Applicant tracking system what is it? Details about software ATS tracking candidates?

A position can get on hundreds of even thousands of records in just a few days. Meanwhile, our team of recruitment limited time for each candidate is very less. If you are still handled by the method is not only time consuming but also potential risks missing the record really quality.

This is the reason why Applicant Tracking System (software ATS) is becoming increasingly essential. This is a tool to help businesses optimize the entire hiring process from posting, reception, record, filter applicants to manage the interview process. Instead of depending on the sense or process, discrete, businesses can apply technology to make the hiring decisions based on fast data more accurate.

Let's Lac Viet SureHCS find out detailed software ATS what is? There are prominent features in tracking applicants, optimization recruitment process?

Track candidates in Excel/Google Sheet, convenience or barriers for business?

In many businesses, especially medium organizations – small, your Excel/Google Sheet is still popular tool for management to data entry candidates, track the status of interviews, reviews candidates in each round of selection.

The spreadsheet can help HR manager candidates in the early stages. However, when business development and recruitment needs expanding, this approach began to reveal many shortcomings:

• When the number of candidates increases, HR takes more time to type and search for information.
• Applicants come from many different channels, but the data is not concentrated, causing difficulty in tracking.
• Business must process from screening resumes to email feedback, easy to miss potential candidates.
• No automatic reports, business difficult to assess is what channel is bringing back the quality of our candidates.

Recruitment is not just the registration information, or select suitable candidates. For businesses that are scaling, managing hundreds of even thousands of profiles of candidates become a problem unsolvable:

• Candidates scattered across multiple channels: LinkedIn, Facebook, email, company website, internal...
• Information is dispersed: There is no centralized system, HR lose time searching for data.
• No measurement is efficient recruitment: Which channel is most effective? Conversion rates out?

According to the report of Capterra, 68% employers claim that they are overloaded with the handling of candidate data manually. CareerBuilder also pointed out that 40% candidates abandon the recruitment process if business is slow to respond. 

>>> So how do businesses can recruit more efficiently, reduce the load of manual work and improve the experience candidates? It is at the Applicant Tracking System become the optimal solution to help automate processes, data concentration, improve performance recruitment.

1. Applicant Tracking System what is it?

Applicant Tracking System (software ATS) or tracking system candidate ATS is a software that supports business manage the entire recruitment process on a single platform. Instead of handling mass candidate profile by email and Excel, ATS helps to collect – screening – classification – tracking candidates in an automated way in science.

Specifically, when a business registration information, recruitment, ATS can automatically connect with the platform such as LinkedIn, VietnamWorks, or your internal recruitment to receiving record. When candidates submit CV, the system will be recorded, stored, automatically analyze the contents of the record based on the criteria was set as skills, experience, qualifications... From there, ATS scoring the degree of match and sort candidates according to the order of priority to help employers easily selected candidate quality.

For example easy to understand: A company e-commerce is hiring staff positions, customer care and received more than 500 resumes in just 1 week. If filter crafts ever records, personnel will take at least 3 – 5 working days. However, with ATS, the system only takes a few minutes to analyze, filter out about 50 records most suitable according to criteria such as: working experience, service industry, good use CRM software, English level intermediate and above.

The actual value that the business received from the ATS not only save time, but also as to the accuracy of transparency in recruitment. Thanks to ATS, business no longer depends entirely on personal recognition in the process of filtering profiles, at the same time enhance the experience of applicants when the communication and feedback are done fast and professional.

In summary, the ATS is “right hand” to help the hr department performance enhancement, quality assurance recruitment contribute to the construction of images professional recruiter in the eyes of candidates. Businesses are scaling or need to recruit many positions at the same time, investment in ATS is a step in the strategy necessary.

2. Software ATS Applicant Tracking System includes the main function does?

Here are the core functions of a system to track candidates in ATS:

2.1. Post recruitment, multi-channel

One of the biggest challenges of business is to make recruitment reach the right candidates in the shortest time. If you have to post on each platform such as LinkedIn, VietnamWorks, TopCV, company website, or social media, recruiting department will take a lot of time, not to mention the management of the results from each channel becomes discrete difficult to control.

