5 minute read. Updated March 1, 2020.
What is an Applicant Tracking System (ATS)?
An applicant tracking systems is a type of HR software that automates the hiring and onboarding process.
7 Sober Hiring Stats You Can’t Ignore
- According to the U.S. Department of Labor, there are 670,000 more job openings than there are unemployed potential workers.
- About 7 in 10 companies reported talent shortages in 2019, the highest level ever. That’s more than three times higher than a decade ago. (Manpower Group)
- Top candidates are on the job market only 10 days only before accepting a job offer.
- 94% of companies with recruiting software report that it’s improved the hiring process.
- 35% of small organizations use ATS.
- Many companies are using recruitment texting. Some studies put text open rates above 90%! Compare that with around 45% for emails.
- 64% of applicants would share negative application experiences with friends and family and 27% would actively discourage others from applying.
11 Undeniable Benefits of Applicant Tracking Systems
1. An Applicant Tracking System Saves You Lots of Money
Applicant tracking systems provide an impressive ROI. How much? A small company can save up to $10,000 using an ATS.
Companies using applicant tracking system reap the rewards. New-hire turnover is 40% less on average, and they can fill vacancies 20% more quickly.
New Hires Generate Revenue More Quickly
ATS’ help you fill positions faster. This shortens the time it takes for the new hire to generate revenue. ATS with onboarding tools further shorten the time-to-productivity.
2. Hire Top Performing Candidates Before Your Competition
An ATS help you identify top candidates and present an offer before the applicant is hired by a competitor. These high-demand employees drive productivity and innovation.
3. Track Hundreds of Resumes With Ease
When it comes to administration, ATS automation is truly impressive. Systems can handle hundreds (even thousands!) of applications, resumes, and other workflows.
Not only do you save on the cost of labor for the hiring team, but you also free up their time.
They can use that time on improving hiring strategies. Improved hiring strategies can then help your business grow even faster
With the strategic use of an ATS, you can become the budget hero in your company.
4. An ATS Creates a Dynamite First Impression
During the recruitment process, your goal is to attract top people to your company. You aren’t just recruiting; you’re marketing. Shockingly, 69% of unemployed people wouldn’t take a job if the company had a bad reputation—they would rather stay unemployed!
Applicant tracking systems help you put your best foot forward. Automate communication with candidates, so no one falls through the cracks. Get your job listed on prestigious job boards across the internet. Brand your application portal so it’s unique to your company. This is how you communicate a professional image of your company to job seekers.
5. Your Competitors Are Using An ATS
If you haven’t implemented an ATS, take note. 98% of Fortune 500 companies and at least 66% of large companies use it. The adoption rate for small companies is lower, but growing quickly. Last year, it was estimated that 35% of small organizations use ATS.
Keep in mind that you are also competing with talent sourcing agencies. The ATS adoption rate for professional recruiters is nearly 100%.
6. Recruitment Texting is a Must in 2020
Many companies are using recruiting texting in their hiring operations. The open rates for marketing texts are legendary. Some studies put the text open rate above 90%! Compare that with around 45% for emails.
Consider this: if a person has set up texting notifications, they can see a preview without opening the message. If the text is short, they can probably see the whole message in the notification window.
If you aren’t engaging with your candidates through texting, you are falling behind. ATS texting helps you leverage the power of many candidates’ preferred method of communication.
7. Quickly Narrow Down The Application Pool
First, you create a job posting. Your ATS posts it to multiple online sites (of your choosing). The applications start coming in. The system collects and organizes them in a central database. It creates a profile for each applicant.
As you know, job seekers format their resumes in a variety of ways. The ATS extracts the information and organizes it in the same format for each candidate profile. In the profile template, there is a field for each relevant piece of data.
For example, there is a field for each degree earned, each previous job title, and each skill.
This type of organization gives you searching superpowers. You can analyze and compare by work experience, education, or previous employers. Or job titles, skills, or demographic variables.
Let’s talk about resume filtering. The software uses keywords from the job posting. It matches the keywords with those found in the resumes. Consider how long it takes you to read one resume. An ATS can parse thousands of resumes in seconds.
This process weeds out the candidates who don’t have the necessary qualifications and it delivers a pool of qualified candidates before you need to read a single resume!
