Finding the right talent for your organization shouldn't feel like an uphill battle, especially as the HR technology market is projected to grow to $84.7 billion by 2032. The best applicant tracking systems (ATS) help you simplify, organize, and supercharge your hiring process—all while delivering a great experience for your candidates. In this guide, we'll break down everything you need to know about applicant tracking software, from the best solutions available to the features to look for, so you can confidently choose the right system for your business.

Best applicant tracking systems at a glance

The best applicant tracking systems for 2024 include Workable for small teams, Greenhouse for enterprises, Breezy HR for startups, and Lever for scaling companies.

• Workable: AI-powered sourcing and collaboration tools starting at $129/month

• Greenhouse: Enterprise-level reporting and DE&I features with custom pricing

• Breezy HR: Drag-and-drop pipeline builder with free plan available

• Lever: ATS with built-in CRM functionality and automated workflows

Each of these platforms provides key applicant tracking features, but the best choice depends on your company's size, hiring needs, and budget.

Key features and pricing overview

The pricing and functionality of applicant tracking systems vary widely. Some offer simple tools for small businesses, while others provide robust enterprise-grade solutions. Common features include applicant tracking, interview scheduling, resume parsing, and analytics. Premium solutions often add AI tools, integrations with other HR platforms, and automation to save time.

Our evaluation methodology

To evaluate these tools, we focused on ease of use, feature depth, scalability, pricing, customer support, and overall user experience. We prioritized platforms that streamline hiring while providing valuable insights for your team.

What is an applicant tracking system?

An applicant tracking system, or ATS, is a software application that helps organizations manage their entire recruitment and hiring process. It acts as a centralized database for job applications, allowing hiring teams to collect, sort, scan, and rank candidates for open positions. From posting a job to making an offer, an ATS streamlines every step, ensuring a more organized, efficient, and consistent hiring workflow.

How applicant tracking systems work

Applicant tracking systems automate the entire recruitment process from job posting to hiring. Here's how they work:

• Job distribution: Automatically post jobs to multiple job boards and career sites

• Application collection: Centralize all applications into a single database

• Resume parsing: Extract key information like skills and experience automatically

• Candidate filtering: Search and rank candidates based on specific criteria

• Pipeline tracking: Move candidates through customizable hiring stages

• Communication automation: Send updates and schedule interviews automatically

Applicant tracking software: understanding the basics

Definition and core functionality

At its core, an applicant tracking system—or candidate tracking software—is a tool that helps you manage your recruitment process from start to finish. It centralizes your hiring efforts by organizing resumes, tracking applicants through different stages of your pipeline, and streamlining communication with candidates. Think of it as a virtual command center for all things hiring, designed to simplify your workflow and ensure nothing slips through the cracks.

Key benefits for businesses

Whether you're a small business or an enterprise, an ATS can deliver major benefits, like:

• Time savings: Automate repetitive tasks like resume parsing and candidate outreach.

• Improved organization: Centralize data in one system, so you never lose track of a qualified applicant.

• Better decision-making: Access data-driven insights to improve hiring outcomes.

How modern ATS platforms streamline hiring

Modern ATS platforms go beyond just tracking applicants. Many now include AI-driven sourcing tools, integrations with job boards, and automation for tedious tasks like interview scheduling, reflecting a broader trend where 91% of business leaders expect their productivity to increase due to generative AI. This means you spend less time on admin work and more time finding the right fit for your team.

Best applicant tracking systems: comprehensive reviews

In-depth analysis of top platforms

1. Workable

Workable stands out for its intuitive design and features tailored to small and mid-sized teams. Its standout feature is AI-powered sourcing, which scans resumes to suggest the best candidates for your roles. It also includes tools for team collaboration, like built-in interview scorecards.

2. Greenhouse

Greenhouse is an enterprise-level ATS known for its robust reporting capabilities and emphasis on building inclusive hiring processes. DE&I tools, like its structured interview kits, help eliminate bias and create fair hiring practices.

3. Breezy HR

Breezy HR is perfect for small businesses looking for a simple, affordable solution. Its drag-and-drop pipeline builder makes it easy to visualize your hiring stages, and its built-in texting tools let you reach candidates faster.

4. Lever

Lever combines applicant tracking with CRM functionality, making it ideal for organizations scaling quickly. Its automated workflows save time, while its customizable pipeline gives you control over your recruitment process.

Pricing comparisons

Pricing can vary depending on the size of your business and the features you need. While Breezy HR offers a free plan, most other platforms require a monthly or annual subscription, with enterprise-level tools like Greenhouse often offering custom pricing.

Integration capabilities

When choosing an ATS, make sure it integrates with the tools you already use, like job boards, HRIS systems, and payroll software. Most top solutions, like Lever and Greenhouse, offer robust integration marketplaces.

Key features breakdown

Every effective ATS should include these essential features:

Resume parsing

Extracts applicant information automatically. Benefit: Saves 3–5 hours per week.

Pipeline visualization

Tracks candidates across hiring stages. Benefit: Prevents candidates from falling through cracks.

Automation

Handles follow-ups and scheduling. Benefit: Reduces manual work by 60%.

