ATS and CRM systems: A Simple Guide for Smarter Hiring

Hiring has never been easy. Companies receive hundreds of resumes for a single job posting, recruiters spend hours sorting applications, and candidates often complain about slow or unclear communication. To fix this, businesses are turning to digital tools that make the hiring process faster, easier, and more reliable. Two of the most important tools are ATS and CRM systems.

These solutions are changing the way companies hire. They reduce manual work, improve candidate experience, and give managers data to make smarter decisions. But what exactly are ATS and CRM, how do they differ, and why should your company use them? Let’s break it down in simple terms.

What Are ATS and CRM Systems?

An ATS, or Applicant Tracking System, is software designed to manage job applications. Instead of manually opening each resume and creating endless spreadsheets, an ATS collects all applications in one place, filters candidates by skills or experience, and even schedules interviews.

A CRM, or Candidate Relationship Management system, focuses on communication. It keeps track of candidates, even those who didn’t get hired the first time, and helps recruiters stay in touch. With CRM, HR teams can send follow-up emails, reminders about new opportunities, and updates about the hiring process.

When combined, these systems create a complete hiring solution: ATS handles the process of finding and filtering candidates, while CRM ensures ongoing communication and relationship building.

Why Businesses Need ATS and CRM

Every business, no matter how big or small, needs the right people to grow. But traditional hiring methods are too slow for today’s market. Here are some reasons why ATS and CRM matter:

1. Time savings – An ATS can scan hundreds of resumes in seconds. A CRM can send personalised messages automatically, reducing manual work.

2. Better candidate experience – Applicants get faster responses, clear updates, and more professional communication.

3. Data-driven hiring – ATS provides reports on hiring speed and sources of candidates. CRM tracks how applicants interact with your company.

4. Collaboration – Both systems centralise information, making it easy for HR teams to work together.

5. Lower costs – By cutting unnecessary tasks and reducing the risk of bad hires, businesses save money.

Why ATS and CRM Are Different but Complementary

Although they work together, ATS and CRM systems serve different purposes:

• ATS = process – It organises and automates the steps of recruiting.

• CRM = people – It helps build and maintain candidate relationships.

Imagine ATS as a sorting machine and CRM as a communication manager. One ensures you don’t drown in resumes, while the other makes sure candidates don’t feel ignored.

ATS Features Explained

An ATS comes with powerful features designed to simplify the hiring process:

• Resume screening – Filters candidates by skills, experience, or keywords.

• Analytics – Shows time-to-hire, best sources of candidates, and success rates.

• Interview scheduling – Automatically finds suitable times for both recruiter and candidate.

• Integration – Connects with job boards, HR software, and calendars.

• Communication – Sends automated updates to applicants.

• Candidate scoring – Assigns ratings based on how well applicants fit the role.

With these tools, recruiters can focus less on paperwork and more on people.

CRM Features Explained

A CRM system adds the human side to recruiting:

• Email automation – Sends reminders, job updates, or thank-you notes.

• Segmentation – Groups candidates by skills, industry, or previous applications.

• Tagging and notes – Keeps profiles organised and searchable.

• Engagement tracking – Monitors who opened emails and responded.

• Long-term pools – Stores candidate information for future hiring.

This ensures that even if a candidate isn’t hired today, they may be a great fit tomorrow.

Why ATS and CRM Together Are the Best Choice

Many businesses wonder if they should choose one system or the other. The truth is, using both is far more powerful.

With ATS, you can quickly handle the flow of applications. With CRM, you can nurture relationships and maintain a positive employer brand. Together, they create a smooth pipeline: candidates apply, ATS filters, and CRM keeps communication alive until the right role appears.

For example, if a marketing specialist applies but isn’t selected, the ATS records their profile. The CRM can later remind them of a new opening, keeping them engaged and interested.

Real-World Example

Let’s imagine a retail company that needs 200 seasonal employees. Without software, recruiters spend weeks checking resumes and sending emails.

With ATS, resumes are filtered in minutes, and only qualified candidates are left. The CRM automatically sends updates, schedules interviews, and keeps candidates informed. As a result, the company hires 200 people in days instead of weeks, saving money and reducing stress for both recruiters and applicants.

The Benefits for Candidates

These systems aren’t just useful for companies—they also improve the experience for applicants:

• Clear communication and updates.

• Faster responses after submitting resumes.

• More organised interviews with less waiting.

• Personal messages that feel human, not robotic.

• Fairer evaluations based on data, not just personal judgment.

This makes candidates more likely to reapply or recommend your company to others.

The Benefits for HR Teams

For HR managers and recruiters, ATS and CRM provide:

• Less stress from paperwork.

• Better collaboration with team members.

• Quick access to candidate history.

• Clearer performance reports.

• A stronger reputation as professional and organised.

The Future of ATS and CRM

Technology is moving fast. In the near future, ATS and CRM will become even smarter:

• AI-driven screening – Systems will not only check resumes but also predict candidate success.

• Chatbots – Candidates may interact with automated assistants for faster answers.

• Deeper analytics – More detailed reports about employee performance after hiring.

• Stronger integration – Connecting ATS and CRM with scheduling, payroll, and training systems.

These improvements will make hiring even smoother and more efficient.

ATS and CRM in Shifton

Shifton is more than just a workforce scheduling platform. By combining ATS and CRM capabilities with shift planning, it gives businesses a full HR solution.

• Recruiters can find candidates with ATS.

• CRM ensures they stay connected with applicants.

• Shifton’s scheduling tools make onboarding easier.

• All data stays in one place, eliminating double handling.

This creates a seamless process: from job posting to the first work shift, everything is automated and efficient.

Conclusion

Hiring is one of the biggest challenges for modern businesses. The old way—manually sorting resumes and sending emails—simply doesn’t work anymore. That’s why companies need smarter solutions.

ATS and CRM systems simplify the process, improve communication, and save time and money. Together, they create a winning formula for both recruiters and candidates.

If you want your company to grow and attract the best talent, it’s time to consider how these systems, especially when integrated with platforms like Shifton, can transform your hiring process.