How to use an applicant tracking system (ATS)

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 that helps companies manage hiring by organizing job postings, screening applications, scheduling interviews, and tracking candidates throughout the recruitment process.

What are the key features of an applicant tracking system (ATS)?

Key applicant tracking system features include job posting automation, resume parsing, candidate tracking, interview scheduling, and collaboration tools that help hiring teams manage candidates and make faster recruitment decisions.

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.

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

Using an applicant tracking system involves setting up hiring workflows, posting jobs, screening candidates, scheduling interviews, and managing offers in one centralized platform.

To use an ATS effectively, configure your settings and automation so you can identify top candidates quickly. Here’s a breakdown on how to use an ATS efficiently:

1. How to set up your applicant tracking system

Setting up an applicant tracking system involves configuring hiring stages, connecting job board integrations, and setting automated candidate communication so applications move smoothly through your recruitment pipeline.

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 

An ATS allows you to publish job listings across multiple job boards and automatically collect and organize applications in one place. Many ATS tools also integrate with career pages and social media platforms, expanding your reach.

3. Screening and shortlisting candidates 

ATS software screens resumes by analyzing keywords, skills, and experience to help recruiters quickly identify the most qualified candidates. 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 applicant tracking system helps recruiters schedule interviews, send automated invitations, and manage candidate communication throughout the hiring process.

5. How hiring teams collaborate in an ATS

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 

Many ATS platforms help you:

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

How to choose the right applicant tracking system

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 

Common ATS mistakes to avoid include poor configuration, overly strict resume filters, and complicated applications that discourage candidates from applying.

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.