Setting Up Your Applicant Tracking System for Success
Excel can only take you so far when it comes to applicant tracking. If you’re recruiting regularly, investing in your first Applicant Tracking System (ATS) is a smart move. Here’s what to consider as you research and implement it.
Plan Before You Start
Begin with what you have by deciding what data you already have, such as past applicants or job descriptions. Think about how often you revisit former candidates or reuse job descriptions and clean up outdated content before migrating. Then, document your current hiring steps to help determine which features you need from your ATS. This clarity will streamline setup and ensure the system effectively supports your process. It’s easier to clean up and decide these things now; take your time in this step.
Build a Strong Foundation
Your ATS will serve as the backbone of your Careers page and application process, so use a single, consistent application link in all job postings. Decide whether you need the ability to upload other documents to the file (interview notes, assessment results, etc.), or if it might be helpful to send/receive background checks. Consider who needs access to the system and at what level; most platforms allow you to control permissions. Finally, customize application forms for different scenarios, such as exempt versus non-exempt roles or one interview versus two.
Lean on Your Vendor
Take advantage of your vendor’s support during implementation by having them set up user roles, templates, and codes. If you need specific reports, especially for compliance purposes, communicate your data requirements early. Also, share your job board contacts and posting goals so your vendor can properly configure integrations or manual feeds. If you plan to integrate with tools like payroll, assessments, or onboarding, share those details early so your vendor can test and resolve issues before launch. Just be sure to respond quickly to keep things on track!
Don’t Overlook the Details
Especially for the tasks that can create bottlenecks, use automation tools like confirmation emails, batch rejections, and multi-board job postings to save time and support compliance. Involve your marketing team early to ensure your Careers page and applications align with your brand, and request a design guide from your vendor to streamline reviews. A mobile-friendly, branded application page is essential for a strong candidate experience. Keep in mind the user experience throughout the entire implementation process.
Test, Train, and Explore
Before going live, take time to explore the system yourself. Hands-on use will help you retain training and catch any issues early. Also, consider enabling bonus features like referral tools, surveys, or incomplete application reminders during implementation, as it’s often easier to set them up now than to revisit them later.
With the right planning, communication, and vendor support, your ATS can become a powerful driver of recruiting success. The time you invest up front will pay off in efficiency, better candidate experiences, and stronger hiring outcomes.
Need help with your recruiting process? Reach out to Purple Ink!