The Power And Pitfalls Of Applicant Tracking Systems
Recruiters need to be on top of law and regulatory changes
Posted on 10-16-2018, Read Time: - Min
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Digital platforms are important tools for HR teams. They have transformed how we work and have reshaped where we work and who we can reach.
Today’s HR professionals have a wide range of digital platforms and apps at their disposal to bring greater efficiency, and better outcomes, to the hiring process. Hiring is a stressful, time-consuming task that can swallow up whole workdays. The amount of research, planning and interviewing it requires can be taxing.
Applicant tracking systems (ATS) can provide big benefits, especially for those organizations that recruit frequently and find themselves managing a wide array of applicants. This software allows employers to sort through applications easily and helps identify applicants who meet minimum qualifications. Employers need to take care, however, not to include possibly discriminatory questions as part of the sorting process.
While the laws banning salary history information have similarities, there are variations that employers, particularly multistate employers, need to be familiar with.
Another issue employers need to be aware of when setting up an ATS is the plethora of "ban the box" laws affecting private employers that have sprouted up in many states and municipalities. The name stems from the box on job applications that prospective employees are often asked to check if they have ever have been convicted of a crime.
These laws make it illegal to include criminal history questions on initial job applications, and some go much further to restrict such inquiries until a conditional employment offer has been extended. This is especially true at the municipal level.
The primary goal behind these measures is to prevent qualified, rehabilitated job applicants from being automatically excluded from consideration without the chance for an interview. Ban the box laws are also thought to reduce recidivism and are increasingly prevalent. Employers need to stay abreast of this "ban the box" trend.
With an ATS, you can set certain criteria for each applicant, and it will sort and rank candidates, so you can spend your time reviewing the most promising ones. Most ATS solutions rely on certain keywords you designate to organize the influx of documents. If you are looking for candidates who are knowledgeable in certain areas or possess specific certifications or degrees, you can program your ATS to scan the applications, CVs and resumes for those keywords.
For example, if the position you need to fill requires a bachelor's degree in marketing or advertising, the ATS will pick up on those keywords and rank the application higher.
To ensure maximum value from an ATS, communicate to potential candidates who apply for positions at your company that they submit their resume or CV in a compatible format that your ATS can read.
It is important to set up your ATS filters to get as many qualified candidates as possible. Note too that ATS solutions are designed to support and streamline the applicant screening process – they are not a replacement for due diligence and ensuring that your company follows good and ethical hiring practices.
ATS solutions have added several new capabilities as the hiring process has changed over the years. Social media has become an important factor that employers look at, and now many ATS solutions integrate with social media platforms, the most common being LinkedIn, which has partnerships with several major ATS providers.
Many ATS solutions also offer helpful reporting tools designed to help make better recruiting decisions. Collecting certain pieces of information, like finding out where an applicant heard about the job, and can give you insight into your recruiting process.
Other features you should look for in an ATS solution include:
Today’s HR professionals have a wide range of digital platforms and apps at their disposal to bring greater efficiency, and better outcomes, to the hiring process. Hiring is a stressful, time-consuming task that can swallow up whole workdays. The amount of research, planning and interviewing it requires can be taxing.
Applicant tracking systems (ATS) can provide big benefits, especially for those organizations that recruit frequently and find themselves managing a wide array of applicants. This software allows employers to sort through applications easily and helps identify applicants who meet minimum qualifications. Employers need to take care, however, not to include possibly discriminatory questions as part of the sorting process.
Potential Pitfalls of ATS
One of the most notable new employment law trends involves the advent of state and municipal laws that prohibit employers from asking salary history questions. The rationale behind these laws is that if employers are restricted from asking salary history questions, then applicants who may have been underpaid in the past for discriminatory reasons will not have their compensation history used against them.While the laws banning salary history information have similarities, there are variations that employers, particularly multistate employers, need to be familiar with.
Another issue employers need to be aware of when setting up an ATS is the plethora of "ban the box" laws affecting private employers that have sprouted up in many states and municipalities. The name stems from the box on job applications that prospective employees are often asked to check if they have ever have been convicted of a crime.
These laws make it illegal to include criminal history questions on initial job applications, and some go much further to restrict such inquiries until a conditional employment offer has been extended. This is especially true at the municipal level.
The primary goal behind these measures is to prevent qualified, rehabilitated job applicants from being automatically excluded from consideration without the chance for an interview. Ban the box laws are also thought to reduce recidivism and are increasingly prevalent. Employers need to stay abreast of this "ban the box" trend.
Harnessing the Power of ATS
ATS can be a powerful tool in the recruiting process. An ATS allows you to check your pipeline of candidates from your phone, which is convenient for those who are on the go. The ability to change the status of a candidate if you have been in contact with them is a feature that is useful for recruiters who are not always at a computer. They keep resumes in one place, helping recruiters and hiring managers stay organized as well as EEOC compliant.With an ATS, you can set certain criteria for each applicant, and it will sort and rank candidates, so you can spend your time reviewing the most promising ones. Most ATS solutions rely on certain keywords you designate to organize the influx of documents. If you are looking for candidates who are knowledgeable in certain areas or possess specific certifications or degrees, you can program your ATS to scan the applications, CVs and resumes for those keywords.
For example, if the position you need to fill requires a bachelor's degree in marketing or advertising, the ATS will pick up on those keywords and rank the application higher.
To ensure maximum value from an ATS, communicate to potential candidates who apply for positions at your company that they submit their resume or CV in a compatible format that your ATS can read.
It is important to set up your ATS filters to get as many qualified candidates as possible. Note too that ATS solutions are designed to support and streamline the applicant screening process – they are not a replacement for due diligence and ensuring that your company follows good and ethical hiring practices.
ATS solutions have added several new capabilities as the hiring process has changed over the years. Social media has become an important factor that employers look at, and now many ATS solutions integrate with social media platforms, the most common being LinkedIn, which has partnerships with several major ATS providers.
Many ATS solutions also offer helpful reporting tools designed to help make better recruiting decisions. Collecting certain pieces of information, like finding out where an applicant heard about the job, and can give you insight into your recruiting process.
Other features you should look for in an ATS solution include:
- Collaboration features that allow team members to leave feedback and comments on applications;
- A comprehensive history that notifies you if a rejected candidate applies again;
- An interface that allows you to easily view applicants for multiple job listings;
- Scheduling features to set up and organize interviews; and
- The ability to organize applicants by position in the hiring process, such as phone screening, interviews and follow-ups.
Applicant tracking systems can be a boon to recruiters and HR managers who want to save time and work more efficiently. However, laws and regulations are constantly changing, which means recruiters need to stay on top of these changes to avoid costly and painful compliance violations and penalties.
Author Bio
| David B. Weisenfeld is Legal Editor at XpertHR. Connect David B. Weisenfeld Follow @DavidWeisenfeld |
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