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How to do recruitment online using applicant management systems ATS

Friday 8th Jan, 2021

Have you ever tried using any hiring software or applicant management software to attract talent online? There are a few tools on the market providing recruitment management (or in german “personalberatung software”) systems. They are called Applicant Tracking Systems – ATS. For instance Teamtailor, Taleo, Breezy, Freshworks, Manatal and LinkedIn. But do they really solve the problem? The biggest issue with doing online recruitment with any hiring solution is to get the right candidates. Candidates who are also motivated and aligns with the company values.


Many online recruitment software are just job boards that lets you post job ads instead of real hiring solutions. The consist of a job title and a description, and then a link to the job. This could be good in order to get visits from candidates interested in the job. A serious job post should be posted on the major job boards, and then point directly to the recruitment tool, which then can gather the applicants, ask the right screening questions and track the progress.


It’s what happens after what is interesting. The CV, curriculum vitae, is of course important as it contains the candidate job history. And references. The hiring process, as it now continues, is either manual or through an applicant tracking system. The hiring manager uses the recruitment software and sorts candidates and their applications in different status. This is a cumbersome job that are error prone. It’s hard to try to get an overview of a candidate just via the CV. A modern applicant management system instead tries to make a keyword read of the CV and provide a report. This can help the hiring manager to see if a certain skill or experience is present in a candidate’s CV. A good hiring solution can scan many CV’s at the same time and support the hiring manager. Scoring candidates and evaluate and match which candidates is the best match for the job is still a very manual process, with the help of advanced talent management software.


Some more advanced hiring solutions like Hyro has automated functionality to compare the experience, skills and motivation of a candidate by matching these values with the company’s needs for experience, skills and motivation – and provide a match score. This is done “on top” of the CV. In short, the candidate answers the same questions as the company do when they setup the job advertisement. On one side the candidate say he or she has a certain experience, and on the other side the companies adds which experience the candidate must have to be matched. The Hyro matching algorithm then matches all these questions and provides a score. This means the hiring process in the recruitment solution can be completely automated. As mentioned earlier, it’s about finding the right candidates. This is also ensured by having the candidate on one side answer questions about their personality and cultural preferences. The same questions are asked to the hiring company. Again Hyro matches these two side and provides a score. These calculations and automated scoring in the hiring solution are done on the fly, and the hiring manager can instantly see the results and add the matching candidates to the hiring process.


The hiring manager then invites the matching and relevant candidates for interviews. Scheduling can also be done in some hiring software. Others are just using their Google Calendar our Outlook. It can be hard to find a time for the interview, as hiring managers doesn’t have access to the candidate’s calendar availability. It means either some emails back and forth or just a quick phone call, sometimes performed via a secretary or assistant. This could mean one opportunity to get to know the candidate early that gets lost, as the person calling may not have the experience or information needed to answer the questions the candidates have. Candidates are informed throughout the process via status emails that the talent management software sends out. This could also be done manually.


In the recruitment software Hyro the scheduling of candidate’s interviews is also done automatically. The hiring manager adds their own preferred available times and when the candidate is invited, they can choose between these open times and directly pick the one they can. This has proven to save a lot of time. Scheduling of interviews supports online meetings and interviews, which is becoming a lot more common these days. You don’t have to meet in person. Home office are used by many companies.

The informing of the hiring status of a candidate throughout the hiring process is built in the core of Hyro. Every time a hiring manager from a company views the candidate profile, or performs any action – the candidate is informed via automated emails and notifications. In this way, candidates are kept engaged and motivated.


In applicant tracking systems (ATS) you can track the candidates throughout different steps in the recruitment process. There is a kind of a board with post it-notes on a wall and you move them to different steps in the process to visualize and keep track of the entire hiring process. This is done automatically in Hyro, as you can see all candidates in a neat overview. Imagine a board with four swimlanes, or columns with “Matched/Applied”, Scheduled for interview, Interviewed and Hired. The hiring process can be easily overviewed in just a snap.


In many recruitment systems the candidates are rejected using automated functionality. Let’s say only 1% of applicants in a hiring process gets hired – what happens then with the other 99%? Usually they get a standard mail thanking them for their time and interest, asking if they want to stay in the system and get other job opportunities. It is very rare that these candidates ever get contacted again. In the end they get deleted from the recruitment software.


In Hyro, all the candidate profiles are shared. No company owns the profiles of the candidates. So, when an applicant is applying for a job (by self-matching) – they do it from the same profile they use for all the jobs. This eliminates the need to create multiple applications for candidates, as well as allowing the candidate to apply for more jobs. The candidate, if rejected by one company, can then be hired by another. Thus, the value for the participants of this sharing candidate profile setup in the recruitment software, is very high. This then means that for companies using Hyro, there are already many good talents waiting to be matched. Some companies doesn’t even have to post on job boards in order to get candidates. They can search directly in Hyro. The recruitment database in Hyro is constantly being updated with new candidates.


