An Applicant Tracking System (ATS) is a human resources software platform that improves an organisation’s recruiting and hiring process.

Recruiters and talent acquisition specialists use it to post job openings, assess applications, and track the progression of candidates – from first engagement right through to hiring and onboarding. Applicant tracking software provides a range of services, from simple database functionality right up to powerful tools that source, filter, assess, and maintain engagement with suitable applicants. 

Filling vacancies can be costly and time-consuming. By streamlining routine tasks and centralising recruitment data, an ATS frees up hiring teams to focus on decision-making.

How Applicant Tracking Systems work

Applicant Tracking Systems help in the four key stages of recruitment: 

1. Posting a position: 

• Create job descriptions with an understanding of preferred competencies for each position
• Identify salary benchmarks and compliance issues 
• Incorporate smart systems and AI to draft smart job postings
• Create targeted advertisements on job boards and other locations like social media
• Create job application forms based on where and how candidates are searching for work

2. Reviewing applicants: 

• Configure important screening questions
• Parse and automate the management of resume data
• Generate real-time reports and analytics of recruitment data
• Create benchmarks and useful methods of comparison
• Connect hiring teams on a single platform
• Manage notifications and alerts to keep all parties informed on progress

3. Interviewing candidates: 

• Provide self-service tools for scheduling interviews
• Facilitate communication, inquiries and progress-tracking in real time
• Gather feedback and securely assign candidate rankings
• Perform background checks with third-party organisations
• Provide interview templates and custom forms that cover all relevant questions

4. Hiring and onboarding: 

• Generate offer letters and forms with electronic signature capabilities
• Automate onboarding processes to facilitate and settle in new hires
• Provide candidate management tools to nurture talent pools for future openings

Benefits of using an Applicant Tracking System

An Applicant Tracking System (ATS) offers key time savings by automating tasks like resume parsing, candidate filtering, and interview scheduling. It also benefits your brand by ensuring every candidate is treated in a friendly, professional manner.

Increased efficiency 

Applicant tracking software streamlines recruitment by centralising candidate information and enabling hiring teams to quickly access information from anywhere. This improves efficiency and costs, and makes sure you have more time to consider all potential hires.

Improved candidate experience

An ATS enhances communication between hiring teams and provides timely updates to job applicants. ATS platforms offer mobile-friendly interfaces, making it easy to apply online. Candidates can track the status of their application in real time and receive timely feedback on the process.

Enhanced decision-making with data

An ATS uses smart data analysis to identify patterns in application data and the organisation’s hiring process. This information assists recruiters to make informed, objective, and successful hiring decisions. For example, with data-driven reports, you can identify the most effective recruitment channels for each type of position, and keep track of key metrics like time-to-hire and quality of hire. That knowledge helps refine job listings and selection criteria over time. 

Compliance and reporting features

An Applicant Tracking System assists in maintaining compliance with employment laws and regulations. It standardises recruitment processes, ensuring that equal opportunity and regulatory requirements are met. An ATS generates reports on things like candidate demographics, interview notes, and hiring decisions – providing a clear audit trail for regulatory reviews. Such reports are critical for managing risk and ensuring transparency in hiring practices.

Reducing cost of hires

An ATS may help your organisation to reduce its hiring costs. Before looking at the available options, consider how much time and money your business is currently spending on finding new hires. It’s estimated, for example, that it costs the average company over AUD$20,000 to fill a vacant position. What savings might be made by changing your candidate sourcing, assessment, and onboarding processes?

For more information on building your single source of truth in recruitment, check out JobAdder’s ATS CRM.

Getting the most out of your Applicant Tracking System

An ATS is incredibly versatile and can be employed to target specific stages in the recruitment process. 

Creating and managing job postings

Applicant tracking software creates customisable job posting templates and distributes them across preferred platforms. Recruiters can quickly build job descriptions that are aligned with company branding, and track the performance of each listing for better reach and effectiveness.

Screening and evaluating candidates

An ATS extracts key information such as skills, experience, and education from resumes, and converts it into structured data. Candidates can then be filtered on predefined criteria (such as keywords, qualifications, and experience levels) to quickly identify top talent. An ATS also uses data and hiring patterns to identify any unconscious bias in the hiring process, opening businesses up to greater diversity when assessing skilled applicants.

Coordinating interviews and assessments

Applicant tracking software integrates calendars to automatically propose and coordinate interview times between candidates and interviewers. Reminders and updates are sent to all parties, reducing scheduling conflicts. It also provides structured forms and centralised platforms which collate interviewer feedback to assist with hiring decisions.

