Applicant Tracking Systems: Guide to a Hiring Manager's Secret Ally

Introduction

Interview schedules end up resembling a game of Tetris. And not to forget, the constant pressure to find that perfect candidate who will seamlessly integrate into the role and the company. It is a demanding, often overwhelming process managing massive volumes of applications while ensuring we don't miss out on top talent.

But what if there was a secret weapon, something like a strategic ally that could transform this chaos into a streamlined, efficient, and eventually a more successful endeavour?

Well, an applicant tracking system (ATS), is the answer to your problem. An ultimate game-changer that is modern and knows exactly how to empower you to hire smarter. Interestingly, according to a 2025 Jobscan survey, 99.7% of recruiters use keyword filters in their ATS to identify top talent, proving its widespread adoption.

With this comprehensive guide we will help you demystify the world of ATS software providing an end-to-end understanding of how these powerful systems work and how they can revolutionize your hiring efforts.

What is an Applicant Tracking System?

An applicant tracking system (ATS) also known as ATS software, an ATS system is a software application especially designed to help companies automate the recruitment and hiring process online. It is like a centralized hub that organizes job applications, parses resumes, and helps find the best candidates without drowning the hiring or recruitment team in paperwork. It also allows posting of jobs, collecting applications, screening candidates, scheduling interviews, tracking progress, and collaboration; all in one place.

How do ATS systems work?

An ATS system’s process begins the minute an HR or recruiter posts a job opening on their company's career page or a job board. Here’s a more refined look at their step-by-step process:

1. Job posting and distribution: It begins with the hiring team creating a job listing in the ATS system, which posts it to multiple job boards (e.g., LinkedIn, Indeed), social media platforms, as well as their company’s career page with one click. This maximizes reach and attracts a diverse talent pool.
2. Resume collection: When candidates apply through a chosen portal, the ATS software automatically extracts relevant details such as, skills, experience, education from their resumes and stores them in a searchable database. Advanced hiring softwares like Expertia AI uses AI to understand job context, not just keywords.
3. Candidate screening and ranking: Based on a predefined criterion, an ideal applicant tracking software filters candidates on specific skills or years of experience and ranks them based on your requirement. This intelligent filtering is a game changer, as it helps the hiring team quickly identify the most relevant applications, saving them from manually sifting through hundreds of unqualified resumes.
4. Candidate tracking: The applicant tracking software tracks candidates through the hiring pipeline right from application to when the offer is placed. You can add notes, share feedback with your team, and move candidates to the next stage.
5. Communication and scheduling: Best ATS systems facilitate communication with candidates through automated email templates, bulk messaging, and even integrated chat features, ensuring a consistent and positive candidate experience. Some ATS software even allow for assessment of assignments, interview scheduling and integration with video conferencing tools.
6. Analytics and reporting: The ATS software then provides a detailed audit trail of the recruiters hiring decisions with insights like time-to-hire and source of hire. This really helps hiring teams to improve over time and optimize processes.

Who uses an Applicant Tracking System?

While one might think that an Applicant Tracking System is primarily managed by HR and recruitment teams, however the impact of an ATS software ripples across various stakeholders in an organization. It includes:

• HR leaders or C-suite executives: They use ATS systems to benefit from the high-level reporting and analytics provided by the software. It helps them with insights such as efficiency, cost-per-hire, compliance and overall talent acquisition performance.
• Small business owners: They adopt the usage of an applicant tracking system’s free options such as applicant tracking system checker to manage hiring without a dedicated HR team.
• Candidates: While they are not direct users of an ats software, however candidates interact with it during the application process. They are the ones who get to experience its efficiency firsthand. After all, a well-optimized ATS software contributes to a positive candidate experience.
• Staffing agencies: Many agencies use ATS system for recruiting and to manage their extensive candidate databases and client requisitions.

Why is an ATS system important?

