Definition
An applicant tracking system (ATS) is software that helps employers manage hiring from job posting through offer. It collects applications, stores candidate records, moves candidates through defined stages, and coordinates interviews and feedback. An ATS gives recruiters one record of every applicant and what happened to each.
Also known as: ATS, applicant tracking software
How it works
Recruiters create a job requisition and publish it to the employer's career site and job boards. Applications flow into the ATS, which parses resumes into candidate profiles and places each candidate in a stage such as screening, interview, or offer. Hiring managers review candidates, leave scorecards, and schedule interviews, often with calendar integration.
The system keeps a record of applicants and the decision made at each step. That history supports reporting on source of hire and time to hire, and helps employers retain hiring records. The EEOC requires employers to keep personnel and employment records, including hiring records, for one year, and longer once a charge of discrimination is filed. Many ATS products integrate with background checks, assessments, and HRIS tools so accepted offers become employee records.
Example
A growth-stage company posts five engineering roles. Its ATS collects 600 applications, ranks them by stage, and lets interviewers log scorecards. When an offer is accepted, the candidate record transfers to the HR system.
How it differs from similar terms
Applicant Tracking System vs Human Resource Information System. An ATS manages candidates before they are hired. An HRIS manages employee records after the hire, and the two are often integrated.
Applicant Tracking System vs Employee Onboarding. An ATS ends at the accepted offer. Onboarding covers the process of getting the new hire set up, completing forms, and productive.
Software that handles it
- Applicant Tracking Systems
A shortlist of applicant tracking systems ranked from verified product data, so you can compare workflow, job distribution, compliance features and real pricing instead of vendor claims.
- Talent Acquisition Software
A shortlist of talent acquisition platforms ranked from verified product data, so you can compare sourcing, applicant tracking and onboarding handoff on facts rather than demos.
Related terms and guides
Frequently asked questions
What does an applicant tracking system do?
An ATS publishes jobs, collects applications, stores candidate records, and moves candidates through hiring stages. It also supports interview scheduling, scorecards, offers, and reporting. The result is a single, searchable record of who applied and how each candidate was handled.
How long must employers keep hiring records?
The EEOC states employers must keep personnel and employment records for one year, and until final disposition if a discrimination charge is filed. An ATS can help preserve those records, but employers should confirm retention settings and any longer state or contractor requirements.
Is an ATS the same as a recruiting CRM?
No. An ATS manages active applicants for specific open roles. A recruiting CRM nurtures prospects and talent pools before roles exist. Some products combine both, so check whether sourcing and nurture features are included or sold as a separate module.