If the company can’t find their candidates directly in Hyro, they can simply invite them. They will only show up as a match in the screening and matching algorithm if they actually are matching. This is a great feature that saves a lot of time in the hiring process. If companies want’s to by-pass the matching algorithm, they can anyway match their candidates manually by searching for them using search fields for i.e. experience, skills, country of residence, current city and future city. This makes Hyro the swiss army knife of online recruitment. One recruitment tool to solve so many problems at the same time.


Making a direct comparison to LinkedIn, this is not possible because of the network functionality. You have to be connected in order to see each other’s information. It’s also hard to look for jobs actively on LinkedIn when you have your current manager connected, as well as your colleagues. If the candidate all of a sudden follows competitors, it’s clear indication that they are actively searching for other jobs, as when applying on LinkedIn there is a tiny checkbox which says “follow this company”, which could show to all connected in the network that the candidate did that.


Candidates that are using Hyro to find a job, are doing so because they want to find their dream job. They are spending a lot of time on answering screening questions about their experience and skills in the recruitment software. Their activities are completely private and can’t be seen by colleagues or their managers. As they spend time to keep their profiles up to date, and are actively being asked if they are active, they will also respond to questions from recruiters and hiring managers to a higher degree. On LinkedIn and other social networking platforms, this is not the case. Not everyone is looking for a job there. Many are there to just network. And thus many attempts from recruitment consultants to get the candidates interested in a certain job and present them to the company will fail. In Hyro, candidates have created a profile because they want to explore what their next job is. Their next step. It’s a transparent process, yet only open to the players of the hiring process.


Hyro can help with all the relevant steps of the recruitment process and is indeed an advanced online recruitment software. With Hyro you get access to the best recruiting tools that only large corporations could afford. This is enabled because Hyro is a subscription-based software which distributes the cost among all the hiring companies. It’s sharing economy at its best.


Hiring platforms and candidate management system are helping companies finding great talent. But that’s not all. As companies realize that their recruitment process are sometimes touching their customers and may also affect their brand – they work on their reputation. Having a solid, transparent, friendly yet professional and fair (and equal) recruitment process is key. We all know how disappointing it can be to be rejected from a hiring process. We know, deep inside, that’s it’s of course always about finding the right match – both ways. However, it’s increasingly important that it actually goes both ways. Being able from both sides to choose the right company to work for and the right talent to hire as early as possible in the hiring process. Answering the Hyro screening questions allows both companies and the candidates to not waste time. If they see they are not a fit for a company, it doesn’t make sense for them to continue. It’s very important information also for the company to early be able to see the personality of a candidate. A question that later is hard to ask and when the skills match well. In Hyro, by answering if you for example like to work more on tasks individually and achieve your goals and deliver – or if you rather work and solve issues together with a team – has a huge importance for a hiring manager to know early. Clear and to-the-point matching reports shows this. The company only need to continue with the candidates they think match the job profile, and the candidate can look for other jobs where their personality is a better match. This is sometimes even more important when it comes to company culture. If a company wants self-driven doers in true “gung-ho”-style who runs fast and furious or if their culture is more thought-thru, planning and achieving – then it’s good to assess this.


It’s important to be open to feedback, and many recruitment processes are not taking the need from the candidates to get appropriate and timely feedback in to consideration. This is another important part of the employee branding. The automated feedback that we have all seen is not good enough. The highest rates ATS – modern application tracking systems are designed to provide constructive (not destructive) feedback that focus on the positiveness in the candidate. This helps building branding and is highly appreciated by the candidates, who then speaks with friends about their experience and there you go ­– they become ambassadors for you. If they had a good experience, they will give back.


In Hyro you get it all: Job board, recruitment platform, candidate database, hiring process overview board (so called Kanban board), advanced screening tools and candidate workflow including sending feedback to the candidates.


It’s is now possible also for small businesses and companies by using the Hyro recruitment software for their hiring needs. All the tools and features are included directly, and can be tried for free for 30 days, without limitations. After the trial period it costs only CHF/$ 29 per month. That is not possible when comparing with price plans for other talent management software alone where just the posting of the job could cost $100 per month. And then on top the companies would need a license to use different modular functionality of the applicant tracking system (ATS).


Thank you for taking time to read this text about how you can recruit online and also how Hyro could help you doing that. We hope that you will follow what the growing amount of companies using Hyro are doing – easing their hiring process and at the same time can maintain a transparent, fair and open hiring process that attracts and retains great talent.