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Fri Feb 09 2024

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Candidate Tracking System for Staffing Agencies

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candidate tracking system

Are you like most hiring managers? Do you always look out for top talent? But hey we know, with so many candidates to track, it can be tough to keep up. That's where a candidate tracking system comes in.

A candidate tracking system is a software application that helps you manage the entire hiring process, from sourcing candidates to making a hiring decision. With its technology, you keep track of all your candidates, their resumes, and their application materials. It can also aid you in automating tasks like scheduling interviews and sending out rejection letters.

But that leaves many questions unanswered still. For starters, what does a candidate tracking system in the USA include and how can it help you find the best candidates for your open positions? Let’s see how candidate tracking systems can hire the best people for your team.

What Is A Candidate Tracking System?

A candidate tracking system (CTS) is a software application that helps businesses manage the recruiting process. It does this by storing and organizing information about candidates, such as their resumes, cover letters, and interview notes. Did you know this information is then used to track the progress of each candidate through the hiring process? Eventually, it helps make sound decisions about who to hire.

CTSs can prove to be very helpful for businesses of all sizes, but this rings true especially for ones that hire a lot of people. Why? Because they can help businesses keep track of a large number of candidates. Not to mention, they can be entrusted with the duty to check if all of the necessary information has been collected and organized properly.

Thinking about using a CTS? There are a few things to keep in mind. First, is the platform you chose compatible with your existing software? Second, check if it is easy to use and navigate. Third, confirm whether the setup is affordable. There are a few different options of such systems available. Some of the most popular CTSs include Pitch N Hire, Greenhouse, Lever, and Workday.

Who Uses A Candidate Tracking System in the USA?

Is your business looking to improve its recruiting process? CTSs can help your firm save time and money. Improving accuracy and making better decisions about hiring are close seconds.

Here are some of the types of businesses that use candidate management software in the USA:

  • Human resources departments
  • Recruiting agencies
  • Small businesses
  • Large corporations
  • Government agencies

If you are on the hunt for a way to improve your recruiting process, such tracking software is always a good place to start.

Benefits Of Using A Candidate Tracking System

We know the hiring process from start to finish can be long and tedious. Why are we fooling but ourselves? It is rather difficult to keep track of all the candidates you've interviewed. Then there’s remembering their qualifications and your notes from each interview. That's where a candidate tracking system comes in.

A candidate tracking system is a software application that helps you manage the entire hiring process from start to finish. It can help you:

  • Track candidates throughout the hiring process
  • Store and organize candidate information
  • Automate tasks, such as sending out interview invitations and thank-you notes
  • Collaborate with hiring managers and other team members
  • Analyze data to hire better talent

When streamlining the hiring process and making better hiring decisions are the goals, a candidate tracking system is the winning solution any day.

Want to take a look at some benefits of using candidate management software in the USA? Here we have listed the crucial ones for you:

  • Save time: ATS tools in the USA can aid you in saving time by automating tasks and keeping track of candidates. And to think that this is done throughout the hiring process!
  • Improve communication: An applicant tracking system can improve communication with candidates by providing them with a status update on their application and allowing you to send them automated messages.
  • Make better hiring decisions: With such a system, you can make better hiring decisions by considering the ATS data and analytics about your candidates.
  • Increase diversity: You can ensure increased diversity by tracking candidates from a variety of backgrounds.

Looking for a way to amp up your hiring process? With a candidate tracking system, you not only save time and improve communication, but also make better recruitment decisions and increase diversity.

Features Of A Candidate Tracking System

By now, we know a candidate tracking system is a software application that helps you manage the recruiting process. There’s no doubt that it can help keep track of candidates, schedule interviews, and assess their qualifications.

So what are the most helpful features that make a CTS worth every penny you pay for it? Let’s take a close look at some of the many things it offers:

  • Candidate profile: This is essentially a record of an applicant’s contact information, qualifications, and experience. Store all this data on the candidate tracking system to easily access it whenever you need.
  • Applicant trackingThis is the process of tracking the progress of candidates through the recruiting process. A candidate tracking system can help you track which candidates have applied for which positions, which interviews they have scheduled, and which offers they have accepted.
  • Interview schedulingThis can help you schedule interviews with candidates. You can use the system to send interview invitations, track responses, and reschedule interviews as needed.
  • Assessment: This lets you assess candidates' qualifications. You can use the system to create assessments, such as tests or interviews, and track candidates' scores.

These are just some of the features of a candidate tracking system. Trust us when we say there are plenty more of them. Just make sure you know what each of its features mean before committing to one.

How To Choose A Candidate Management System in the USA?

Sure you understand what such a system is and how it works. But the question remains: how do you know which one is the best? Fortunately, there are some markers that can help us gauge which CTS to go for. Take a look:

  • Consider your needs: What are you looking for in a candidate tracking system? Do you need something to handle a large bulk of candidates? Do you want it to track candidates through the entire hiring process?
  • Evaluate your budget: How much are you willing to spend on a candidate tracking system? Fortunately, there are systems aplenty, and all at different price points. So, you are never short of choices.
  • Research your options: There are many different candidate tracking systems in the USA. Take some time to research your options and compare features and prices.
  • Talk to other businesses: Talk to other businesses that use candidate tracking systems to get their feedback. What do they like about their system? What don't they like?
  • Read reviews: Read online reviews of candidate tracking systems to get an idea of what other users think of them.
  • Commit to one: Once you've considered all possible offers on the market, make a decision about which system is right for you.

