also a powerful analytics tool that helps you measure and improve your recruitment process.

a. Track Recruitment Metrics

• Use the reporting features in the ATS to monitor key recruitment metrics, such as time-to-fill, cost-per-hire, source of hire, and candidate quality.

• This data can help you assess the efficiency of your hiring process, identify bottlenecks, and make data-driven decisions to optimize recruitment strategies.

b. Continuous Improvement

• Regularly review the performance of job postings, evaluate recruitment campaigns, and assess which channels are most effective for attracting top talent.

• Use these insights to improve future hiring strategies and make more informed decisions.

Conclusion

Using an Applicant Tracking System (ATS) can drastically improve the efficiency, consistency, and accuracy of your recruitment process. By automating administrative tasks, standardizing evaluations, and enabling better communication, an ATS allows HR teams to focus on what truly matters: finding the best talent for your organization. Properly setting up and utilizing your ATS will not only save time but also provide valuable insights that can help enhance your hiring strategies for the long term.

Key Benefits of MokaHR:

1. Enhanced Recruitment Efficiency: MokaHR automates workflows and provides actionable insights, enabling HR teams to identify and hire the right candidates faster.

2. Improved Candidate Experience: With automated communication and timely updates, MokaHR ensures a seamless and professional experience for candidates, strengthening employer branding.

3. Versatile Industry Applications: The platform supports various industries, including manufacturing, finance, retail, and technology, with tailored features to meet specific recruitment challenges.

4. Scalable Global Solutions: MokaHR offers flexibility and localization capabilities, making it an excellent choice for businesses expanding across regions.

5. Robust Technical Support: Backed by 24/7 customer support, MokaHR ensures businesses can maximize the value of the system, addressing any challenges promptly.

By leveraging MokaHR’s capabilities, companies can streamline hiring processes, make data-informed decisions, and adapt to evolving recruitment demands. For more information or to schedule a demo, visit the MokaHR official website.