The decision to implement an applicant tracking system is a no-brainer when looking for comprehensive solutions for high demand recruiting: speed up and automate workflows, cut down paperwork & menial tasks, improve collaboration, build talent databases and improve the pipeline and so much more.

Is the software that’s designed to reduce inefficiencies actually doing the opposite and creating new ones?

ATS software is designed to streamline workflows but if that’s not the end result, HR executives and C-Suite must deduce if the issue resides in the platform or the operation of it.

Some of the older, more robust systems were a one-size-fits-all approach and may not be perfectly suited to your industry. An imperfect fit can cause general frustrations in the daily workflow and ultimately a loss of faith in automation.

ATS providers have recently shifted focus to usability and end user experience which is great news for everyone in the industry. Whether you are on an aged platform or are adopting a brand new, highly tailored custom solution.

This still leaves the question of whether or not problems that arise are from the platform itself, or other causes, which can be corrected with the right problem-solving attitude.

We’ve listed four common problematic themes and solutions for frustrations seen in the automation game:


It just doesn’t work: Generalizations do not address specific problems nor do they provide a framework for solutions. If your team has given up on troubleshooting it might be a good time to schedule training sessions with your service provider. Have the HR team relearn the benefits of the platform and narrow down on specific problems that can be addressed. Alternatively, if your provider cannot offer solutions, an assessment can be done to determine if their solution really is the best fit for your industry & specific recruiting needs.


Time spent on poor candidates is not improving: Integrated & automated pre-screening allows recruiters to cut down time spent on candidates who are not suitable to move through the pipeline. If you don’t have this already active in your ATS, look for add-on services that can provide the same time-saving measures.


The ATS sourcing ecosystem doesn’t drive enough talent: Your ATS might be confined to posting to a limited number of job boards, or simply force people to go into a lengthy application process during casual discovery. Social media and mobile recruiting is becoming a leading method to source, driving unseen talent who stay away from job boards and recruiting agencies. Secondary providers can offer automated screening and feed an alternative influx of talent into your pipeline. Integrations can automate the flow.


Our pipeline progression isn’t working: For some company recruiters, by the time a candidate moves to the later stages of the recruiting cycle, they’ve lost the initial impressions they had of that candidate. We’ve all had this problem… A candidate passes assessments, a phone interview and maybe a video conference but by the time you are ready to schedule a face-to-face or even a second interview, they become just another name on a list. You’ve communicated with so many candidates in the last 5 weeks they all become data-points. Secondary software like a video interview provider, which can be integrated into your ATS can solve this problem. Instead of building a digital talent pool of names and checkboxes, recorded interviews can be called on at any time to refresh your memory and remind the recruiting team why someone is a good fit for the company.


In the end, the problems your recruiting team is facing may be a variety of things. Identifying and finding ways to maximize your ATS functionality, working with your service provider to determine solutions and improvements, and also looking at secondary providers for add-on services, is a best practice way of getting the most out of your company’s investment.

Sam Reid on Email
Sam Reid
Customer Success Leader @ Venterview
Sam Reid is the Customer Success Leader at Venterview. He brings 13 years of service desk experience in the banking sector, including a role at HSBC London. With 6 years in management overseeing teams of 40+ and handling recruitment responsibilities, he has a keen understanding of how to overcome hiring challenges. His current role involves aiding HR recruiters with their digital transformation.