The Role of Applicant Tracking Systems in Onboarding

Published On
Mar 13, 2023
Read Time
4 Minutes
OnBlick Inc

We all know how crucial the process of employee onboarding is. It allows new hires to understand and adjust to the organizational culture, policies, and expectations. The process involves providing new hires with the necessary resources, training, and support to ensure they become productive team members.

However, onboarding can be complex and time-consuming, particularly for large organizations with high turnover rates. This is where Applicant Tracking Systems (ATS) come into play.In this article, we explore how an applicant tracking system aids companies in employee onboarding.

Applicant Tracking Systems – An Overview

An Applicant Tracking System is software that helps employers manage their hiring process. It allows companies to post job openings, screen resumes, and manage applications. The system offers a database of information for future use, such as when a former applicant applies for a new position. It can also be used as a tool to look for possible applicants from applications of earlier job listings.

Applicant Tracking Systems are becoming increasingly popular among organizations of all sizes and industries. And, their use is not limited to recruitment alone. They can also be helpful in employee onboarding, streamlining the process and providing a range of benefits.

The role of Applicant Tracking Systems in Onboarding

An ATS can be crucial in employee onboarding, allowing companies to automate the process and improve efficiency. Here are some ways an Applicant Tracking System can streamline employee onboarding:

Pre-Onboarding: Pre-employment screening is a crucial step in the onboarding process. This includes reference checks, qualification and job history checks, and occasionally even identification, criminal background, or health checks.

Applicant Tracking Systems help with the pre-onboarding process by automating the creation of offer letters, contracts, and other necessary documents. This can significantly reduce the time and effort required for administrative tasks. So, don't these systems help HR teams to focus on other important aspects of onboarding?

They can ensure that all pre-onboarding tasks (such as background checks, drug tests, and other compliance requirements) are completed on time. This lets the new hire be fully prepared and compliant with company policies before starting their role.

Training and Development: The system can be used to develop personalized training plans for new hires. This includes assigning online courses, scheduling in-person training, and setting goals for new employees. These plans can be tailored to the employee’s role, experience, and skillset. Devising such plans helps ensure they receive the training needed to be successful in their new position.

Tracking Progress: Companies can use the system to track new hires’ progress throughout onboarding. This allows HR teams to identify any potential issues or roadblocks and take corrective action as needed. By monitoring the progress of each new hire, companies can ensure that they are on track to become productive team members.

Communication and Engagement: With the help of Applicant Tracking Systems, communication and engagement with new hires can become a breeze. The system can send automated emails, text messages, push notifications, updates and reminders about the onboarding process.

These systems can also facilitate communication between new hires and HR teams. This is made possible by allowing them to ask questions, share feedback, and address concerns.

Benefits of Using Applicant Tracking Systems in Onboarding

Using applicant tracking software in onboarding offers several advantages, including:

Time and Cost Savings: The system can significantly reduce the time and cost associated with onboarding. HR teams can complete onboarding tasks more efficiently by automating administrative tasks and providing a centralized platform for tracking progress.

The system can handle a large volume of applications and new hires simultaneously. Doesn't it reduce the time required to onboard multiple employees?

Improved Efficiency and Productivity: Applicant tracking software enhances efficiency and productivity by streamlining the onboarding process. While the system takes care of the mundane and tedious administrative tasks, HR teams can focus on more strategic tasks. They can involve in anything from designing personalized training plans to engaging with new hires to tracking progress.

Applicant Tracking Systems help ensure that new hires are fully prepared and integrated into the organization. They ultimately lead to faster productivity and better job satisfaction.

Enhanced Compliance and Security: Who said Applicant Tracking Systems can’t help ensure compliance with legal requirements and company policies? They can automate background checks, drug tests, and other compliance requirements. This is essential to ensure that new hires are fully compliant before starting their role.

Moreover, since these systems are secure, they can protect sensitive employee data and prevent breaches. However, HR teams must ensure the system is secure and compliant with privacy regulations, such as GDPR or CCPA.

Better Candidate Experience: An Applicant Tracking System can improve the candidate experience by providing your new hires with a seamless and personalized onboarding process. Your employees can easily complete tasks and access information, reducing the stress and confusion associated with the onboarding process. This can help create a positive impression of the company and increase employee retention rates.

What happens if you don’t choose the right ATS?

While Applicant Tracking Systems offer several benefits, they also present some challenges. Here are a few problems associated with not using the right system in onboarding:

Possibility of technical Issues: Similar to any technology, Applicant Tracking software will likely have technical issues. Such issues can include slow loading times, errors, or bugs. They might lead to delays and frustration for HR teams and new hires, making the onboarding process less efficient.

Limited flexibility: Applicant Tracking Systems are designed to streamline processes and automate tasks. However, some of them may not be flexible enough to accommodate unique situations or employee needs.

While ATS can improve efficiency, it should not replace human interaction and support entirely. New hires may require additional support or guidance that cannot be provided through an automated system.

Summing Up

Applicant Tracking Systems are powerful tools that streamline employee onboarding, making the process faster, more efficient, and more personalized.  They can help ensure new hires quickly become productive team members. By automating administrative tasks, creating customized training plans, tracking progress, and improving communication,

However, as with any technology, these systems present benefits and challenges. HR teams should carefully evaluate their needs and capabilities before implementing a system. This will help to meet their requirements and enhance the onboarding experience for new hires.

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