With so many options available, it can be difficult to decide which online applicant tracking services to use. By examining your company's needs, you can locate the ideal system for your recruiters. Knowing how many employees you support and hire can be beneficial in narrowing down your choices.

As with most software options, online applicant tracking services vary in price, ranging from completely free to more than $1,000 annually, depending on the features and the access provided. Consider the following when examining the pricing and costs of applicant tracking:

1. Access free downloads of resume tracking software.

2. Try using middle-grade resume tracking systems.

3. Purchase high-end applicant tracking systems.

Action Steps for Finding and Using Applicant Tracking Software
The best contacts and resources to help you get it done

Download a free recruiting software system

You can download free versions of candidate tracking software from the Internet. Many of these systems may not have all the extra features offered by other software packages on the market, but this is an ideal option if your business is getting off the ground.

I recommend: Billed as the world's most popular applicant tracking system, CATS is written by recruiters for recruiters. Since it's accessible from anywhere over the Internet, it provides flexibility to your business. SmartRecruiters is another site to download free applicant tracking software. This system is ideal for those whose business employs less than 2,500 workers.

Use middle-grade applicant tracking systems for smaller businesses

Ranging from less than $30 per month to around $100 per month, these middle-of-the-road candidate tracking system options are ideal for small businesses. While you may not receive all the bells and whistles, these systems work well for general recruiting needs.

I recommend: Akken offers a comprehensive applicant tracking system, providing support whenever you made need it. E-mail and website hosting is also available with its system. Catch the Best has several different packages to choose from, even allowing you access to its tracking system for free during your first month.

Invest in high-end applicant tracking systems

While traditional software solutions cost more than free and web-based systems, you have instant access to all the program's features as well as a free or reduced price on upgrades. This type of software can cost anywhere from around $1,000 to more than $2,500 annually, plus fees for adding users.

I recommend: JobDig Tracker prides itself with no set-up fees, add-ons or hidden fees, even providing a one-month free trial. Unlike other systems, it uses a month-to-month contract. Kronos has a system that can be used with thousands of different users without using up bandwidth. Its resume tracking system is web-hosted on its own site, so it never bogs down your server.

Tips & Tactics for Choosing the Right Applicant Tracking System

Helpful advice for making the most of this Guide

• •  Check out free trials and demos of any applicant tracking system titles that you are considering. If the company does not list a free trial offer on its website, then call to see if a demonstration can be arranged.
• •  Don't forget to check the fine print in your contract with these applicant tracking software companies. If you plan to cease service with them, then you want to make sure you didn't violate any agreement.

Thanks to online job boards and recruitment Web sites, any company advertising an open position gets inundated with hundreds of resumes -- most from unqualified candidates.

Technology may have created headaches for many HR departments, but it can cure them, too. The solution? Applicant tracking systems that automate the online job application and resume tracking process, including collecting, reviewing and responding to resumes. At the bare minimum, your applicant tracking system should enable you to:

1. Do candidate tracking by referral source.
2. Manage applicants during the entire recruiting process, from screening and evaluation through interviewing and hiring.
3. Share candidate information with colleagues.
4. Send emails and updates to job applicants.
5. Report recruiting metrics, such as cost per hire and time to fill.

Action Steps
The best contacts and resources to help you get it done

Evaluate your resume tracking needs

Only once you’ve identified your company’s needs can you expect to find a solution that meets them. Depending on your size and hiring procedures, concerns might include software compatibility, search capabilities, ease of use and security.

I recommend: Workforce Management Magazine’s free Applicant Tracking Decision Guide will help you determine your specific needs and find applicant tracking systems to meet them.

Compare applicant tracking systems

Most applicant tracking software is Web-based and can be accessed exclusively via the Internet thanks to an application service provider (ASP). Some, however, are self-hosted. Which solution you choose depends on your security needs and on the number of users you’ll have.

I recommend: The top five applicant tracking system providers, according to Workforce Management’s Hot List [PDF link], are Recruitmax, Taleo, Kenexa, iCIMS and Bernard Hodes Group.

Advertise jobs with your new applicant tracking software

The best applicant tracking systems allow you to create a corporate career site on which to post job openings and attract candidates.

I recommend: Write an effective job description with help from Business.com vendors, then post it to your corporate career site. To pull candidates to your site, use software such as SmartPost, PostingPal or RecruitUSA that post to multiple job boards quickly and easily.

