Must-Have Applicant Tracking System (ATS) Features in 2025

If you’re still juggling spreadsheets and email threads to hire, here’s a wake-up call: around 75% of recruiters use an ATS (Applicant Tracking System) in their hiring process, and 94% affirm it has improved their hiring outcomes​

.Without modern hiring software tools, recruiting can be painfully inefficient – teams end up wasting 18+ hours per hire just screening resumes and spend weeks coordinating interviews manually​

.This not only delays hiring but can also frustrate quality candidates and overburden your HR staff.

The good news? Understanding application tracking system features can transform your process. In this post, we’ll explore the key ATS features every HR professional needs to save time, improve the candidate experience, and enable smarter, data-driven hiring. By the end, you’ll know exactly which applicant tracking system must-haves to look for to streamline your talent acquisition in 2025.

What Is an Application Tracking System (ATS)?

An Applicant Tracking System is software that streamlines and automates the hiring process – from posting jobs and collecting applications to screening candidates and onboarding. Think of it as a central hub in your recruitment tech stack that keeps all candidate information and hiring workflows organized. An ATS eliminates much of the manual hassle of filling roles by automating tasks like resume parsing, interview scheduling, and candidate communications​. Many systems can even integrate with job boards, HRIS platforms, and assessment tools, ensuring all your hiring software tools work in sync.

Key Benefits of an ATS:

• Automation: Handles repetitive tasks (resume screening, interview reminders, follow-up emails) so your team can focus on high-value activities​.This speeds up hiring and reduces human error.
  
  
• Organization: Centralizes candidate data and communications in one database. No more scattered emails or lost resumes – every applicant’s status, feedback, and documents are tracked for easy collaboration.
  
  
• Compliance: Helps ensure you follow labor laws and data protection regulations. For example, an ATS can maintain EEO logs, consent forms, and GDPR compliance by controlling data access and retention. Compliance features are now standard in ATS platforms to protect candidate data​
  
  
• Collaboration: Enables better teamwork in recruiting. HR team members and hiring managers can share evaluation notes, scorecards, and interview feedback within the system in real time. Role-based access controls let you involve stakeholders securely.

In short, an ATS acts as the “command center” for recruitment.

It makes it easier to attract applicants, screen them efficiently, and keep the process moving smoothly from application to offer – all while providing analytics to improve your strategy.

Why ATS Features Matter More Than Ever in 2025

Hiring in 2025 is evolving fast. Remote work, diversity and inclusion priorities, and fierce competition for talent mean that the ATS features for HR teams matter more than ever:

Remote and Hybrid Hiring:

With distributed teams and candidates, digital hiring is now the norm. In fact, 78% of organizations have invested in virtual recruitment technologies​. An ATS with features like video interview integration and cloud-based access allows you to recruit globally and asynchronously. It keeps remote hiring processes cohesive – scheduling across time zones, recording interviews, and facilitating virtual collaboration among interviewers. Without the right tools, remote hiring can become chaotic.

Diversity, Equity, and Inclusion (DEI):

Companies are doubling down on DEI in hiring. Modern ATS platforms help by offering bias-reduction features – for example, blind hiring tools that hide candidate names or photos to reduce unconscious bias, and AI that scans job descriptions for biased language​.

Speed and Competition for Talent:

Top candidates get snatched up quickly. The right ATS features directly improve time-to-hire and hiring outcomes. 86% of ATS users say the software reduced their time-to-hire and 78% report it increased the quality of hires​.When roles are hard to fill, features like automated screening, one-click job posting, and auto-scheduling interviews give you a competitive edge by accelerating each step. A faster, smoother process also means a better candidate experience – reducing drop-offs and ghosting in your pipeline.

Collaboration and Visibility:

Hiring involves multiple people – recruiters, hiring managers, panel interviewers, HR – and in 2025 much of this teamwork may happen online. An ATS with strong collaboration tools (like tagging colleagues, shared scorecards, and real-time updates) ensures everyone stays aligned. Instead of messy email threads, all feedback lives in one system. This is vital for maintaining momentum and consistency, especially when teams are hybrid or remote.

Compliance and Data Security:

Regulatory requirements (GDPR, CCPA, EEOC, etc.) have grown and non-compliance can be costly. Today’s ATS software comes with built-in compliance checks: consent management, data encryption, audit trails, and permission controls. These features protect candidate data and keep your hiring practices legally sond.

In 2025, with data privacy in the spotlight, you need an ATS that treats compliance not as a nice-to-have, but as a core function.

In summary, the ATS software benefits extend far beyond basic applicant tracking – they address the current hiring landscape challenges. Whether it’s enabling effective remote recruiting, supporting DEI goals, or cutting weeks off your hiring cycle, the features of your ATS can make or break your talent acquisition success.

