How to choose your ATS (or ATS + CRM) software?

Optimize your recruitment process! That's the magic formula to boost your company's performance .

However, finding the right talent to meet your expectations, people who are in sync with your mindset, those with the right qualifications for a position can sometimes feel like an uphill battle.

Too often, we unknowingly miss out on a rare gem because our recruitment process dragged on or CVs were lost.

That's why ATS software is revolutionary. This software will simply change the lives of your HR department and allow you to optimize your recruitment processes .

They are increasingly numerous on the market, so it is essential to choose them carefully to avoid ending up with a tool completely unsuitable for your needs.

Here are some tips to guide you in this search and help you find the one that suits you.

What is an ATS?

An ATS (Applicant Tracking System) is a recruitment management software offered to companies.

Thanks to this new tool, recruitment agencies and human resources teams will save valuable time thanks to various features that we will develop later.

First, we explain why you absolutely need an ATS.

An overview of the applications

Most ATS systems allow for the centralization of different recruitment processes and tools.

Forget Excel files with three different versions, a Word document for the interview report that wasn't filed in the right folder, a meeting to which the candidate wasn't invited… Via a single platform , you will be able to view all the information on all the candidates.

The individuals involved will therefore have access to the same space and will be able to collaborate directly with each other. This is particularly useful when applications increase and there are several positions to fill simultaneously.

This new organization helps to limit information loss and misunderstandings within teams.

A considerable time saving

This is undeniably one of the primary reasons why recruiters use this type of tool. The recruitment process is punctuated by numerous time-consuming and repetitive tasks that waste HR's precious time:

• posting the same ad for the 10th ^time on different recruitment sites;
• reschedule an appointment that wasn't properly planned; 
• etc. 

Thanks to the automation of certain processes, those responsible for recruitment will be able to free up time to focus more on their core business.

higher value-added tasks . This necessarily has a positive impact on the quality of recruitment .

Optimizing the recruitment process

Applicant Tracking System (ATS) software is a good way to improve the recruitment process. It allows you to refine your searches and thus avoid ending up with candidates who don't match the profile.

Optimizing the selection process upstream avoids multiplying unnecessary interviews and thus maximizes the chances of finding the perfect candidate.

The tool allows for real-time tracking of process progress. This gives recruiters access to application information, preventing the receipt of new applications for the same position when it is about to be filled.

What criteria should be considered when selecting ATS software?

There are many ATS software programs, each with its own specific features. Some functionalities are common to all software, but others are specific to certain platforms .

Take the time to clearly define your expectations by ranking your criteria in order of importance. This will help you when choosing your software . Here are a few tips to help you see things more clearly.

Automatic offer distribution

First, you can create a job posting using the platform. Then, the software allows you to track your recruitment processes across multiple sites simultaneously (LinkedIn, Indeed, Pôle emploi, etc.).

Centralization of information

The platform will allow you to centralize information from different candidates. It collects CVs received through various channels. Some Applicant Tracking Systems (ATS) allow you to retrieve candidate data via LinkedIn and automatically populate profiles available within the software.

Platforms using artificial intelligence will be able to transform any CV into a candidate profile. No more manually copying contact information (at the risk of making mistakes), experience, and skills. Everything is automated!

Profile selection

The software will pre-select candidates for a position based on criteria you define. Matching candidates with job offers, optimized by the use of artificial intelligence, will save you valuable time.

Applicant Tracking Systems (ATS), like Marvin , also allow you to build a pool of candidates that can be mobilized at any time. Information is updated regularly, and the use of numerous filters (experience level, job title, phone number, rating) will allow you to quickly find potential candidates for a newly published job opening.

For companies specializing in recruitment (headhunters, for example), some Applicant Tracking Systems (ATS) offer integrated CRM (Customer Relationship Management). You can centralize company and candidate information in one place, making it easier to find the right fit!

Application tracking

Thanks to a customizable platform , you will be able to track the progress of applications (selected candidates, those in process, offers made).

It will also be easier for you to organize appointments . You can synchronize your Google Meet appointments with Calendar directly from your ATS.

In some cases, KPIs (number of job postings, number of CVs received, number of candidates selected) are made available to you. They will help you better define your objectives , target your weaknesses, and thus better adapt your recruitment strategy .

Everyone involved in the recruitment process will have access to this platform and will be able to enter their own information via their profile. This will allow you to monitor the activity of your recruiters individually and refine your strategy accordingly.

We've listed a number of features here; not all are available in every ATS software, so focus on the ones that are most important to you. We recommend taking a look at the Marvin ATS , which ticks all the boxes mentioned!

What questions should be asked during a demonstration? 

The best way to know if a software program is right for you is to request a demonstration from the provider.

But be careful, this needs to be prepared in advance! Here are some ideas for topics to cover to avoid any unpleasant surprises once the contract has been signed. 

How can I import my existing databases? 

Being able to convert your old databases to your ATS software is essential to avoid losing the valuable information you have accumulated over the years.

Take the time to understand whether this is possible, what types of documents can be used, and whether the software is compatible with your own database .

How does the onboarding of teams work? 

Ending up with software you don't know how to use can be a real nightmare. So, be sure to ask if the software developer offers training to master all the product's features and get up and running as quickly as possible.

For some ATS you will be able to access support teams at any time after the initial setup of the software.

How does this tool adapt to the specific needs of my company?

Try to understand how the tool can be adapted to your own needs. Some software may allow you to customize certain aspects of the product, modifying features to better meet your expectations.

You can ask them if they work with companies in the same sector; they might even have some advice to give you on best practices !

How can I cancel the contract?

Don't forget this question so you don't get stuck with a software program. It's important to know:

• the duration of the commitment;
• the costs associated with an early termination of contract;
• the existence or not of a free trial.

It is essential to be able to answer all these questions before making your choice. 

If you have any doubts, ask for clarification; there's no need to rush. If you have any questions about ATS software, feel free to contact our Marvin team !

Conclusion

As you can see, ATS software will change your life and save you considerable time .

So don't hesitate any longer, take the plunge! However, to optimize your results, take the time to carefully select the one that suits YOUR business .

Which features are most useful to you? How can you adapt the platform to your needs ? Who will be using it in your company? These are the questions you need to ask yourself in order to correctly choose your ATS software .