What does it mean to work with ATS systems, and which freelancers can help?

By Carsten Bjerregaard, Addcapacity.com

ATS systems play a central role in modern recruitment. An applicant tracking system (ATS) brings together processes, data, and collaboration around candidate management within a single platform. These systems are no longer used solely for handling applications. They also support employer branding, workflow management, reporting, and compliance. In larger organisations, ATS platforms are often closely integrated with HR systems, onboarding platforms, and digital advertising tools. Typical specialists in this area include HRIS Consultants, Talent Acquisition Managers, HR Operations Specialists, HR Tech Consultants, and Recruitment Leads. Among the most widely used systems are Workday, SAP SuccessFactors, Teamtailor, Greenhouse, SmartRecruiters, and Lever.

1. What are ATS systems?

ATS systems refer to software platforms that support recruitment processes from job creation to hiring. Their purpose is to create structure, documentation, and better coordination between HR, hiring managers, and external stakeholders. Many companies still view ATS platforms primarily as administrative tools, but the market is moving toward more data-driven talent acquisition and greater automation of manual processes. As a result, these systems are increasingly used for pipeline management, candidate experience, and recruitment performance reporting. The market has also become more specialised. Some platforms are strong in enterprise governance and compliance, while others prioritise user experience and agile recruitment workflows. The right choice often depends on organisational structure, recruitment volume, and integration requirements.

Core capabilities

• Candidate management
• Workflow automation
• Job advertising
• Reporting and KPIs
• HR system integrations

A typical example is an international company where recruitment processes were previously managed manually through email and spreadsheets. Implementing an ATS reduced response times, created shared workflows, and improved documentation across international hiring activities.

2. How do ATS systems fit into a modern organisation, and which KPIs are typically used?

In modern organisations, ATS systems have become a core part of the HR technology stack. They act as the connection point between employer branding, sourcing, recruitment, and onboarding. These platforms support both operational processes and management reporting. The value therefore goes beyond efficiency. It also includes improvements in candidate experience, compliance, and decision-making quality. KPIs vary between organisations, but time-to-hire, cost-per-hire, conversion rates, and candidate satisfaction are among the most commonly used metrics. Many companies also work with diversity data and funnel analytics to understand where candidates drop out of the process. However, this requires reliable processes and strong data discipline. Many ATS projects underestimate the importance of governance and user adoption.

Focus areas

• Time-to-hire
• Candidate experience
• Data quality
• Recruitment capacity
• Compliance and documentation

In practice, companies often invest in advanced ATS platforms without adapting their workflows at the same time. The result can be overly complex processes that create more administration rather than better recruitment outcomes.

3. Which tasks can consultants help with?

Freelance ATS specialists work both strategically and operationally. Some support system selection and governance, while others focus on implementation, integrations, or optimisation of specific workflows. There is also growing demand for consultants who can bridge the gap between HR, IT, and business functions. Many organisations have technically strong platforms but lack experience with process design and user adoption. As a result, the work often involves organisational implementation as much as technology itself. Consultants also assist with data configuration, reporting, automation, and user training. In larger organisations, temporary specialists are frequently needed during system migrations, international scaling, or reorganisations.

Typical responsibilities

• ATS implementation
• Process optimisation
• Integrations and APIs
• Reporting and dashboards
• HR team training

One common scenario is a company migrating from a local recruitment tool to Workday Recruiting. External consultants will often manage data migration, workflow design, and coordination between HR and IT teams.

4. Which tools are commonly used by ATS specialists?

Specialists working with ATS systems often operate across multiple platforms and integration layers. The ATS itself is only one part of the overall setup. Many organisations combine these systems with HRIS platforms, onboarding tools, CRM systems, and analytics platforms. This requires an understanding of both data flows and user processes. Among the most widely used platforms are Workday Recruiting, SAP SuccessFactors, Greenhouse, Teamtailor, Lever, and SmartRecruiters. In addition, tools such as Power BI, Tableau, Zapier, and LinkedIn Recruiter are frequently used as part of daily operations and reporting.

Common platforms

• Workday Recruiting
• SAP SuccessFactors
• Teamtailor
• Greenhouse
• LinkedIn Recruiter

A common example is organisations connecting ATS data with Power BI to continuously analyse recruitment workflows and identify bottlenecks in the hiring process.

5. Who typically leads work related to ATS systems, and what backgrounds do they have?

Responsibility for ATS systems is often positioned between HR, Talent Acquisition, and HR Operations. In larger organisations, roles such as HRIS Manager, Talent Acquisition Lead, HR Operations Manager, or HR Tech Specialist typically lead this area. Backgrounds vary. Some professionals come from recruitment and process optimisation, while others have more technical experience with HR systems and integrations. In most cases, success depends on understanding user behaviour, data quality, and organisational workflows. Many companies underestimate the need for governance and dedicated ownership after implementation.

Typical profiles

• HRIS Manager
• Talent Acquisition Lead
• HR Operations Specialist

In practice, the most effective ATS owners often function as internal connectors between HR, IT, analytics teams, and management rather than acting solely as system administrators.

6. Who is typically involved in daily execution and operations, and what are their roles?

The day-to-day operation of ATS systems usually involves more functions than many organisations initially expect. Recruiters, HR coordinators, employer branding specialists, and HR Operations employees typically work directly within the systems. Hiring managers are also involved in parts of the workflow related to approvals, interview feedback, and candidate evaluations. In larger companies, HR analytics specialists and integration experts often support the setup as well. Collaboration works best when processes and responsibilities are clearly defined. Many operational challenges stem not from the technology itself, but from unclear ownership and inconsistent system usage across teams.

Key roles

• Recruiters
• HR coordinators
• Hiring managers

A typical example is global organisations where local HR teams use the ATS platform differently. This often creates reporting challenges and inconsistent KPI tracking across regions.

7. Which specialisations exist within ATS systems?

The ATS field has become significantly more specialised in recent years. Some consultants focus on enterprise platforms and global implementations, while others specialise in candidate experience, employer branding, or automation. There are also highly technical profiles specialising in integrations, APIs, and HR data. At the same time, demand is growing for specialists who combine HR expertise with analytics capabilities and an understanding of AI-based screening and matching technologies. In practice, specialisation often depends on organisational maturity, hiring volume, and regulatory requirements.

Common specialisations

• HR Tech integrations
• Recruitment analytics
• Candidate experience

An example is specialists working specifically with automation of screening processes and integrations between ATS platforms and assessment tools.

How to quickly connect with strong candidates for your needs

Freelance ATS specialists can be a flexible and efficient addition to both HR and transformation projects. Many companies choose freelancers because they provide fast access to experience from similar implementations and are often able to start at short notice. Collaboration is typically closer and more operational than traditional agency deliveries, while hourly rates are often lower.

Addcapacity.com helps organisations clarify their needs, define the role and required competencies, and identify three strong candidates that match both professionally and organisationally. The dialogue is non-binding and based on the company’s specific situation.