Key figures & process
Applicant Tracking System (ATS)
Also: ATS · Applicant Management System
An Applicant Tracking System (ATS) is software for managing applications and selection processes. It consolidates candidate data, status, communication, and evaluations in one place.
Key Points
- An ATS centralizes applications, status, and communication instead of scattered emails and spreadsheets.
- It provides clarity on who is in which status and who made which decisions.
- This forms the basis for compliance documentation and metrics like time-to-hire.
- In Austria, the GDPR principles (purpose limitation, storage periods) apply to stored applicant data.
What is an ATS?
An Applicant Tracking System is the central software where a company manages its open positions and all related applications. Each candidate proceeds through defined statuses—such as received, under review, interviewing, offer, hired, or rejected. Profiles, documents, notes, and messages are stored in one place instead of in inboxes and spreadsheets.
What tasks does an ATS perform?
- Collecting and systematically storing applications (from career pages, job boards, direct outreach).
- Mapping the status of each application along the recruiting funnel.
- Documenting and partially automating communication with candidates (confirmation of receipt, rejection).
- Providing analytics: time-to-hire, conversion rates, source of the best candidates.
ATS, compliance, and data protection
Since an ATS logs every status change and decision, it is the technical foundation for transparent, documented selection. This helps justify decisions regarding equal treatment and firmly establish metrics.
Keeping GDPR in mind
Applicant data must only be stored for its intended purpose and only as long as necessary. A talent pool requires consent. A good ATS supports deletion schedules and access rights—implemented as true boundaries in the voccess backend (owner scoping, audit log).
Frequently Asked Questions
- Do small companies need an ATS?
- As soon as multiple positions are running concurrently or several people are involved in selection, an ATS saves time and prevents applications from being overlooked. For only a few hires per year, a simple but well-documented procedure may suffice.
- Is an ATS the same as matching software?
- No. An ATS manages the process and data. Matching functions (alignment of profile and requirement) can be included in an ATS but are a separate capability—the selection decision remains with the human.