8. Screening Questions Help You Find Better Candidates
When you’re reviewing resumes, you’re going to choose quality over quantity every time. No one wants to waste time going through dozens of unqualified applicants. An applicant tracking system allows you to add screening questions to your application to ensure applicants meet basic qualifications like education level or years of experience. Some applicant tracking systems let you create scoring rules that weigh certain questions more heavily, so better applicants automatically rise in your review queue.
9. ATS’ Can Post To Multiple Online Job Boards
With an ATS, your job posting gets maximum online exposure. Most will post to LinkedIn, Indeed, ZipRecruiter, Glassdoor, CareerBuilder, and Monster (just to name a few) with one click. While you’re at it, post it to your social media sites and careers page.
You create the job posting in the ATS, and the software takes care of the posting. This is a huge timesaver for busy hiring managers.
10. Applicant Tracking Systems Improve Collaboration
You are more likely to find high quality candidates if multiple stakeholders can weigh in.
But if expanding the hiring team slows down the process, the top candidates will lose interest. They will seek out firms that move faster.
ATS databases enable effective collaboration. Each decision maker can enter notes and applicant ratings. (The rating system is customizable, by the way.) Mobile apps allow recruiters to access the ATS from any internet-enabled device. Some systems include video interviews that team members can watch at their convenience.
11. Applicant Tracking Systems Help You Comply With Labor Laws
To say that recruitment compliance is complicated is an understatement.
The laws are always in flux and they vary by location, industry, and business size. Small companies have fewer resources to ensure that processes are compliant.
ATS help you comply with regulations related to hiring. Vendors update SaaS systems to stay current with hiring regulations.
In addition, ATS generate reports to protect you in case of a legal challenge.
For example, suppose a rejected candidate alleges discrimination. Don’t worry. Your ATS has the documentation to validate your legal hiring criteria.
Who uses Applicant Tracking Software?
If you receive applications, you need an applicant tracking system. ATS software clients include:
- Independent recruiters
- Staffing agencies
- Executive search firms
- Large enterprises
- Small and medium-sized businesses (SMB)
Typically, the applicant tracking software is managed by the human resources department or a hiring manager.
We’ve touched on a few ATS functions. Let’s take a deeper dive into the inner workings of applicant tracking systems.
What Does an Applicant Tracking System Do?
ATS systems perform a wide variety of functions to make the recruiting and onboarding process easier for managers as well as new employees. Any applicant tracking software should perform the following five functions.
There are incredible people out there just waiting to fill your positions – but if they never see the job posting, they won’t apply. A 2015 Pew Research study found that “researching and applying for jobs online is nearly universal” for job applicants. When selecting an ATS software, look for one that gives you access to critical job posting boards like Monster and Indeed.
In 2015, almost 60% of younger job seekers used their smartphones to search for job openings, and half of that population used a smartphone to fill out a job application. Those numbers are only expected to increase. Any of the ATS systems you look into should be mobile-friendly, creating job listings that allow applicants to submit documents via mobile phone and to bookmark jobs for later.
As any amateur job seeker will tell you, networking is the best way to find a job. Your applicant tracking system needs to sync with the most popular social networks – LinkedIn, Facebook, and Twitter. You don’t have to worry about unqualified applicants when you use applicant tracking software because they’ll be weeded out. You just want to get your posting in front of as many eyeballs as possible.
Inc. reports that for every job posting, companies receive an average of 250 applications. Larger companies will be flooded with applications for each job they offer, and that’s not necessarily a bad thing. ATS software should allow you to quickly and painlessly sift through applicants, bringing the best-qualified people to your attention and automatically rejecting unqualified candidates.
Most ATS systems allow you to create pre-screening questionnaires. Applicants are required to answer certain questions, and ‘wrong’ responses will remove them from the candidate pool (while automatically sending a thoughtfully worded e-mail thanking them for the application). Some ATS systems go a step further, assigning value points to each question so you can sort candidates by score.
The best applicant tracking software integrates and automates resume parsing, resume storing, and reference checking. If it doesn’t have to be done by a human, why not automate it? The HR department or hiring manager shouldn’t have to sort through dozens of easily eliminated candidates. An applicant tracking system performs the menial tasks of analyzing dozens of candidates, so the hiring manager can focus on the few who really stand out from the crowd.
Communication is key in every aspect of life, and that includes the hiring process. The way you communicate with a potential new hire says a lot about your company’s values, and knowing where they stand in the application process is essential for applicants.
ATS systems let you automatically update candidates with news about the job posting. Give stragglers a gentle nudge to complete an application, or let someone know that you’d love to conduct an interview. Past applicants will appreciate knowing if the job has been filled, and may opt to receive job updates from your company in the future.
