Applicant Tracking

Track job applications and get a complete view of your candidate pipeline with Applicant Tracking.

See how it works
Get a demo

Applications

Screen and action applications for open jobs.

Application records

Import, create and update application information and open records in a quick view popup to see the candidate’s previous applications.

Employment profile

The employment profile tab parses data from an applicant’s resume and displays their experience, education and skills in a standardised format.

Call scripts and phone screening

Add custom fields to application records so your users know what actions to perform and which information to collect in calls.

Applicant dashboard

This dashboard in the Home tab enables you to add notes, message your candidates and contacts, review the applicant stages and change statuses.

Application ratings

Give applications a rating out of 5 to indicate their suitability for a role and sort by 5-star candidates to view the top candidates in your talent pool.

Applicant status update

Select the status of the applicant, trigger actions with status updates and configure custom rejection statuses.

Assessments

Meet and rate shortlisted candidates.

Interview and task dashboard
View, reschedule or cancel your upcoming interviews from a dedicated interview management panel.
Interview scorecard
Rate candidates out of five on up to five criteria, submit comments against their record and send interviewers a template to complete.
Candidate submissions
Send a custom form that lets hiring managers view, comment and rate your submissions right from their inbox and automatically log that data against the relevant records.
Submission feedback
Track views, ratings and comments in real-time from the ‘Submissions’ page in the Candidates tab.
@ mentions
Tag other JobAdder users as you write a note to alert them to an application or candidate record or other notes and documents for review.
Hiring Manager Portal
Receive and manage job requisitions, submissions and interview feedback from hiring managers.

Go beyond the box with our Applicant Tracking partners

Explore partners

Mobile

Manage core recruitment activity on your phone.

Tasks and reminders

View active, priority, unscheduled, overdue and complete tasks on your app’s home screen.

View new Applications

Load a card view enabling you to scroll vertically through the list to see all of your applicants before deciding which ones to progress or reject.

Progress or reject Applications

Swipe left on the Applicant’s card to reject or right to progress, or tap the progress and reject buttons.

Voice-to-text

After calling a candidate or contact via the app, a new note screen will pop up. You can choose to dictate the note by tapping the mic button.

Quick create and quick search

Tap to create new Candidate, Contact or Job records, and add new Documents to records, and search by name, phone number or email address.

Biometric and PIN login

Access the app via setting a PIN, fingerprint or facial recognition if supported by your device.

Jobs

Create jobs from leads or requisitions without leaving your recruitment CRM.

Job records
Import, create and update Job information and open records in a quick view popup.
Dashboards
Manage Job records with single-click actions and drag-and-drop functionality for faster access and page load times.
Job filters
Filter by saved searches, folders, candidate name, resume keyword, postcode proximity and documents.
Candidate matching
Identify potential candidates after creating a Job through automated resume keyword search, ranking algorithm and AI matching.
Job sources
Track where your Jobs are coming from, for example via business development or existing clients.
Predictive search
Use predictive search for Job records, then hover over to ‘Add a Note’, ‘Send an Email’, or ‘Send an SMS’ in just a single click.

Explore the rest of JobAdder ATS

Recruitment Marketing

Learn more

Recruitment CRM

Learn more

Placement Management

Learn more

Recruitment Operations

Learn more

“We’re able to help consultants grow quicker. The clarity around the product helps them to be better at what they’re doing.”

Consult Recruitment

Reduced application processing time by 50%

Reduced database searching time by 50%

Sourced 50% of placements from another consultant in the team

Read the Consult Recruitment success story

Check out the entire JobAdder product suite.

See JobAdder Forms

See JobAdder Portals

See JobAdder Analytics

See JobAdder Mobile

See JobAdder Academy

Free Applicant Tracking playbook

Get 5 tips to improve collaboration between your team and hiring managers.

Your Applicant Tracking System FAQs

An Applicant Tracking System (ATS) manages candidate applicant information and the application process.

In simple terms, this means that an ATS manages and streamlines all steps of the recruitment and hiring process, from when a candidate applies for one of your jobs to when they’re placed in the role.

This includes the entire interview process, all communications and any further steps required like compliance checks, reference checking or background screening.

With an ATS organising your applicant data in one central place, you can streamline the entire application and interview workflow, helping you stay on top of all tasks and information. 

Basically, it improves the quality and speed of your recruitment process at scale.

JobAdder’s ATS streamlines the recruitment process from sourcing candidates to making that all-important placement record. JobAdder gives you a complete view of your candidate pipeline and customised workflow, which means you can recruit more efficiently and reduce time to place. Simple UI helps minimises clicks and makes it easy to use. And with the JobAdder app, applicant tracking isn’t limited to the desktop.

