HR software goes by many names, it could be a HRMS (Human Resource Management System) or HRIS (Human Resource Information System), but we most commonly see the software referred to as Applicant Tracking Systems (ATS) and have dramatically changed the landscape of recruitment.
These systems can improve the daily tasks of recruiting, screening, onboarding and so much more. There are so many different ATS options available to organizations. It can be hard to choose which one is the best for you and your team. Often times the Human Resources teams will work with different proposals, processes and sales calls to find the right fit. After an ATS is chosen HR will think of all of the other pieces that need to work with it, leaving the background screening to the end.
Wait! You should be partnering with your Consumer Reporting Agency (CRA) in the initial conversations. CRAs or background screening companies host their services on a platform. This platform would need to be able to integrate with the ATS platform to make the two pieces work together. Not all platforms will be able to connect. This process can be complex and does not always go as planned.
The first step is to consider if you are wanting to use the screening portion of the ATS that and if it can connect with your CRA. There are sometimes additional costs that can be associated with the additional ATS integrations that you would want to consider in your budget. Some CRAs already have ATS solutions available with less customization requirements and standard integration features. CRAs may also have less expensive solutions if integration is not what you are looking for.
It is detrimental to all the work put in by the HR team if in the end they then need to either work on another integration piece for their screening company or simply cannot use their CRA of choice. Your CRA may even have an ATS they prefer to work with.
ATS options do not need to follow Fair Credit Reporting Act (FCRA) requirements which leave HR teams collecting separate disclosure and authorization forms apart from the typical forms signed in the application system. Many ATS services also do not collect all PII information that is required for a criminal screen such as social security number and date of birth. You will want to understand how this information can be collected, proper FCRA forms signed and if the signature on necessary documents is e-sign compliant before selecting your ATS.
When looking into new features in your onboarding process follow these simple steps.
- Include your CRA in at the beginning of an ATS solution.
- Understand there may be additional costs to an integration.
- Recognize there could be a better option available to you.
- Ensure your ATS/CRA can work together to remove a lot of the “paperwork” process your HR team has now.
- Set yourself up for success by giving your team plenty of time to make the process flow smoothly.