Once you’ve narrowed down your applicant pool, applicant tracking software eliminates the back-and-forth of trying to schedule an interview by creating a calendar with open slots for preliminary phone or in-person interviews. Out-of-state jobs may require video interviews so you can analyze behavioral tendencies; some kinds of applicant training software offer this integration as part of the package. The hiring manager enters the times he or she is available, and the interviewee selects the option that works best. No more complicated weeks-long games of email tag to find a time that works for everyone!
Applicants want to know how they are doing throughout the process. One study shows that the key pain points are right after submitting the application, when 49% would like feedback; if not selected for an interview, when 39% would like feedback; and after the interview if they weren’t selected, when 43% would like feedback. Each of these is an opportunity for the HR department or hiring manager to show that the company truly cares about its potential employees. ATS software makes this easy to do.
Once you’ve found the best candidates, the applicant tracking system can streamlines the hiring process, particularly if you’re using collaborative hiring. Many jobs require input from multiple decision-makers. The ATS software consolidates reviews and reports from every stakeholder, so hiring managers can take in everyone’s opinions at a glance.
Candidates can be scored and rated separately, and a good applicant tracking software includes collaborative tools and reports so everyone is on the same page. Want a background screening? Your applicant tracking system should be able to provide that, too. After you’ve extended an offer to your prospective employee, many ATS systems offer additional abilities so you can onboard the new hire.
The application process may be over, but onboarding is just beginning. Your new hire has documents to fill out, resources to review, and forms to e-sign. ATS software should have an onboarding portal where you can consolidate documents. Your new hire can sign in, review and securely sign necessary paperwork, and use the portal as a resource to check back on onboarding documentation and company guidelines whenever he or she chooses.
Your applicant tracking system may even sync with payroll, so you can quickly get your new hire into the system and properly compensated. Tasks can be created, edited, and managed for both the new hire and the hiring manager. And all of your documentation is secure and accessible in cloud storage.
The right ATS is your hiring manager’s best friend. Try ApplicantStack for free today. You’ll wonder how you ever did without it.
Updated February 17, 2020
If you aren’t using candidate evaluation forms, you aren’t collaborating effectively.
Candidate Evaluation Forms For Interview Feedback
What is a candidate evaluation form? It’s a tool that allows members of the hiring team to rate applicants based on the same criteria.
8 Ways Candidate Evaluation Forms Improve Recruiting
1. It ensures each interviewer is thorough in their evaluation
2. It speeds up the interview feedback process
3. It helps prevent bias in job interview evaluation
4. It measures hard and soft skills
5. It simplifies collaboration among your hiring team
6. It helps differentiate candidates with near-identical qualifications
7. It saves time when first-round rejected candidates are considered for future positions
8. The systemized scoring increases the usefulness of your talent pipeline database
The Interview Feedback Review Process
How do you evaluate candidates without a systematic way to rate them?
Let’s consider a common scenario.
You currently have a mission-critical position to fill and a fairly tight deadline to hire a qualified person. You have posted the position on your website and other outside resources like Monster, CareerBuilder, Indeed and Craigslist.
What comes next is a stack of resumes. Followed by the interview process. In 2020, you’re competing with many other companies to find the best talent. You can’t afford a slowdown in your process.
The top candidate could be hired by your competitor. The most desirable candidates are off the market in 10 days.
But you need to proceed strategically so you don’t hire the wrong person.
You pick up the first resume and encounter some mission statements like…
- “Motivated individual seeks challenging position for personal and professional growth”
- “Industry expert and thought leader available to implement revenue-ramping methodologies.”
- “Professional guru with proven track record of driving key performance metrics seeks next challenging opportunity.”
…and you then proceed to read through four more pages of the resume.
Buried in the resume amid the industry keywords and buzzwords is the information that is relevant to your open position. After reading about 10 of these resumes, you can’t remember which candidate had which qualifications. It’s a good idea to organize the applicants into categories like “Unqualified”, “Potential” and “Top Prospect” as you are reviewing the resumes so you can focus on the shortlist of more qualified candidates when you revisit them.
The next step in the process is to make every effort to forward only the best applicants to your manager for review, so you don’t waste the manager’s time and earn his/her confidence that you understand the critical needs.
Obtaining Interview Feedback
One of the most challenging aspects of the hiring process is about to occur… obtaining useful feedback from your staff during this review process. No matter how many employees you engage in the hiring process, it’s important that you gather the feedback in a consistent and meaningful way.
