Best Practices on How to Create Applicant Tracking System

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how to build an applicant tracking system

The Applicant Tracking System (ATS) is an important tool for businesses and organizations looking to streamline the hiring process. By automating administrative tasks and providing an organization to recruitment efforts, an ATS can significantly reduce the time and cost associated with finding the right fit for a given role. This article will provide a step-by-step guide on how to build an Applicant Tracking System, outlining the necessary components and software required. We will also discuss tips and best practices for ensuring your system is tailored to meet your specific recruitment needs. Let’s get started!

What is an ATS?

An Applicant Tracking System (ATS) is a computerized database that stores and organizes information about job applicants. The system helps to streamline the recruitment process by allowing employers to track each stage of a candidate’s application, from initial contact through to hiring decisions. It can also be used to search for keywords or phrases within resumes and cover letters, making it easier for employers to identify the most qualified applicants quickly and efficiently. By leveraging an ATS, businesses can save time, money, resources in the recruitment process. Additionally, ATS technology allows HR professionals to access vital applicant data from anywhere, at any time. This offers an excellent way for businesses to keep track of their hiring processes.

According to statics, employers using an ATS can save up to 80% of their time when it comes to the recruitment process. An ATS can also help reduce costs associated with hiring by eliminating the need for manual paperwork and simplifying background checks.

what is an applicant tracking system
applicant tracking system process

The ATS also offers extensive reporting capabilities, so employers can analyze the effectiveness of their recruitment processes. With this feature, HR personnel can track important metrics such as time-to-hire and cost-per-applicant in order to identify areas for improvement. Ultimately, an ATS helps businesses optimize their hiring process and make more accurate decisions about which applicants are best suited for specific positions.

Given its numerous benefits, an ATS is a valuable tool for businesses of all sizes. By utilizing an ATS, employers can make their recruitment process more efficient and effective by streamlining the application process, automating administrative tasks, and providing detailed insights about their hiring decisions. As such, an ATS can provide businesses with the knowledge and resources to make better hiring decisions that result in a strong and successful workforce.

How Does an Applicant Tracking System Work?

An applicant tracking system (ATS) is a powerful software tool designed to streamline the recruitment process. In simple terms, it automates the data entry and organization of job applications, allowing recruiters to quickly identify, assess and shortlist potential candidates.

At its most basic level, an ATS begins with a job posting or advertisement, which can be posted on the company’s website, job boards or other online channels. When a potential applicant clicks on the posting, they are taken to an online form where they complete their information, such as education and work experience. The ATS then stores this data in its database, creating an electronic version of each candidate’s resume.

how does applicant tracking system work
applicant tracking system working process

The ATS then uses a variety of sorting and filtering tools to quickly sort through numerous applicants. This includes keywords, experience, education levels, or any other criteria that the company wants to use to narrow down its search. Once narrowed down, recruiters can review the remaining candidates more closely and select those who they believe are most suitable for the position.

The ATS can also track the progress of each application, from initial submission to the interview or offer stage. This allows recruiters to keep an organized record of all their applicants and in quickly access the information they need when making decisions about potential hires. In addition, many ATSs can integrate with HR databases and other systems, allowing recruiters to easily transfer data between them. This helps to streamline the entire recruitment process and saves time for both the recruiter and the hiring manager.

By automating many of the tedious tasks associated with sifting through job applications, an ATS can help organizations save time and resources while ensuring a more efficient hiring process. It is an essential tool for any company looking to streamline its recruitment process and quickly find the best candidates for their open positions.

Applicant Tracking System Benefits

An Applicant Tracking System (ATS) offers tremendous benefits to organizations of all sizes. By implementing an ATS, businesses can reduce the costs associated with recruitment and improve their overall hiring process. Some of the key advantages include:

1. Automation

With an ATS, recruitment teams can automate many tedious tasks such as posting job openings to various job boards, screening resumes, and organizing the recruiting process. This allows recruiters to focus on more important tasks such as identifying potential candidates, engaging with them, and conducting interviews.

2. Improved Quality of Hiring

An ATS provides a powerful suite of tools that can help recruitment teams identify top-tier candidates faster and easier. With an ATS, recruiters can quickly search through resumes and find the best-suited candidate for the job.

3. Transparency

By using an ATS, recruitment teams can gain a better understanding of their hiring process. For example, they can track how long it takes to fill a position from start to finish, and identify any weak points in their recruitment process.

4. Data-driven decisions

An ATS also provides valuable insights into hiring trends and candidate preferences. Recruitment teams can use this data to make more informed decisions about their recruitment process.

5. Better quality of hire

With an ATS, recruiters can measure the success of their hire. This allows them to identify and eliminate any flaws in their recruitment process that may lead to poor quality of hire.

Overall, an ATS is a powerful and cost-effective tool that can help businesses streamline their recruitment process, find better candidates faster, and improve the overall quality of their hires. By investing in an ATS, businesses can save time and money while improving their hiring outcomes.

While there are many benefits to using an ATS, it is important for businesses to take the time to research and select the right system for their needs. This will ensure that they get the most out of their investment in an applicant tracking system.

Best Applicant Tracking Systems in 2023

The best applicant tracking systems in 2023 can vary depending on your business needs, budget, and the complexity of your recruitment process. Generally, you’ll have two main choices: free and open-source software or paid solutions.

Free and open-source ATSs are great if you’re working with a limited budget, but they may not have all the features you need or the customization options of a paid solution. Some of the most popular open-source ATSs include OpenCATS, JobScore, and Indeed, Recooty, Homebase and others (look the picture below).

