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Applicant Tracking Systems: 10 top tips on choosing the right one

Written by Chris Keeling | 02-Dec-2016 13:30:00

Instead of using recruitment agencies, many in-house HR departments are turning to direct resourcing (i.e. doing it themselves) and with this, are acquiring their own applicant tracking system (ATS) to reduce reliance on agencies and provide a more pro-active, engaging and efficient recruitment experience for HR, Hiring Managers and candidates alike.

The return on investment can be huge if you select the right solution and provider.

There are many providers of applicant tracking software; some US based and some homegrown here in the UK. We’ve put together this top tips guide to provide a few pointers to help you select the best one for your business and needs; both now and in the future.

The first point to note is that, on the face of it, many providers seem to offer the same thing. However all applicant tracking systems are not equal and they do vary greatly in terms of flexibility, range of functionality the support that they offer, the security provided – and of course, the price!

10 tips to find the best applicant tracking software for you

1. Do your homework

  • Before looking at an applicant tracking system, it is well worthwhile doing your homework and analysing your own internal processes – which parts work well and which could work better. In other words, what is the problem you want to fix, or what is it that you need to improve? What processes do you need it to support?
  • Think carefully not just about what you need now but what you might also require in the future (e.g. integration with job boards, online psychometric testing, video interviewing, pre-employment screening and self-service offers and contracts online).
  • Prices vary quite a bit but be careful! All systems are not equal and the old adage of ‘buy cheap buy twice’ is particularly relevant to purchasing applicant tracking systems. Cheaper solutions may have hidden charges or perhaps not provide platforms that are as robust, flexible or secure as those that cost just a little more.

2. Flexibility of the recruitment solution

Is the recruitment software you are looking at inherently inflexible in how you want it to work? Does it support your existing processes, so that there’s no radical need to change the way you work, whilst improving the ways in which you need to work better?

3. How configurable is it? Can I add features when I need them?

Is the applicant tracking software you’re considering a standard solution in its own right (‘off the shelf’), or is it modular where you are able to add functionality and configure the system to meet your own requirements in the future? Check carefully how easy it is to make changes and whether there are cost implications as your own business may evolve in terms of locations, users, application forms and workflows etc.

4. Can it grow with my business/needs?

Be mindful of the future and examine how much it will cost to add on functions.

It’s worthwhile looking at how the company intends to grow and what other functions the online recruitment system can offer and what the costs are likely to be in the future.

5. What Support is provided and will I be charged for it?

What support is on offer? For example, is there a helpline and where is this delivered from (e.g. UK, US, off-shored)? And is this extended and available to candidates, so that they too can get technical assistance, should they need it? Are there additional charges if you want to make changes to the solution in the future and how much will it cost?

6. How intuitive is it for users and candidates and is it made for mobile?

Does the applicant tracking system you are looking at appear to be easy to use or do you find it too hard to navigate around simple tasks like…

  • Raising a requisition for approval
  • Adding and advertising a job on your site, social media and your job boards
  • Viewing and scoring candidates
  • Communicating with candidates and stakeholders
  • How intuitive the hiring manager view is
  • Generating management information reports
  • What is the experience like for candidates? Does the candidate experience match closely with your own website’s look and feel and is the process of searching and applying for vacancies intuitive?
  • Is it ‘made for mobile’? With over half of candidates now applying for roles using a mobile, it’s vital that your chosen applicant tracking system is designed to work with these devices.
  • What training, online help and ongoing support is available (and is this local and accessible)?

7. How secure is my data?

With so many well-publicised data breaches, it’s vital to review closely how secure your solution is. Personal data is a company’s responsibility and the provider will be processing and storing this on your behalf, so understanding what measures and standards your provider has in place are paramount.

  • Does your chosen ATS use extended validation SSL (to encrypt data as you enter it online – your IT team will help with this). A simple check is does the web address (URL) start with https and not just http, and do you see a green padlock in the web address bar?
  • Ask if the applicant tracking system is ISO27001 certified – this is the main information security standard and is important in assessing how your system and its data are hosted.
  • Ask too if the solution is independently ‘penetration tested’. This is a test for security vulnerabilities.

8. Where’s my data stored?

Check where your data is stored. As a minimum, it should be stored within the European Economic Area but preferably in the UK. There’s an increasing concern about data stored elsewhere (including in the USA) where it may not be fully safeguarded against being accessed by local authorities.

9. Can I speak to some customers?

Is the ATS provider prepared to share details of some of their clients with you so that you can ask customers directly what they think of the system? They should be more than happy to facilitate this.

10. Supporting Change

This final point is an important one. In opting to implement an Applicant Tracking System, it often has an impact way beyond the resourcing team.

  • The hiring managers and the senior team who are involved in authorising roles can all be impacted upon. This should be a positive experience, but often this involves a ‘hearts and minds’ exercise to ensure buy-in – and this should be supported by a good internal communications and planning programme.
  • The provider you select should be able to help you with this and it is important that you assess potential partners with this in mind – i.e. can you see yourself working with the individuals sat across from you and would they have the right credibility in your own organisation?