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Applicant Tracking System - A Guide for Recruiters

Applicant Tracking System: A Guide for Recruiters

from  Unit4 Prosoft December 28, 2021 | 5 min read

Are you new to using the applicant tracking system (ATS), or do you plan on getting this HR software application for your recruitment team? Whichever category you fall under, this article is for you.

First, What Is an Application Tracking System?

Short for ATS, an applicant tracking system provides a suite of recruiting and hiring tools for companies. It helps users organise candidates, collect and sort thousands of resumes, and filter applications based on experience skill sets.

While originally designed to act as a database for job applicants, this tool also offers wide-ranging capabilities, including:

  • Post to multiple job boards online
  • Generate interview questions via email
  • Develop, manage, and publish career pages
  • Automate interview scheduling or email distribution

All these software functionalities have convinced hundreds, if not thousands, of companies to invest in ATS. Here are a few statistics that evidence application tracking systems are worth the investment:

ATS (Applicant Tracking System) statistics


  • 75% of recruiters use recruiting or applicant tracking software to streamline their processes. – Capterra
  • Over 98% of Fortune 500 companies use an ATS program when hiring new employees. – Jobscan
  • 86% of recruiting professionals say that using recruitment software has helped them hire faster. – GettApp

How Do Applicant Tracking Systems Work?

How Does ATS Works

1. Write Job Description

To find the best candidate that fits your company’s hiring needs, you must first form a picture of an ideal candidate. Create a job description that includes the person’s main responsibilities, job purpose, required and preferred qualifications, and working conditions, to name a few.

An applicant tracking solution lets you formulate strong job descriptions that attract the right talent. Most ATS programs provide keyword-rich templates that help your job opening rank higher in search results.

2. Job Board Posting

Posting job opportunities has become easier with an application tracking system. The HR technology integrates with various job portals, such as Indeed and Monster, enabling you to post job vacancies in a single submission.

Not only does ATS integrate with external career sites, but it also allows you to post and manage ads on your organisation’s career page and social media profiles, such as LinkedIn and Facebook.

3. View Applications

Like in conventional hiring processes, applicants submit their resumes after seeing a job opening. The only difference with ATS software is that everything happens digitally. No in-person visits to entertain and a pile of printed resumes to review.

Applicant tracking systems maintain a database of applicants. They show how many people have clicked and applied to a job you posted and suggest potential candidates for future openings.

4. Resume Parsing

Resume parsing is a unique feature of applicant tracking platforms. This process begins once applicants upload their resumes on the software. ATS ranks new applications and scans each document.

The HR software then extracts all data based on the recruiter’s needs. When ATS finds a resume that matches the job description, it automatically forwards the application for further consideration.

5. Candidate Vetting

After the application tracking system completes filtering and parsing resumes, you may start evaluating the applicants recorded in the system. Most ATS software allow you to do the following:


  • Preview applicants per job opening
  • Forward resumes to other hiring stakeholders
  • Make notes about candidates (i.e., review at a later date)
  • Change the candidate status (i.e., screened, rejected, shortlisted)

6. Interview Scheduling

The candidate interview is a crucial part of the hiring process—and HR technologies like applicant tracking software take interview scheduling up a notch. ATS lets you schedule calls and even exchange emails with candidates.

The best ATS programs integrate seamlessly with everyone’s calendar. So, if you want to get reminded of your upcoming interviews, choose one that comes with such a feature.

7. Offer Management

Applicant tracking solutions also enable automation and customisation of offer letters (and rejection letters). Once you’ve selected the candidates you’d like to hire, ATS automatically sends offer letters, which successful candidates must sign electronically.

8. Onboarding

When the candidates accept the job offer, they will be marked “hired” into the application tracking system. ATS will also assist in employee onboarding and provide new hires with employment forms to complete online.

More Than an Applicant Tracking System

ATS isn’t just a tool for tracking applications—it’s a tool for streamlining the entire recruitment process. If filling in a vacancy in a short time becomes a challenge and reviewing tons of resumes begins to stress you out, applicant tracking software can come to the rescue.

Unit4 Prosoft HRMS is one of the most reliable human resource management systems with ATS functionality. Our HR solution allows users to perform many things, including posting jobs on multiple sites, managing candidate communication via email or SMS, screening applicants, and more.

Are you thrilled to digitise your hiring and recruitment? Contact us today or request a demo with our Asia Pacific team.

Unit4 Prosoft

Unit4 Prosoft have been serving customers in Asia for 30 years and is trusted by over 1,000 businesses across the APAC region in the manufacturing, healthcare, retail, construction, and professional services industries. Unit4 Prosoft HRMS has modules that support every aspect of your HRMS programs and allows you to manage people’s entire hire-to-retire cycle with a central control center and database. Your people get the flexibility and freedom to have what they need—how, when and where they need it.