Streamlining the hiring and onboarding process

Customisable templates assist in letter generation to candidates, reducing manual work and ensuring consistency. For onboarding, the software automates distribution of essential documents, issues and processes compliance forms, and provides training modules relevant to each position. The ATS allows you to create a smooth transition for teams, reduce errors and omissions, and deliver a more personalised experience for each new hire. 

Choosing an Applicant Tracking System

In a competitive job market, recruiters and hiring managers look to leverage every potential advantage in the race for the best talent.

The first step is assessing how much time and money your business is currently spending on finding new hires. It’s estimated, for example, that it costs the average company over AUD$20,000 to fill a vacant position. You should ask what savings might be made by changing how you approach candidate sourcing, assessment, and onboarding. 

Customisation

You can customise an Applicant Tracking System to fit the needs of your organisation. With that in mind, it’s important to ask a lot of questions of your provider about setup, costs, and ongoing support.

It’s also essential to make sure your business has the time and resources to commit to a long term process. Your provider should gain a thorough understanding of your current and future needs before making any recommendations. They should be able to explain each step of the data migration and implementation process – particularly in relation to existing IT infrastructure.

The option to opt-out

Avoid lock-in contracts with fixed terms and automatic renewal. Instead, choose a service that lets you pay by monthly or annual subscription. This will give you greater flexibility and ensure you have better service going forward.

Local data storage

Select a service that stores your data locally rather than offshore. Providers that store data locally can more effectively monitor and secure their servers. It means they’re better aligned with local data protection laws and minimises your risk of unauthorised access. 

Testimonials

Look for personal recommendations and product reviews wherever possible. Don’t rely on marketing material, listen to people who have adopted an Automated Tracking System for their own business. There’s a big difference between promises made on a website and the experience of actual clients. 

Cost of an Applicant Tracking System

There are various pricing models for Applicant Tracking Systems, so it’s important to find one that suits your company size, hiring volume, and budget.

Implementing an ATS involves several considerations, depending on scale, the features required, and the pricing model.

1. Pay-Per-Recruiter: 

With this model, costs are determined by the number of recruiters using the ATS. It’s scalable but can become expensive with larger teams. Costs currently range from AUD $50 to $200 per recruiter per month, depending on the system’s complexity and features.

2. Pay-Per-Job Posting: 

With ‘pay-per-posting’, your fee is based on the number of job postings or applications processed. This is a flexible model for companies who have fluctuating levels of hiring. It can cost between AUD $5 to $50 per job posting, and increase with additional features like targeted job ads.

3. One-Time License Fee: 

A one-time payment for perpetual ATS software. The fee includes initial setup, but will probably require additional fees for updates and ongoing support. Upfront costs range from AUD $5,000 to $50,000, depending on the hidden fees involved.

4. Freemium: 

A freemium ATS tends to be a ‘self-serve’ model where the customer selects from the tools provided. Basic ATS features are free, while advanced options are available for a premium. Premium features will cost up to around AUD $500 per month. Note: Costs will also be affected by the type and scale of third-party platforms you use.

5. Subscription-Based Pricing: 

Like Freemium, a subscription-based ATS offers the ability to opt-out anytime. However, subscription models are tailored solutions built for your specific needs, with all updates and ongoing service support included in the fee. Pricing models range from basic to premium, depending on the organisation’s size and requirements, and are paid monthly or annually. Basic plans might cost around AUD $100-$300 per month, while advanced packages can go up to AUD $1,000 or more.

No standard contract suits everyone. That’s why JobAdder has flexible terms for every business. We ensure you only pay for what you need. We’ll provide: 

• A 30-minute, no obligation discovery call 
• A follow-up demo focused on your unique business needs, and 
• A tailored proposal to meet your specific requirements

With 10+ add-ons, 100+ industry partners and 200+ job boards (including exclusive integrations with LinkedIn and SEEK), JobAdder is the professional ATS that’s designed to grow with you. Check out our pricing options and see how we can save you time and money.

Enhance your recruitment process with the right ATS

How do Applicant Tracking Systems work in a busy environment when there’s often little time to adopt new processes? The best advice is to upgrade incrementally. Use a provider that is prepared to work with you over the longer term.

JobAdder empowers recruiters to nurture candidates, streamline communication, and significantly reduce cost and time to hire. 

Customise your recruitment tech stack and optimise hiring practice by using a flexible Applicant Tracking System with consistent ⅘-5 star ratings across Gartner (Capterra) websites. 

JobAdder talent acquisition tools provide the utmost care and professionalism, and data-driven decision making to suit your current (and future) requirements. Organise a free, no obligation chat with the #1 Recruiter-referred ATS platform today.