Optimize your HR reporting with an ATS (Applicant Tracking System)

You manage the recruitment of an SME or a large group? Are you a recruitment consultant in a firm? In this case, you must certainly justify your actions by presenting your results to your management. With our Jobaffinity recruitment software you can create generic or customized HR reports. Enter your objectives, track your results and publish reports on recruitment within your company or on behalf of your clients.

HR Reporting: Definitions

An HR report is a strategic document based on the collection of HR data. Human resources professionals use it to analyze the results of their actions in terms of recruitment, personnel management, training, etc. Once established by the software, the report is an objective basis on which the management of the company or the recruitment agency can make strategic decisions.

Why use a recruitment software for your reports?

Saving time, improving the quality of the recruitment process, accurate results… recruitment software like Jobaffinity has many advantages for a human resources professional.

Anticipate the need for manpower

Labour shortages are affecting all industries. Recruiters are seeing an increase in the length of their recruitment process. Currently, the average duration of a recruitment in France is 32 days. To this must be added the length of the notice period to be given by the future employee. But depending on the level of experience and qualification required, the time can be much longer. By working with a recruitment software, you can follow the recruitments over time and determine which positions take the longest. If a need arises for such a position, you can quickly activate a recruitment campaign.

Improve the recruitment process

Using software like Jobaffinity allows recruitment consultants to save time on administrative tasks: writing job offers, multicasting job offers, searching the CV database, organizing appointments… This time can be used for more value-added tasks such as interviewing candidates, analyzing recruitment needs…

Boost your employer brand

The use of a software dedicated to your recruitment is a real asset for your employer brand. The digitalization of your HR process reduces the risk of human error, facilitates exchanges with candidates, and gives the image of a company with innovative techniques… Certain features such as the presence of a LinkedIn plugin or the automation of responses via Essendex or Whatsapp are among the tools appreciated by generation Z candidates.

Securing candidate data

The ATS (Applicant Tracking System) allows to centralize all the data related to the candidates:

  • Personal information
  • CV
  • Results of technical skills tests, assessment center…
  • Report on interviews
  • Level of progress in the hiring process
  • Emails and answers

With software like Jobaffinity you can be sure that your HR data management is compliant with the RGPD. And above all, you can be sure that the data collected is secure and hosted in France.

You can also send an email to the candidate to ask if they want their personal and professional data to be kept in your database or if they prefer it to be deleted.

Synchronize the ATS with your tools and applications

To simplify the follow-up and management of emails and job interviews, a recruitment software allows you to synchronize your emails and calendars whether you are on Google or Microsoft. Moreover, you can integrate your HR tools: Easyrecrue, Central Test, Assessfirst, VisioTalent…

Which KPIs should you analyze for your HR reports?

There are dozens of KPIs to track in recruitment. To focus on the essential indicators, i.e. those based on your objectives, you can customize your report by selecting the KPIs to track.

Some examples of KPIs for recruitment:

  • The volume of recruitment over a given period
  • Number of applications received
  • The number of views of job offers
  • The rate of abandonment of an application
  • Time to hire per position
  • Number of interviews conducted per recruiter
  • Processing time of applications
  • Applicant response rate
  • The cost of acquiring a candidate
  • Rate of qualified applications per job offer
  • Parity in shortlists
  • Candidate satisfaction

Data on job offers

Writing and distributing job descriptions and job offers is a time-consuming activity. However, the number of job offers published can be an interesting KPI to follow if you use paid advertising platforms: HelloWork, Leboncoin, Monster, Cadremploi, Aladom… This will allow you to define the cost of recruitment: time spent on recruitment management + costs of ads on job boards.

Data related to the sourcing of candidates

Several pieces of information related to the pre-selection of candidates can be interesting in HR reporting. This is particularly true of the number of applications received for a position to be filled. This indicator shows the attractiveness of the candidates for a job offer and the difficulty to attract relevant profiles for this position.

The average volume of applications per advertisement is a good KPI in the recruitment field. A low application rate is a sign that the advertisement, the job offer or the salary should be reviewed…

Finally, parity within the applications is a criterion that is appreciated in companies with strong CSR values. You can study the number of male and female candidates presented for each position.

Data related to the return of managers

Application management software allows managers to give their opinion on the applications received. They can validate the application and arrange a meeting with the candidate, reject the application or request more information. By analyzing the percentage of applications that have been validated by managers, we can define the difficulty of recruiting for this mission for internal reasons.

Data related to the follow-up of applications

The quality of applicant follow-up is a relevant KPI if you want to improve the company’s brand image. You can analyze the number of unclosed procedures, the number of candidates who have received a response or are waiting for feedback…

How do you report on your recruitment actions?

While reporting on your recruitment actions in Excel is possible, we strongly recommend using an ATS to perform your reporting. Follow the steps below to create an efficient HR reporting process:

  1. Define the objective of this reporting: It can be intended for the HRD, the director of the company or the agency, the managers… The data studied will have to be useful to the people concerned by this report.
  2. Define the periodicity of the analysis: 1, 3, 6 months… how often do you plan to report? You can also plan a weekly summary analysis and a more detailed one that you will present during strategic meetings.
  3. Select the data to be monitored: Define the indicators that will show that your actions are in line with the objectives you have set.
  4. Develop the medium: You can either edit a classic report or create a customized report. The main thing is that the data is easily readable and understandable.

Convinced? Find out during a demonstration of our recruitment software how to create customized HR reports.