What is an ATS?

TL;DR

• What an ATS is: Software that collects, organizes, and tracks job applicants across the hiring process.
• How it works: It automates requisitions, job posting, resume screening, tracking, and onboarding.
• Types of ATS: Platforms differ by deployment model, organization size, and industry-specific needs.
• Core benefits: Centralized candidate data, shorter time-to-hire, and more consistent decisions.
• AI features: Modern systems apply AI to resume parsing and matching, with human review of results.
• Choosing one: Match features, automation, and vendor support to current and future hiring needs.

An applicant tracking system (ATS) is software that employers use to collect, organize, and track job applicants across the hiring process, and it is the category of tool VidCruiter builds within its recruiting platform. Hiring teams use an ATS to post jobs, screen resumes, coordinate interviews, and keep every candidate record in one place, which shortens time-to-hire and makes decisions more consistent. For more than a decade, VidCruiter has supported this work for government agencies, high-volume employers, and global organizations.

What Is an ATS?

An applicant tracking system is recruiting software that employers use to collect and store information about job applicants. "ATS" stands for applicant tracking system. Early systems were mostly databases, but the software now automates candidate communication, coordinates and schedules interviews, builds candidate profiles, and records compliance data.

In short, the ATS definition centers on one idea: a single system of record for everyone who applies. Instead of resumes scattered across inboxes and spreadsheets, every applicant, note, rating, and message lives in one place the whole team can access.

An ATS differs from adjacent tools. A Human Resources Information System (HRIS) manages employee data after the hire, while an ATS manages applicant data before it; see ATS vs HRIS for the full comparison. Some platforms also fold into candidate relationship management, so a strong ATS can serve the role many teams expect from a separate Candidate Relationship Management (CRM) system.

How Does an ATS Work?

An ATS works by digitizing hiring through automated workflows and integrations, which cuts manual steps and keeps a live record of every applicant. Most systems move a candidate through these stages:

1. Create and approve requisitions from a single form with a built-in approval path.
2. Post the position to a careers page and job boards, often with one click.
3. Screen resumes using knock-out questions and qualification matching, then group qualified applicants into a candidate pool.
4. Track progression automatically and notify hiring managers of status changes.
5. Support decisions with shared notes, ratings, and automated review reminders.
6. Manage offers by routing letters for approval and storing the signature trail in one place.
7. Onboard new hires through a payroll or HRIS integration that maps candidate data across.

One caution: resume parsing can filter out qualified people when a resume uses images, tables, or unusual formatting. Applicants can avoid this with an ATS-friendly resume.

What Are the Top Features of an ATS?

The top features of an ATS fall into a few groups. The right mix depends on your hiring volume and process, so assess current and future needs before comparing platforms.

• Candidate database: Centralized profiles, documents, notes, and ratings, plus resume parsing into searchable profiles.
• Automation: Workflows that post jobs, advance candidates on predefined job-specifc criteria, and send reminders across job boards and your careers page.
• Reporting: Dashboards for sourcing, candidate feedback, time-to-hire, and custom data ranges.
• Requisitions: Approval workflows that move new roles forward once sign-off is received.
• Careers pages: Branded hosting, including custom career sites with location maps and video.
• Integrations and onboarding: Connections to HRIS, payroll, skills testing, and reference checks that also trigger new-hire tasks.

What Are the Types of ATS?

The types of ATS available are usually grouped four ways: by deployment model, by organization size, by industry, and by whether the tool is standalone or part of a wider suite. Rather than fundamentally different technology, most types of applicant tracking systems differ in how they are hosted, how much they automate, and how deeply they fit a given sector.

ATS Types by Organization Size

ATS types differ most visibly by the size of the team using them. Start-ups and small businesses benefit from job board integration, resume parsing, and timely communication that let small teams hire faster and often stand in for a formal HR department; many serve as end-to-end tools that reduce hiring costs. Enterprise and high-volume employers need advanced automation and search to pre-screen thousands of applicants, store data centrally, and automate scheduling across complex calendars, which matters most in hybrid work.

Types of ATS by Industry

Each industry tends toward platforms built for its requirements.

• Government: Standardizes requisitions and keeps audit-ready records; strong public sector options anonymize candidates in ways that mitigate the impact of bias.
• Staffing: Manages high volumes and lets recruiters message many candidates at once.
• Hospitality: Fills roles fast through targeted advertising and custom career sites.
• Education: Screens large pools faster and standardizes a fair process.
• Retail and hourly: Uses a short, fully digital application to reduce time-to-hire.
• Manufacturing: Offers a mobile-friendly application to raise response rates.
• Nonprofits: Helps lean teams reach mission-aligned candidates through broad job board integration.