Let’s discuss how you use candidate evaluation forms filled out by your managers and staff during the review process.
Standardize Interview Feedback
Utilizing multiple choice, ratings or scale questions when requesting feedback may prevent receiving vague reasons they are not interested and emails that are difficult to interpret. While you will find feedback questionnaires helpful during the review process, you will find them even more necessary after the applicant has been interviewed.
When each member of the hiring team contributes to the interview feedback form, you elevate the entire process. Each person’s perspective and expertise improves the scoring.
The result? You will find best-fit employees quickly.
Job Interview Evaluation Comments Samples
Here are some examples of effective interview feedback evaluation forms. You can modify them as appropriate for the specific position. For example, if the position requires additional skills not listed here, add the skills to the first evaluation sample.
Interview Feedback Examples (Pre Interview)
Very often the manager reads the candidate’s resume and uses a gut feeling to determine if the candidate should be considered. They may even make a judgment based on the resume format, the number of jobs and where they went to school. If you ask the manager exactly what it is they liked or didn’t like, you will receive more meaningful information and can make a more informed decision about whether you should invite this candidate in for an actual face to face interview.
Examples of Effective Manager Feedback Questions (Post Interview)
The feedback you receive from the staff involved in the face to face interview can also be based on more fair and factual information if guidelines for evaluation are distributed. It is recommended that the skills or competencies needed to be successful in the job are listed so the interviewer can explore these areas during the interview and rate each candidate effectively. Please note the two different examples below.
Negative/Positive Interview Comments Example #1
Negative/Positive Interview Comments Example #2
How Job Interview Feedback Fits in the Applicant Journey
Job interview evaluation influences other applicant touchpoints. As such, it can help you improve job descriptions, interview scripts, and other candidate communications.
It also helps members of your hiring team become better at evaluating candidates. It’s a key best practice for any company that is serious about improving hiring outcomes.
Benefits of a Structured Interview Feedback Process
- Avoids typical evaluations of candidates that may be filled with ambiguity, superficial statements, and generalizations.
- Your hiring decision is based on objective information that the candidate’s skills match your job or project requirements—not because they are an excellent resume writer.
- The standardized evaluation questions point out the different opinions of the interview/ evaluation staff and help raise any red flags about the candidate.
- Ensures your hiring process is in compliance with the Equal Employment Opportunity Commission (EEOC).
- Helps avoid costly hiring mistakes.
- Using multiple selection methods helps to ensure you are choosing the best candidate–No single technique on its own can predict on-the-job performance and success.
- Streamlines the process and ensure a better, fit—increasing employee retention and productivity.
Did you know there are more than 1 million unfilled tech jobs in the U.S.?
That might come as a shock to you, especially considering more teens and young adults are being pushed toward STEM fields to increase their odds of getting hired out of college. How can a field that’s growing so quickly struggle to fill so many vital roles?
The answer is that the changing landscape of tech makes it difficult for both companies and employees to keep up. This puts recruiters in an especially tough position as they’re tasked with finding unicorn candidates who check all the right boxes.
Understanding the challenge of tech recruiting
Recruiting is challenging enough as it is, but there’s something uniquely difficult about tech recruiting. If you’re recruiting in tech for the first time your usual strategies won’t work. You’ll need to adopt a faster timeline, open your mind to more unusual candidates, and more. Let’s dive into some common tech recruiting struggles and how you can overcome them.
1. There aren’t enough qualified candidates
As a recruiter, you’re probably already aware that this is a candidate favored market. The global talent pool is shrinking with record low unemployment rates. There are now fewer candidates with the skills required for technical positions and this gap is even wider if you’re looking to recruit for the tech industry. That means your recruiting strategy will need to change.
The tech industry is already short 1.1 million workers and by 2030 that number could be as large as 4.3 million. Where do you find qualified candidates when the number of skilled workers seeking new jobs keeps shrinking? The answer isn’t orthodox, but it does work.
Stop looking in college classrooms
Tech giant Apple has already taken the first step in sourcing new talent. Instead of insisting on a four-year degree in a related field, Apple announced they are no longer requiring a college education for job applicants. This has opened up the talent pool to self-taught software developers, people who have taken coding boot camps, and more.
That’s not to say that you should ignore candidates with a college degree, but rather stop ignoring those who don’t. When you limit your scope for who can and can’t be qualified, you limit your potential talent pool.