Collect information on job candidates

Applicant tracking systems’ key feature is data collection. When candidates apply for a job through your system, their background and qualifications are stored electronically in a searchable candidate tracking database, allowing you to easily sort, filter, find and assess applicants.

I recommend: Applicant tracking systems allow you to manually enter applicant information, too. Visit Business.com to find out where to do background checks, get employment tests and find public records, then enter relevant information into your applicant tracking system.

Measure your applicant tracking system’s performance

The goal of applicant tracking software is to help you find the right candidates to fill open jobs as quickly and for as little money as possible. Your chosen applicant tracking system should come with a reporting function that tells you whether or not it’s helping you do that.

I recommend: Consult with experts at employment agencies and recruiting firms—several are listed at Business.com—to learn what benchmarks you should be setting. Your ultimate goal should be to lower your cost per hire; use the calculator from TEKsystems or Aerotek to determine your numbers before and after implementing an applicant tracking system.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Applicant tracking systems cost anywhere from a few hundred dollars to thousands. Arguably more expensive, however, is the cost of unfilled positions. Consider the savings that applicant tracking software can provide, then, along with its cost.
• •  If you’re like most companies, an applicant tracking system isn’t the only tool in your tool belt. Make sure, then, that your newest HR toy plays well with your older ones, including your HRMS and CRM software.
• •  If you want to stay on the cutting edge, look for applicant tracking software with RSS functionality, which can send job openings directly to qualified candidates’ desktops, eliminating the need for them to find you online.
• •  Because the best applicant tracking systems have similar features, quality of service is a better differentiator than functionality.
• •  An applicant tracking system is also a marketing tool, as candidate tracking enables you to interact more frequently, more quickly and more intimately with candidates. And when applicants have a positive experience, it improves your company’s image and reputation.
• •  Don’t buy technology your team won’t use; that’s the biggest mistake that applicant tracking software buyers make.

Applicant tracking systems have found their way into more and more businesses as of late due to their convenience and ability to reduce a company's overall cost. Developed by companies to recruit employees more efficiently, it's vital to stay up-to-date on any changes to this software.

Because there are so many aspects of recruiting software to sift through, you should pay attention to any changes in software through several different sources. Consider the following when evaluating applicant tracking news and trends:

1. Use trade association publications to keep up with applicant tracking software.

2. Register through associations, and get notified of any changes to your web applicant tracking system.

3. Access blogs from websites catering to applicant tracking systems.

Action Steps
The best contacts and resources to help you get it done

Subscribe to human resource publications, and pay attention to job applicant tracking news

Human resource publications are an effective way to stay informed about changes in the recruiting industry. Take responsibility and familiarize yourself with changes of any sort to recruiting software. This can consist of larger companies buying out other tracking systems or updates to this year's release of the software. Locate sections in the publication based on candidate tracking software so you can stay updated on important changes.

I recommend: Owned by CareerBuilder.com, Personified offers up-to-date information regarding recruiting technologies. Sold annually, its publication offers a review and comparison chart of the top candidate tracking systems on the market. Workforce Management, a publication from Crain Communications, caters to those in human resources. As a member, you have access to many online articles, including information on applicant tracking systems.

Join associations to have first-hand access to changes in applicant tracking software

Organizations and associations are an effective way to stay abreast of any changes to anything related to the recruiting industry. You can also network with others in your field, asking questions or advice for concerns you may have involving recruiting software.

I recommend: With a membership to the Society for Human Resource Management, check out the HR Magazine. You also gain access to what's new with the candidate tracking system. Consider Recruiters Network, which is affiliated with The Association for Internet Recruiting. On its site you have access to a list of applicant tracking programs where you can check for changes to the software.

Stay up-to-date on changes to resume tracking software via online sites

It may be overwhelming to digest all the information available on applicant tracking systems. Try to stay informed as best you can about any changes involving the software. Check out industry leaders for daily updates if possible.

I recommend: Look to RecruitingBlogs.com, and search through its list of blogs. You can find blog posts about applicant tracking systems and recent updates to these systems. Electronic Recruiting Exchange features the ERE Blog Network with opinions from leaders in the human resource and recruiting field. Search through its site for news on applicant tracking software.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Oftentimes the most current place to find updates on resume tracking software is from the company itself. It's best to know what software you own, along with any product numbers, when searching out these updates.