Integrating a background check solution into your ATS is a logical next step that have shown to save up to 75% of negligent hiring. Applicant tracking systems (ATS) have become an essential aspect of the hiring processes, automating a major portion of the recruiting lifecycle and bringing about greater process efficiencies. With some planning, the two systems can be made to work together, which will result in an ideal state for managing the applicant lifecycle. Despite the benefits of integrating a background screening solution with the ATS, there are several challenges in connecting two inherently different technologies. Fortunately, there are several proven strategies that can help the organization achieve successful integration.
Most organizations are motivated to integrate background checks with their ATS for the level of convenience and efficiency it provides to both the recruiter and candidate. Integrated background checks allow the ATS to serve as a central, convenient location for recruiters to retrieve candidate information, place orders to their background check companies, and access the status and results of candidate background checks. The process can also be less repetitive for the candidate, as the information they’ve already provided through the ATS can be captured, collected, and verified by the background check provider. Additionally, the process of integrating your ATS and background checks can eliminate duplicate data entry, reduce the chance of data differing between two separate systems, and speed up the hiring process.
Reasons for Integrate Background Screening With Your ATS
Integrating background screening with your ATS has many benefits for recruiting and human resource teams, including a better candidate experience, improved productivity, metrics and analytics, and better accuracy and compliance. Here are the five primary areas that can be improved by integrating your background screening with your ATS.
- It improves the candidate experience – This stems from a greater level of transparency in the background check process, candidates’ personal involvement in data collection, enhanced security with their personally identifiable information (PII), and legal compliance measures that protect candidates as much as their potential employer.
- It reduces hiring blocks and improved productivity – When background screening is integrated with your ATS, real-time background check report status is available within the ATS, increasing your team’s productivity. After a background check has been submitted, best-in-class screening providers can communicate synchronously with an ATS and provide real-time status of the background check. ATS providers typically display the status in a dashboard and from within an individual’s “candidate profile.” This functionality saves your HR team time because they won’t have to log in to your screening solution to check a candidate’s status.
- The integration reduces errors, improves accuracy and ensures compliance– Integrating background screening with your ATS adds efficiency to the document completion process and helps ensure compliance with the labor and employment laws of the state. As described above, an ATS does not contain all of the information an employment screening solution obtains from candidates. While some ATS providers present an FCRA Disclosure and Authorization, without the additional data that best-in-class employment screening providers obtain via an applicant portal, an ATS cannot accurately determine all of the authorization forms and documents that may be relevant to the candidate.
- A positive recruiter experience – This is an important one in terms of the HR or recruiting leader who is responsible for job offers as well as monitoring and managing the talent screening process. Your recruiters should be able to move from offer to background screen seamlessly, and integrating your ATS is key to doing so. Additionally, removing concerns about compliance means that your HR team can spend more time on high-touch tasks with candidates and less time checking for compliance or keeping up with ever-changing regulations.
- Improved hiring metrics and analytics – When an ATS is integrated with a leading employment screening provider, duplicate data entry on the part of your busy recruiting and HR team is eliminated. The integrity of candidates’ data is also improved, as it is securely transmitted to the screening provider exactly as it is stored by the ATS. The consistency of applicants’ information in your ATS and screening solution is important to ensure accuracy of their background check report, but it will also improve data integrity so you’re able to get more accurate hiring metrics and analytics.
Tips for Integrating Your Background screening policy with ATS
As the requirements have intensified, automation and integration of technologies have evolved. Screening management solutions can be integrated into applicant tracking systems (ATS), resulting in reduced workload, faster hiring time and a lesser likelihood of errors, and improved accuracy, consistency, process efficiency and management.
With the intent to meet employer needs and improve process efficiency, different flavors of integrated screening solutions have emerged. While there are standalone solutions designed just for you, there are others who have developed as a product to deliver a repeatable, scalable and positive user experience for many customers. Since integrations generally don’t come with a label on the box, here are some tips for organizations evaluating the prospect of integrating your back ground screening policy with ATS or or any other HR system.
1. Examine the Functionality
Look for an integrated solution that provides access to all the features and capabilities you would find in a stand-alone background screening solution things like seamless workflow, applicant self-service, real-time status updates, analytical reports and summary management dashboards for visibility over the entire screening program. You must Approach the decision on an integrated solution the same way you would have done for any other business solution – by starting with your needs and then identifying viable solutions that meet them.
2. Confirm the solution has the necessary Security measures
You must confirm that your chosen integration has the standard security controls. Given the nature of screening information and the criticality of protecting candidate privacy, sound data protection measures for storage, viewing and transmission within the integration should be at the top of your list. Getting specifics on the technologies and security protocols used in the integration and supporting integration platform will help you understand the diligence applied by the screening provider.
3. Understand Current and Future Support Commitments
One of the biggest areas of concern you may find when looking deeper at a potential integration is the level of support. Not just technical support, but broader support from the two solutions providers to ensure that someone is available and accountable if something goes wrong. Thinking long-term, you must also have an understanding of how the integration will be supported through future upgrades of the related systems. To address this issue, some pre-integrated solutions are co-developed, tested and supported by the screening provider and the ATS provider – are available today and should be considered as an option for anyone interested in leveraging their ATS for employment screening.
4. Ensure Required Flexibility
To save time and money, some integrations are built with the lowest common denominator in mind – they pass only limited information from one system to another. They’re generally light in the features provided and the related configuration options offered.
Hiring people who have misrepresented themselves on their resumes can be a costly mistake for employers. Eighty-four percent of employers surveyed for 2016 Employment Screening Benchmark Report indicated that screening uncovered falsehoods. According to a 2015 study by online job board and software provider CareerBuilder, 54 percent of small businesses have caught a lie on an applicant’s resume, most commonly related to their skills (61 percent) and past responsibilities (55 percent).
Emerging technology can scan a resume and dispatch spiders across the Web and social media networks to compare data and spot inconsistencies.
ATS and background check integrations solve many of the challenges associated with screening global talent, making for a quicker, more positive hiring experience overall. These integrations can lead to faster hiring processes, fewer phone calls and emails between candidates and decision-makers, and improved candidate experiences on desktop and mobile devices.
HR managers also reap benefits, including consolidation, efficiency, and true integration through the cloud to other parts of the HR workflow; comprehensive data sets relevant to the candidate and position; and predictive analytics based on top-performing employees to help in future strategic hiring decisions. While ATS and background integrations have been around for years, an increasing number of global companies of all sizes are recognizing how these integrations can improve the candidate experience and lead to better hires.
cFIRST Think Tank is the team that researches and produces content for cFirst. This team comprises of seasoned content and digital design professionals and background screening industry veterans. Together we produce insightful blogs, infographics and reports meant for HR and background screening professionals.