Look for transferable skills
You might be wondering how you’re supposed to judge candidates’ qualifications without a degree and the answer is by looking at their skills. And not just their specific technical skills, you’ll want to look at their transferable skills as well.
Transferable skills are any skills a person has acquired throughout their life, career, or hobbies that can be applied to different situations. As an employer, finding a job candidate that doesn’t fit the exact job spec can actually be a blessing in disguise. These job candidates can be taught on the job skills needed once they start while bringing unique perspectives and viewpoints to your company.
The runway time for teaching a new employee how to use new software is much shorter than you think. It’s time to start thinking of skills as assets rather than requirements. Don’t count someone out because they worked in customer success for twenty years and are looking to make a career change. Instead, see how their unique skill set might benefit your team.
2. Direct competition from larger companies
A few names probably come to mind when you think of tech giants: Google. Facebook. Apple.
While these juggernauts might not be your competition in business, they are direct competitors for global tech talent. Tech employees have the in-demand skills that these big companies are looking for and given the chance to work for a world-renowned company, most candidates will take the chance.
You’ll need a special strategy to out-recruit the likes of Google or Apple. The good news is that there are a few tricks you can use to seal the deal.
Rely on your employee ambassadors
When it comes to recruiting tech talent, your current employees are an untapped resource. Not only do they understand what it takes to be successful at your company, but studies show that 84% of people trust recommendations from friends or family over any other form of marketing. That means there’s a greater chance of success when you encourage your employees to refer people in their network or share jobs on social media.
Looking to up the ante? Offering your employees a bonus for referring potential candidates. These employee referral programs incentivize your staff to help you recruit new talent while filling the recruitment pipeline with fresh candidates.
Many companies take this a step further by using employee referral software to optimize the process. These solutions allow you to track which employees referred candidates, monitor their place in the recruitment pipeline, and post jobs to internal job boards. Streamlining your applicant tracking process will help you find qualified tech candidates faster. All of the perks with less work!
Offer incentives other than money
There’s a lot of money in tech. If you’re just starting out as a company you might not have the budget to throw at candidates the same way a big three tech giant might. Thankfully, studies show that employees are looking for more than just a paycheck. Flexible working hours, growth opportunities, and better work-life balance are among some of the more sought after perks.
Offering competitive pay is still important, but throwing in the option to work remotely or an extra week of paid vacation could sway them to sign with your company. Remember, there’s always something else you can offer a top tier candidate to seal the deal
3. Candidates expect an accelerated hiring timeline
Are you moving fast enough for top tier candidates? Unless your candidate life cycle is two weeks or less, you might be too slow. Research shows that more than 50% of candidates believe the hiring process should take between one and two weeks, while the actual time to hire hovers around 38 days.
That same study shows that 89% of potential candidates drop out of the recruitment process due to a prolonged timeline. Putting candidates on ice or waiting too long in-between communications is an invitation for them to ditch your company.
And don’t make the mistake of assuming you’ll just lose one candidate when websites like Glassdoor allow candidates to talk about their terrible recruiting experiences. An overly complicated or slow recruiting timeline is bad news for your hiring prospects.
Use technology to speed along the process
Your recruitment process is your first chance to impress high-value job candidates. If you’re using an outdated applicant tracking software (ATS) that slows down the recruitment process, there’s a good chance qualified candidates will just give up. Investing in a state of the art system that automates resume screening and manages all recruiting communications will save you and the job candidate time.
If you want to compete with the titans of your industry, ATS is not an option. There’s been a shift in the last decade in HR departments around the world. Applicant tracking software is no longer optional, it’s necessary to stay competitive. Over 98% of Fortune 500 companies, including Microsoft and Tesla, use ATS in their recruitment efforts. You need the right software to keep up with companies pulling from the same talent pool.
Eliminate the stuff that doesn’t matter
If you had to eliminate 80% of your recruitment process, what would you keep? It’s a tough question but it’s one you need to consider. Job candidates are tired of jumping through arbitrary hoops in the hopes of catching your attention.
Ask yourself if you really need to subject a candidate to three in-person interviews with four different team leads or if the same thing can be streamlined with a video conferencing tool. Think about whether or not you need someone to fill about a 40-question personality quiz before uploading their resume. Are these checkpoints truly helpful in deciding on a candidate or are they arbitrary roadblocks?
