ATS benefits: How an applicant tracking system can optimize your hiring efforts

I know we've all used those old-school applicant tracking systems–and yeah, they're great for speeding things up to some extent. However, from my decade-long experience with high-volume recruitment, I have learned that ATS needs to be more than that.

A modern AI-driven ATS tool is in a whole different league. It takes repetitive tasks and administrative busywork off your hands—it also offers you a 360° view of your entire hiring pipeline for better process optimization.

But I think the real game-changer is that these platforms help recruiters drastically improve the quality of hires while slashing the manual work they must do. That means more time for you to focus on what matters: finding and bringing those exceptional individuals on board.

What is an ATS?

As recruiters, I think you should better forget everything you thought you knew about old applicant tracking systems. Today's ATS is an all-in-one platform that serves as an intuitive recruiting assistant at your fingertips.

Also, I’m not just talking about basic tracking here. These modern ATS platforms handle everything from creating branded, mobile-responsive job ads, finding top talent and automatically parsing resumes to allowing candidates to self-schedule interviews and generating insightful reports on the go. 

You can also seamlessly integrate it with your existing tech stack and support comprehensive compliance and candidate data security.

So, what's the bottom line? It means less grunt work for recruiters, a smoother experience for candidates, and a streamlined hiring process from start to finish.

How does an applicant tracking system work?

Before I go into the ATS benefits, let's explore the key areas where this solution can help you streamline:

Candidate sourcing

Let's be real: crafting job ads that actually attract top talent can be a pain, but with an ATS, it's a walk in the park. 

We're talking about designing eye-catching applications and forms in a snap and publishing them across all the major platforms and social networks with a few clicks. Whether it's an internal gig, external posting, or something confidential, these systems make hitting the job boards a breeze. Let me show you how:

• A modern ATS automatically syncs your ads to aggregators and search engines without extra integrations or costs
• You can seamlessly share job opportunities on Facebook, Twitter, LinkedIn, and Google Jobs Search, giving your listings maximum exposure. 
• In some tools like Kula ATS, seamless integration with LinkedIn Recruiter System Connect (RSC) is also available.
• Pre-designed job application templates save time, while advanced resume database searches help you cast a wider net and discover the best candidates
• As applications pour in, they're automatically funneled and stored in a central database, where you can organize candidates into talent pools based on skills, location, experience, education, and more (we’ll get into this in more detail later)

Now, you could piece together a bunch of different tools to get this whole process working. Or, you could just jump on board with a comprehensive solution like Kula ATS that takes care of everything for you. Your call.

Candidate management

With a good ATS, scattered candidate information is a thing of the past. It serves as your unified hub for candidate profiles, tracking each applicant's journey from a single record. 

Here’s what this looks like:

• You'll have a clear view of their status, other jobs they've applied for, message history, and talent pool associations
• Your ATS automatically gathers resumes, emails, calls, texts, previous communications–you name it. As a result, you can have the full scoop on every candidate at your fingertips
• With two-way email and calendar syncs, all your interactions stay up-to-date automatically
• You can import LinkedIn profiles in one click and sync all your LinkedIn InMail exchanges to the candidate's record
• Add tags and custom fields to organize and search your talent pipeline exactly how you want

Screening candidates

I agree that reviewing candidates' resumes is a key part of the job. But I’ve also seen that, often, it can be a total time suck. An ATS takes that headache away with its automated resume parsing capability so that you can focus on the most qualified candidates.

Here’s how the tool can aid your candidate screenings:

• You can set minimum thresholds for skills, education, and experience, automatically knocking out candidates who don't meet your requirements 
• Customize the application process for each job with configurable screening questions and integrated assessment tools 
• AI and natural language processing (NLP) take your screening to the next level, deeply analyzing resumes to generate a list of top candidates that match your exact needs 
• Powerful advanced search tools let you use keywords, Boolean logic, and advanced filters to quickly find suitable candidates by location, title, application status, education, and more 
• With built-in bias reduction features, you can trust that your screening process is fair and impartial. I consider this to be a great plus for your organization’s DEI measures

