If you run a recruitment agency, you know that Applicant Tracking Systems (ATS) and Recruitment CRMs play a crucial role in your business.

Here we will provide you with a complete guide to both ATS’ and CRMs, explaining what they are, what they can do for your agency, and how to choose the right system as per your hiring needs.

We’ll also provide some tips on using ATS’ and CRMs to manage your recruitment process better. So whether you’re new to recruitment or an experienced recruiter, read on for useful advice!

What is an Applicant Tracking System?

An ATS is a software that helps manage the recruitment process by tracking the progress of applications and tracking the availability of positions. It also helps manage applicant data and optimizes the recruitment process by providing insights into the candidate pipeline.

Most ATS’ are web-based and allow users to manage applications online, including uploading applications, tracking application status, and managing applicant communication. Some ATS’ also offer email notification and tracking of responses to applications.

ATS’ can also automate the job posting process, tracking applications, and sending thank-you emails to applicants.

A modern ATS handles all repetitious activities, from the job posting and career site maintenance to candidate screening and interview management.

ATS’ can be useful for various businesses, including HR departments, recruitment agencies, and businesses that are looking to scale their recruitment efforts. They can also help reduce the time and resources required to manage the recruitment process.

Why are Applicant Tracking Systems Used?

Why do you need to recruit more quickly?

The hiring process takes, on average, two to three months, whereas the best applicants are only on the market for 10 days.

Recruiters are likely to get hundreds of resumes for a single job opening, making it difficult to locate the best applicants. So what role may a new Applicant Tracking System play? 

Here are some of the most typical issues that an ATS can help with:

  • Getting suffocated by papers and spreadsheets
  • Having trouble sorting through resumes
  • Keep track of recruiting statistics and reports.
  • Candidates’ profiles are saved and organized for future use.
  • Enhance the interviewing process
  • Questions or tasks for pre-screening
  • Spending too much time on repetitive actions
  • Losing valuable candidates due to poor candidate management

These core values are applicable across generations of potential employees, with “care” topping the chart fo

Previously, recruiting managers could have manually sorted resumes, evaluated application profiles, and then phoned in applicants for interviews.

With an ATS, job postings, resumes, and contact information is stored digitally and can be accessed quickly by hiring managers.

Job applicants can upload their resumes instead of handing them over in hard copy format. This reduces the need for recruiters to sort through a large stack of paper resumes to locate relevant ones.As a result, job hunters spend less time reviewing resumes (as most ATS’ come with a resume parser) and more time interviewing for positions or attending networking events or industry gatherings.

How Do Applicant Tracking Systems Work?

Applicant Tracking Systems help companies manage their job applications. It sorts through all the resumes and saves the best ones for the interviewer’s consideration. This way, the company can save time and money by not having to review all the resumes.

ATS also helps organize the resumes by skill, category, or location. This makes it easy for the company to find the right candidates for the right job.

ATS can monitor applications and track the status of each one. This way, the company can know when to contact the applicant or when to move on to the next one.

ATS can also generate customized job postings based on the candidates’ skills and experience. This helps to find the best candidates for the currently open positions.

Some of the finest ATS’ include a chat tool, a notes section, or team collaboration capabilities, allowing members of the recruiting team to debate and make choices in one location.

You may also monitor applicants via a pipeline, which allows all members of the recruiting team to see the progress of each prospect at a glance. ATS platforms also include automatic text messaging and email auto-responders, which help recruit managers to save time.

Some applicant tracking systems can automatically transmit offer letters and the onboarding process to a candidate after making a choice. It ensured that your new employee had a pleasant onboarding experience.

How to Select the Best Applicant Tracking System?

There are countless ATS’ on the market, and it can be not easy to decide which one is right for your business. To help make the decision easier, here are some key factors to consider when selecting an ATS.

1. Functionality: what can it do?

Functionality determines whether an ATS is a good fit for your needs. Given the breadth of functionality available on any given system, what functions should the new ATS offer?

2. Ease of use and support: how easy is it?

Both the interface and the features should be easy to understand and intuitive. For example, an applicant tracking system that is difficult to understand or use may not be helpful to users or error-prone for them to operate.

Business users will want an easy-to-use ATS with multiple language support so that they don’t struggle with learning a new system every time they have an international headcount increase.

3 . Service and support: what are the customer service options?

How will you support your ATS, and how will you pay for it? Most companies that use applicant tracking systems need help getting started for the first few months. After that, you’ll want to make sure that the ATS system you choose has options for customer support in case you run into any trouble.

4. Past performance: what is the history of the company? Is it reputable?

Any company can claim great, but how do you know whether that’s true? The best way to find out is by researching previous client experiences with a potential ATS provider and their support team, infrastructure, and onboarding process.

What is a CRM System?

A Recruitment CRM system is a software application that helps employers manage their recruitment process. It includes job boards, job postings, job applications, and employee tracking features.

A recruitment CRM system can help improve the efficiency and accuracy of the recruitment process by providing employers with all of the information they need to find and hire the right candidates.

It can also help reduce the time spent on recruitment by automating many of the tasks involved in the process.