Paid solutions are more expensive but provide more comprehensive recruitment tools and capabilities. They often offer better customer service and more customization options. Some of the top-paid ATSs include Bullhorn, BambooHR, Jobvite and Workable.

top applicant tracking software
best ats software in 2023

No matter which type of ATS you choose, it’s important to make sure that it meets your needs and is easy to use. Research potential vendors thoroughly before investing in a system. Compare features, read reviews, and speak to references so that you can make an informed decision. With the right applicant tracking system in place, you’ll be able to streamline your recruitment process and find the best talent for your business quickly and easily.

This may be also useful to read: The Whats, Hows, And Whys in Design Systems.

Essential Feature List for Your Applicant Tracking System Design

Once you have an understanding of what an ATS is and why your business needs one, the next step is to create a list of features that will make up your system. Here are some essential features to consider when building an Applicant Tracking System:


To maximize efficiency and streamline the recruitment process, your ATS should be able to integrate with other existing technologies, such as HR systems, job boards, testing platforms, and more. What social media platforms do you market on? While building an applicant tracking system, consider the following integrations:

  • Job Boards
  • Social media platforms
  • Testing PlatformsHR Systems
  • Applicant Relationship Management (ARM) software
ats integrations
integrations for applicant tracking systems

Applicant Tracking and Management

Your ATS should be able to track applicants throughout the entire recruitment process. This includes applications, resumes, tests, interviews and more. It should also allow you to manage this data with ease and assign tasks to different team members when necessary. To ensure a successful applicant tracking system, make sure it includes:

  • Automated Application Processes
  • Storage of Resumes and Other Documents
  • Appointment Scheduling
  • Interview Tracking
  • Reports & Analytics about your Candidates
ats management
management of applicant tracking system

Workflow Automation and Compliance Features

The purpose of an ATS is to automate and streamline the recruitment process. To achieve this, it should be able to manage complicated workflows with ease. Your ATS should also have features that help you comply with legal and regulatory requirements as you go through the hiring process. Look for features such as:

  • Automated Workflow Rules
  • Data Compliance Auditing Tools
  • Form Builder Tool
  • Verification Checks
workflow automation and compliance features
automation and compliance features of ats

Reporting & Analytics

Your ATS should be able to generate reports and analytics on your applicants, so you can gain valuable insights into the recruitment process and make data-driven decisions. Consider including features such as:

  • Predictive Analytics & Insights
  • Applicant Funnels/Workflows
  • Performance Metrics
  • Time to Fill Reports
reporting and analytics of ats
reporting and analytics of applicant tracking system

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These are just some of the features you should consider when building an applicant tracking system. It’s important to take the time to research, plan and build a system that meets your specific needs. Mobile application design can be a complex task, so it’s significant to spend time on selecting the right tools and technologies. Doing so will help ensure that you have a robust and effective ATS that can save you time and money while improving the recruitment process for everyone involved.

How to Create an Applicant Tracking System by Gapsy Studio:

Once you have identified the need for creating an applicant tracking system (ATS), it’s time to begin building one. An ATS is a powerful software tool designed to streamline the recruitment process and help you identify, select, and manage potential candidates more effectively. Here are some key components of an ATS:

Automated Tracking System:

This includes collecting data from job applications, resumes, cover letters, and other materials submitted by applicants. It also includes automating certain processes in order to save time for recruiters and hiring managers.

User-Friendly Interface:

An ATS should be easy to navigate and use so that both employees and applicants can easily understand how to access information within it. It should also include mobile compatibility so that applicants can access the ATS from any device.

Read also: UI Design Trends 2023. What to Expect?

Quality Assurance:

An ATS should be able to provide automated quality assurance by screening resumes and applications for keywords, certifications, and other criteria. This helps to ensure that only qualified candidates are considered for a position.

Recruiting Strategies:

An ATS should also help you develop recruiting strategies such as job postings, targeted email campaigns, and information sessions. It should also help you track the success of your recruitment efforts and identify areas for improvement.

Once you’ve identified the components of an ATS, it’s time to begin building one. Here are some steps to follow in order to get started:

1) Select a Platform:

You’ll need to choose a platform for your ATS. Popular options include ApplicantStack, Greenhouse, and Jobvite. Each of these platforms offers varying levels of functionality and features so it’s important to consider what you need before making a decision.

2) Set Up Your System:

After choosing a platform, you’ll need to set up the system with your company’s specific requirements in mind. This may include customizing certain elements such as the applicant tracking software interface or adding additional data fields for job applications.

3) Train Employees:

Once your system is set up, it’s time to train employees on how to use the ATS. Ensure that they understand how to access and use the ATS, as well as any other features that you’ve included in your system.

By following these steps, you can build an effective applicant tracking system for your business. An ATS will help streamline your recruitment process, improve quality assurance, and provide valuable insights into your recruiting strategies. With the right platform and setup, you can make sure that you have all of the necessary tools to identify and select the best candidates for each position.

Bottom Line

In conclusion, an ATS is a powerful tool that can help businesses streamline their recruitment process. It allows for the automation of key steps in the hiring process, such as taking applications and tracking job seekers’ progress throughout the recruitment process. Building an ATS requires understanding its core components, such as applicant profiles and job postings, as well as knowing how to integrate it into existing systems. With these tips in mind, you’ll have everything you need to build an effective ATS for your business.

But building an applicant tracking system is no easy feat. It requires a comprehensive understanding of the recruitment process, as well as robust software engineering skills. If you’re looking to make your ATS stand out from the rest, Gapsy Studio can help. Our team of experienced software engineers and recruiters can provide custom-built solutions that perfectly fit your business’s needs. Get In Touch Now! With Gapsy Studio – Take Your Recruiting Process To The Next Level! Check out our portfolio on Dribbble and Behance and see for yourself that we are experts in the world of design and development. Each of our solutions is tailored to the needs of the client and business.

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