Given the talent landscape that we thrive in, an ATS system isn't a luxury but a necessity. Especially from a hiring manager's perspective, it is non-negotiable. Here are some reasons why:

• Saves precious time: This is perhaps one of the most significant benefits. Imagine the hours you as a hiring personnel would spend manually reviewing resumes for a single opening, and then multiply it with various open positions. But an ats system for recruiting automates this. It frees you up to focus on high priority activities like strategic planning, team development amongst others.
• Improves quality of hire: By effectively filtering and ranking candidates, the best applicant tracking systems for recruiters helps pinpoint individuals whose skills and experience align best with your requirements in a jiffy. Trust us when we say, this leads to way more qualified interviewees and ultimately, better hires. AI-powered systems like Expertia AI deliver 37% better candidate matches by analyzing skills, experience, and cultural fit.
• Reduces time-to-hire: In a fast-paced job market, the best candidates are often taken quickly. In such a scenario, an applicant tracking software accelerates the hiring process by streamlining every step, from initial application to offer acceptance ensuring you can shortlist and onboard the best candidate swiftly.
• Enhances collaboration: Gone are the days of email threads and scattered feedback. Best applicant tracking systems provide a shared workspace where the hiring team members can collaborate seamlessly by sharing candidate profiles, integrated feedback systems so that everyone is aligned and together they can take an informed decision.
• Data-driven decisions: The analytics and reporting features of an applicant tracking system software gives tangible data on recruitment efforts. Hiring teams can see patterns on what's working, what's not, and make adjustments to attract better talent and improve their own process.
• Reduced bias: By standardizing the application and screening process, a top ATS software helps reduce unconscious bias in hiring, thereby promoting a more equitable, fair and diverse workforce.
• Cost saving: By reducing time-to-hire, minimizing manual effort, and improving the quality of hires, an applicant tracking software directly contributes to significant cost savings in the recruitment budget.

What to look for when considering an ATS?

Choosing the best applicant tracking system can feel like a daunting task. But for hiring managers, the focus should always be on functionality to find the right talent. When there are hundreds of candidates applying for the average job posting, a top ATS system ensures you don’t miss hidden gems while saving hours of manual work.

Here's an applicant tracking system list to prioritize:

1. User-friendly interface: This feature is paramount because you need an ATS system that's intuitive, easy to navigate, and doesn't require extensive technical or onboarding training. Hence, look for ATS systems with clean interfaces, logical workflows be it posting jobs or reviewing candidates.
2. AI-powered job description generation: A modern ATS software platform should offer automated job description creation capabilities based on basic role information, company data, and industry best practices. This feature can save hours of  time writing a job profile for the recruiter while ensuring consistency and quality across all job postings.
3. Other AI mechanisms: Always look for advanced filtering options with AI-driven screening and automation to avoid any laborious work. It also includes understanding candidate profiles at a deeper level by helping analyse skills, experience patterns, cultural fit, and career trajectory to provide more accurate candidate recommendations. For instance, Expertia AI uses proprietary deep tech and AI automated workflow processes 1,000+ resumes in under 5 minutes. 
4. Seamless collaboration tools: Can you easily share candidate profiles with your team, leave private notes, provide feedback and ratings? If so, smoothly, you know you’ve bagged the best ATS system.
5. Customizable workflows & pipelines: Every team has different hiring requirements, hence look for an ATS software that allows you to customize your recruitment pipeline to mirror your actual requirement.
6. Integration with other tools: Does the current ATS integrate with your existing HRIS, calendar applications (Outlook, Google Calendar), video conferencing tools, and popular job boards? After all, seamless integration saves time.
7. Analytics that matter to you: Beyond general metrics, the best applicant tracking systems for recruiters should enable them to generate reports that empower your hiring team to identify and recruit better.
8. Strong communication features: Automated emails, personalized templates, and even SMS capabilities are a must to help recruiters keep candidates engaged and informed.
9. Device accessibility: Do you know, 77% of job applications are submitted via mobile. Hence, a mobile-friendly ATS is essential for both recruiters and candidates. Check if your ATS system lets you conduct even the tiniest of tasks on the go from your phone or tablet.
10. Data security and compliance: Candidate privacy and data are integral and complex, hence, ensure the chosen applicant tracking software adheres to relevant data privacy regulations (like GDPR, SOC 2 compliance, data encryption) and leaves detailed audit trails for all hiring activities.
11. Pricing structure: When choosing an applicant tracking software, make sure you consider both upfront costs and long-term expenses. In fact, the best ATS system offers transparent pricing with clear value propositions. Make sure you also consider factors like user licenses, job posting volumes, and advanced feature access.
12. Customer Support: Reliable customer support is crucial for smooth implementation and ongoing success. Therefore, always evaluate the ATS vendor's support reputation, availability of resources before shortlisting.