Here are some additional things to look out for when choosing an applicant tracking system:

  • Easy to use and navigate
  • Ability to integrate with your existing software
  • Secure
  • Good customer support

Once you've chosen a candidate management system in the USA, train your employees on how to use it. It’s no fun if you don’t get the most out of the system. Remember, the goal still is to ensure the hiring process runs smoothly.

Tips For Using A Candidate Tracking System

You might have a tracking system to make hirings easy, but that does not guarantee everything ATS offers. Want to maximize its benefits? Follow these tips and you will get the most out of your hard-earned money:

  • Choose the right system: You will be exposed to multiple candidate management systems in the USA. So it's important to choose one that meets your and the company’s specific needs. Consider a few things first. For example: size of your company, the number of candidates you typically hire, and the features that are important to you.
  • Set up your system correctly: Have you already chosen a system? It’s best to take the time to set it up correctly. This includes creating profiles for your open positions, adding candidates, and setting up workflows.
  • Be regular in use: Want to get the most out of a candidate tracking system? The trick is to use it regularly. This includes adding new candidates, updating their profiles, and tracking their progress through the hiring process.
  • Improve your hiring process: Such a system can identify areas where your hiring process can be improved. We are talking identifying bottlenecks, areas where you're losing candidates, and places where you're not getting enough qualified ones.
  • Track your progress: ATS tools for recruitment in the USA can help you to track your progress throughout the hiring process. So, we mean tracking the number of candidates you've interviewed, the amount of offers you've made, and the quantity of hires you've made.

When you want to use a tracking system to improve your hiring process and find the best candidates for your open positions, this is the best way forward.

How to Balance Manual Recruitment Efforts With ATS?

Applicant tracking systems (ATS) are a powerful tool for recruiters, but they can't do everything. Here are a few tips on how to balance manual recruitment efforts with ATS:

  • Screen resumes: ATS can help you quickly identify candidates who meet the minimum qualifications for a job. This will save you time and allow you to focus on reviewing resumes from qualified candidates.
  • Schedule interviews: With ATS, you can keep track of candidates' availability and schedule interviews accordingly. So, that means you can avoid scheduling conflicts and, therefore, make the best use of your time.
  • Track candidates' progress: You will also be in charge of each candidate's progress throughout the recruitment process. So, all candidates will be treated fairly and the process will continue moving along smoothly.

However, ATS is not a replacement for human judgment. Always use your own judgment when making crucial hiring decisions. Here are a few things to bear in mind when balancing manual recruitment efforts with something digital like ATS:

  • Don't rely solely on ATS to make all the tough choices for you. ATS can help you screen resumes and schedule interviews, but it is important to use your own judgment when making hiring decisions.
  • Use ATS to supplement your manual recruitment efforts. ATS can help you save time and be more efficient, but it is important to still use your own judgment and make human connections with candidates.
  • Don't forget the human element. ATS can be a great tool, but remember that there are real people behind the resumes and applications. Always take the time to know each candidate and gauge if they would be a good fit for your firm.

By following these, you can use ATS to your advantage and balance manual recruitment efforts with technology.

How To Scale Up Your ATS Tools for Recruitment in the USA?

Having a CTS does not guarantee every benefit it offers. You must know how to scale the system to its limits to be able to access all possibilities. Below we have a few tricks lined up for you that can really make a difference. Take a look:

  1. Automate your processes so that you can focus on other tasks.
  2. Use a cloud-based system to access your data from anywhere.
  3. Integrate your system with other tools to save time and improve efficiency.
  4. Use data analytics to track your progress and make informed decisions.
  5. Train your team to ensure everyone knows how to use the system and how to track candidates effectively.
  6. Monitor your results to check if you are getting the results you want from your system.
  7. Make changes as needed.
  8. Keep up with the latest trends. 
  9. Get feedback from your team. 
  10. Be patient because it takes time to scale up.

Following these can scale up your candidate tracking system and improve your hiring process. Make sure you always heed feedback, be it from your team or other companies using the same system. There’s always room to improve.


So, a candidate tracking system is a valuable tool for any organization that is looking to streamline the hiring process. By automating many of the tasks involved in recruiting and onboarding, it can save time and money, while also improving the quality of the hiring decisions.

If you are considering implementing such a system, choose one that meets the specific needs of your organization. Some factors to consider include the size of your organization, the number of candidates you typically hire, and the features that are most important to you.

With well-chosen ATS tools for recruitment in the USA, you can improve your hiring process and find the best candidates to fill vacancies. We recommend giving Pitch N Hire a go, before you consider others. Sign up today to explore a world of hiring solutions.

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