Managing interviews

For many recruiters, interview scheduling can be a real drag. But with an ATS, it's smooth sailing from start to finish. Here’s how: 

• With two-way calendar sync, you can easily view interviewer availability and schedule interviews without the back-and-forth 
• Integrations with Google Calendar, Microsoft Exchange, Outlook 365, and MS Office keep everyone on the same page
• You can send emails to candidates, clients, and team members from your ATS dashboard, personalizing and automating messages at various stages of the application process
• All correspondence is captured in the candidate's record for easy reference 
• After interviews, an ATS can send automated thank-you emails and reminder notifications for submitting feedback
• You can even create customized interview scorecards and store the results, building a library of competency criteria to use across all your evaluations

Reporting and analytics

With an ATS, no more flying blind–just data-driven hiring decisions. Get automated reports and filterable dashboards that give you real insights into your recruiting process. Besides that:

• You can easily build, export, and schedule on-demand and ad-hoc reports to track key metrics like sourcing, pipeline, historic pipeline, and hiring plan progress
• Download the reports in CSV format to share among key stakeholders 
• Detailed, easy-to-understand reports on metrics like job board ROI, time-to-hire and time-to-start help you identify bottlenecks and optimize your process 
• You can filter reports by recruiter, hiring manager, location, department, and job function to get highly specific insights 
• Plus, each requisition comes with a "job details" dashboard that provides an overview of all key metrics, including candidate pipeline, ad spend, sourcing performance, and top candidates. 

With an ATS, you have the data you need to make informed decisions and continuously improve your recruiting process.

What are the benefits of using an ATS?

Alright, so we've covered the how–now let's talk about the why. What real benefits are we getting from all of this? Let me break it down:

Saves time by automating repetitive tasks

Writing and posting the job might not be a big deal for anyone who has ever had to fill an open position, but what follows is time-consuming. You have to advertise it on websites, screen resumes, schedule interviews, and follow up with applicants. 

For example, engineering leader Jacob Kaplan Moss confesses it takes him 100 hours to hire someone because he wants to do it right.

We all know these manual data entry tasks are necessary, but they can also be major productivity bottlenecks, especially if you're hiring regularly. 

Being an all-in-one ATS for modern recruiting teams, Kula ATS automates all stages of hiring: from job postings to resume parsing and interview scheduling and comprehensive assessment. That means hours saved each week, freeing you up to focus on the big picture.

In other words, you get an extra pair of hands to take care of the mundane work so you can focus on the high-impact stuff. You save time (20%, to be exact)— and get more done. 

As we’ve designed Kula to automate repetitive tasks, it can free up your time to focus on high-value activities like engaging with top candidates and refining your hiring strategy. 

The tool takes things a step further with:

• Automated job distribution to multiple channels so your jobs reach a broad audience without extra effort
• Intelligent resume parsing that extracts key information and organizes candidate data automatically to a single, secure candidate pool
• Configure notifications across various channels to ensure timely updates, establish SLAs to prevent bottlenecks, and automate reminders for interview feedback. 

Improves collaboration and involves relevant people

I'm all about team collaboration, but that's just talk if everyone's working in silos. An ATS breaks down those barriers, making the hiring process transparent and accessible to the whole team – recruiters, hiring managers, interviewers, and everyone in the loop.

Kula ATS ditches the communication bottlenecks and information silos so that you can facilitate seamless teamwork. You can have personalized emails and push notifications that keep everyone in the loop, an activity feed with @mentions and #hashtags for streamlined interaction and candidate searches, and secure note-taking that's both private and collaborative. 

Not to mention private messaging between team members, easy profile sharing for feedback (both structured and unstructured), and a clear notification dashboard that ensures no one misses a beat, whether they're on their computer or phone.

Here’s how Kula also enhances collaboration:

• Interview scorecards that standardize candidate evaluations and ensure consistency across the team
• Task assignments that clearly define responsibilities and keep the process moving forward
• Shared candidate records that provide everyone with access to up-to-date information, eliminating silos

So, you can forget about digging through endless emails or deciphering conflicting spreadsheets. Your ATS becomes the ultimate source of truth, streamlining collaboration and drastically reducing the time-to-hire. It's no wonder 86% of recruiters say an ATS significantly reduced their time-to-hire.