You might think tasks like these weed out candidates who don’t have the drive or the work ethic but you’d be wrong. How you treat your potential candidates is a direct look into how you treat your employees.
Let’s get technical
Despite all we’ve said in this article, there isn’t a right way to recruit tech talent. You’ll need to take the tips mentioned and put your own spin on them. It’s going to take some trial and error but if you stick to it, you’ll be a tech recruiting titan in no time.
Tiny companies weren’t able to grow their workforces in 2019.
Are you struggling to keep your small business staffed?
Hiring is tough for companies of all sizes, but the smallest companies are having the hardest time.
Overall, U.S. firms with fewer than 20 employees didn’t add workers in 2019.
The Hiring Standstill for the Smallest U.S. Businesses: 5 Key Findings
- Last year, the number of employees in total at tiny U.S. companies (fewer than 20 employees) didn’t increase. (Wall Street Journal)
- Compare that with the fact that organizations with 500+ employees increased their workforces by 2.3%.
- 2019 was the first year since 2010 that tiny companies didn’t add workers to their payroll.
- Tiny firms aren’t tiny when it comes to their impact on the U.S. labor force. There are more than 5 million U.S. firms with fewer than 20 employees. They make up 89 percent of all U.S. companies. (Small Business Administration).
- Businesses with less than 20 workers employ 16.8 percent of the U.S. labor force.
Applicant tracking systems enable small businesses to grow
There are common misconceptions among small business owners and entrepreneurs that keep some from even looking into software solutions. One common misconception is that ATS solutions are too expensive for an owner-operator. Another that we hear a lot is that applicant tracking solutions are just for companies that add hundreds of employees every year. —Nonsense.
The truth is that hiring software is just as important for tiny firms. Possibly even more important.
7 reasons ATS’ are a must-have for tiny businesses and start-ups
- The business owner has to do all the hiring PLUS everything else
- They don’t have the name recognition of larger companies
- They need to have a super-fast hiring process to compete
- They need to automate manual hiring operations to process more applicants
- They need to automatically filter out unqualified applicants before spending time on them
- They need a way to incorporate best practices
- They need to provide an outstanding candidate experience to attract quality talent
How MRV Banks solved their hiring problems with ApplicantStack
Let’s look at a case study of a small Missouri bank that solved their staffing problems with ApplicantStack. ApplicantStack is an affordable applicant tracking and hiring solution that helps you find and hire the best candidate faster and with less effort. ApplicantStack is available as a standalone ATS solution from SwipeClock. ApplicantStack is also available as part of the WorkforceHUB HRMS.
Though MRV Banks is now slightly larger than ‘tiny’, they have the same challenges faced by smaller companies. (They were tiny just a few years ago.)
In the first half of 2019, the company grew from 35 to 44 employees across five locations. Finding and hiring the right employee for each open position is a key success factor for MRV Banks. With steady growth and continuous demand, hiring became difficult and time-consuming. MRV Banks turned to ApplicantStack to solve three critical issues.
We needed to reach more well-qualified applicants, get fewer unqualified applicants, and reduce the administrative time spent per job opening, says Lydia Sumner, MRV Banks Director of Human Resources.
Let’s break that down. MRV Banks needed to:
- Reach more well-qualified candidates
- Review fewer unqualified candidates
- Reduce the administrative time per job opening
ApplicantStack makes it easy to create and post job descriptions to popular job boards, social media and internal sites. This helps hiring managers reach a higher volume of qualified candidates in a shorter period of time. Applicants are automatically scored according to rules set by MRV Banks, helping them screen candidates before they are considered for an interview.
Knockout questions are included in their questionnaire to eliminate candidates based on specific requirements of MRV Banks. The candidate view in ApplicantStack makes it easy to see which candidates are qualified for the position before any effort is spent on reviews.
With ApplicantStack, we now easily post to multiple job boards and automatically prescreen applicants based on a required application and questionnaire. The most qualified applicants are easy to see in the ApplicantStack dashboard. We also get fewer unqualified applicants because they self-select out during the application process.
The company posted several jobs and hired a qualified Loan Processor within the first month using ApplicantStack.
As the company approaches 50 employees it becomes increasingly important to document hiring history and protocol. ApplicantStack maintains a record of all applications, applicant history and communications.
ApplicantStack applies the same prescreening rules to all applicants and the scoring is transparent to auditors, proving our commitment to fair hiring and equal opportunity.
