What to look for when choosing an applicant tracking system

1 - Where to start when looking at applicant tracking systems
2 - Not all applicant tracking systems are created equal
3 - What core features of an ATS should I look at?

I recently looked at the prospect of switching to an electric car and, like most buying decisions, sometimes you may feel you are not sure where to start. The raft of car brands is huge – and the options between electric and hybrid are bewildering. And then, do I focus on range? On comfort? On residual value? The list goes on … and on!

This problem is not just from the perspective of an ordinary consumer – the same challenge exists when you are required (or inclined) to explore new software to support your business. Of course, there is the old adage that “you don’t get fired for choosing IBM” – but that was a generation ago!

These days there are an equally large number of best-in-class recruitment software providers vying for your attention and keen to ensure they position the Features, Advantages and Benefits of their product, front of mind.

Where to start when looking at applicant tracking systems

Where do you start? Well - in the words of Julie Andrews - "you start at the very beginning, it’s a very good place to start!"

So here are a few questions to ask yourself - and if you want a more detailed guide, download our free How to Buy an ATS guide!

1. Why? Why do I think I need new recruitment software or applicant tracking system (ATS)? Is my need driven by the necessity to attract more candidates? Is it because I need to manage volumes more efficiently? Is it because I need to show far more compliance with legislation? Or maybe simply I need to spend less on agencies and advertising? The list can go on, but its an important first question as it will focus your thoughts on what is really important to you.
2. How much? If you have a very defined budget, don’t be shy about sharing it. There are very few suppliers (in my long experience in this sector) who will play hardball and want to use this to either inflate their own price or indeed walk away – unless the budget is so unrealistic.
3. Timeframe – When are you looking to have a system in place? Larger enterprise solutions need to be carefully planned, configured, consulted upon and trained in to users. However, more simplistic solutions can be delivered within just a couple of days. But you need to know your own wishes and constraints before engaging with potential suppliers.

One you have answered these three questions, you can then turn to some more detailed functionality.

Not all applicant tracking systems are created equal

Now, most providers of applicant tracking systems will try to tell you otherwise, there isn’t really a lot between one system and another when you look at the basic core of what they offer. Any ATS should allow you to create jobs and then post jobs to job boards, your own careers site, social media, and more.

Once you have candidates applying using one of your application forms, then the rest of the process is simple; Invite to interview, shortlisting, rejections and offer. Throw in some testing, some screening questions, some reporting and contract offers and you have yourself the makings of a basic but decent ATS.

However, if it were that easy then there wouldn’t be as much competition and such a variance in price. The challenge of selecting a new ATS is really knowing what the differentials are – and what value they add to your own business.

What core features of an ATS should I look at?

Here are a few examples of areas that you may wish to consider when exploring your options:

Onboarding: This is increasingly a challenge for many recruiters. There is nothing more frustrating than doing the work of finding, attracting, and hiring the right candidate, only for them to decide not to join. It’s not always directly attributable to the onboarding process, but when it takes a few weeks rather than a few days, the risk increases exponentially.

See our acclaimed onboarding module below! 👇

Therefore the ability to send contracts out and get them signed; the ability to conduct any reference/right to work checks (and DBS if required) with pace and the ability to keep the candidate informed and fully engaged through that process is often seen as critical by many recruitment teams.

Advertising: The ability to advertise the role with one click is such a timesaver. And not just to Indeed, LinkedIn and social media – but when you need to use specialist job boards, what you don’t want is to be limited by the need to have contracts in place with such job boards. So, make sure your ATS allows you to post where you like, when you like.

Shortlisting: Can the system support all forms of shortlisting? Including anonymous where needed?

Reporting: Does the system provide you with the ability to create reports that give you a real insight as to how you are performing as a recruitment function? Such reports are standard in so many systems these days (time to hire; source of candidate; ED&I data etc). But delivering reports is only one aspect – do any systems offer more in terms of broader insights and tips on how to improve your own recruitment activity – in line with your own strategic goals? This isn’t fanciful – this is a reality with some providers right now.

Jobtrain is more than an ATS (although we're proud of that too!) We're a team of talent experts, a strategic partnership, an acclaimed support team for you and your candidates, and a leader in data-driven solutions. If you're in the market for an ATS learn about our client experience and see if we'd be the right fit for you!