Analytics

Measures hiring performance. Benefit: Improves decision-making with data.

Candidate tracking system features you need

Essential tracking capabilities

At a minimum, your ATS should allow you to track where each candidate is in the hiring process. Look for systems with clear pipeline management tools and the ability to tag, sort, and search candidates easily.

Automation and AI features

Automation features like automated candidate outreach and AI-driven resume screening are game changers for time-strapped hiring teams. These tools reduce manual work and help you focus on evaluating the best candidates.

Reporting and analytics tools

Data-driven hiring decisions are no longer optional. A good ATS should provide detailed reports on key metrics like time-to-fill, cost-per-hire, and candidate source performance. Some platforms also include predictive analytics to help forecast hiring trends.

Communication features

Look for systems that enable seamless communication with candidates, like email templates, interview scheduling, and even texting capabilities. Streamlined communication reduces candidate drop-off rates and improves their overall experience.

Applicant tracking software: evaluating your options

Budget considerations

Evaluate ATS options using these key criteria:

• Budget: Platforms range from free (Breezy HR) to $500+/month (enterprise solutions)

• Scalability: Ensure the system handles growing applicant volumes and complex workflows

• Integrations: Look for pre-built connections to job boards, HRIS, and payroll systems

• User experience: Choose intuitive interfaces that reduce training time

Scalability factors

Your ATS should grow with your business. Make sure the platform can handle increasing applicant volume, new hiring workflows, and additional integrations as you scale.

Integration requirements

If your ATS doesn't play nicely with your existing tech stack, it can cause major headaches. Look for systems with pre-built integrations or open APIs to connect with tools like job boards, HRIS platforms, and payroll software.

User experience importance

A clunky interface can slow down your hiring process. Choose a system with an intuitive design that's easy for your team to learn and use effectively.

Best applicant tracking systems for different business sizes

Solutions for small businesses

Small businesses often need lightweight, affordable systems like Breezy HR. These tools focus on simplicity and ease of use without overwhelming teams with unnecessary features.

Mid-market options

For mid-sized organizations, platforms like Workable strike a balance between functionality and affordability. They offer advanced features, like AI sourcing and collaboration tools, while remaining user-friendly.

Enterprise-level platforms

Larger organizations with complex hiring needs should consider tools like Greenhouse or Lever. These systems excel at handling high applicant volumes, complex workflows, and advanced reporting.

Applicant tracking software implementation guide

Setup best practices

Start by customizing your ATS to match your existing hiring process. Define your pipeline stages, integrate with job boards, and train your team on how to use the system.

Training requirements

Even the best ATS won't deliver results if your team doesn't know how to use it. Schedule hands-on training sessions and provide ongoing support to ensure adoption.

Common challenges and solutions

One common challenge is getting buy-in from your team. Show them how the ATS will make their lives easier by automating time-consuming tasks. Another challenge is data migration, which can be simplified by working with your ATS provider.

Timeline expectations

Plan for a 4-6 week implementation timeline, depending on the complexity of your setup. This includes configuring the system, migrating data, and training your team.

Candidate tracking system ROI analysis

Cost-benefit breakdown

Investing in an ATS might seem costly upfront, but the ROI is often worth it. By automating tasks and improving hiring efficiency, you'll save both time and money in the long run.

Efficiency improvements

An ATS streamlines your hiring process by automating repetitive tasks, centralizing data, and enabling better collaboration. This can significantly reduce your time-to-hire, with data from some platforms showing customers reaching an average time to hire of 40 days.

Time-saving calculations

Many organizations report saving hours per week by automating tasks like resume screening, scheduling, and candidate communication.

Long-term value assessment

The long-term value of an ATS comes from better hires—with some platforms reporting a 20% improved quality of hires for customers—as well as faster processes and a more professional candidate experience that can enhance your employer brand.

Best applicant tracking systems: decision framework

Assessment checklist

• Essential features: Resume parsing, pipeline management, automation, analytics

• Budget alignment: $50-500/month depending on team size and features needed

• Scalability: Can handle 2x your current hiring volume

• Integrations: Connects with your job boards, HRIS, and communication tools

Requirements gathering guide

Identify your must-have features, like automation, analytics, or integrations. Involve your hiring team to ensure the system meets their needs as well.

Vendor comparison template

Create a simple spreadsheet to compare ATS options side by side. Include criteria like pricing, features, integrations, and customer support.

Final selection criteria

Focus on usability, scalability, and how well the system aligns with your hiring goals. Schedule demos with vendors to see the platform in action before making a final decision.

Streamline your hiring with the right applicant tracking system

Selecting the right ATS is a game-changer for your hiring process. By understanding your needs, evaluating your options, and focusing on features that drive efficiency, you can find a system that works for your team. Take the time to assess your requirements, test top solutions, and make a confident decision that sets your hiring process up for success.

Ready to streamline your recruitment? Explore demos and free trials to see how an ATS or candidate tracking software can transform the way you hire. And if you're looking for an AI-powered solution to help your hiring team access critical organizational knowledge and answer candidate questions faster, watch a demo to see how Guru can be your AI Source of Truth for seamless knowledge management across your entire hiring process.

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