AI Receptionists That Integrate With ATS for Recruiters

Introduction 

The talent acquisition industry has always been relying on manual processes. It is because they feel that top talent can only be recognised by humans. But defying all of these myths there are certain tasks in the hiring process that can be automated to save time and make the process faster. For this purpose companies have now started using AI receptionists to automate repetitive tasks. These systems are capable of conducting preliminary checks, sorting out candidates and filtering out the best one.  

But many companies have their in-house applicant tracking systems creating a concern. They find it complex to integrate the system with AI call assistants. The query arises how an AI receptionist integrates with the ATS system? Let’s learn about this integration process through this blog. We will get to know how this integration can benefit your recruitment process. 

What is ATS for recruiters? 

An application tracking system is a software employed by recruiters to keep a track of candidates throughout the recruiting process. This software is capable of completing various tasks be it a simple database management or a full service suite of tools to easily manage, filter and analyze candidates. It has been reported that 72% of recruiters that use application tracking systems have found enhancement in the quality of candidates they hire. 

These ATS systems can complete the entire hiring cycle that starts from job posting and ends at onboarding the best talent available. It holds all candidate data, automates tasks, and filters applicants. It saves a lot of time and makes the hiring process more organised. Core functions of application tracking system are: 

• Job posting: Creating a job posting and post them on all job boards and even company’s site. 
• Application management: Gather and store all application data such as resume, cover letters and more at one place. 
• Resume screening: Scan all the resumes as per the ideal candidate qualities to sort most promising candidates. 
• Candidate tracking: Keep an eye on the progress of each candidate during different stages of application. 
• Communication: Forward emails, update their application status and provide internal communication to applicants. 
• Interview scheduling: Schedule an interview as per preferences and update them  
• Data analytics: Create a data report and insights on the entire hiring process. 

Why use an applicant tracking system? 

The needs and functions of each organization are unique and they can stay competitive by seeking and hiring the best talent. Most of the businesses might have at some point faced challenges in hiring the best candidate and onboarding process. But with ATS this problem can be solved. It can help businesses to sort, hire and retain the best talent among the chaos. Here are some more reasons to use ATS: 

1. Source and attract candidates 

Organizations generally struggle to reach out to the top talent which might be due to their limited reach. Many might miss the necessary data available on different platforms and others might have poor brand recognition and no idea on managing it. ATS can be your best bet to solve all these issues. Many times when combined with artificial intelligence and machine learning it could develop a profile of the ideal match, assess the skills of applied candidates and predict how successful they can be for your organization. Hence helping maximise the outcomes of each hire. It can help predict behaviour of each candidate, enhance brand recognition,and target particular job seekers through the platform they use. 

2. Enhance candidate engagement 

The identification of top talent is not the toughest part, rather maintaining good relationships from first Hello to the onboarding process is a tough one. Many businesses tend to lose their top talent while in this process. Slower responses and poor engagement during the interview process can make them feel less valued. With the help of ATS you can enhance visibility throughout the recruitment process so you don’t end up losing top tier talent. 

3. Better efficiency and power costs 

Relying on inefficient and manual processes and having a bad collaboration with the hiring team and miscommunication with the stakeholders can make the process slower and problematic. It leads to both higher costs and time to hire the talent. On the other hand ATS provides you an opportunity to automate this entire process for visibility during hiring for both team and applicant. AI receptionist cost are lesser compared to traditional ones. It enhances the opportunity for communication during the process.

4. Remain competitive

It was reported that almost all fortune 500 companies have been using ATS systems since 2019. These companies have their strong branding to attract top tier talents, but adding an ATS system can help them stay competitive by creating a welcoming atmosphere for their candidates. 

5. Enhanced onboarding process

When you have the right ATS by your side it can help you with onboarding. It makes sure that the candidates that accept the offer have all necessary information they need from the start. Hence it adds to overall productivity and retention. 

PRO TIP

An ATS doesn’t only read resumes it can actually read through skills, rank them and even predict who can succeed in your company. 

Best practices of AI receptionist integration with ATS system 

Let’s have a look at best practices for AI receptionist integration with ATS system 

Understand your existing system

Before you take a move forward to introduce any new system, you must be completely aware of your existing ones. Know about what your current ATS could do. Many of these systems provide automation, you have to look for cracks in the process such as: 

• Screening resumes manually 
• Lesser candidate matching with ideal skills 
• Reports and data are basic 
• Lack of advanced scheduling and interview tools. 

Having an idea of limitations for your ATS system could help you select the ideal match AI receptionist provider. 

Define goals for integration 

Be clear about what you want from this integration of AI receptionists with ATS. The list of common goals are: 

• Lesser time for hiring
• Better quality candidate hiring 
• Enhancement in candidate experience 
• Automating repetitive tasks. 

Making sure your objectives are clear can ensure that this integration works in favour of your business priorities. It makes your vendor choice simpler than ever. Consider AI receptionist integrates with your existing systems.

Select the right AI partner 

Choose an AI provider that can go best with your application tracking system. It must have APIs or pre-built integration facilities. Here’s what you must consider: 

• Must be compatible with your existing ATS systems 
• Customization option must be available to match your workflow 
• Must comply to data privacy and industry specific laws 
• Vendor support should be exceptional along with an easy onboarding process. 

Platforms like Botphonic provide plug and play integration with the majority of ATS in the market making the process smooth and easier. 

Choose your use case 

Make sure you choose the area of implementation with quick wins. Some of these are: 

• Screening resumes: Matching resumes as per job specific criteria and ranking applicants. 
• Candidate matching: Choose the best fit candidate from the entire talent pool. 
• Interview scheduling: You can use an AI assistant to coordinate with the applicant and schedule meetings and send reminders. 
• AI interviews: Automate entire pre-screening to make the process easier and efficient.

Look after data synchronisation 

It is necessary that data flows seamlessly between the ATS system and sAI receptionist. You can avoid data duplication through: 

• Mapping fields accurately 
• Employing web-hooks or triggers for updates 
• Creating validation rules and error handling mechanisms. 

Having a consistent and central database can ensure better decision making along with accuracy. 

Train managers and recruiters 

One of the important aspects for best use of these AI receptionists with ATS systems is to ensure that your team knows how to use it. You can offer training on areas such as: 

• Acknowledging and understanding scores and insights generated by AI
• Engaging with AI selected candidates in best manner 
• Use automation but also try to manage human centered approach 

Monitor and optimize workflow 

It’s not a one time task you have to keep on monitoring and improving. Here’s what to monitor: 

• Time to fill
• Costing per hire 
• Candidate satisfaction 
• Recruiter productivity 

Use these key performance indicators to configure and address any potential issue that arises. 

Conclusion 

AI receptionist integration with ATS system can be a powerful combination and approach towards smart hiring. You don’t have to replace your existing system for this to work. Botphonic’s AI receptionist can integrate with your existing system with no hassle. Make sure you unroll the entire integration and use case in a phased approach. It ensures that the introduction of automation doesn’t overwhelm the entire situation. 

Having a phased approach means one at a time. Pick one use case and after successful results you can go on another one. It can ensure that you don’t have to face maximum problems at once. With the right plan in your hand and correct partner like Botphonic by your side you can ace this integration.