So you performed a job analysis and created a new job opening. You attracted applicants by posting a job advertisement online, among other ways to find potential job candidates.

Now how do you manage the flow of applicant information?

What is an Applicant Tracking System?

An Applicant Tracking System (ATS) is a program that manages job application data. Typical functions of an ATS include:

• Posting job advertisements
• Collecting applications
• Screening candidates
• Scheduling follow-up activities such as a pre-screening phone call
• Tracking requisitions (another word for job openings)

Sometimes an ATS will notify rejected applicants by email, which can take care of tricky liability issues.

Does your company need an ATS?

It is important to set up a system for organizing job applicant information. Situations frequently arise where you need to access such information. Some examples include:

• You are re-evaluating a current position and want to pull the original job advertisement
• You want to revisit a candidate that applied months ago
• You can’t remember which candidate you interviewed twice instead of just once
• You receive an application from someone who has applied before, and you can’t remember what the other position was

In addition to the “just in case” reason, the Office of Federal Contract Compliance Programs (OFCC) mandates that companies with fewer than 150 employees or a contract of at least $150,000 retain candidate information for one year.

So generally it is a very good idea to have an ATS.

What are your options?

Many small companies scrap together an ATS in a spreadsheet. I put together a simple version that you may use. You can view it on Google Docs here. If you go the spreadsheet route, make sure you create a centralized resume repository. I recommend setting up a folder in Google Docs with the ATS spreadsheet, plus dedicated folders to hold resumes for each job opening.

If you decide to go the software route, here are some popular services:

• The Resumator costs $49 a month for 3 open positions at a time. You can also opt to pay $99 for 5 open positions or $199 for 10. There is unlimited resume storage.
• Recruiter Box is free for 1 job opening and costs $50 per month for 5 job openings. You can also pay $100 a month for 10 open positions.
• MeshHire is free for 1 job opening and costs $50 per month for 5 job openings. You can also pay $100 a month for 20 open positions.

Chose your ATS carefully, as migrating information later can be time consuming.

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