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Streamline Your Workflow: How to Use an Applicant Tracking System for Better Hiring

An applicant tracking system (ATS) helps Australian businesses streamline recruitment by centralising data, automating screening, managing job postings, and improving candidate communication. With resources from RefHub, employers can adopt these tools to save time, reduce stress, and focus on finding the right people for their organisation.

Hiring can sometimes feel like juggling too many balls at once. You have job postings to manage, resumes piling up, interview schedules to arrange, and decisions to finalise. If you are still doing all this with manual spreadsheets and endless email threads, it is easy to feel like you are running a marathon with no finish line in sight. This is where learning how to use an applicant system can make your recruitment process far more efficient, accurate, and stress-free.

In Australia, the demand for skilled workers continues to grow across industries such as manufacturing, retail, healthcare, and technology. The pressure to recruit effectively means that old methods of hiring simply no longer keep up. You need modern hiring tools, like an applicant tracking system (ATS), that bring structure and clarity into the process. RefHub, a trusted recruitment platform in Australia, provides resources and insights to help you adopt these systems in a practical and effective way.

What Is an Applicant Tracking System?

An applicant tracking system (ATS) is a type of recruitment software that automates and manages the hiring process. Think of it as a central hub where every candidate’s journey is recorded. From the moment they apply for a job to the point where they are hired or rejected, the ATS keeps all the information organised in one place.

For you as a Human Resource Manager, Production Manager, or Small Business Owner, this means no more shuffling through hundreds of resumes or missing out on qualified candidates. The system does the heavy lifting by filtering, ranking, and storing applicant data so you can focus on the actual decision-making.

Why Should You Use an Applicant System in Australia?

The Australian hiring landscape is competitive. Employers often receive hundreds of applications for one vacancy. Without proper systems, it is easy for talented candidates to slip through the cracks. Here are some benefits of adopting hiring tools such as an ATS:

Centralisation of data – All applications are stored in one secure platform.
Improved job posting management – You can post across multiple job boards and social platforms at the same time.
Automated screening – Keywords and criteria help you sort candidates in minutes instead of days.
Better communication – Candidates are kept informed with automated updates, which reflects well on your company.
Time and cost savings – Less manual work means your team spends more time on interviews and less on paperwork.

How to Use an Applicant System Step by Step

Using an applicant tracking system may sound technical, but in practice, it is straightforward. Here is how you can get started.

Step 1: Set Clear Hiring Goals

Before you log into the system, define what you want. Are you looking for skilled machine operators in Melbourne? Or perhaps an administrative officer in Sydney? The ATS will only work as well as the criteria you feed into it.

Step 2: Create and Post Job Listings

Most systems allow you to write a job ad once and then share it across multiple job boards in Australia. This not only saves time but also widens your reach.

Step 3: Collect and Screen Applications

Applications will begin to flow into the ATS automatically. Instead of digging through email attachments, you can set filters. For example, filter candidates by qualifications, location, or work experience.

Step 4: Manage Shortlists and Interviews

With a few clicks, you can build shortlists and schedule interviews. Many systems even send calendar invites and reminders.

Step 5: Make Data-Driven Decisions

The system tracks every stage of the hiring process. Reports and analytics show you how many candidates applied, how long it took to hire, and where applicants are coming from. These insights help refine your process over time.

Tips for Getting the Most from Your ATS

Train your hiring team – A tool is only as effective as the people using it. Spend time walking your team through its features.
Keep your criteria realistic – If your filters are too strict, you might miss strong candidates.
Regularly update job descriptions – Outdated ads confuse applicants and may bring in irrelevant applications.
Communicate consistently – Use the automated email functions to keep candidates in the loop. Silence often leads to negative candidate experiences.

Common Mistakes to Avoid

Even with a reliable system, mistakes happen. Here are some to watch out for:

Over-reliance on automation – While the ATS sorts applications, you still need to review candidates manually for qualities like cultural fit.
Ignoring candidate experience – Automated rejections should be polite and professional.
Failing to review analytics – If you never review hiring reports, you are missing valuable insights.

RefHub and Resources for Better Hiring

RefHub provides hiring managers and recruiters across Australia with practical resources, templates, and guides that simplify recruitment. If you want step-by-step instructions for your hiring process, you can access free templates and guides here: Free How to Hire Guides and Templates.

By combining these resources with an applicant system, you create a structured process that reduces stress, improves accuracy, and builds stronger hiring outcomes.

Why an ATS Is Suitable for Different Business Sizes

Small Businesses – Save time by automating repetitive tasks so you can focus on running your company.
Manufacturing Executives and Production Managers – Manage high-volume hiring with ease and reduce bottlenecks.
Recruiters and Human Resource Teams – Organise multiple job openings in one place and keep candidate data accurate.

Final Thoughts

When you decide to use an applicant system, you give your business the gift of order and efficiency. Recruitment becomes less about paperwork and more about people. With tools like applicant tracking systems and resources from RefHub, you gain clarity and control over hiring in Australia’s competitive job market.

Do not let hiring feel like chasing shadows. Put structure into your recruitment process and give yourself the time to focus on what matters most: finding the right people for your business.

If you are ready to take the stress out of hiring and build a structured process, start by exploring RefHub’s free recruitment guides. Combine them with your applicant tracking system to create a smarter and faster hiring journey in Australia.