Talent Acquisition

Top Important Features of Applicant Tracking Systems

March 6, 2025
7 mins
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Features of Applicant Tracking Systems

Hiring the right talent is crucial for your business success, but it’s often a time-consuming process. An applicant tracking system (ATS) is a tool designed to help HR professionals manage the hiring process more efficiently. 

While there are many ATS platforms and all-in-one hiring platforms, it is essential to identify the key features of an ATS before choosing one for your organization. 

In this blog, we will discuss the top important features of applicant tracking systems that can help you recruit the most suitable talents for your organization. Let’s take a closer look!

What is Applicant Tracking System (ATS)?

An Applicant Tracking System (ATS) is software that helps HR teams manage the entire hiring process, from job postings to candidate selection. An ATS: 

  • Automates resume screening, 
  • Tracks applications, and 
  • Organizes candidate data, 

This makes recruitment more efficient. With features like automated workflows, interview scheduling, and analytics, an ATS streamlines hiring. ATS helps reduce manual work, and ensures companies find the best talent quickly.

Now that we’ve understood what an applicant tracking system is, let’s understand its key features. 

1. AI and Automation Tools

The advent of AI and automation has permanently transformed how companies look for potential candidates. An ATS is most effective when it incorporates AI and automation. 

Key AI and Automation Feature in ATS

AI and automation are game-changers in an applicant tracking system, helping improve the efficiency of the entire recruitment process. Here are some key AI and Automation features commonly found in modern ATS:

  • Resume Screening: AI-powered tools automatically scan and rank resumes based on keywords and qualifications, allowing recruiters to quickly identify top candidates. This saves time, for instance, AI can potentially reduce time-to-hire by 50%.
  • Candidate Matching: Machine learning algorithms analyze past hiring data to match candidates to the most suitable roles based on their skills, experience, and other factors.
  • Automated Communication: AI-driven chatbots can handle initial candidate communication, schedule interviews, and send personalized emails, reducing manual communication efforts. 
  • Workflow Automation: Automation feature in ATS helps automate recruitment workflows. This helps candidates move through each hiring stage without delays.

Find the best talent faster! Automate job postings, streamline applications, and track candidates effortlessly with an AI-powered ATS—Get in touch with hrtech today!

While AI and automation simplify recruitment tasks, efficient candidate tracking and data management are equally crucial. Let’s take a closer look at candidate tracking and data management features of ATS next. 

2. Candidate Tracking and Data Management

Efficient candidate tracking and data management are the backbone of any successful recruitment process. A well-organized system ensures that no candidate is lost in the shuffle, and the right information is always at your fingertips. 

Key Candidate Tracking and Data Management Features in ATS

Data management becomes effortless with an ATS. By storing candidate data in one centralized location, HR teams can easily retrieve necessary details quickly.

  • Centralized Candidate Information: Best ATS platforms keep resumes, interview notes, and contact details all in a single database. This is beneficial as:
    • All candidate data is in one place, reducing time spent searching.
    • Centralized data ensures no details are lost or overlooked.
    • Easy access to contact info helps recruiters reach candidates faster.
  • Quick Search and Filtering: Advanced search tools in ATS platforms help recruiters filter candidates by specific criteria to identify the best-fit candidates. You can filter candidate based on:
    • Experience level
    • Skills and Certifications
    • Education
    • Location
    • Availability
  • Job Board Synchronization: ATS platforms can automatically sync job postings with popular job boards like LinkedIn, Indeed, and Glassdoor. This ensures your job openings reach a wider audience without manual updates.

While managing candidate data and integrating with external tools is crucial, an ATS also needs to be intuitive and user-friendly. User-friendliness and customization ensure that the system works for you, not the other way around. Let’s take a closer look at this important feature. 

3. User-Friendliness and Customization

An applicant tracking system is only as good as its ease of use and ability to adapt to your specific hiring needs. ATS platforms with a steep learning curve can be difficult for HR professionals to use. 

Key Intuitive and Customizable Features of ATS:

A user-friendly interface makes the ATS accessible to all team members, regardless of technical skill. The system should be easy to learn, saving time on training and reducing the learning curve.

