What Are the Best Applicant Tracking Systems

What is an applicant management system?

Since so much is constantly changing in today's modern recruiting world, it can sometimes be difficult to keep a good overview of all the terminology. If you were wondering what exactly an applicant management system is, then you've come to the right place. In this article we give a brief overview of what an ATS (short for Applicant Tracking System) is and what essential components it should consist of.

The definition of an applicant management system

An applicant management system is basically a tool for managing applications. It helps coordinate all aspects of the decision making process for recruiters. This includes receiving and evaluating applications, sending e-mails, evaluating candidates, sending reminders, notifying colleagues and storing candidate information. An ATS should make the life of recruiters easier by coordinating and gathering information in one place. It is also intended to make the application process easier for applicants by making them feel informed and viewing the application experience as positive.

In addition, the applicant management systems have started to support other areas of the recruiting process by including functions of recruiting software. With the help of an applicant management system, for example, job advertisements can be created and published, analytics carried out, reach increased and contacts established. While these innovations have become part of a modern ATS, application management systems are still primarily used for applicant management.


Recruiting in the digital age

Recruiting has changed fundamentally in recent years. An example here is the change in the labor market and the decline in the unemployment rate in Germany from 10% to 3.5% in the last 10 years. This means that fewer candidates are actively looking for a job. In addition, there has been a lot of digitization in recent years. It is important that you adapt your recruiting process to these circumstances, and one of the best ways to do so is by using an ATS with the capabilities of recruiting software.

You should strategically align your recruiting process in such a way that you differentiate yourself from the rest of the competition. An ATS with recruiting software elements should support this process and contain the following components:


Lean administrative processes

The ultimate task of an ATS is to make the administrative process of the recruiting team as lean as possible. By keeping all of the process information in one place, an ATS eliminates the possibility of duplication and prevents tasks from stalling due to lack of information. This saves valuable time that can be used to devote to new growth opportunities.


Decision management

In an applicant management system, you can view the entire applicant history and make an informed decision that is accessible to all team members. The ability to see the comments, evaluations and communication of the entire team with the applicant enables a transparent decision-making process. It also speeds up the whole process so you don't miss any candidates due to the time elapsed.


Improved and documented communication

With an applicant management system, you can easily communicate with your colleagues and save all of your communications in one place for future reference. It also means that everyone on the team has the same information.


Simple application processes

In order for many candidates to apply to you, the application processes must be very simple and clear. Customize your application process depending on the target group with editable forms or use one-click application process with social media data connection.


All applications in one place

By storing all of your applications in an applicant management system, you reduce the chances of applications getting lost or being left on a team member's desk. Such a system also allows you to quickly switch between individual applications, compare candidates and leave comments without worrying about the information disappearing. You will also be informed of any duplicates.


Publishing is easy

Select the right job portal and publish your job advertisement directly from the system with just a few clicks. In addition to the classic job boards, an applicant management system with recruiting software functions enables you to easily place advertisements on many other channels and on social media.


Increased reach of job advertisements

Optimize your job advertisements by checking your SEO in an ATS with recruiting software. Only then will your job advertisements be found optimally on job portals, in job search engines and in general search engines. As a result, you will constantly expand your reach and be found by the applicants you want to hire.


Create workflows and set reminders

Setting up workflows and reminders is much easier for recruiting teams with an ATS. It helps ensure that all tasks are completed on time.


Professional job overview on your career page

With an applicant management system, your job advertisements are automatically uploaded to a job overview (job list) on your career page. You can create filters for different categories in the list, such as location or occupation. In addition, candidates who are not interested in the respective job advertisement can view other relevant positions.


Modern job advertisements

Easily create modern job advertisements that fit your employer brand with an ATS. This is a simple process using existing best practice templates where you only need to fill in the relevant information.


CV parsing

CV parsing is a useful feature of applicant management. The CV parsing function simplifies the application process for applicants and significantly improves data entry by the recruiter. It saves time-consuming manual collection of data and helps with precise matching in order to filter out suitable candidates.



Data protection is an essential part of an applicant management system. Now that privacy laws are the norm in most countries, it is imperative to have an ATS that complies with the laws of the countries you are recruiting from. An essential feature is, for example, the automatic deletion of sensitive data.


Talent pools

In order to fill vacancies quickly, it is important to build a pipeline of candidates. By using an applicant management system with a talent pool, you can maintain relationships with your candidates and build your own network from which you can quickly fill vacancies.


Perform evaluations

An ATS with recruiting software functions gives you a deeper understanding of where your candidates come from (e.g. candidate journey reports), which channel performs best (e.g. channel performance reports) and enables a continuous improvement process.


Different roles and rights

If your team consists of several employees with different positions, you can use an applicant management system to create different roles. This includes various access levels and rights to edit information. This can also be useful for giving people outside of your team the ability to view candidates without worrying about data being changed.


In our article "The ultimate guide for applicant management" you will find further materials on the subject of applicant management.


Talention offers you all the functions and analyzes you need to find, inspire and ultimately motivate your relevant candidate target groups to apply for a position. We would be happy to show you what this process could look like in your case with a free demo. You can request a free demo here.