Core Application Tracking System Features Every HR Should Look For

When evaluating options, there are certain essential ATS features that should be on every HR professional’s checklist. These are the foundational capabilities that any of the best applicant tracking systems in 2025 will offer:

Resume Parsing and Candidate Screening:

The ATS should automatically parse resumes to extract candidate info (contact details, skills, experience) into a structured profile. This saves countless hours of manual data entry. Advanced systems use AI to screen and rank candidates based on keywords or qualifications, instantly highlighting top matches for a role. The result? Recruiters can quickly filter out unqualified applicants and focus on the best talent. (Bonus: robust resume parsing also means the ATS can search your candidate database by skill, past roles, etc., which is great for building talent pools).

Customizable Job Posting and Multi-Channel Distribution:

A great ATS lets you create a job posting once and publish it everywhere with one click. Look for integrations to post on multiple job boards (LinkedIn, Indeed, Monster, niche boards) and social media simultaneous. This multi-channel distribution ensures you cast a wide net without extra effort. It should also support customizing each listing for the channel (for example, tweaking the job description or adding certain screening questions). Having your ATS manage postings centrally means you can update or close jobs across all platforms in one go – a huge time-saver.

Candidate Relationship Management (CRM) Tools:

Beyond handling active applicants, an ATS with CRM capabilities helps you cultivate relationships with past and passive candidates (your talent pipeline). This includes features to nurture candidates – for instance, tagging and grouping prospects, setting reminders to follow up, or sending newsletter updates about new roles. It should keep a history of all candidate interactions so you can track who interviewed or got offers before. A built-in CRM lets you proactively engage quality talent even before a position opens, so you have a warm bench of candidates to tap into​. In short, your ATS shouldn’t just track applicants – it should help you build a community of potential hires.

Collaboration and Role-Based Access:

Hiring is a team sport, so your ATS must enable collaborative hiring. Key features include the ability to @mention or invite team members to review a candidate, shared scoring rubrics or feedback forms, and visibility into each other’s comments or ratings. Role-based access is important so that sensitive info (like salaries or notes) is only seen by the right people. For example, you might grant hiring managers access to view candidates and leave feedback, but only HR can move them to offer stage. A good ATS will allow profile sharing and note-taking right in the system, which speeds up decision-making and keeps everyone on the same page.

Interview Scheduling and Calendar Integration:

Say goodbye to the back-and-forth emails for scheduling interviews. Interview scheduling tools are an ATS must-have. The system should integrate with popular calendars (Google, Outlook) so you can see availabilities and send invites in a few clicks. Many ATS platforms allow candidates to self-schedule from a set of available slots, which is a game-changer for efficiency. Automated confirmations, reminders, and even the ability to schedule panel interviews or sequential interviews (with different team members) will greatly reduce scheduling headaches. This feature not only frees up recruiter time, it also creates a smoother experience for candidates when setting up interviews.

Analytics and Reporting Dashboards:

Data-driven recruiting is the norm in 2025. Look for ATS software that provides analytics dashboards and customizable reports on your key hiring metrics. For example, you should be able to track time-to-fill, time-to-hire, applicant drop-off rates, source of hire, diversity statistics, and more. The ATS should visualize these metrics (charts, graphs) to help you spot bottlenecks or trends. Robust reporting lets you demonstrate HR’s impact – e.g. showing that a new workflow cut time-to-fill by 30%. It also enables smarter hiring decisions (like knowing which job board yields the best candidates). Top platforms offer real-time insights and even predictive analytics to forecast hiring needs. In short, analytics turn your hiring data into actionable intelligence.

Compliance and GDPR Tools:

In the era of strict data laws, compliance can’t be an afterthought. Ensure the ATS includes features to maintain compliance with employment regulations and data protection policies. This might include: built-in EEO/OFCCP reporting, the ability to collect candidate consent for data storage, tools to automatically purge or anonymize candidate data after a retention period, and audit logs of who accessed what information. GDPR compliance features are especially crucial if you hire in Europe – the ATS should allow candidates to request data deletion and handle “right to be forgotten” easily. Having compliance tools baked in not only avoids legal risks but also instills trust with candidates (who want to know their data is handled properly).

Mobile Accessibility:

Busy HR professionals and hiring managers need to check in on hiring progress on the go. The best applicant tracking systems offer mobile apps or mobile-responsive sites that let you review candidates, send feedback, or even trigger actions from your phone or tablet. Mobile accessibility also extends to candidates – your career site and application process should be mobile-friendly to capture applicants who apply via their phones. In 2025, mobile recruiting is huge, and an ATS that isn’t accessible on mobile will feel very limiting. Imagine being able to thumbs-up a candidate or approve an offer while you’re off-site – a mobile-friendly ATS makes that possible​.

