Finding the right talent for your organization shouldn’t feel like an uphill battle. 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

Before we dive into the details, here’s a quick look at some of the top applicant tracking systems on the market today.

Workable is a great choice for small to mid-sized teams, offering AI-powered sourcing and collaborative hiring tools. Pricing starts at $129 per month, making it an affordable option for growing businesses.

Greenhouse is designed for enterprise hiring and is known for its advanced reporting and diversity, equity, and inclusion (DE&I) hiring tools. Pricing is custom, depending on the organization's needs.

Breezy HR caters to small businesses and offers an easy-to-use drag-and-drop hiring pipeline, along with built-in candidate texting. It has a free plan with additional paid options for more advanced features.

Lever is ideal for scaling organizations, combining ATS functionality with candidate relationship management (CRM) tools. It offers automated interview scheduling and custom pricing to fit different business sizes.

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.

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. 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

Top applicant tracking systems share several must-have features, including:

• Resume parsing: Quickly extract and organize applicant information.
• Pipeline visualization: Track candidates across hiring stages.
• Automation: Streamline repetitive tasks like follow-ups and interview scheduling.
• Analytics: Measure hiring metrics like time-to-fill and candidate source quality.

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

When evaluating ATS options, start by identifying how much you can invest. Many platforms offer tiered pricing, so you can start small and scale up as needed.

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.

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, faster processes, and a more professional candidate experience, which can enhance your employer brand.

Best applicant tracking systems: decision framework

Assessment checklist

• Does the ATS have the features you need?
• Is it within your budget?
• Can it scale with your business?
• Does it integrate with your existing 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.

Conclusion: choosing your ideal 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.

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