Applicant Tracking

An Applicant Tracking System (ATS) is a type of recruitment software that helps organisations streamline and optimise their hiring process.

Used by recruiters and talent acquisition teams, an ATS allows you to post job openings, review applications, and track candidate progress — from first interaction through to onboarding. More advanced applicant tracking software can also automate tasks, filter applicants, and maintain ongoing communication, making it easier to stay organised as candidate volumes grow.

Filling roles can be time-consuming and expensive. By centralising recruitment data and reducing manual admin, an ATS enables hiring teams to focus on what really matters — making the right hiring decisions. When paired with a recruitment CRM, it also supports longer-term talent pooling and candidate engagement.

How Applicant Tracking Systems work

Applicant Tracking Systems help in the four key stages of recruitment: 

1. Posting a position: 

• Create job descriptions with an understanding of preferred competencies for each position
• Identify salary benchmarks and compliance issues 
• Incorporate smart systems and AI to draft smart job postings
• Create targeted advertisements on job boards and other locations like social media
• Create job application forms based on where and how candidates are searching for work

2. Reviewing applicants: 

• Configure important screening questions
• Parse and automate the management of resume data
• Generate real-time reports and analytics of recruitment data
• Create benchmarks and useful methods of comparison
• Connect hiring teams on a single platform
• Manage notifications and alerts to keep all parties informed on progress

3. Interviewing candidates: 

• Provide self-service tools for scheduling interviews
• Facilitate communication, inquiries and progress-tracking in real time
• Gather feedback and securely assign candidate rankings
• Perform background checks with third-party organisations
• Provide interview templates and custom forms that cover all relevant questions

4. Hiring and onboarding: 

• Generate offer letters and forms with electronic signature capabilities
• Automate onboarding processes to facilitate and settle in new hires
• Provide candidate management tools to nurture talent pools for future openings

Benefits of using an Applicant Tracking System

An Applicant Tracking System (ATS) offers key time savings by automating tasks like resume parsing, candidate filtering, and interview scheduling. It also benefits your brand by ensuring every candidate is treated in a friendly, professional manner.

Increased efficiency 

Applicant tracking software streamlines recruitment by centralising candidate information and enabling hiring teams to quickly access information from anywhere. This improves efficiency and costs, and makes sure you have more time to consider all potential hires.

Improved candidate experience

An ATS enhances communication between hiring teams and provides timely updates to job applicants. ATS platforms offer mobile-friendly interfaces, making it easy to apply online. Candidates can track the status of their application in real time and receive timely feedback on the process.

Enhanced decision-making with data

An ATS uses smart data analysis to identify patterns in application data and the organisation’s hiring process. This information assists recruiters to make informed, objective, and successful hiring decisions. For example, with data-driven reports, you can identify the most effective recruitment channels for each type of position, and keep track of key metrics like time-to-hire and quality of hire. That knowledge helps refine job listings and selection criteria over time. 

Compliance and reporting features

An Applicant Tracking System assists in maintaining compliance with employment laws and regulations. It standardises recruitment processes, ensuring that equal opportunity and regulatory requirements are met. An ATS generates reports on things like candidate demographics, interview notes, and hiring decisions – providing a clear audit trail for regulatory reviews. Such reports are critical for managing risk and ensuring transparency in hiring practices.

Reducing cost of hires

An ATS may help your organisation to reduce its hiring costs. Before looking at the available options, consider how much time and money your business is currently spending on finding new hires. It’s estimated, for example, that it costs the average company over AUD$20,000 to fill a vacant position. What savings might be made by changing your candidate sourcing, assessment, and onboarding processes?

For more information on building your single source of truth in recruitment, check out JobAdder’s ATS CRM.