Setting up an Applicant Tracking System (ATS) is one of the most impactful operational investments a growing company can make. Done right, it transforms recruiting from chaotic inbox management to a structured, data-driven process. This guide walks through implementation step by step.
Before You Start: Pre-Implementation Prep
Document Your Hiring Process
Map out your current hiring stages for each role type. A typical process might be:
- Application Received
- Resume Review
- Recruiter Phone Screen
- Hiring Manager Interview
- Technical/Skills Assessment
- Final Interview (Panel)
- Reference Check
- Offer Extended
- Offer Accepted/Declined
You may have different stage configurations for different role types (engineering vs. sales vs. operations). Plan these variations before setup.
Define Roles and Permissions
Identify who in your organization will use the ATS:
- Recruiters/TA team: Full access to all candidates and jobs
- Hiring managers: Access to candidates in their own reqs
- Interview panelists: View candidate profile and submit feedback only
- HR admin: Reporting access, compensation data
- Executives: High-level pipeline dashboards only
Step 1: Configure Your ATS Account
Set Up Company Profile
- Upload company logo and brand colors
- Set up departments, locations, and teams
- Configure your org hierarchy for approval workflows
- Set up email templates for candidate communications
Build Pipeline Stages
Create your pipeline stages in the ATS. Most platforms allow custom stages per job type. Create templates for your most common role families (engineering, GTM, operations) to speed up future job creation.
Create Rejection Reasons
Define a standard set of rejection reasons (e.g., “Not enough experience,” “Salary expectations out of range,” “Position cancelled,” “Better fit candidate selected”). Consistent rejection reasons enable pipeline analysis and DEI reporting.
Step 2: Set Up Integrations
Job Board Integrations
Connect your ATS to job boards to automatically post openings and receive applications. Priority integrations:
- LinkedIn Jobs (highest volume for most companies)
- Indeed (high volume, cost-per-click or organic)
- Glassdoor (mirrors Indeed for most platforms)
- ZipRecruiter (strong for hourly and SMB)
- Industry-specific boards (Dice for tech, Health eCareers for healthcare, etc.)
HRIS Integration
Connect your ATS to your HRIS (BambooHR, Workday, Rippling, etc.) so that when an offer is accepted, the new hire record automatically transfers to your HR system. This eliminates duplicate data entry and ensures onboarding starts immediately.
Calendar Integration
Connect Google Calendar or Microsoft Outlook for interview scheduling. Set up interviewer availability blocks so candidates can self-schedule — this dramatically reduces scheduling coordination time.
LinkedIn Recruiter Integration
If your team sources on LinkedIn, the LinkedIn Recruiter System Connect integration lets you see ATS application status directly in LinkedIn and push InMail conversations into the ATS.
Step 3: Create Your Career Site
Most ATS platforms provide a hosted career site (your-company.greenhouse.io or jobs.lever.co/your-company). Configure:
- Company branding (logo, colors, banner images)
- Company description and values
- Searchable job listings with filtering by department and location
- Custom domain if possible (careers.yourcompany.com)
- EEO/EEOC voluntary self-identification forms
Step 4: Build Scorecards
Scorecards are the key to structured interviewing. For each interview stage, define:
- Attributes to evaluate: (e.g., Problem Solving, Communication, Technical Skills, Culture Add)
- Rating scale: Strong Yes / Yes / No / Strong No with definitions
- Specific questions for each attribute
- Must-have vs. nice-to-have designation for each attribute
Consistent scorecards reduce bias, improve decision-making, and create data for understanding what attributes predict success at your company.
Step 5: Train Your Team
Recruiter Training (2–4 hours)
- Creating and publishing job reqs
- Reviewing and advancing candidates
- Using email templates and scheduling interviews
- Running pipeline reports
Hiring Manager Training (30–60 minutes)
- Reviewing candidates assigned to them
- Submitting scorecard feedback
- Approving offers
- Reading their pipeline status report
Interviewer Training (15–20 minutes)
- Finding and reviewing their interview assignments
- Completing scorecards after interviews
- Structured interview best practices
Step 6: Post Your First Jobs
Before going live, check each job posting for:
- Accurate and inclusive job description language
- Correct compensation range (required by law in many states)
- Appropriate required vs. preferred qualifications
- Correct application form fields (don’t collect info you don’t need)
- Mobile-optimized application flow
See our Best ATS Software Guide 2026 for platform recommendations, and compare Greenhouse vs Lever for mid-market ATS options.