With software, ATS, features't tweeted recruitment, multi-channel can create a recruitment only simultaneous distribution to multiple platforms from one interface. Applicant Tracking System allows to set message templates standard, customized information according to each channel, if necessary, follow the turn approaches, the number of candidates applied from each source.

Actual value:

• Save time post and campaign management, recruiting
• Increase the opportunity to reach the quality of our candidates in multiple platforms
• Easily assess the effectiveness each channel, thereby optimizing communication costs recruitment
• Standardized brand image recruiters on the platform

2.2. Collect storage profile candidates, building the data warehouse resource in the long term

In many businesses, profile candidates still stored scattered through email, Excel file or even as paper prints make the access when the need becomes sluggish to errors or omissions potential candidates.

Tracking system candidate ATS radical remedy this situation by automatically collect records from sources such as: form applied on the company website, email, the floor, recruiting, social networking, specialized... and stored centrally in a database online with the organization. All information such as CV, letter of application, interaction history, status interview... are associated with each candidate specific.

Actual value:

• Easily search for candidates by keyword, location, skills or recruitment stage
• Avoid duplicates, misplaced records most is when recruited back to former position or similar
• Create database “potential candidates” help shorten the duration of enrollment in the future
• Contribute to building strategic hr long term via analysis, sourcing candidates

With software, ATS, business not only recruited for the present but also to prepare the foundation of human resources for the future.

2.3. Filter scoring record automatically the optimum quality input, shorten the duration of recruitment

One of the points that cause the most costly in the recruitment process is screening hundreds of resumes of applicants by the method. Reading each CV against the job requirements and grading by feeling not only laborious, but also easily lead to bias, bias or omission of the candidates have the capacity for real.

Applicant Tracking System integrated filter tool scoring record automatically allows the system to scanning CV by keywords, criteria skills, the number of years of experience, degree level, in accordance with the job description... From there, software, ATS will give ratings record according to the degree of compatibility help employers easily select group of potential candidates the most.

Actual value:

• Shorten the duration of screening records from few days to few minutes
• Minimize errors, the subjective when the selected candidate
• Priority handle the record really fit, save effort for the interview
• Markedly improved quality selection right from the first round

Thanks to the ATS system, businesses no longer passive in the select people that actively put hiring decisions based on data practices objectively.

2.4. Manage the interview process synchronization optimal step by step recruitment

In practice, many businesses have difficulty in controlling the progress interview leads to overlapping schedules, omissions potential candidates or delay feedback. Especially with the process there are many rings, many departments involved (such as HR, professional, senior management), if there is no tool to support the coordination to lack of synchronization caused negative experience for candidates.

Applicant tracking system allows businesses to follow in detail the entire journey of each candidate from the time of submission, is yet recruited, interviewed, reviews, feedback results to stages offer. Each step in the process is to configure clear on software ATS, at the same time assigned specific tasks for the person in charge in each round. The interview schedule can be created directly on the system, integration with email, or schedule work to avoid duplication and timely reminders.

The actual value that the system tracking candidates ATS bring:

• Avoid interrupting the process: the System updates the status each candidate, in real time, ensuring everyone related all understand the situation take timely action.
• Increased transparency and effective coordination: The review notes after each interview round is stored on the candidate profile help the round after is not repeated question, there are extra clear base to compare options.
• Shorten decision-making time: When information is centralized showing coherent recruitment board easily held a review meeting, consistency of results, limit prolonged processing time after the interview.

Create a professional experience for candidates: Job is to arrange the interview right appointments, receive notifications, clear, clear process... expressed the earnest look good for your business.

2.5. Automation candidates feedback advanced experience, maintain a professional image

In fact, recruitment, many businesses fall into the status feedback is slow or forgot the feedback with a candidate, especially when unsatisfactory. This not only makes candidates disappointment, but also affect the credibility of the business in the eyes of the labor market.

Applicant tracking system help solved this problem through the feedback function automatically. Business can set the form letter responses according to each situation: confirmation records, invited to interview, the results announcement, thank you after interview, even is keeping contact to the potential candidate is not appropriate current.