  • Simple Dashboard:  A clean, well-organized dashboard allows recruiters to quickly find and manage candidates, track job openings, and view key metrics. Some intuitive features in modern ATS dashboards are:
    • User-friendly display and layout
    • Customizable views
    • Real time updates
    • Quick Action Buttons
  • Customizable Pipelines:  Set up unique recruitment pipelines for different job roles or departments. Customize stages like “Initial Screening,” “Interview,” and “Offer” to align with your specific workflow.
  • Personalized Views and Reports: Tailor the ATS interface and reports to show only the most relevant data for your team. For instance, a hiring manager may want to see specific candidate qualifications.
  • Flexible Job Templates: Customize job descriptions, application forms, and interview questionnaires to ensure consistency and accuracy.

Customization becomes pivotal as the demand for workforce, skills, and experience continually changes. If you’re looking for the best customizable HR solutions, get in touch with HRTech! 

We’ve seen the importance of user-friendliness and customization features in ATS. Interview scheduling and workflow automation are also crucial features of ATS. Let’s explore these features in detail.

4. Interview Scheduling and Workflow Optimization

Coordinating interview schedules can be one of the most time-consuming parts of the recruitment process. The interview scheduling feature of an ATS simplifies this task, ensuring a smoother and more efficient experience for both candidates and recruiters. 

Common Interview Scheduling Features in ATS

The below interview scheduling features of ATS make the process easier:

  • Automated Calendar Syncing: ATS integrates with interviewers’ calendars to automatically suggest available time slots, eliminating the need for back-and-forth scheduling.
  • Self-Scheduling for Candidates: Candidates can easily select available interview slots based on interviewers’ schedules, providing flexibility and reducing the scheduling burden on HR teams.
  • Timely Reminders and Alerts: Automatic reminders sent to both candidates and interviewers help ensure that everyone is on time and prepared, reducing the chances of missed interviews or delays

While interview scheduling is crucial for smooth recruitment, promoting fairness in the hiring process is just as important. ATS platforms with built-in Diversity, Equity, and Inclusion (DEI) tools help ensure a fair, unbiased recruitment process. 

5. Diversity, Equity, and Inclusion (DEI) Tools

Diversity, equity, and inclusion (DEI) have become top priorities for many organizations, hence becoming an important feature of ATS platforms. Today’s organizations are acknowledging the importance of diversity and inclusion in the business landscape. 

Key DEI tools in ATS

An ATS with DEI tools ensures candidates are evaluated based on skills and qualifications, not personal characteristics. Here are some common DEI features of modern ATS:

  • Anonymized Candidate Screening: Some ATS systems prevent unconscious bias by hiding the personal characteristics and demographic information of candidates.
  • Diverse Candidate Pool: DEI tools can help track and ensure that your hiring efforts reach diverse candidate pools, providing a broader spectrum of talent.
  • Equal Opportunity Tracking: ATS systems often include features that track the diversity of your applicant pool.
  • Bias Reduction Analytics:  With built-in analytics, an ATS can flag any potential bias in your hiring process and provide actionable insights.

While DEI tools ensure fairness in hiring, having access to the right data is key for making informed decisions. Reporting and analytics features in an ATS provide the insights needed to refine your recruitment process.

6. Reporting and Analytics

Reporting and analytics are essential features of an ATS that provide valuable insights into your recruitment process. These tools help you measure key metrics, track performance, and make data-driven decisions to improve hiring outcomes.

Key Reporting and Analytics Features in ATS Platforms

Some of the reporting and analytics features in modern ATS platforms are:

  • Real-Time Metrics: ATS platforms offer real-time data on recruitment metrics like time-to-hire, candidate source, and conversion rates.
  • Customizable Reports:  You can create tailored reports that focus on the metrics that matter most to your team, such as interview-to-hire ratio.
  • Data Visualization: Reporting features of ATS provide pie charts, bar graphs, or heatmaps to help you visualize your hiring performance and identify bottlenecks.
  • Predictive Analytics: Some ATS platforms offer predictive analytics that forecasts hiring trends, helping you plan for future recruitment.

While reporting and analytics help refine your hiring strategy, ensuring the security and compliance of candidate data is just as important. Compliance and security features in an ATS safeguard sensitive information and help you meet legal standards

7. Compliance and Security

Ensuring compliance with data protection regulations is critical for any organization. ATS platforms come equipped with robust security features to protect data. This is a crucial feature of ATS platforms. 

