Nowadays, well-functioning companies can manage many activities and processes with well-designed and implemented tools.  ATS, which means Applicant Tracking System, is a general term used for different types of platforms that are used to store and manage candidates’ data and the processes in which they participate. At first glance, it may seem that ATS is used only for communication between recruiters and candidates, but their usage also significantly affects certain other mechanisms that appear during the recruitment process.

Project management in ATS

The ATS allows recruiters to create new recruitment projects and assign appropriate roles to the right people in the organization, which means that people involved in the recruitment project can track the status of a given candidate at a given time and view any data that has been included in the profile. HR recruiters, technical recruiters or hiring managers work with the same database, but they might have different levels of access or different user permissions in the system. What is more, ATS often have notification mechanisms. Recruiters or other owners of the project do not have to remember which people to contact at a given moment. The system reminds them which actions are necessary at different levels of the process, whether it is making a phone call to a candidate, sending him/her an e-mail with a recruitment status, or giving feedback after the meeting.

Working on data and numbers

Managing data and numbers is an invaluable advantage of having an ATS. The system monitors for us the number of active recruitment processes and the number of active candidates in the processes.  Applications that are coming into the system are properly grouped which allows recruiters to monitor the sources of the applications. Thanks to that, recruiters have a huge scope for research and statistics. They can check which job portals are crucial in the context of different roles and processes. We can, therefore, assume that an ATS is essential for recruiters not only to contact candidates and automate this communication but also to possess accurate data necessary to communicate with hiring managers and preparing reports. An ATS provides, above all, a solid basis for working on specific data and operating numbers.

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Communication with hiring managers and its impact on business and candidates

As being said earlier, different people in the organization can work on one recruitment project in the system. But why is that so important? First and foremost, recruitment processes are an expensive procedure for many companies. That is why it is important that they are well designed and do not last too long. Time is not only the key to business but is often decisive for the candidate as well. An ATS which improves the communication between the recruiter and the hiring manager contributes to lower recruitment costs and affects the efficiency of the organization in this area.

If the recruiter and the hiring manager are in constant contact and both know exactly what the status of the candidate is, it also affects the candidate’s feelings. They feel that the next steps in the process are thought through and planned. They feel confident and, regardless of the outcome of the recruitment process, they will probably recommend their friends to take part in the recruitment process through their positive feelings about cooperation with the company.

Conclusions

As one can see, the impact of an ATS is very wide. It streamlines the recruiter-candidate relationship, helps to build cooperation between the recruiter and the hiring manager, provides access to verified data and facilitates reporting.

Author:
Marlena Maciejewska
Senior HR Specialist

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