This can include tracking applications, managing resumes, and tracking email communication. Additionally, a recruitment CRM system can help to reduce the number of false leads and wasted time by providing employers with comprehensive data on candidates.

Why Do You Need a CRM For Recruitment?

A CRM for recruitment is essential for managing your recruitment process. It can help you keep track of all your recruitment activity, including registrations, job applications, interviews, etc.

You can also track your candidates and their progress, which can help you to make better decisions about whom to pursue and when to pull the plug.

Here are a few reasons why you need a recruitment CRM

1. It helps you save time

Instead of spending hours on data entry and administration, CRM for recruiting lets you focus on the areas you excel at.

Always utilize CRMs connected with your calendar and email to preserve consistency and limit the possibility of mistakes. There will be no data loss as a result of this.

2. It decreases the chances of making an error

CRM for recruitment allows you to organize and process many candidates in one place, which helps you manage your processes.

It also helps you reduce the chances of making errors, which can cause time wastage and paperwork and lead to colossal losses. The consistency of data will eliminate this risk and ensure high efficiency.

3. It gives an overview of your recruitment process

Recruitment CRM provides statistics on your flow of candidates, which gives you an overview of how they are doing, what they have done, and when they have reached their destination.

The system also lets you know their progress and which are the most promising ones. It helps you to adjust the process according to your interests and preferences.

4. It makes it easier to hire the right candidate

The digital era has made it easier for candidates to apply for various jobs at all levels of expertise, which leaves employers with a wide range of candidates for each role.

Additionally, as many job advertisements are published all over the Internet, employers have to contend with a large number of job applications during different stages and locations.

Employers need a recruitment CRM to manage their recruitment process. It helps them maintain consistency and accuracy throughout the recruitment process, which can help to speed up the hiring process.

It also gives them an overview of their candidates and allows them to make more informed decisions as they go through each stage of the recruitment process.

Benefits of CRM for Recruitment

1. Gross Profitability

One of the most significant advantages is that it aids in the expansion of gross profit margins. The instruments that are utilized to recruit are designed expressly for that reason. Consequently, both applicants and recruiters will benefit greatly from these facilities.

Instead of walking about looking for suitable employment, individuals may find out what positions are available. On the other hand, recruiters may assess demand, supply, and possible regions for candidate recruitment.

2. Improved Compliment

The automated recruitment process enables employers to get the best candidates in a short period. The model is broken into simple steps that are easy to follow and understand. It is, therefore, easy for employers to identify the right person for the job, whether it is a local or international candidate.

On the other hand, the recruits use their skills and undergo training programs to achieve an optimum level of expertise in a required subject or profession. Recruiters only have to make sure that they are not committing any mistakes that can lead to industrial disputes.

3. Improved Productivity

It is also important to keep track of the employees and make sure that they will be able to perform their duties as per the requirements that are laid out.

As a result, there has been a substantial increase in applicants attracted mainly by job vacancies. These positions allow them to boost their income and acquire skills and knowledge that will help them in the future.

Recruiters who have access to an automated system have access to all those applicants who fit their requirements, making it very easy for them to hire.

4. Automated Workflows

An automated system for recruitment provides employers with a systematic approach to the online recruitment process. These systems involve using various techniques to expedite the recruitment process, which further helps employers reduce their costs and save time for more productive work.

These processes include using Web-enabled portals where applicants can post job applications and employers can find top applicants.

Automated recruitment systems enable employers to reach many potential candidates within a short period. It is also beneficial for both recruiters and applicants as it allows them to complete their tasks quickly.

The system is designed to provide them with all the relevant information they require and save documents in an orderly manner.

5. Enhanced Customer Service

Another important advantage is the assistance provided to customers and candidates in case of any queries or issues regarding recruitment. As the procedures have become automated, it is easier for employers to check on the status of their recruits and check on their progress.

In addition to this, there is also an opportunity for employers to get feedback from the candidates who have been recruited and those who have not been selected.

Such feedback will help them improve their selection process and streamline it accordingly. This can help them save time while they look for other potential recruits.

6. Improved Process

The recruitment process is also enhanced by using an automated recruitment system, which helps streamline the entire process and makes it much easier for employers. Recruiters can often focus on other tasks that can be more demanding, while many applicants are willing to apply for jobs in a short period.

As a result, the candidates tend to meet their deadlines, which allows the employers to get their work done as fast as possible. They also have access to all information concerning the candidates that have been selected and those who have not been selected.

This makes it easier for them to understand the reasons behind their decision.

With the ever-growing need for recruitment and the complication that comes with it, many businesses turn to applicant tracking systems (ATS) and recruitment CRMs to streamline the process.

As detailed in this blog, these systems come with their own set of benefits, depending on the specific needs of your business.

Whether you’re in the process of evaluating different ATS’ or CRMs or just looking for a general overview, our guide is worth a read.

This article was written by
Arash is Director of Operations for InHunt World. His background includes business development, strategic planning and marketing, as well as experience in negotiations, funding, scaling, internationalization, headhunting and venture capital.

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