Key compliance and Security features of ATS

Here’s how compliance and security feature ensures compliance and security:

  • Data Encryption: ATS systems use advanced encryption methods to secure candidate data both at rest and in transit. 
  • Role-Based Access Control (RBAC): By setting role-based permissions, ATS platforms ensure that only authorized users have access to sensitive data.
  • Consent Management:  ATS platforms allow recruiters to manage candidate consent by tracking when and how candidates have agreed to share their personal information.
  • Data Retention and Deletion: To comply with data privacy laws, an ATS ensures that candidate data is not kept longer than necessary. 

While these are some general features of modern ATS platforms, for more personalized solutions visit HRTech Marketplace. The vast number of ATS solutions like Recruit CRM and Hiresome, available on HRTech Marketplace will help you choose the right one. 

8. Mobile Accessibility 

Recruitment isn’t limited to a desk. Hiring managers need flexibility to review applications, schedule interviews, and communicate anytime, anywhere. Mobile accessibility in an ATS keeps hiring efficient, even when HR teams and managers are on the move. 

Key Mobile Accessibility Features in an ATS

Here are some mobile accessibility features that you should look for in an ATS:

  • Mobile-Friendly Dashboard: A responsive and user-friendly interface ensures recruiters can access all hiring-related data on smartphones or tablets without needing a desktop.
  • Push Notifications: Recruiters receive instant alerts for new applications, upcoming interviews, and candidate updates, reducing delays in decision-making.
  • Mobile Interview Scheduling: Hiring managers can quickly coordinate interview times, send calendar invites, and reschedule with ease.
  • Candidate Communication: Built-in messaging and email integration allow direct contact with applicants, streamlining follow-ups and interview confirmations.
  • Cloud-Based Accessibility: Secure, cloud-based ATS access ensures hiring teams can collaborate from anywhere without data loss or security risks.

There are many HRM solutions with mobile accessibility on the HRTech Marketplace. Check out HRTech Marketplace today to find the right HRM tool for your business!

9. Multi-Channel Job Posting

Posting job openings on multiple platforms manually is time-consuming. An ATS simplifies this by helping recruiters publish listings across job boards, career pages, and social media from one place. This increases visibility and attracts top talent faster.

Key Multi-Channel Job Posting Features in an ATS

Here are some key features related to multi-channel job posting that you should look for in an ATS:

  • One-Click Job Distribution: Post openings on LinkedIn, Indeed, Glassdoor, and other platforms with a single action.
  • Company Career Page Integration: Sync job listings with the company’s website for a seamless application process.
  • Social Media Sharing: Share job posts directly on LinkedIn, Twitter, and Facebook to reach passive candidates.
  • Job Board Analytics: Track which platforms generate the most applications and adjust strategies accordingly.
  • Custom Job Templates: Create reusable job descriptions to maintain consistency across postings.

10. Internal Talent Mobility

An ATS should support internal hiring by helping HR teams identify employees for new roles before looking externally. This improves retention and career growth within the company.

Key Internal Talent Mobility Features in an ATS

Here are the key features related to internal talent mobility that you should look for in an ATS: 

  • Employee Skill Database: Tracks employees’ skills, certifications, and experience for internal opportunities.
  • Internal Job Board: Allows employees to view and apply for open positions within the company.
  • AI-Powered Matching: Recommends internal candidates based on job requirements and career progression.
  • Performance & Training Insights: Uses past evaluations and training data to assess promotion readiness.
  • Seamless Application Process: Enables employees to apply internally without re-entering their details.

Conclusion

An applicant tracking system (ATS) is key to optimizing the recruitment process. With features like AI-driven automation, customizable workflows, DEI tools, and seamless integrations, ATS platforms help HR teams streamline tasks, reduce bias, and make data-driven decisions faster. These tools ensure a more efficient, organized, and fair hiring process for both recruiters and candidates.

hrtech marketplace offers a range of ATS solutions packed with features like automated interview scheduling, customizable workflows, and robust DEI tools. With built-in compliance, security, and easy integrations, hrtech helps businesses optimize recruitment while protecting candidate data.

Take your hiring process to the next level with hrtech’s ATS solutions—explore how we can help today!

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