An ATS in human resources is an Applicant Tracking System, a software application that helps employers manage recruiting and hiring. An ATS collects applications, stores resumes, tracks applicants through hiring stages and handles routine tasks such as job posting, interview scheduling and candidate communication.
This explanation is current as of ****. An ATS can manage the recruiting process in one system instead of relying on separate spreadsheets, email threads and paper records.
ATS in HR: At a Glance
| Question | Answer |
|---|---|
| What does ATS stand for? | Applicant Tracking System |
| Who uses it? | Recruiters, HR teams, hiring managers and sometimes candidates |
| What does it manage? | Job requisitions, applications, resumes, interviews and hiring decisions |
| When is it used? | From job posting through an offer and, in some cases, onboarding |
| Main purpose | To organize, automate and monitor recruitment |
What Does an Applicant Tracking System Do?
An Applicant Tracking System creates a central record for candidate information and hiring activity. HR teams can use it to:
- Create and approve job requisitions
- Publish job openings on career sites and job boards
- Collect applications, resumes and cover letters
- Search and organize candidate records
- Screen applicants using qualifications or application questions
- Move candidates through stages such as application, interview and offer
- Schedule interviews
- Send candidate updates and rejection notices
- Track recruiter and hiring manager activity
- Measure recruiting performance
The features vary by ATS. Some systems handle basic application tracking. Others include recruiting analytics, candidate relationship management, artificial intelligence tools and onboarding features.
How Does an ATS Work?
An ATS organizes the recruiting workflow from job requisition to hiring decision.
The employer creates a job requisition. The hiring team records the position, responsibilities and required qualifications.
The employer publishes the job. The ATS may post the opening on the company careers page and external job boards.
Candidates apply online. The system collects application forms, resumes, cover letters and other requested information.
The ATS creates candidate profiles. Recruiters and hiring managers can review each applicant's information in the system.
The employer screens applications. Configured rules may use knockout questions, required qualifications or search terms to sort applications.
Recruiters move candidates through hiring stages. A candidate may be under review, selected for an interview, awaiting a decision or receiving an offer.
The recruiting team reviews results. Reports can show application sources, time to hire and activity in the candidate pipeline.
An ATS can handle administrative work, but it does not replace human judgment. Recruiters and hiring managers still evaluate candidates and make hiring decisions.
Why Do HR Departments Use an ATS?
HR departments use an ATS to keep recruiting work in one place and reduce manual administration.
Common benefits include:
- Efficiency: Automation reduces repetitive tasks such as email updates and interview scheduling.
- Organization: Candidate records, applications and hiring activity stay in one system.
- Collaboration: Recruiters and hiring managers can see candidate status and assigned next steps.
- Communication: Scheduled messages can reduce delays between hiring stages.
- Consistency: Teams can use the same workflow and screening criteria across applications.
- Reporting: HR leaders can review hiring activity and identify process bottlenecks.
- Candidate experience: Applicants may get clearer updates and a simpler application process.
The Society for Human Resource Management describes an ATS as a core recruiting platform that stores resumes and automates job postings and other common recruiting tasks.
Is an ATS the Same as an HRIS?
No. An ATS manages applicants and recruitment, while an HRIS, or Human Resources Information System, mainly manages employee information and ongoing HR administration.
| System | Main purpose |
|---|---|
| ATS | Manages applicants and the hiring process |
| HRIS | Manages employee records and ongoing HR administration |
| Payroll system | Processes employee pay, taxes and deductions |
| Candidate relationship management system | Builds relationships with potential candidates, including people who have not applied |
These systems may connect with one another. After a candidate accepts a job, the ATS can transfer relevant information to an HRIS for onboarding and employee record creation.
Does an ATS Automatically Reject Resumes?
No, not always. An ATS may filter or rank applications using employer-defined rules, but the final decision may remain with a recruiter or hiring manager.
Filtering can use:
- Required application questions
- Qualifications entered by the employer
- Information in a resume
- Search terms or other configured criteria
Each employer sets up its ATS differently. Candidates should use clear resume headings, standard job titles where accurate and specific descriptions of relevant skills and experience. A well-formatted resume is easier for both software and human reviewers to interpret.
What Is the Main Purpose of an ATS in HR?
The main purpose of an ATS is to organize recruitment from the first application through the hiring decision. It gives HR teams a shared record of candidates, hiring activity and recruitment results.
An ATS may be useful when a company has:
- Many applications to review
- Several open roles
- Multiple recruiters or hiring managers
- A need for consistent screening
- A need for recruitment reporting
A small company that hires only occasionally may be able to manage recruiting with spreadsheets and email. The need for an ATS depends on the volume and complexity of the hiring process.