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Guide to picking an Applicant Tracking System

Hiring is an important function of your business. Probably the most important function of your business.

In the process of handling everything else, hiring often takes a backseat. You think about your team only when a job opportunity comes up. What’s worse, you don’t know where you’re going or what kind of a team you are building.

Building a team requires conscious effort. To do it well, you need to plan, you need to have a well-defined, predictable process in place. And that’s where an applicant tracking system (or an ATS for short) comes in.

What does an applicant tracking system do? In the past, as the name suggests, such systems allowed you to track applications. When you advertise a job on sites such as Monster or Indeed, you get flooded with applications. It made sense to use something that allowed you to wade through the plethora of applications in an easy way.

However, in recent times, that has changed. Modern ATSes offer so much more. More than a system to track applicants, they are a way to improve your recruitment from the start to the end. You can create a consistent job pipeline, schedule interviews easily, deliver a great experience to the candidate, collaborate with your team, and get insights into what’s working and what’s not.

Picking a good ATS—one that’s suitable to your needs—is important. But it can be tricky. More so nowadays when there are so many options to choose from. In this guide, we will look at some of the things you must ask yourself to pick the applicant tracking system that suits your business and your recruitment needs.

Do you need an ATS?

D’oh! You’re reading this because you need an ATS, of course. Or do you?

Although there’s no time too early to start improving your recruitment process, if you have a very small team (1-2 people) and don’t plan to hire more than a couple of people in the next year, an ATS may not be required.

An ATS can be really helpful when you need it, but keep in mind that it’s yet another tool to learn, yet another tool to use, and yet another tool to keep up with. So, if you don’t really need it, don’t get one.

Start with the right expectations

Hiring is tough. There are many reasons why it’s tough. The difficulty in managing and overseeing a consistent and predictable process is just a part of the entire picture.

For example, if you are taking too long to fill a position, it may be that your pipeline is too long. Or, it may even be that you’re not getting enough quality in the pipeline. That isn’t a problem an ATS can solve for you—although many ATSes will help you get the word out.

Understand what an ATS can help you do and what it cannot.

Asking the right questions

When you are ready to buy an ATS, you must understand your job pipeline. Small teams don’t need a long-winded process. In fact, a long-winded process may slow you down, and, more often than not, process for the sake of it is a recipe for failure. There’s nothing worse than a slow-moving job pipeline, both for the recruiters as well the applicants.

Ask yourself the right questions to understand what you need. Here are some examples:

  • Do you publish more than 3-4 jobs at once? Do you close or pause job openings frequently? If so, you need your ATS to provide a way to manage these openings easily. A place where applicants can look at the open jobs and apply to the ones they want.

  • Do you source candidates yourself? In that case, you will need your ATS to support sourcing. Many ATSes, like enlist, provide you with sourcing features that allow you to add a candidate yourself.

  • Does your pipeline have several stages? Do you schedule a lot of interviews? You will want an ATS that offers you interview scheduling capabilities.

  • Do you usually follow up with candidates that get rejected? Do you send a lot of similar e-mails? You need an ATS to offer you canned responses (or e-mail templates) so that you don’t waste your time writing and re-writing over and over again.

  • Is your team involved in your recruitment process? It should, if it isn’t. You want something that allows you to easily collaborate with your team and get feedback.

  • What kind of reporting capabilities do you want? Some organisations may want in-depth reporting. Some may not need any kind of reporting at all.

This isn’t it, of course. A good software—of any kind—isn’t just a checklist of features. It’s the entire experience that either makes or breaks it for you. You don’t want an unintuitive, clumsy software that makes you jump through hoops to get even the simplest of things done. You want one that’s carefully designed, from scratch, to get out of your way.

How do you ensure that that’s the case? Our next point.

Get a Demo (or a trial)

When you are making a list of the things you need and a shortlist of applicant tracking systems that satisfy those requirements, it’s important to take them for a trial run.

What should you look for in a demo? Several things.

  • First and foremost, does the ATS satisfy your needs? Does it have all that you need?

  • Is the support responsive? Support is perhaps the most important thing, so make sure you get world class support.

  • Does your team like it? It's important to get buy-in from everyone on your team. After all, it's them who need to use it.

  • Last, what does your future look like? Can the ATS grow with you or will you outgrow it soon enough?

Don’t demo just a single ATS. Try a few. It will give you a better idea of the options available to you.

Pricing

Pricing is a complex topic. The range varies—by a lot. It also depends on a number of factors.

There are ATSes that cost thousands of dollars for an annual license. You install it once, you train your team, and you are set up. Others are web-based that don’t require a contract. Many have pricing based on the number of active jobs you have. There’s little to no training involved.

One thing to keep in mind — when you're growing fast — is how long you can afford to run without an ATS. It's easy, perhaps even preferable, to run your recruitment on e-mail when you're hiring for just one or two jobs. But if you're hiring for more than a couple of jobs, an ATS can offer a lot more than just organisation. A good system can help you optimise your recruitment from the beginning to the end.

You cannot look at pricing in isolation. Ultimately, you have to weigh your budget, how well the ATS suits your requirements, and how the pricing will scale for you when you have more jobs. Last but not the least, the pricing must be flexible. You probably aren't hiring all the time, so it should be easy to switch between plans, or even pause for a little while.

For many companies, especially the larger enterprises high-end ATS software might be a good fit; for SMBs, on the other hand, software that’s more affordable and easier to get started with might be a better bet.

Conclusion

Picking a new software — or moving to a different one — can be a difficult process. There's a lot to process. But a good software — and a good team — can help you quite a bit.

At enlist, we can help you make the process seamless, whether you're trying an applicant tracking system for the first time or moving from some software. Interested in trying us out? Sign up yourself, or request a demo.