Recruitment Templates: How to Replace Your ATS with Worksuite

In this article, we’ll outline how Worksuite can replace your ATS (Applicant Tracking System) for full-time hiring, on top of becoming your end-to-end freelancer management platform, so you can create a smooth and enjoyable candidate experience at scale.

‘Tis the season… to staff up?

Often people think December is a bad time to hire, but those people would be mistaken. At the end of each year, talent are spending time with their families around the holidays, and thinking about what they’ve accomplished professionally in the past year. Maybe even defending those accomplishments to their aunts and uncles around the dinner table.

More importantly, workers are pondering career goals and resolutions for the year ahead, as New Year’s Eve approaches. Mind you, the talent looking to start a new job in 2024 are obviously interviewing in December and January. 

According to the Bureau of Labor Statistics, 4 million Americans have changed jobs every month — fairly steadily since “The Great Resignation” started. Job openings in the US recently posted the highest numbers since 2021, with quit rates edging higher again.

With such a high volume of job changes and applicants seeking new opportunities, it’s critical to streamline the process.

Tools like Applicant Tracking Systems and Workforce Management Software make your recruitment process as smooth as possible, and semi-automate the admin work so you can process all those hundreds – maybe thousands of applicants in a personable way. Even on a massive global scale, you can make every touchpoint reflect well on your company’s brand.

So, how do you automate your recruitment and candidate onboarding process, without losing the ‘human’ part of Human Resources? 

You can use automated workflows and customized message templates to:

After all, word spreads! It’s a small industry, and people use Glassdoor.

In an effort to “drink our own champagne” at Worksuite, we leverage our own workforce management system to process both external and internal talent alike. 

This way, the process is seamless for: 

Below we’ll share plug-and-play Recruitment Message Templates, similar to the ones we’ve been using for our own ATS purposes when growing the Worksuite team. You can deploy these to turn your Worksuite candidate workflows into a semi-automated hiring machine, and eliminate the overwhelm of back-and-forth emails and sifting through hundreds of applications.

The first important step to welcoming talent into your brand is setting expectations. Too often, candidates may feel they are speaking into the void. As The Muse tactfully puts it, a lack of autoresponder is “not a very fun experience for you, the job seeker, who has just spent two hours pouring your heart and soul into a cover letter.”

Plus, your interested applicants should know what’s next. Is your process 3-4 weeks? 2 months? Is this an “always on” role and there is no immediate need? Setting expectations helps you both understand whether this is a fit in terms of your timelines. 

Here is a simple response template you can use that automagically gets sent with every applicant who expresses interest in your open roles.

This is the email that you definitely don’t want your top talent to miss. It’s also cumbersome to have to send out a dozen of these one-by-one. Why not streamline the process?

A recent survey found that 66% of job seekers have been ghosted by an employer after an interview. This stat increases to 78% among underrepresented groups. Don’t be another ghost! 

By communicating with every single applicant — even those who are not moving forward — you are generating goodwill in the marketplace and bolstering your brand’s reputation. What’s more, they are more likely to apply for another opportunity at your company in the future. 

Here’s how to automate that touchpoint with a talent notification that gets triggered as soon as your hiring manager moves the unqualified candidates to the appropriate stage.

We’ve all been there. Your hiring team goes into recruitment mode with the best intentions. Speed and a quality candidate experience are the name of the game. However, somewhere along the way, things slowed down.

From your candidate’s POV, an extra week feels like a month. Here’s a template to keep them warm and engaged, making sure that you don’t miss out on top talent who you’ve already invested time into interviewing.

Why go back to the drawing board of sourcing new talent, when you can simply revisit your existing talent network? 

If you’ve hired or engaged talent previously with Worksuite, your platform environment will already be populated with a wealth of candidate info — resumes, portfolios, cover letters, rates, and any other profile information you requested in your automated workflow. This is all easily searchable in one central dashboard.

Avoid making them fill it out all over again. And save time by not having to draw from an entirely new candidate pool.

Hey, hiring freezes happen. You can send out this personalized message en masse to the dozens or hundreds of candidates in the pipeline who are waiting for an answer, and save face from a brand standpoint.

The beauty of automations here is not to replace humans. It’s to let your HR and People Ops teams focus on strategy, culture, relationships, and the parts that truly matter — while automating the tedious administrative tasks. 

With Worksuite’s templates and workflows running in the background, you can focus on other things: like interview quality, critical thinking for analyzing candidate fit, and improving the onboarding process for the folks you’re moving forward. 

Worksuite is your end-to-end workforce management platform, from sourcing and interviewing, to onboarding and assigning, to managing invoices and paying out globally. Gain visibility into your talent spend and even DEI metrics with Worksuite’s Workforce Analytics dashboard. And leverage Worksuite’s Job Openings + Automated Workflows to make your candidate experience as smooth as possible.