Integration Capabilities:

Finally, an ATS should play nicely with your HR tech ecosystem. Check that it can integrate (via built-in connectors or APIs) with your other hiring and HR tools – background check services, HRIS/payroll systems, assessment and testing platforms, video interview software, HR communication tools like Slack or email, an. Seamless integration means data flows automatically and you avoid duplicate data entry. For example, when a candidate is hired, the ATS might send their info to your HRIS to create an employee record. Or if you use a recruiting chatbot on your careers page, it should feed applicant data into the ATS. Integration capabilities ensure your ATS enhances hiring automation tools you already use and provides a unified workflow rather than a siloed one.

These applicant tracking system must-haves are essential for any modern recruiting team. If an ATS on your radar lacks one of these core features, you may want to think twice – you don’t want to outgrow your software or be caught flat-footed by missing functionality.

Bonus Features That Set the Best ATS Platforms Apart

Beyond the basics, many HR teams also look for advanced ATS features that can give them a competitive edge. In 2025, some cutting-edge capabilities are becoming more common in top-tier platforms:

AI-Powered Matching and Screening:

Artificial intelligence is elevating what ATS platforms can do. AI-based resume screening can automatically rank candidates or even predict a candidate’s suitability based on past hiring data. Similarly, AI matching can surface passive candidates from your database who fit a new job req, or recommend new applicants for other open roles. With nearly half of companies already using AI in recruiting (projected to reach 70% by end of 2025), an ATS with AI features can dramatically speed up sourcing and improve quality of hire. Just as importantly, AI can reduce manual bias by focusing on data points – though you’ll want to ensure the algorithms themselves are fair.

DEI and Bias-Reduction Tools:

As noted, diversity hiring is front and center. Some ATS platforms go beyond basic blind screening and offer specific DEI features. For example, they might analyze your job descriptions and flag potential bias (suggesting more inclusive language), or provide anonymized candidate evaluations to focus on skills. Advanced diversity analytics can track how candidates from underrepresented groups move through your pipeline, helping pinpoint where you can improve. These features embed DEI principles into your recruiting workflow​. If building a diverse team is a priority, look for an ATS that actively supports that goal with its feature set.

Video Interviewing Integrations:

While not all ATS have a built-in video interview tool, most can integrate with popular solutions or provide an add-on. Video interviewing became commonplace with remote work, and it’s here to stay. Top ATS platforms allow you to initiate one-way video interview requests or live video interviews from within the system. This could mean scheduling a Zoom/Teams meeting through the ATS or using an integrated video Q&A tool where candidates record answers. Having video capabilities tightly integrated saves you from managing separate systems and keeps interview recordings attached to candidate profiles for easy review.

Chatbots and Automated Communications:

To keep candidates engaged 24/7, some ATS platforms include chatbot assistants or automated SMS/email responders. For instance, an AI chatbot on your careers site can answer candidate FAQs or guide them to apply for the right job. It might also screen applicants with simple questions before the ATS accepts their application. Advanced chatbots (like “Phia,” peopleHum’s AI-driven HR chatbot) can handle parts of pre-screening or even schedule interviews. Even without a full chatbot, quality ATS software enables automated email workflows – sending a “thank you for applying” note, status updates, or nudges to inactive candidates. These tools give a more responsive candidate experience without extra workload on HR.

Gamified Assessments and Skill Tests:

Some newer recruiting tools integrate gamification – game-like assessments or challenges – to evaluate candidates in a fun, engaging way. While not a standard ATS feature, the best platforms often integrate with assessment providers (or have modules) that allow things like coding challenges, sales roleplays, or cognitive games as part of the application. Gamified assessments can improve candidate experience and showcase skills better than traditional Q&As. If your roles benefit from practical tests, look for an ATS that can incorporate these seamlessly (for example, via links or an embedded widget in the application stage).

Not every organization will need all these advanced ATS features, but it’s good to know what’s out there. The bonus features are what differentiate best applicant tracking systems from the rest of the pack. If you’re aiming to be on the cutting edge of hiring (or have specific needs like high-volume hiring where AI screening makes a big difference), paying attention to these extras will help you choose the right solution.

