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Top Things to Consider Before Changing Your ATS Provider

Top Things to Consider Before Changing Your ATS Provider

Shifting from one ATS provider to another can be quite complex since it involves many considerations. There are many alternatives; hence, pinpointing the most suitable one is vital. Different ATS providers offer different features, and some of these may work perfectly well with your business idea, while others may not fit right.

To help you pick the right provider for your business needs, here are a few essential considerations to keep in mind.

How Much Does an Applicant Tracking System Cost?

Like any other software, an Applicant Tracking System can range in price from free to very expensive.

There are a few different types of free applicant tracking systems. They usually come with job board posting tools or can be used as stand-alone systems.

These systems usually serve the same purpose as excel spreadsheets, and they are only temporary stop-gaps until you move to more scalable options such as Lever.

Most ATS software vendors charge a monthly fee based on how often the system is expected to be used. This fee usually depends on a few factors, including the number of users, the amount of data storage needed, whether the resume parser is being used, and the features and services used.

Features of an Applicant Tracking System (ATS) You should Consider Before Buying

1. Candidate engagement

Applicant Tracking System (ATS) helps you source and engage candidates more efficiently by tracking all the interactions, including email interactions, phone interviews, and on-site visits.

This information will help you identify which candidates are the best fit for your role and keep track of their progress throughout the recruitment process. It will also help you identify any potential issues early on to be addressed before they become significant problems.

2. Candidate Management

Using an ATS can streamline your workflow and make it easier to find qualified candidates, contact them about the position, and follow up with them after they have applied. This helps increase your candidate experience too.

This will help you avoid the costly mistakes that often occur during the recruitment process.

3. Scheduling & Interviewing

An ATS helps you manage your recruitment process by tracking the progress of interviews, communication between candidates and hiring managers, and managing applicant data.

This includes knowing when interviews are scheduled, who is interviewing whom, tracking candidate progress by recording which questions have been asked and whether or not the candidate has responded, and preventing duplicate interviews by identifying which candidates have been interviewed before.

4. Reporting

The ATS provides you with various reports that can help you understand how your hiring process is working and what needs to be done to improve it. Available reports include:

  • Hiring Progress Report: This report shows how many candidates have been interviewed, screened, and offered positions.
  • Interviewee Status Report: This report shows which candidates have accepted an interview invitation and which ones have declined.
  • Screening Status Report: This report shows which candidates have been screened and which ones have not yet been screened.
  • Offer Letter Sent Report: This report shows which candidates have received a job offer letter and which ones have not been received yet.

5. Security & Compliance

Applicant tracking systems have many features to ensure your data is safe and secure.

Your ATS can be set up to restrict what data users have access to and what they can do with it. Not only that, but you can also set specific profiles for each of your employees, which will help prevent them from accessing information that isn’t relevant to their role within the company.

Top Things to Consider before Changing Your ATS Provider

1. Consider Your Business Needs

Many providers in the market, but not all, may offer you the features you need. So make sure to check out the most essential features of an ATS provider before settling on one. For instance, if your business mainly involves one type of job function, such as customer service or sales, you don’t need an ATS with a feature that allows you to integrate another job function, like accounting or human resources.

2. Understand differences between different Kinds of ATS

Two major kinds of ATS’ currently exist in the market: the old-fashioned and modern. The two kinds differ in their features and what they can accommodate. The old-fashioned kind can only accept a single job type, such as call center or sales. They provide basic features, such as receiving and viewing information and leaving emails.

The modern kind of ATS provides several job types. It allows you to integrate different job functions like a call center, sales, customer service, and human resources into one place. It also lets you record various interactions with customers.

Therefore, while the old-fashioned kind of ATS may be compatible with your business idea today, it may not be suitable in the future when the business expands to include other types of jobs or branches in another location or even overseas.

3. Choose a System that fits Your Company’s Culture and Values

If you have a culture that values loyalty and celebrating achievements, you may want to select an applicant tracking system that includes those features. Alternatively, suppose you want to encourage quick decision-making and negotiating for the best salary. In that case, an ATS emphasizing CV management might be better suited for your business.

The important thing is that you make sure the ATS in question does not clash between your core values and the existing recruiting process. Therefore, you need to research which systems will most benefit your company’s needs before signing up with any ATS vendor.

4. Consider Costs and Licenses

It would be best if you also considered the cost of using specific software, including purchasing, managing, and updating the software. You may also have to keep in mind that you may have to pay for additional licenses if you plan on letting your other employees access the ATS through their computers or even mobile phones.

5. ATS must Integrate with Your Other Systems

If the ATS doesn’t integrate well with your other systems, it may become a problem.

For instance, if you use cloud-based software to manage your accounting or human resources, it would be beneficial if you could also integrate the ATS with this system.

Likewise, if you already have an email marketing platform that your team uses, it should be easy to sync the ATS with that platform.

When choosing an ATS, organizations should consider building a custom integration into their budget.

This will allow TA teams to avoid completing manual handover forms. If the ATS has functionality that allows for downloadable reports, this still won’t remove the manual element of completing a handover form. (If not, you can use a professional report maker to generate this).

The problem will be passed on to another colleague who will have to import manually.

Integration with careers sites and job boards is vital for any organization to secure the best talent. In addition, candidate attraction is a vital resource, so a TA team’s toolkit needs to have a variety of avenues to attract talent, including job boards, careers sites, and social media.

However, if each of these tools operates independently of your ATS, you might be missing out on an opportunity to create a cohesive hiring process and candidate experience.

6. The Time and Resources to Implement an ATS

Since ATS typically takes time to implement and customize, you will want to consider the amount of time needed. Sometimes this can also mean the resources needed to carry out the implementation. It would be best if you worked with your IT or vendor team to make sure that this is carried out correctly and efficiently. If there are delays, then they may cost you in terms of time and money.

7. Impact it can have on Your Business

ATSs can be very beneficial for a company’s recruitment process, both cost efficiency and employee satisfaction. However, it may be useless if the business itself can’t benefit from it.

Suppose you’re planning to shift to an ATS.

Your company has already hired a specific group of employees for a particular industry or job function. In that case, it may not be feasible to shift right away. Before moving forward, you need to see how much impact the ATS will have on your business.

8. Get Executive Buy-in for the New Applicant Tracking System

To ensure that your ATS project is successful and beneficial to your company, you need the support of executive management. You should be able to communicate with them to help you implement the new system successfully.

Once everything is up and running, they should be able to support your efforts and recognize the usefulness of the new system. ATSs are meant to streamline a company’s recruitment process, so it’s essential that they can see how this will benefit the company overall.

9. Get a Team Together

When selecting or switching an applicant tracking system, it is essential to consider all the people who will be impacted (recruiters, HR staff, C-Level, etc.). You may want to form a selection committee to ensure you’re looking at systems from all angles.

For example, committee members could include IT, legal, and finance people. At the very least, the selection committee should include people who are not directly involved in the recruitment process. This gives everyone the best possible opportunity to consider all facets of the ATS and select one that will best benefit the recruiting team and company as a whole.

When it comes to the applicant tracking system, there are a lot of things that you need to consider before changing your provider. If you’re not sure what’s involved with this process, or if you’re just looking for some guidance on the best way to proceed, then you’ve come to the right place!

Our blog post has outlined all of the details that you need to know about this important decision.

Take some time today and read up on everything we have written. Which one is right for you?

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