Cloud-Based vs On-Premise ATS

Most organizations now run a cloud-based (online) ATS rather than an on-premise system hosted internally. A cloud system lets global teams manage hiring locally while holding to company-wide standards, and it removes the maintenance of self-hosting. When comparing cloud vendors, vet each provider's encryption and security credentials, covered below.

Standalone ATS vs All-in-One Recruitment Suite

The last distinction among different applicant tracking systems is scope. A standalone ATS handles tracking and hands off to separate tools for interviewing, testing, and reference checks. An all-in-one suite combines those functions, reducing vendors and keeping candidate data consistent from application to hire. VidCruiter takes the suite approach through its recruitment automation platform.

What Are the Benefits of Using an ATS?

The main benefit of an ATS is that it centralizes hiring, which saves time and improves decisions. On average, recruiters spend about 13 hours sourcing candidates for one opening, and an ATS cuts that sharply.

• Centralized data keeps every applicant searchable in one database.
• Reporting shows where candidates come from and where the process slows.
• Applicant ranking filters and prioritizes candidates so teams can decide faster.
• Compliance records activity and standardizes steps for legal requirements.
• Candidate experience improves with faster responses and personalized messaging; see candidate experience.

An ATS is especially valuable for high-volume hiring, seasonal peaks, and global recruiting, where automation lets teams scale without adding headcount.

How Do You Choose the Best ATS?

To choose the best ATS, match features, automation, and support to how you actually hire, then confirm the platform can grow with you. Review your current process and list required features before comparing vendors.

What Features Should an ATS Have?

• Posting to multiple job boards so you can compare channels and calculate sourcing return on investment (ROI).
• Flexible keyword screening using spelled-out terms, acronyms, and skill synonyms, so qualified candidates are not filtered out.
• Personalized candidate communication mapped to each hiring stage.
• Tracking for time-to-hire, quality of hire, and sourcing effectiveness.
• Reusable workflows and templates, plus customizable steps that support diversity, equity, and inclusion practices.

What Questions Should You Ask ATS Vendors?

• How many job boards do you integrate with, and can candidates self-schedule interviews?
• Can we build branded careers pages and customize workflows to our process?
• Will my team receive training, and do you support applicants using the platform?
• Is implementation included, with a dedicated setup and advisory team?

A red flag is a vendor that treats implementation and training as an afterthought. Most rollouts take two to four weeks, and setup shapes long-term adoption.

How Does an ATS Use AI?

Many current systems use AI for resume parsing, candidate matching, and predictive analytics, which speeds up early screening. The value comes from pairing that speed with human judgment: results should support a recruiter's decision, not make it for them.

Responsible use also means addressing the AI risks tied to regulatory and ethical concerns. A durable ATS keeps AI features transparent and helps teams apply analytics in ways that mitigate the impact of hiring bias. For more, see our AI framework guide.

Is an ATS Secure and Compliant?

A cloud-based ATS should demonstrate strong security before you trust it with candidate data. Ask each vendor to show credentials and encryption in transit and at rest.

• Certifications: SOC 2, ISO 27001, ISO 27017, ISO 27018.
• Privacy regulations: GDPR, PIPEDA, CCPA.
• Accessibility: VPAT conformance for candidate-facing pages.

VidCruiter maintains these standards; see the security page.

How Much Does an ATS Cost?

The cost of an ATS depends on the pricing model. Common models are per user, per job posting, and flat-fee subscription. Open-source systems exist but usually come without implementation or support, shifting that work in-house. Most implementations take two to four weeks.

VidCruiter uses custom pricing based on team size, hiring volume, and the tools you need. See the pricing page or request a demo.

Why Do Hiring Teams Choose VidCruiter?

• Guided setup: Implementation and Client Success teams configure the platform to your process.
• Scales with you: Automation grows from start-up to enterprise on one platform.
• All in one place: Tracking, interviewing, testing, and reference checks in a single system.
• Security you can verify: SOC 2, ISO, GDPR, PIPEDA, CCPA, and VPAT credentials.
• Human review of AI: AI assists screening; people make the hiring decisions.

Request a demo or explore the applicant tracking software.