How to Evaluate ATS Features Based on Your HR Needs (Choosing the Right ATS)

With dozens of ATS options on the market, how do you determine which one is the perfect fit for your organization? Choosing the right ATS comes down to aligning the software’s features with your specific HR needs. Here’s a step-by-step approach to evaluate ATS platforms:

Define Your Requirements:

Start by identifying what you need most from the ATS. Consider your team’s size and hiring volume – a small business hiring a few people a year may not need the same features as an enterprise filling hundreds of roles. List your “must-have” features (e.g. resume parsing, calendar integration, robust reporting, compliance tools) as well as nice-to-haves. This becomes your evaluation checklist, essentially your personal list of applicant tracking system must-haves. Also factor in any particular challenges you have (slow time-to-fill, diversity hiring goals, lots of remote interviews, etc.) that the ATS should help solve.

Consider Ease of Use (User Experience):

The fanciest ATS features won’t matter if your team finds the software clunky or confusing. Demo the candidate and recruiter experience for each system. Is the interface intuitive? Can hiring managers easily give feedback? How simple is it for candidates to apply? Choosing an ATS with a friendly, modern UI will improve adoption by your team and ensure candidates don’t drop out due to a poor experience. Many vendors will let you test the hiring workflow in a trial – take advantage of that. Remember, an ATS should simplify your life, not add complexity.

Match Features to Your Hiring Process:

Every organization’s hiring workflow is a bit different. Make sure the ATS can adapt to your process. For example, if you do multiple interview rounds with scoring, can the ATS handle that? If you hire internationally, does it support multiple languages or localized compliance? Look at customization options (like configurable pipelines or custom fields) to see if the software can flex to your needs. Also check the depth of features: maybe you need strong onboarding tools or the ability to manage offer letters – ensure the ATS supports those stages or integrates with tools that do.

Integration and Tech Stack Fit:

List the other tools your HR or recruiting team uses (background check services, HRIS, payroll, sourcing tools, etc.). When choosing the right ATS, integration is key so you don’t end up with data silos. Ask vendors about out-of-the-box integrations or API capabilities. For instance, if you use Slack for team comms, can the ATS send notifications to Slack? If you love a particular assessment platform, see if it connects to the ATS. A good fit will enhance your existing stack, not force you to abandon tools you like.

Scalability and Budget:

Think about not just your current needs, but where you’ll be in a couple of years. If your company is growing, choose an ATS that can scale with you – one that can handle increasing job volume and perhaps has more advanced features you can “unlock” when needed. Budget is naturally a big factor: prices vary widely, so weigh the cost against the value you’ll get. Some platforms charge per recruiter seat, others by employee count or job slots. Remember that an efficient ATS can save money by reducing time-to-fill and administrative burden – it’s an investment. (On that note, 51% of companies plan to invest more in ATS solutions next year​, so build a case for how the features will drive ROI for your business.)

Vendor Support and Reputation:

Do some homework on each platform’s reputation. Read reviews or ask for references – are customers happy with the support and updates? A vendor that provides strong customer support, training resources, and regular feature upgrades will make a big difference in the long run. Also, consider implementation time. Some robust systems might take weeks to fully implement and train on, whereas a simpler one could be up and running in days. Align this with your team’s bandwidth and skills.

Use a Checklist During Demos:

Once you’ve narrowed down a few ATS options, set up demos. Bring your features checklist and literally check off how each system meets (or doesn’t meet) your requirements. Involve key team members (recruiters, HR admins, a hiring manager or two) in the evaluation so you get diverse feedback. Pay attention to how customizable the workflows are, how the reporting looks, and any gaps you notice. It can be helpful to score each solution on critical categories (Features, Usability, Integrations, Cost, etc.) to quantitatively compare.

By taking this structured approach, you’ll feel confident when choosing the right ATS for your organization. The goal is to find a platform whose features align with your needs and strategy – one that will amplify your team’s strengths and shore up your weaknesses. Remember, the “best” ATS is the one that best solves your hiring challenges and helps you achieve your recruiting goals.

Conclusion

In today’s fast-paced hiring environment, having the right ATS features isn’t just a nice-to-have – it’s mission-critical. A well-chosen ATS with the essential ATS features we discussed (from resume parsing and multi-channel posting to analytics and compliance tools) can dramatically improve your recruiting outcomes. These features collectively save your team time, ensure no good candidate slips through the cracks, and provide the data insights you need for continuous improvement in hiring. Equally important, they help deliver a better candidate experience – which strengthens your employer brand in a competitive talent market.

In summary, the right ATS features empower you to hire better and faster. They bring much-needed structure, consistency, and intelligence to the hiring process. By leveraging automation and analytics while fostering human collaboration, a good ATS truly enables smarter hiring decisions. So equip yourself with the knowledge of these key features, evaluate what you have, and take steps to elevate your recruitment game.

If you’re curious to see a modern ATS in action, we invite you to schedule a demo of peopleHum. Experience how its AI-driven recruitment workflow can save you time and enhance candidate engagement firsthand. Our team is happy to provide a personalized consultation to help you find the best solution.

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