Does your ATS have unintended consequences?

Applicant tracking systems (ATS) are designed to make the life of a recruiter a little easier. (And who doesn’t want that?) However, in the midst of the efficiency gains, there’s a flaw that we all need to be mindful of. 

On the plus side, your ATS requires you to “disposition” each candidate. In theory, this is a great thing because it ensures you’re closing the loop with every person who applies. But it can have some unintended consequences that can cause frustration for candidates – and keep them from applying for other positions down the road.

Here are two common examples – and how to prevent the unintended consequences that can arise.

Scenario #1: “Not qualified”

Candidates apply thinking a role sounds interesting or they can do the job based on their experience. The recruiter reviews the application and doesn’t see the required education or experience and dispositions the candidate as “not qualified.”

Consequence: The candidate gets a generic “not qualified” email and doesn’t look for other opportunities. 

How to overcome: Train your recruiters (and give them a template) to deliver a “not this – but that” message that tells the applicant that while the role you applied for isn’t a fit, we think you would be a fit for job X, and here is a link to apply.

Scenario #2: Runner-up

A candidate goes through all the interview steps. When the final choice is made, they come out second. Even though they came “thisclose” to receiving an offer, the generic ATS disposition of “did not meet preferred qualifications” or “selected another candidate" likely doesn’t tell the whole story.

Consequence: The candidate gets a standard “thank you, we have found someone who is a better fit for the role” email. (In my book, candidates who have gone through multiple interviews should also get a phone call.)

Way to overcome:  Depending on the role, do you have or anticipate similar roles opening soon? If so, can you speed up the timing or work with the leaders to hire early? If this isn’t an option, talk to the candidate about staying in touch, and ask if you can contact them if something similar opens up. And then, put them on a cadence for follow-up.

Bottom line, you owe every candidate an answer on their application, but are there more personal ways to communicate rejection and give them options for the future with your organization?