JobAdder is made for recruitment agencies, staffing firms and talent acquisition teams who want everything in one place without the complexity typical of legacy systems. Use it as a standalone platform or plug and play with 10+ add-ons, 100+ partners and 200+ job boards to create a custom recruitment management solution.

Buckle up, this is a long one! There are a wide range of benefits when using an ATS, including:

Massive time-saving efficiencies 

It goes without saying that a move from using Excel or Google spreadsheets and email as your primary source of recruiting to using an ATS would result in immediate time-saving benefits.

Transitioning from one software system to another is a little harder to measure unless you’ve been keeping track of key metrics such as time to hire/fill, applicants per hire or cost per hire from one platform to the next.

Nevertheless, you should expect to see improvements in efficiencies simply from the reduced number of steps you need to take across your hiring process. For example, if you’ve been having to manually upload the same job ad to multiple job boards individually, a system that allows you to post to all your selected job boards at the same time would clearly be a time-saver.

Not convinced? JobAdder’s ATS also has one main dashboard with a drag-and-drop workflow, custom workflows to suit any pipeline and slideout task windows, which means you can work faster with fewer clicks.

Scans job applications and resumes so you don’t have to

One big benefit of an ATS is that it can scan resumes and job applications, easily matching a candidate’s experience with the job posting.

An ATS uses algorithms to scan a candidate’s skills, education, work history and other qualifications. Recruiters can assess and action applications for open jobs seamlessly and efficiently, which means you’re more likely to find the best possible fit for your business when using an ATS.

By using an ATS, you can improve the quality of your hires and quickly identify the most qualified candidates. This streamlined process can also help expedite the decision-making process, empowering you to choose who to hire sooner.

Recruiting on the go

Your ATS should have a mobile app that works across Android and iOS and provides you with the ability to recruit on the go.

This could include messaging and responding to your team members within the app, evaluating candidates, reviewing job descriptions and job ads, reviewing team notes, scheduling interviews and more, all in real-time.

The JobAdder mobile app offers all of the above (sorry for the shameless plug) and it also provides voice-to-text functionality so you can add notes easily and avoid manual data entry. This means that your team’s notes can be organised in one place and be kept up-to-date in real-time, so nothing gets lost.

Easy interview scheduling

With an ATS like JobAdder’s, you can sync your Gmail or Outlook email to your JobAdder account. This means you can view all email communications centrally, with any email activity syncing directly back to JobAdder for a consolidated view.

You can also sync your existing calendar to JobAdder, so all your interviews, tasks, meetings and associated notes feed automatically into your JobAdder account.

With these seamless connections, you can quickly schedule interviews in JobAdder, update your calendar, respond to candidates and send follow-up reminders (even via SMS) all within our platform. 

Review and approve applicants seamlessly

The recruitment process can mean endless back-and-forth communications as recruiters, candidates, hiring managers and other stakeholders all play a part in the complex hiring process.

Cut to the chase and remove this back and forth with seamless communications, skills matching and testing, background screening, general assessments and reference checks all connected within your ATS.

It’s crucial that your ATS has an open API that allows easy connections with other tools in your recruitment system. For instance, JobAdder has a partner marketplace of more than 150 partners, ensuring quick integrations with your back office tools.

This way, you can assess and check applicants all within JobAdder, removing frequent delays for background or reference checks and boosting your hiring efficiency.

Compliant and efficient onboarding

Onboarding new employees can be complex with a bunch of procedures and processes that need to be followed.

An ATS can automate how you collect employee information, how you track the training progress and how you manage the checking and storing of personal documents.It can also ensure compliance by offering configurable mandatory compliance rules for every job, plus global compliance settings, which means you can place candidates with confidence and get them set up for success quickly.

A Recruitment CRM (which stands for Candidate Relationship Management) or talent management system is all about centralising and collating your talent pool in one place. This means all info on job seekers and potential candidates for future positions in your company is housed in your recruitment CRM. This way you can easily source, store and track candidates, helping you boost your proactive recruitment.

An ATS and CRM can be used at different stages of your recruitment process, but ideally you’d want a tool that can do both (like JobAdder).

Your recruitment CRM provides you with a handy place to store all your jobseeker and candidate info and also acts as a recruitment tool for marketing purposes, empowering you to engage and nurture future applicants.

An ATS handles everything after the candidate moves into the applicant process, organising information and streamlining tasks and communications. Shameless plug incoming… JobAdder offers a full-stack recruitment and talent acquisition software solution, incorporating both a Recruitment CRM and an ATS, seamlessly moving from the talent pool to the application process.

