How do application tracking systems work?

How do applicant tracking systems (ATS) work? Applicant tracking systems act as electronic gatekeepers for employers and hiring managers. The ATS parses a resume's content into categories and then scans it for specific keywords to determine if the job application should be passed along to the recruiter.

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Applicant Tracking Form

Applicant Tracking Form

Category:

Employment - Hiring - Recruitment

State:

Multi-State

Control #:

US-291EM

Format:

Instant download

What this document covers

The Applicant Tracking Form is a tool designed to streamline the interview process by helping employers keep track of job applicants. This form is distinct from other employment forms as it focuses specifically on the management and evaluation of candidates throughout various stages of hiring, ensuring a systematic approach to recruitment.

Key parts of this document

Candidate: Section to input the applicant's name and contact information.
Recruiter: Space to identify the recruiter overseeing the hiring process.
Group Interview: Fields to note details about group interviews conducted with the candidate.
Hire: Section to indicate the selection decision regarding the applicant.
Comments: An area for additional notes and evaluations from the interview team.

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Common use cases

This form is ideal for any organization actively recruiting candidates for open positions. Use it during the interview process to gather and organize information on applicants, especially when conducting multiple rounds of interviews or when collaborating with multiple team members in the hiring process.

Who this form is for

Human resources personnel involved in recruitment.
Hiring managers coordinating interviews.
Recruiters looking to streamline candidate evaluation.
Teams participating in the interview process.

How to complete this form

Identify the candidate by entering their name and contact details.
Enter the name of the recruiter responsible for the hiring process.
Document the details of group interviews, including participant names and feedback.
Specify the hiring decision, indicating whether the candidate is selected or not.
Add comments and notes from interview evaluations to provide context for the hiring decision.

Notarization guidance

This form usually doesn’t need to be notarized. However, local laws or specific transactions may require it. Our online notarization service, powered by Notarize, lets you complete it remotely through a secure video session, available 24/7.

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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.

Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.

Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.

If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.

We protect your documents and personal data by following strict security and privacy standards.

Common mistakes to avoid

Failing to record interview feedback promptly.
Leaving out key candidate details such as contact information.
Not updating the status of candidates after interviews.
Inconsistent note-taking among interviewers.

Benefits of completing this form online

Easy access to fill and edit the form from anywhere.
Secure storage of candidate information.
Ability to collaborate with team members in real-time.
Improved accuracy in tracking applicants and making decisions.

Legal use & context

The form helps ensure compliance with hiring regulations by accurately tracking applicant data.
It serves as a documented process that can be referenced in case of disputes or audits.

Quick recap

The Applicant Tracking Form helps organize and streamline the hiring process.
Use it to document essential candidate information and interview evaluations.
Ensure all team members participate in maintaining accuracy and consistency.

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FAQ

How do applicant tracking systems (ATS) work? Applicant tracking systems act as electronic gatekeepers for employers and hiring managers. The ATS parses a resume's content into categories and then scans it for specific keywords to determine if the job application should be passed along to the recruiter.

Understand how a new Applicant Tracking System could help. Identify your ATS needs. Get a team together. Get executive buy-in for the new applicant tracking system. Create your applicant tracking software shortlist. Schedule a demo of different ATS systems. Compare ATS solutions.

When applicants apply for a job online, their contact information, experience, educational background, resume, and cover letter are uploaded into the database. The information can then be transferred from one component of the system to another as candidates move through the hiring process.

Use keywords customized for the job. Use standard section headings. Don't let your CV get too fancy. Check your spelling and grammar. Use full acronyms and titles. Apply, even if you might not be qualified. Follow up with the employer.

Choose the Right Keywords. Use Critical Keywords More Than Once. Incorporate a Skills Section or a Summary of Qualifications. Customize Your Resume for the Job. Don't Leave off the Dates of Your Employment. Keep the Format Simple and Avoid Fancy Graphics.

Employ A CRM Tracking System. Keep The Application And Hiring Process Simple. Keep Your Physical Applications Organized. Take Advantage Of Calendar Reminders. File Again After The Interview Process. Always Keep Important Documents.