With ApplicantStack, employers create applications and questionnaires that all applicants complete. Each questionnaire has rules associated that assign a score to answers, making it easy to review at a glance. ApplicantStack also streamlines interview scheduling, interview feedback, and selection. All interactions during the hiring process are preserved for auditing and review.
HR Management Connection
ApplicantStack is part of a larger HR ecosystem at MRV Banks, including HUB and TimeWorksPlus. This integrated system provides an employee portal for new hire onboarding, timekeeping, paystubs, company directory, and employee engagement.
As an administrator, Sumner has single sign-on access to all functions of the system streamlining HR workflows and saving time and effort.
These tools help us find and keep the best talent while improving our efficiency. That combination fuels our growth and supports our commitment to delivering premium banking services.
ApplicantStack is affordable for the smallest businesses
Want to grow your business? Try ApplicantStack for free for 15 days. You won’t be tiny for long.
And it may be the most important decision you make this year.
Catch Top Healthcare Talent With Our Essential Hiring Guide
ApplicantStack’s How To Hire Your Next Employee playbook will help you:
- Find first-round healthcare draft picks
- Avoid hiring compliance red flags
- Make sure your applicant can pass to the end zone
- Intercept top healthcare candidates from your competition
How to win at 2020 healthcare hiring
Get your head in the game: Prescreening preparation
- Create custom questionnaires with knockout questions
- Filter unqualified candidates out before spending time on them
- Reduce unconscious bias by using the same criteria for each candidate
- Isolate a manageable pool of top candidates with the necessary qualifications
Watch the play-by-play:
First down: Create a healthcare job description
From the first step in the hiring process, ApplicantStack streamlines the workflows.
- Create a template for each job description
- Manage job descriptions in a centralized location
- The system inserts job descriptions automatically into postings
Post route: Post jobs to job boards
ApplicantStack posts to the following job boards:
- Google for Jobs
- LinkedIn Limited Postings
- Niche sites
Single signon job posting saves time. You don’t have to keep track of multiple login credentials.
Here’s the tape:
What’s the score? Candidate scoring
Create custom scorecards for each job. All applications come into a central dashboard. ApplicantStack scores the applications based on your criteria. Immediately.
In the applicant dashboard, sort the candidates by score to see the highest scoring at the top. Select the top candidates on the list to review their summaries, source (where they applied from) and resume. You can also see how the scorecard was calculated.
Watch it in slo-mo:
Handoff: How to schedule interviews
ApplicantStack integrates with Google Calendar and Office 365. You have two ways to schedule: you can choose a time or allow the applicant to select an interview time from pre-cleared calendar slots.
If you enable applicant self-scheduling, the candidate will be emailed a link to your scheduling calendar. When they follow the link, they will see your interview calendar. They can only schedule during a slot your hiring team has already designated.
No flags on this play:
Huddle up: Collect hiring team feedback
ApplicantStack sends each hiring team member an evaluation form. In the form, there are links to the candidate’s resume and completed questionnaire. Each team member completes the form during or after the interview. Then—voila!—ApplicantStack combines the forms and calculates an average rating.
When each applicant has a consolidated rating, it’s easy to compare candidates. The process is also less likely to be influenced by unconscious bias.
Do you have a team member who habitually drops the ball on interviewing feedback? ApplicantStack helps with that as well. If someone forgets to turn in their evaluation form, ApplicantStack nudges them with a reminder email. This takes the pressure off the hiring manager.
Watch the run here:
MVP: Select the top candidate
The time has come to make a selection from your pool of top candidates. You want to be careful, but you risk losing your top pick if this takes too long.
Don’t let background and reference checks slow down your hiring process. ApplicantStack helps you optimize this critical stage by narrowing your pool of candidates to the best possible options. Then it eliminates final concerns with background checks and calls to references.
In it to win:
Draft pick: Extend the job offer
Creating an offer letter template in your ApplicantStack document library is easy. Merge codes import information you have recorded (or the system has parsed) elsewhere. In the video, we show you how to create a merge field for the job start date.
Cue the confetti:
Touchdown! Hire your next healthcare employee
By following these steps, you will move your candidates quickly and efficiently through the workflows. They won’t be intercepted by your competitor. Automated communications keep your applicants updated every step of the way. Email or text your candidates to keep them engaged.
Play hard, win easy with ApplicantStack’s healthcare recruiting playbook.
By Liz Strikwerda
Automation has changed the face of hiring.
Why is it easy to automate hiring with the right software?