Some Recruitment CRM providers don’t integrate with an ATS or they use a clunky middleman in between. To ensure you’re using the best recruitment software possible, explore how your potential provider’s ATS and CRM work together.

Whether you’re a burgeoning or established recruitment agency or an in-house talent team in desperate need of automation and tech tools, an Applicant Tracking System can transform how you recruit.

Any company with an in-house HR team and talent acquisition function can see big benefits from using an ATS.

An ATS can significantly improve the candidate experience, ensuring candidates and placements view your company in a positive light, thereby improving your retention rate.

With an ATS, you can quickly message candidates, either one-on-one or in bulk. You can communicate with candidates about their application and how it’s progressing or ask them for more info.

You could also send job openings and company updates to candidates that have expressed an interest in your company in the past. This ensures your candidates feel much more involved in the hiring process. Don’t underestimate the importance of consistent communication!

Your candidates will appreciate it, your employer or recruiter brand will get a boost in their eyes and even if they’re not successful they’ll associate your company with a pleasant experience.

Choosing a new Applicant Tracking System, or finally making the move from Excel to an ATS, is a big decision and a big investment for your business, your recruiters and your candidates.

Questions to ask

There are a bunch of questions you should ask when you start comparing ATS providers and choosing an ATS for your business, including:

  • What do you want out of your recruitment software?
  • What are your goals?
  • Why are you changing (from spreadsheets or another ATS) in the first place?
  • What existing features can you not do without and what is your utopian idea for a super-efficient and profitable recruitment process?
  • How do you rank each in terms of importance?
  • Is it essential or nice to have?

Conduct a SWOT analysis

Strengths could include:

  • The supplier brand and reputation
  • Patents and intellectual property held by the supplier
  • Sales and Support location
  • Key employees and experience
  • Advanced technology or leading-edge processes, and QA

Weaknesses could include:

  • A lack of expertise, skills or funding for the software
  • Aging infrastructure and technology, no innovation or progression in functionality
  • An inflexible workforce or delivery/support infrastructure
  • Communication restrictions (email only for support etc)

Opportunities could include:

  • New markets the software supplier approaches
  • New technology and innovation
  • Changes in customer support and success
  • Events, webinars and conferences for education
  • Evolving knowledge base through client contribution to evolve the product and service

Threats might include:

  • New regulations at the state or federal level restricting functionality or data
  • New competitors emerging
  • Operating system and hardware changes
  • The state of the economy in particular market sectors

Go beyond feature comparisons

Comparing features is an inevitable part of your decision-making process. This is crucial when considering features and processes that form the baseline of what you need to even consider a product in the first place.

When it comes to your shortlist of providers, most people take into consideration time-saving and money-making features that exist in front-office automation or back-office efficiencies.

But what about your long-term growth plans? It’s equally important to consider the product roadmap and whether this aligns with the rate of growth your company is aiming towards.

Though due diligence should be done to ensure that features actually work for you and function properly, it’s also important to consider the ability your considered product has to support and accelerate the long-term goals of your business.

It can be costly and disruptive to switch systems, making it a decision that should be made with future-proofing in mind.

How to get the most out of a demo request

Start with a list of requirements that you need. Rank the features or items that you want with different rankings of importance, research the providers’ websites and check out their reviews on G2 and Capterra.

Don’t get caught up in the detail during early demos. You don’t want to demo every system for five hours or you’ll lose focus and interest.

Conduct a high-level evaluation and then drill down on further calls, removing suppliers at each round until you have three or four options. It’s then time for due diligence, details, deep dives and a little bit of a gut feeling.

Budgeting and shortlisting

Try not to start with a budget and instead align it to value. Ideally, the evaluation process should start without a strict budget in mind.

You can purchase solutions for $25 a user a month or build technology stacks that cost $400 per user a month, but if you can hire 50% fewer people and make 100% more money with the latter it’s much, much more profitable and budget, in a simplistic form, goes out of the window.

When it comes to shortlisting your top options, while there are a number of providers out there, generally once you get through your must-haves and key nice-to-haves and understand why you’re leaving your current provider, it’s pretty easy to narrow the field down to three or four candidates.

Kickstart a successful implementation

This is an integral part of the valuation process as you need to ensure your data is moved across and tested at multiple stages, the system is configured to your liking and your users have regular access to training.

Many providers overpromise and underdeliver here and some providers use third-party implementation to accommodate this.

You need to ensure your chosen provider has the right processes in place, a dedicated team, your goals are clearly aligned, and there is honesty, accountability, and clarity at each stage of the process.