What is an Applicant Tracking System (ATS)?
The term Applicant Tracking System comes from the American language and is generally defined as software that automates the recruiting process, i.e. enables the electronic handling of the recruiting process. In German-speaking countries, the term e-recruitment software or applicant management tool is more commonly used.
However, ATS also means the ability to track candidates’ application channels. Despite its importance, this feature was not possible in the software of local providers for a long time.
In the next two sections, you will learn about the general benefits of an ATS and why it is so important to evaluate the channels.
Applicant tracking system in general - What are the advantages?
Central & digital filing
Depending on the channel, applications often come in different ways:
- classic by mail or e-mail
- on job platforms, also by e-mail or in the corresponding inboxes
- as a message on social media
- etc.
Instead of searching in various mail or file folders for the relevant applications and their current status, you can see all applications directly at a glance in an e-recruitment software. In addition, search and filter functions allow you to quickly narrow down your selection.
Minimize administrative effort & enable fast communication
Save yourself the effort of entering data in an Excel spreadsheet or writing letters and emails. Letters, e-mails and documents can be generated from templates in e-recruitment software at the touch of a button. This also applies to mass rejections: instead of writing various individual rejection emails, these can be done with just a few clicks and yet personalized. Fast and professional communication also has a positive effect on employer branding. 50% of respondents in JobCloud’s 2019 labor market study stated that they sometimes or often did not receive a response to their application. With an ATS, all communication with the applicant can be handled and standardized thanks to templates.
Simplify decision management
With just a few clicks, you can release applicants to the line for rating. Check at a glance which line managers have not yet given you feedback on applications or interviews. Company-specific rankings can be defined and evaluated for each applicant based on the ratings submitted. This allows you to always keep an eye on your top candidates and ensure fast communication.
Utilize channels
Post on various channels at the same time. Use the potential of your own career site and the various job exchanges and social media. You can then check directly which channels bring in the most applicants. Also pay attention to the cost-benefit ratio. For example, use the free posts in the social media feeds. If your employees share/like the post additionally, you increase your reach without a large budget.
Further develop job advertisement
As soon as you advertise a job a second time, you will receive the details of the last job in a good e-recruitment software. This saves you having to enter the data manually and you can easily make any necessary adjustments.
Simple substitution and rights management
An applicant management system enables all data to be stored centrally. It also clearly regulates who has access to which data. This facilitates collaboration, increases data protection and enables easy substitution.
Data protection
Data protection, especially for personal data, is becoming increasingly important. This includes, for example, the right to be forgotten. Unfortunately, this is not the case with the filing of e-mail applications. In e-recruitment software, dossiers can simply be deleted or anonymized for later evaluation in compliance with data protection regulations. Ensure compatibility with the data protection laws GDPR (EU) and FADP (Switzerland).
Talent pool
Collect the most promising applicants in a talent pool. This allows you to search your current talent pool for potential candidates free of charge prior to an advertisement. With the automatic reminder functions, older dossiers can be archived (deleted) or asked again. This prevents you from building up a data graveyard and allows you to contact your talents easily.
Keep an eye on all applicants and optimize the process with the ATS from Dualoo.
Applicant tracking system in the narrower sense: traceability of the channels
Analyze which channels or sources you receive the most applications through and how far applicants get in the recruiting process. After filling a job, you should evaluate the channels used and adjust the selection for future job advertisements to save time and costs.
Applicants per channel
The number of applications per channel and the way in which applicants become aware of the job advertisement play a decisive role. Differences between different jobs or occupational groups help to make advertisements more efficient. Especially when recruiting apprentices and trainees, a comparison over several years reveals possible trends and necessary measures.
Cost-benefit ratio and ROI
A comparison of the advertising costs on various platforms with the applications received, taking into account the quality of the applications, offers valuable insights. It becomes clear which channels result in the candidates who are ultimately hired.
Quality of applicants per channel
A rating of the quality of applications per channel can show whether predominantly unsuitable applications have been received via certain channels or whether there are channels where many candidates make it to the next round. The number of interviews per source and the channels through which most acceptions are made also provide valuable information.
Particular attention should be paid to the training sector:
In the training sector (e.g. in apprentice recruitment), the term “channel” must be defined more broadly than just the job platforms. Here it is also important to consider which applicants have already attended Trial apprenticeships, information afternoons or trade fairs. It is therefore important that e-recruitment software can also track these process steps. The aim is to find out which of these events generates the most high-quality applications.
Questions & Answers: Applicant Tracking System
What is an Applicant Tracking System (ATS)?
An ATS is software that automates application processes and helps to manage and analyze applications and optimize communication.
What advantages does an ATS offer?
It saves time, improves organization, enables efficient pre-selection of candidates and provides a better overview.
How does an ATS improve the candidate experience?
It ensures a positive applicant experience through quick and clear communication and an easier application process.
What features does a modern ATS offer?
A modern ATS provides support with job advertisements, offers clear management of dossiers, automates tasks and promotes efficient internal and external communication.