Enhances candidate sourcing and quality

Finding top talent is no walk in the park, and doing it quickly can feel like chasing a unicorn. But with an ATS, you can leverage AI and advanced search capabilities to pinpoint the right candidates faster and more accurately than those old-school sourcing methods.

For example, Kula ATS can look through social media to find candidates who are highly qualified, yet passive candidates. 

Kula's also got your back when it comes to sourcing and outreach. We're talking in-depth reports and data tracking that show you exactly what's working and what's not. Plus, you can tap into powerful sourcing tools like Entelo right within the platform, making lead generation and management a breeze. 

And to keep your budget on track, we've got meticulous expense tracking across all your channels – ads, websites, referrals, offers – all in one place, with the option to export the data for further analysis.

The tool also elevates your sourcing efforts with the following:

• AI-powered sourcing that scans multiple channels to find high-potential candidates you might have missed
• A LinkedIn Recruiter System Connect (RSC) integration that allows you to leverage your professional network and discover qualified candidates
• Automatic job distribution to a wide range of job boards and social media sites, expanding your reach and attracting diverse talent

Accelerates the hiring process

Missing out on qualified applicants due to a slow hiring process can cost you your company’s success. A prolonged hiring process can lead to losing top candidates to competitors. To quicken the recruitment process, implement an applicant tracking system that will automate candidate progression and reduce manual tasks like screening and scheduling. 

With custom workflows for candidate advancement or the ability to self-schedule interviews, an ATS keeps your pipeline moving smoothly so that you finalize an offer before competing companies.

Kula accelerates your hiring with:

• Customizable workflows that allow you to define the hiring stages and criteria for each role
• AI-driven candidate advancement that automatically moves qualified candidates to the next stage based on predefined rules
• Self-scheduling options that enable candidates to choose interview slots based on their availability, reducing back-and-forth coordination

Strengthens employer branding

I’ve seen many instances where an impersonal hiring process can leave a bad taste in candidates' mouths. This can damage your reputation and make it harder to attract top talent down the line. 

But with an applicant tracking system like Kula, you can create a consistently positive, professional, and engaging candidate experience at every touchpoint.

Kula takes your branding to the next level with:

• Customizable application processes that allow you to tailor the experience to your company's unique culture and values
• Automated personalized communication that keeps candidates engaged and informed throughout the process
• Mobile-optimized experiences that enable candidates to easily apply and interact with your brand on-the-go

A strong employer brand attracts top talent and reduces turnover. Kula's branding features help you create a positive impression and differentiate your company in the job market.

Ensures compliance with hiring regulations

In my experience, organizations may unintentionally fail to comply with regulations, leading to expensive fines, legal suits, and a tarnished corporate image. 

An ATS eliminates these risks by standardizing your recruitment methods, reducing bias through objective screening guidelines, and maintaining detailed public records or audit trails.

With Kula, you can ensure strict compliance with a few clicks. Access on-demand reports covering applicant flow, diversity, EEO, and OFCCP. Benefit from GDPR compliance through EU data hosting options, Privacy Shield certification, and a dedicated Data Protection Officer. 

I’d also like to add that the platform boasts ISO 27001 and SOC-2 certifications, while our data centers adhere to stringent security standards, including ISO 27018, ISO 9001, SOC-2, PCI DSS Level 1, FISMA, and DIACAP.

Kula supports your compliance efforts with the following:

• Configurable screening questions that ensure all candidates are evaluated based on job-relevant criteria
• Structured interview scorecards that promote objective assessments and reduce the risk of bias
• Comprehensive reporting features that provide an audit trail of your hiring activities

Offers robust reporting and analytics

For recruiters, metrics shouldn't be a chore. An ATS cuts through the manual data-crunching and delivers real-time insights right there on your screen.

Kula ATS puts the power of data right at your fingertips. Each requisition has its own detailed dashboard showcasing candidate pipeline, ad spend, sourcing performance, and top contenders.