When should an organisation implement an applicant tracking system software?

There's no one-size-fits-all answer, but listed below are some key indicators that hint it is time to invest in an applicant tracking system software:

• High volume of applications: If your hiring team is feeling overwhelmed by the sheer number of resumes for each opening, an ATS system in that case will be a lifesaver. For instance, campus recruitment.
• Long time-to-hire: If a hiring cycle is constantly stretching beyond timelines and impacting the overall process, because it involves multiple stakeholders, interview rounds, or assessment stages; leveraging an ATS software can certainly streamline and shorten the ordeal.
• Struggling to attract top talent: If your hiring team is always struggling to identify the best candidates or if the company is experiencing high turnover rates, the enhanced AI screening and matching capabilities of a top ATS system can improve hiring quality.
• Growth and expansion: In case your organization plans to grow, so will your hiring needs. Thus, a scalable applicant tracking software is essential for supporting future talent acquisition.
• Desire for data-driven insights: In case the hiring team wants to understand their recruitment performance and make data-backed decisions, an ATS software is crucial.

12 Best Applicant Tracking Systems

When it comes to the best ATS systems, here are 11 widely recognized and highly-rated best applicant tracking systems:

1. Expertia AI: Started in 2021, it is a Bangalore-based HR technology offering an advanced, AI-driven solution. Here’s why it stands out:
2. iCIMS: Established in 2000 and headquartered in New Jersey, iCIMS is an AI-powered hiring platform designed to boost efficiency, cut costs, and enhance the candidate experience for larger enterprises.
3. Greenhouse: Founded in 2012 and headquartered in New York City, Greenhouse applicant tracking system software offers interactive data visualizations with customization, strong reporting, and collaborative hiring features, making it ideal for structured hiring processes.
4. Ashby: Founded in 2018 in California, Ashby offers a variety of integrated tools for applicant tracking, scheduling, analytics, and candidate relationship management (CRM).
5. Workable: Founded in 2012 and headquartered in Greece, this is a user-friendly and comprehensive ATS offering workable excels in job posting distribution, candidate management, and collaborative hiring tools, suitable for a wide range of businesses.
6. Lever: Founded in 2012 and headquartered in California, this ATS software focuses on candidate relationship management (CRM) alongside applicant tracking, thereby allowing for proactive talent pooling and nurturing. It is ideal for companies with continuous hiring needs.
7. Zoho Recruit: Founded in 2009 and headquartered in Tamil Nadu, Zoho Recruit is a cloud-based ats system for recruiting that streamlines everything from candidate sourcing to onboarding. Often seen as a good fit for small to medium-sized businesses.
8. SmartRecruiters: Established in 2010 in California, this platform automates the full talent acquisition process, including recruitment marketing, offering management, and compliance, making it a comprehensive choice for larger organizations.
9. BambooHR: Established in 2008 and headquartered in Utah, this applicant tracking software is like a broader HR software. It includes a well-regarded integrated ATS that is known for its simplicity and user-friendliness, particularly for small and medium-sized enterprises.
10. Manatal: Established in 2017 in Bangkok, Manatal ATS software is an AI-driven ATS that leverages machine learning for improved candidate sourcing and matching, automating repetitive tasks and offering transparent pricing.
11. Recruitee: Established in 2015 in the Netherlands, this cloud-based ATS focuses on simplifying the hiring process with customizable career pages, multi-platform job posting, and strong collaboration features.
12. Breezy HR: Established in 2014 in Florida, this ATS software is an all-in-one recruiting solution that simplifies the entire recruitment process from one platform, offering features like candidate communication, templates, and video interviewing.

Each of these top ATS systems has its strengths, but the best choice often depends on your specific organizational size, budget, hiring volume and the distinct advantage you can get in today's competitive talent market.