Actual benefits that software ATS bring:

• Save time communicating repeat: employers no longer have to send each email to each candidate, especially in the recruitments in large numbers.
• Ensure professionalism throughout: all applicants receive feedback at the right time, the content and form, avoiding omissions or misleading information.
• Improving the experience candidates: even if not admitted, the candidate still has a good impression with the process transparent, clear from that increase the chance of applying again in the future.
• Build your employer brand, positive: An ATS system can become tools to create competitive advantage in the eyes of human resources quality.

2.6. Data analysis report recruitment

Making the decision to no longer rely on feelings that need specific data to support. This is the reason why the pioneer enterprise is moving away from the “recruitment craft” to “recruitment strategies” and Applicant tracking system is a tool to help actualize this.

Software ATS provides reporting system recruitment intuitive details in real time. The index often be followed, including: the number of candidates filed for each location, the average time to recruit finished a position, conversion rate between the loops (from the filter profile to the interview from interview to get a job), the effectiveness of each channel recruitment,and the reasons for candidates not continue in the process.

The actual value that the system tracking candidates ATS bring:

• Determine the point of congestion in the recruitment process: For example, if 80% of the candidates eliminated in the first round of interviews, businesses need to review the screening criteria or how to put interview questions.
• Optimal resource cost: the report shows channel A bring 60% of applicants quality, while channel B low efficiency but high cost. Business from establishments that have to adjust the budget to recruit.
• Forecast planning human resources: Rather than passive, businesses can use data from software ATS to building recruitment strategy for the next quarter, estimate the amount of time recruiting required for each department.
• Decisions based on data, transparency: to Help leaders and hr departments have clear base when building hr policies, restructuring, apparatus, or adjust KPIs recruitment.

3. Tracking system candidate ATS should be use for any business?

Not every business should invest in a system technology recruitment complicated right from the start, but with the trend of the digitized current Applicant Tracking System (ATS) is becoming a tool almost mandatory for those units to improve the efficiency of recruitment. Below is the enterprise group should consider deploying software ATS as soon as possible:

• Enterprises with 10 vacancies per year: When the number of vacancies increases, the recruitment process craft easily lead to overload. The hr department must handle hundreds of resumes, scheduled interviews, feedback to candidates, all-consuming without the assistance of tracking system candidate ATS. ATS help businesses track the progress of recruitment, classification candidates effectively reduce the pressure for the hr team.
• Businesses are in expansion phase scale: The company is growing fast, open branches or expand the machines often have to recruit constantly in short time. Applying the ATS system to help standardize the recruitment process, quality assurance recruitment evenly in every unit. Instead of struggling to recruit people “to make progress”, business can actively control the quality.
• Businesses have HR departments, small-scale: Many small and medium enterprises only have 1-2 people in charge of the entire work staff, including recruitment. If there is no tool support, the volume of work will become so download easy-to-happen errors. With ATS, businesses can automate the process of screening, feedback reports to reduce the burden of operation for HR departments.
• Business has vacancies diverse, source records: The company works in various fields or have multiple ranks recruitment (from staff to senior management) usually get profile is very diverse. If no classification tool storage science, business it is easy to miss potential candidates or take time to handle duplicate. Tracking system candidate help classify records according to specific criteria, long-term storage and support quick search when needed.

4. Software deployment ATS to note what? Some mistakes avoid

The application software ATS can bring many benefits pronounced, however no less enterprise deployment yet effective due to incidence of common mistakes below. Understand these points help the business to avoid wasting resources and maximize the value of Applicant Tracking System.

• Select software too complicated or does not suit your needs: A number of businesses choose the software has too many features, but don't use them all, wasting costs and create psychological afraid to use from the personnel. Meanwhile, other businesses choose the solution is too simple, lacking the features essential for the recruitment process.
• No training or instructions for use: A good system, but if employees are not specific guidelines, it is not possible to operate efficiently. Many cases HR departments still handcrafted in parallel because not familiar with the system, leading to ATS is “forgotten” after a time.
• No system updates or no improvement process: If you just stop at the digitization process old without updates feature or adjust the process accordingly, the system tracks candidates ATS will gradually lose efficiency. Even, many businesses purchase software, but after several months of no use anymore because not clearly see the value.

5. Experience select tracking system candidate ATS suitable for business

The selected Applicant Tracking System suitable not only affect the efficiency of recruitment, but also determines the degree of success in implementing and maintaining long-term use. Here are the important experience to help businesses choose the right software ensures the extraction of maximum value that the system ATS brings.

