How can you create a secure and user-friendly ATS system for HR and job applicants?

1 Choose a reliable ATS provider

The first step to create a secure and user-friendly ATS system is to choose a reputable and trustworthy ATS provider. You should look for an ATS provider that offers features such as encryption, backup, firewall, authentication, and access control. These features will help protect your data and prevent unauthorized access or breaches. You should also check the provider's reputation, reviews, and customer service. You want an ATS provider that has a proven track record of delivering quality service, resolving issues, and updating their software regularly.

2 Customize your ATS settings

The next step to create a secure and user-friendly ATS system is to customize your ATS settings according to your needs and preferences. You should adjust your ATS settings to match your hiring workflow, your branding, and your communication style. For example, you can customize your ATS settings to create job-specific application forms, to automate email responses, to filter candidates based on keywords or criteria, and to integrate with other tools such as calendars or social media. By customizing your ATS settings, you can make your ATS system more efficient, consistent, and personalized.

3 Train your HR team

The third step to create a secure and user-friendly ATS system is to train your HR team on how to use the ATS system effectively and responsibly. You should provide your HR team with clear and comprehensive instructions on how to access, operate, and maintain the ATS system. You should also educate your HR team on the best practices and policies regarding data protection, privacy, and compliance. For example, you should train your HR team on how to handle sensitive information, how to avoid discrimination or bias, and how to comply with local and federal laws such as the GDPR or the EEOC.

4 Test your ATS system

The fourth step to create a secure and user-friendly ATS system is to test your ATS system before launching it to the public. You should conduct a thorough and rigorous testing of your ATS system to ensure that it works properly, that it meets your expectations, and that it does not have any glitches or errors. You should test your ATS system from both the HR and the applicant perspectives, and solicit feedback from both groups. You should also test your ATS system across different devices, browsers, and platforms, and fix any compatibility or accessibility issues.

5 Monitor and update your ATS system

The fifth step to create a secure and user-friendly ATS system is to monitor and update your ATS system regularly. You should keep track of your ATS system's performance, usage, and feedback, and use this data to identify any problems, gaps, or opportunities for improvement. You should also keep your ATS system updated with the latest security patches, features, and enhancements. By monitoring and updating your ATS system, you can ensure that it remains secure, user-friendly, and compliant.

6 Engage with your applicants

The sixth and final step to create a secure and user-friendly ATS system is to engage with your applicants throughout the recruitment process. You should use your ATS system to communicate with your applicants in a timely, transparent, and respectful manner. You should inform your applicants about the status of their application, the next steps, and the expected timeline. You should also provide your applicants with feedback, guidance, and support, and invite them to ask questions or share their concerns. By engaging with your applicants, you can build trust, rapport, and loyalty, and enhance your employer brand.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?