How to use applicant tracking systems (ATS) for quick recruiting

Hiring the right talent is tough, especially when you're dealing with hundreds of applications for a single role. That’s where an Applicant Tracking System (ATS) comes in. An ATS helps businesses streamline the hiring process by automating job postings, filtering applications, and managing candidate communication‌ — ‌all in one place.

So how do you‌ use an ATS effectively? In this article, we’ll break down the step-by-step process of using an ATS, and show you how to avoid common mistakes.

What is an applicant tracking system (ATS)? 

An Applicant Tracking System (ATS) is software designed to manage and automate the recruitment process. Companies of all sizes use ATS tools to post job openings, screen applications, schedule interviews, and track candidates from application to hire.

Key features of an ATS

By using an ATS, hiring managers can save time, improve efficiency, and reduce hiring biases, ensuring they get the best talent for the job. Here are some key features of an ATS:

• Job posting – Automatically share job listings across multiple job boards
• Resume parsing – Extract key information from resumes for quick filtering
• Candidate tracking – Keep an organized record of applicants and their status
• Interview scheduling – Simplify interview coordination with calendar integrations
• Collaboration tools – Empower hiring teams to share feedback and make decisions

How to use an ATS: A step-by-step breakdown 

To use an ATS effectively, make sure you are happy with the settings and automations to make sure you can identify top candidates quickly. Here a breakdown on how to use an ATS efficiently:

1. Setting up your ATS 

Before posting a job, you’ll need to configure your ATS settings.

• Customize hiring workflows (e.g., application, screening, interview, offer stages)
• Set up integrations with job boards ( Remote Talent ) 
• Define automated email responses to keep candidates informed

2. Posting jobs and collecting applications 

With an ATS, you can create optimized job postings and distribute them across multiple job sites with one click. Many ATS tools also integrate with career pages and social media platforms, expanding your reach.

3. Screening and shortlisting candidates 

ATS software automatically screens resumes based on keywords, experience, and qualifications. Some tools like Recruit use AI-powered ranking to highlight top candidates, making it easier for recruiters to focus on the best fits.

4. Managing interviews and communication 

An ATS simplifies interview scheduling by syncing with team calendars and sending automated invites. It also enables recruiters to communicate with candidates via email templates, chat features, or even texts.

5. Collaborating with your hiring team 

Hiring is a team effort. An ATS keeps everyone on the same page by allowing recruiters, hiring managers, and interviewers to leave notes, rate candidates, and share feedback in one centralized platform .

6. Making offers and onboarding 

Once you’ve selected a candidate, your ATS can:

• Generate and send automated offer letters
• Track candidate responses and approvals
• Streamline the onboarding process with built-in HR tools

Choosing the right ATS for your business

With so many ATS tools available, choosing the right one depends on your company’s needs. Consider factors like:

• Scalability – Can it grow with your hiring needs?
• Integrations – Does it connect with job boards, HR software, and payroll tools?
• Pricing – Is it cost-effective for your team size?
• Ease of use – Is it user-friendly for both recruiters and candidates? Consider customization options to tailor workflows, reporting, and automation features to your specific hiring process.

Common mistakes to avoid when using an ATS 

Even with the best ATS, mistakes can happen. Here are a few pitfalls to watch out for:

• Failing to configure and optimize the ATS properly
  • Default settings may filter out strong candidates due to rigid keyword matching or automated scoring criteria.
  • Lack of customization can lead to inefficiencies in the hiring process.
  • Regularly review and refine system settings to align with your hiring needs.
• Neglecting the candidate experience
  • Long application forms and lack of mobile accessibility can discourage top applicants.
  • Poor communication features can lead to candidate frustration and drop-off.
  • Use automation tools like email updates and interview scheduling to keep candidates engaged.
  • Ensure the application process is smooth, user-friendly, and provides timely updates.

Hire smarter and faster with Remote

An ATS can transform your hiring process, making it faster, more efficient, and more organized. With the right ATS, you’re reducing hiring costs, improving the candidate experience, and making the right hires compliantly. 

Remote is an all-in-one solution that connects you with top global candidates so you can hire, manage, and pay the best remote workers from anywhere. From smart AI matches to managing your entire team in a single platform, Remote helps you navigate global employment with ease.

Sign up for Remote Talent today to find your next team member.