5.1. Priority software has easy to use interface

Not the person who also has a background in technology or the time to learn a complex system. Therefore, an intuitive interface, simple operation, clear instructions are important criteria. A software ATS good need to allow the user to perform the task, such as posting, resume screening, candidates feedback... in just a few clicks.

When software is easy to use, the hr team will get acquainted, reduce training time and increase the likelihood of regular use, avoid the status of “buy it for that.”

5.2. The ability to customize according to the recruitment process of each business

Every business has its own peculiarities about how to organize the recruitment process. There are businesses that need multiple rounds of interviews, where encapsulated in 2 steps. So tracking system candidate ATS need to allow flexible customize the steps: from the log information yet recruiting, interviews, reviews for to send the offer.

Illustrative example: A startup company might want to gross round filter profile and preliminary interviews in the same step, while large corporations leave request approved many levels. If the software is rigid, not allowing for customized processes, businesses are forced to change the recruitment process lost the initiative does not fit with practicality.

5.3. Support English, environment-friendly business in Vietnam

A lot of software foreign English interface completely, or use specialized terminology confusing. With Vietnamese enterprises, especially small and medium enterprises, software, ATS need to have the interface in English, easy to approach and is designed in accordance with the context of recruitment in Vietnam.

When used in familiar language, staffing, easy operation, reduce errors in information processing, ensure the commissioning process going smoother.

5.4. Have a free trial or demo clear

One common mistake is buying the software only through referrals that do not have the opportunity to experience practical, easily lead to condition the software does not fit, difficult to use or does not meet the needs. A reputable supplier will always have a trial or live demo to business reviews before making a decision.

Realistic experience to help businesses verify the friendly interface, essential features are responsive not and likely support from technical team out why.

5.5. Easy integration with the platform available

Applicant Tracking System may not operate fully independent if the business has other platforms such as website, recruitment, internal company email, software, hr management (HRM) or other platform management job. The integrated easily help the recruitment process seamless data is synchronized avoid the repeated actions.

Practical example: When the ATS is connected to company email, the employer can send invitation to interview right on the software. When integrated with the system of HRM data, applicants can go directly to system management personnel save time re-entering information.

In summary, to choose to be a software ATS accordingly, businesses should not only look at the list of features that need to ask questions: this software can help me to solve specific problems or not? Easy to use with the current team is not? Can be extended and customized as business development or not?

Choosing the right system is the foundation to building business processes, recruitment, professional, save time, keep the advantage in attracting talent in the market increasingly competitive.

6. Solution ATS integrated AI acceleration recruit faster, more accurate

In the context of business boost converter numbers, tracking system, candidate ATS not only help recruit faster, which also integrate advanced technology to optimize hr processes. Below are the trend application Applicant Tracking System are shaping the future of recruitment:

Previously, HR must read each CV to find right candidates, easily lead to the omission of human resources or take much time processing profile. Now, AI in the ATS help automate the entire screening process.

LV SureHCS Hiring help all actions from screening records, scoring applicants to auto responses are AI support businesses to recruit more fast more accurate.

• AI technology, peel off the entire data every format CV file – every language put into the software to create candidate profile electronically.
• Search series CV on request only take a few seconds by depth filters by keywords, 't need standards.
• Store the result in the filtering of the Candidate Pool (potential candidates).
• Intensive exploitation Candidate Pool through the AI assistant to reviews CV helps to quickly find suitable candidates (support the Prompt to the query fast and right).

ATS not only in recruitment but also need to sync data with the system of HRM to optimize hr processes comprehensively.

• The successful candidate will be transferring data directly into system HRM without the need to enter data manually.
• ATS help track the development process of the employees after recruitment, support performance reviews.
• Connect to ERP to manage the cost of recruiting, budgets, payroll, the planning staff development.

Recruitment is no longer a manual process that has become a part of strategy business development. Applicant Tracking System is comprehensive solution that helps HR save time, improve the quality of recruitment, at the same time not to miss the best fit. With the support of AI and the ability to analyze data, tracking system, candidate ATS is a smart assistant to help businesses optimize the recruitment process.