Efficient Applicant Management through Digital Technologies:
Increase the success of your HR processes with an Applicant Tracking System (ATS)
Important in Times of Skilled Labour Shortages
In times of skilled labour shortages, it is crucial to react quickly, establish personal communication with applicants, and manage their digitally recorded data in compliance with GDPR regulations. Digital processes for efficient applicant management are key to optimising your recruiting efforts, as they help you to:
- quickly and effectively filter talented professionals,
- improve the candidate experience,
- build effective communication with applicants and departments, and
- make the application process traceable, secure, and transparent.
- The Four Most Important Functions of an ATS
The Four Most Important Functions of an ATS
A digital applicant management system, also known as an Applicant Tracking System (ATS), can support your recruiting efforts with the following functions:
1. Finding Talent through Automation of Selection Processes
With automated selection processes, you can track the entire application journey from the submission of an application to the hiring decision. Using an ATS, filters can be applied to data to instantly reveal which candidates possess the required qualifications and should advance to the next stage of the process. Candidates who are not suitable receive an automated rejection promptly. You maintain oversight at every stage, can efficiently manage incoming applications, and focus on profiles that meet your criteria.
2. Candidate Experience – Improved Applicant Experience
By providing a user-friendly interface and simple, intuitive forms, you make the process more convenient for your applicants. This improves their initial experience in the recruitment process and reduces the drop-off rate. Clear information on the status of applications and regular updates foster trust and are the best reference for your employer brand. The application process becomes a vital part of your overall employer branding strategy. Features such as easy scheduling for interviews, reminder emails, and chatbots for answering initial questions help enhance the candidate experience compared to traditional application methods.
3. Effective Communication with Applicants and Departments
Automatic email notifications, which should still begin with a personal touch despite automation, keep your applicants informed at all times. Candidates placed "on hold" in your talent pipeline can receive regular reminders that their data is still on file, and they can log in to update or request updates to their information. Video interviews, now a standard practice, save time and costs while allowing for flexible scheduling. Digital communication platforms like Slack or Microsoft Teams improve internal communication and facilitate rapid exchanges between HR teams and departments.
4. Data Security and Transparency
Data security is paramount in processes where personal data is collected, stored, and managed. Applicant data stored or transmitted online can be protected from unauthorised access through encryption technologies provided by digital ATS systems. Strict access management ensures that only authorised individuals have access to applicant data. Role-based access rights help maintain data security. Legal data protection regulations, such as the GDPR in the EU, provide clear guidelines and set the standard for handling sensitive information.Transparency is equally important to many applicants. They want to know what happens to their data, where and for what purpose it is stored, and how they can request the deletion of their data. At this point, a digitised applicant management system can inform them about the process and status of their application, the expected timeline, and the next steps.
Conclusion: By Implementing Digital Processes in Applicant Management...
- you not only make the recruitment process more efficient but also improve the quality of your hires,
- you build a positive employer brand,
- you enable faster reactions to market changes through digital applicant management, and
- you gain a competitive advantage by generating valid analyses as a basis for future decision-making.
Feel free to contact us if you would like to successfully digitise your application processes using an ATS. With our ApplyNow system, an ATS specifically designed for medical professions that already includes questions about medical licensing (Approbation) and the patient communication test, you can streamline your processes and establish a sustainable, GDPR-compliant connection with your target applicant groups. The system, based on Liferay, is flexible and can be integrated into nearly all content management systems (CMS) or connected to them.