The future of Applicant Tracking Systems

The future of applicant tracking systems is at a thrilling frontier. It is evolving into an intelligent, indispensable partner for hiring managers helping them stay way ahead of the curve. With scope for even greater automation, precision, here are some ways it is poised to pave the path:

• Hyper-personalization: ATS systems can be expected to become more sophisticated with AI and machine learning. They will be able to comprehend context, predict candidate success based on historical data, and even identify soft skills through natural language processing of resumes and communication. The focus will be on "hyper-personalization" offering tailored experiences and recommendations.
• Predictive analytics: Future ATS software will be even more adept at predictive analytics, helping organizations forecast future talent needs, identify potential skill gaps, and strategically plan their workforce. This will allow hiring managers to anticipate needs way before they arise.
• Enhanced candidate experience: The emphasis on a seamless, engaging, and transparent candidate journey will intensify. This means ATS will become more mobile-friendly, interactive with application processes, and AI-powered chatbots will be able to provide instant candidate support at every touchpoint.
• Focus on DEI: AI in ATS system will evolve to actively reduce unconscious bias in screening and selection. Features like blind resume reviews and algorithms will help rank and promote diverse candidate pools as a norm.
• Continuous adaptability: A smart applicant tracking software will constantly learn and improve itself thanks to user interactions and evolving recruitment trends, thereby becoming more intelligent and effective over time.

Conclusion

The process of finding the right talent is too complex, but when you have a powerful applicant tracking system as your co-pilot, it can transform the process into a strategic, efficient, and ultimately more successful mission. Thus, it is about time you embrace the future of hiring, and let an intelligent ATS software enable you to build the exceptional teams your organization deserves.

Frequently asked questions about ATS system for recruiting

1. What does an applicant tracking system do?

An ATS system is a multitasker, handling everything from sourcing to onboarding. Here’s what applicant tracking software does to make your life easier:

• Organizes applications
• Automates screening
• Enhances collaboration
• Improves candidate experience
• Tracks metrics
• Ensures compliance by maintaining records

2. How do hiring managers use ATS to find candidates?

As a hiring manager, interaction with an ATS system is pretty much strategic and focused. They are typically not handling the initial mass application influx,, instead leveraging the system's capabilities to refine their search to make informed decisions. Here's a glimpse into how hiring managers, effectively use an ATS software to find candidates:

• Review of job requirements: they collaborate with recruiters to set criteria (e.g., skills, experience) in the ATS software.
• Access shortlisted candidates: The ATS system then filters applications, presenting with AI-ranked candidates.
• Evaluate resumes: they then use the ATS dashboard to review resumes, focusing on skills and experience.
• Schedule interviews: Post shortlisting, they leverage calendar integrations to book interviews with automated reminders to keep candidates engaged.
• Provide feedback: They also use the feedback feature to post notes, share comments, thereby ensuring alignment within the team.
• Analyze performance: Review of analytics to refine their hiring strategy, like identifying the best job boards.

3. What is a resume score and how can you increase it?

A resume score is one that helps hiring managers assess how well a candidate’s resume matches a job description's keywords and requirements. Applicants can increase their score by tailoring their resume with specific keywords from the job posting document, quantifying real achievements, and using a clear, standard format.

4. When should I upgrade my ATS?

You should upgrade your ATS when the current features no longer meet your hiring demands, integration with other HR tools is poor, or reporting lacks critical insights. Look for red flags like slow hiring, candidate drop-offs, or excessive manual tasks.

5. When should an organisation implement an ATS?

An organization should implement an ATS when they are about to face a high volume of application, have a relatively slow time-to-hire, are troubled with disorganized candidate tracking, or are in need for improved collaboration and data-driven recruitment insights.

6. Which applicant tracking system is best?

While there are many ATS systems in the market, the best ATS depends on your organization's size, budget, and specific needs. One can look at Expertia AI, an AI-powered screening and assessment tool that helps companies find and interview top candidates from 35+ platforms and hire in 24 hours, that too at less than 10% of the cost.

7. Which ATS is used in recruitment?

A wide range of ATS platforms are used in recruitment, but the choice varies on multiple factors.. One can look at Expertia AI, an AI-powered screening and assessment tool that helps companies find and interview top candidates from 35+ platforms and hire them in 24 hours, all at less than 10% of the cost.