Applicant Tracking System (ATS)

What is an Applicant Tracking System (ATS)?

An ATS is software that automates and simplifies every stage of the hiring process—from posting jobs to selecting candidates—so you can find the right people faster and smarter.

Key Takeaways

• An ATS helps companies manage hiring efficiently by automating repetitive tasks.
• It screens, tracks, and ranks candidates based on qualifications and keywords.
• Companies of all sizes use ATS platforms to speed up hiring and improve candidate experience.
• With ChangeEngine, teams can connect HR systems like ATS with internal communication tools for a seamless onboarding experience.

What is an Applicant Tracking System?

An Applicant Tracking System (ATS) is a type of HR software used to organize and streamline the recruitment process.

When candidates apply for a job, their information flows directly into the ATS. From there, recruiters can search, sort, and filter applicants based on key details like skills, experience, and certifications—without ever touching a spreadsheet.

It’s like having a smart assistant that helps you hire better, faster, and more fairly.

Why do companies use ATS software?

Hiring is complex. You’re juggling job boards, emails, resumes, interviews, and feedback—often across multiple departments.

An ATS keeps everything in one place. It simplifies how you post jobs, collect applications, communicate with candidates, and collaborate with hiring managers. More importantly, it helps prevent good candidates from slipping through the cracks.

Here’s how an ATS helps:

• Reduces time-to-hire by automating manual tasks
• Improves applicant tracking with searchable profiles
• Increases compliance with recordkeeping and data privacy
• Supports DEI goals by reducing bias in resume screening

It’s a game-changer, especially when integrated with other HR systems like onboarding and internal comms—which is exactly where ChangeEngine comes in.

How does an ATS actually work?

When a job is posted, the ATS distributes it across multiple job boards, social media channels, and your career page.

As applications come in, the ATS:

• Parses resumes to extract structured data (names, titles, skills)
• Ranks candidates based on keywords, job fit, or recruiter-defined rules
• Flags top applicants for review
• Schedules interviews using calendar integrations
• Automates communication like “Thank you for applying” or “We’ve moved forward” messages

It also creates a centralized dashboard so recruiters and hiring managers can see who’s applied, where each candidate is in the funnel, and what actions to take next.

What features should I look for in an ATS?

The best ATS tools are flexible, scalable, and easy to use—for both recruiters and applicants.

Here’s what to prioritize:

• Custom workflows: Set stages that match how your team hires—like screening, interview, offer.
• Searchable database: Find past candidates based on keywords or tags.
• Automated emails: Keep candidates informed and engaged.
• Collaboration tools: Let hiring managers leave notes and ratings in one place.
• Analytics and reporting: Track metrics like time-to-hire, source of hire, and pipeline health.
• Mobile support: Allow candidates to apply—and recruiters to review—from anywhere.
• EEO and GDPR compliance: Maintain safe, legal hiring practices.

With ChangeEngine, you can go even further by tying ATS activity into your onboarding and communication workflows—turning new hires into productive team members from day one.

Who uses Applicant Tracking Systems?

ATS platforms are no longer just for large enterprises. Today, companies of all sizes and industries use them to stay competitive in the talent market.

You’ll find ATS usage across:

• Startups that need to grow fast with lean recruiting teams
• Mid-size businesses that want structured, repeatable hiring processes
• Global corporations managing hiring at scale across geographies
• Staffing agencies placing talent for clients in bulk

Whether you hire 5 people or 500, an ATS helps you stay organized, compliant, and candidate-focused.

What problems does an ATS solve?

Without an ATS, hiring tends to be disorganized. You might have:

• Lost resumes in someone’s inbox
• Duplicate candidates across spreadsheets
• Missed follow-ups and delays
• No visibility into what’s working

An ATS addresses all of this. It ensures no application is overlooked, reduces back-and-forth emails, and makes hiring collaborative. It also provides metrics to measure success, so you can improve the process over time.

Does an ATS help with bias in hiring?

Yes, when used thoughtfully.

Most ATS platforms allow blind resume review, which hides identifiable information like name or gender in early stages. They also apply consistent scoring criteria, so all applicants are evaluated fairly.

However, it’s important to note that the tool is only as unbiased as the data and rules it’s given. Companies must train hiring teams and review ATS filters to ensure fairness.

ATS software can support Diversity, Equity, and Inclusion (DEI) initiatives, but it must be part of a broader, intentional hiring strategy.

How does ATS integration improve internal processes?

When integrated with tools like ChangeEngine, an ATS can trigger automated internal workflows—such as:

• Notifying IT when a candidate is hired
• Sending onboarding tasks before day one
• Publishing internal welcome announcements
• Sharing HR docs via preferred channels like Slack or email

This bridges the gap between recruiting and onboarding, turning handovers into seamless experiences.

Imagine hiring someone on Friday and having their welcome email, tools, and team intros ready by Monday. That’s the power of combining your ATS with ChangeEngine’s internal communications automation.

What are common myths about ATS systems?

Let’s bust a few:

“Only big companies need ATS software.”
False. Small teams benefit the most from the time savings and structure an ATS brings.

“ATS tools reject great candidates because of keywords.”
Mostly false. While keyword relevance matters, good platforms use broader logic and often include human review options.

“It’s too expensive.”
Modern ATS tools are priced for businesses of all sizes. And with integrations like ChangeEngine, the ROI extends beyond hiring into employee engagement and retention.

Can you personalize the candidate experience with an ATS?

Yes—and you should.

Top-tier ATS software lets you:

• Tailor emails by job role or stage
• Add videos to job posts or application portals
• Automate messages based on candidate actions
• Maintain a consistent employer brand across platforms

Personalization increases response rates, improves employer perception, and keeps your top candidates engaged.

Pair this with ChangeEngine’s employee comms platform, and you’ve got a full-funnel experience—from applying to onboarding to thriving.

Final Thoughts: Why ATS Matters More Than Ever

Hiring has never been more competitive—or more complex. Candidates expect quick responses, mobile access, and a thoughtful experience from the first click.

An Applicant Tracking System gives your team the infrastructure to meet those expectations and move fast without losing quality.

When combined with internal communication automation from ChangeEngine, you create a seamless journey: attract, hire, onboard, engage.