Job applicants apply online. They enter their information. This starts an end-to-end online process. An applicant tracking system (ATS) leverages the magic of digital automation. It lets computers do what they do best.
Does this create an impersonal machine-driven applicant experience?
Now to the question posed in the title. Short answer: no.
Let’s discuss why.
An ATS creates more time for personal attention. You can still call an applicant or meet them in person for an interview. The system doesn’t eliminate personal face-to-face (or voice-to-voice) communication.
Do you process a large volume of applications? You don’t have time to call every applicant personally.
If your ATS has texting, you can text right from the software. Keep a record of your text threads. Team members can text as if they are one user. This is personal, yet professional.
An ATS Reduces Abandoned Applications
Why do applicants abandon their applications? Poor communication. Many hiring teams can’t keep applicants apprised of their status. Regardless of their best intentions. They’re just too busy.
ATSs have auto-emails. You can send as many updates as you want. Let candidates know immediately when you’ve received their application. Keep them updated every few days.
When you’ve narrowed it down to a short list, you can call them personally.
How does an ATS know when to send an email?
To answer this question, first we need to talk about stages. You move applicants through the process with stages you’ve created. For example, you might have the following stages: Application Received, Awaiting Interview, Extend Job Offer.
Choose which actions are triggered by stage changes. For example, when you move an applicant to the Interview stage, it can trigger an email. The email invites the candidate to schedule an interview. (If your ATS is integrated with Google Calendar or Office 365, you can include the calendar link in the email.)
Give your applicants more attention, not less
You don’t need to send generic, impersonal emails. Create email templates. Use creative language that reflects the personality of your company. Tailor the email to the job description. Change your templates as often as you like.
Merge codes insert the applicant’s name and other information. The applicant gets a personal email addressed to them. They don’t know that it was sent automatically.
An ATS helps you communicate continually. In other words, you give your applicants more attention, not less.
What are some other ways an ATS frees up your time for more personal attention?
Make your system work for you
Let’s talk about organization. Every hiring team has their own system. The beauty of an ATS is being able to customize. Match your workflows.
This ApplicantStack user explains his process in a G2 review:
I enjoy the layout where applicants are marked in stages. A common issue with organizing applicants is the way you can sort them in your process. ApplicantStack allows you to keep candidates in different stages and advance them in your process based on where they fall. This is especially important when you have 2nd and 3rd tier candidates that you like, but are not as qualified as other top tier candidates. The stages allow you to label them in your system and then come back to them as you sort through other candidates you have reviewed and removed from your process. (G2)
They also appreciate the email delay feature:
I also LOVE the option where you can fair a candidate and schedule the email communication to go out on a future date. This allows me to create the task, but be tactful in communicating with those candidates without failing them immediately after their interview. In addition, when you have multiple raters the feedback option is collaborative and extremely useful.
This Senior Home Care recruiter mentions a couple more custom settings:
I love the amount of customization ApplicantStack allows (eg: adjusting the work flow, adding new documents to Onboarding, changing email triggers, etc.). The ability to make adjustments that better suit your company’s needs has been a huge benefit for our agency. (G2)
ATS data security
Everyone in HR worries about data breaches. Most cloud-based ATS vendors provide a high level of security. That said, before choosing an ATS, verify their security protocols.
This HR generalist explains how this improves hiring and onboarding:
I like the ability to easily get sensitive information in a secure way. There are a lot of scammers out there and I want my new hires to feel confident that they can trust that their information is secure and protected. I also like that they can fill out and sign documents easily from their phones. I hire a lot of people remotely and getting paperwork done is always a pain. I also use this for acknowledgements of policies. (G2)
An ATS makes your job easier
We’ve discussed bells and whistles. Now, let’s take a holistic view. The tools don’t mean anything unless the entire system fundamentally improves your operations.
This customer lists several ways an ATS has transformed their job (G2):
It made my job easier in many ways. The best part I would say is that a) It has been integrated with job boards and this made it easier to source resumes b) It can trigger emails to candidates automatically c) I am able to set the workflow and follow that easily d) Everything that is needed for recruitment in one system e) Automatically updating candidate details while just uploading resumes or emails f) Allocating tasks to other users g) Generating customized reports.
Would you like to test drive a simple and affordable ATS? We offer a free 15 day trial of ApplicantStack. Create some email templates. Design a hiring workflow. Post to several job boards without signing into each one.
Discover how an ATS frees up your time to give your applicants personal attention.
By Liz Strikwerda