We don't stop there–built-in sourcing analytics compare channel effectiveness, cost-per-applicant/interview/hire analytics track global spending, and a visual representation of the current pipeline shows you exactly where candidates stand. Hiring plan analytics reveal time-to-hire, lead time, and on-time start rates, while referral analytics pinpoint your top sources.

And if you're a data whiz, Kula ATS offers an analytics API, giving you access to all analytic endpoints and data for seamless integration with external tools.

To sum it up, Kula ATS empowers you with:

• Pre-built and customizable dashboards that offer an at-a-glance view of key hiring metrics
• Detailed sourcing and pipeline reports that help you identify top-performing channels and bottlenecks in your process
• Data export options that allow you to further analyze and share insights with stakeholders

Integrates with existing HR tools

Look, we all know the pain of siloed data across HR systems. Manual entry is a productivity killer and accuracy nightmare. An ATS can be the efficiency boost we need to win in today's competitive talent market.

Kula offers seamless integrations with:

• Popular calendar tools like Google Calendar and Microsoft Outlook ensure interview schedules are always in sync
• Email providers so you can communicate with candidates directly from the platform
• HRIS systems for smooth data transfer and zero errors

For certain, Kula ATS isn't just about internal efficiency; it connects seamlessly with the tools you already use. With pre-integrated services, you can access over 100 job boards – international, niche, diversity-focused, you name it – with a single click. No extra costs, no hassle. 

Looking to elevate your candidate sourcing? Tap into tools like LinkedIn Recruiter and Entelo right within Kula's interface. Also, when you need to schedule video interviews, conduct background checks, or gather references, it's all a breeze with one-click functionality—no need to even contact the provider.

But Kula ATS doesn't stop there. Our open API lets you easily integrate with your favorite partners, and our templatized bi-directional integrations connect seamlessly with your HCM, ERP, and onboarding systems. 

Facilitates employee mobility and referrals

I’ve seen many companies often struggle to tap into their employees' networks and referrals effectively, but an ATS makes it a cakewalk. Employees can easily refer top talent and explore internal opportunities through referral tracking programs and dedicated career portals. 

This not only reduces hiring costs but also fosters a culture of growth and engagement within your team. Plus, internal hires tend to stick around longer, helping you fill crucial positions quickly and efficiently.

Here’s how Kula supports employee mobility:

• A dedicated internal career portal that makes it easy for employees to explore and apply for new opportunities within the company
• Referral link generation that enables employees to easily share job openings with their networks
• Referral tracking features that help you monitor the success of your referral program and recognize top referrers

Scales with growing hiring needs

As your company grows and evolves, your hiring needs will change—and your ATS should be able to keep up. 

Your company isn't going to stay the same size forever. As you grow and your needs evolve, your ATS should grow right alongside you.

That's where a scalable ATS like Kula comes in. It's designed to handle increasing candidate volumes and expanding hiring teams without missing a beat. 

With features like cloud-based architecture, customizable settings, and granular user access controls, Kula gives you the flexibility and adaptability you need to support your company's growth trajectory.

Whether you're expanding into new markets, adding new roles to your team, or simply hiring at a faster pace, the tool ensures that your hiring process can keep up with your ambitious business goals.

These are the features of Kula that ensure scalability:

• A cloud-based architecture that allows for seamless expansion and unlimited data storage
• Configurable settings that enable you to adapt the platform to your evolving needs
• User-based access controls that make it easy to add new team members and manage permissions as your hiring team grows

Maximize your hiring potential with an ATS

The battle for top talent is fierce and unrelenting; companies that fail to adapt to the changing landscape of recruitment risk being left behind. 

An ATS can offer a distinct strategic advantage, helping you stay ahead of the curve and build the workforce of tomorrow.

With advanced features like AI-powered sourcing, customizable workflows, and real-time analytics, a modern all-in-one ATS like Kula gives you the insights and capabilities you need to make data-driven decisions, optimize your hiring strategy, and continuously improve your results. 

And with a mobile-optimized, fully branded candidate experience, you can showcase your employer brand and stand out in a crowded job market.