Recruitment software (also known as recruiting software or ATS) digitizes the entire hiring process – from job posting to onboarding. The best software for your company combines features like multi-posting, applicant management, and communication tools with options for objective candidate assessment, helping you not only speed up processes but also make better hiring decisions.

What Is Recruitment Software?

Recruitment software is a digital solution that helps companies streamline their entire recruiting process. It automates repetitive tasks such as posting job ads, managing applications, and communicating with candidates.

Definition and Scope

The term recruitment software is often used interchangeably with recruiting software or applicant management software. At its core, these are digital tools that support HR teams in talent acquisition – from the initial job posting to the final hire.

ATS vs. Recruiting Software vs. HR Software

These terms are frequently confused, but they refer to different things:

An ATS (Applicant Tracking System) is the heart of any recruiting software. It manages and tracks applications centrally in a database. You maintain an overview of where each candidate stands in the process.

Recruiting software is the broader term. Beyond the ATS, it often includes additional modules such as multi-posting, career page builders, or candidate assessment tools.

HR software, in turn, covers the entire human resources spectrum – from payroll and time tracking to recruiting. Applicant management is just one component.

Key Features of Recruiting Software

Modern recruitment software offers far more than a simple applicant database. Consider the following features when making your selection.

Job Posting Management and Multi-Posting

With multi-posting, you publish a job ad on multiple job boards simultaneously – with a single click. This saves time and increases your reach. Good software supports both free portals and premium job boards like LinkedIn, Indeed, or Glassdoor.

Applicant Management and Talent Pool

A centralized applicant database is the foundation. Here you store all candidates with resumes, documents, and communication history. An integrated talent pool allows you to keep promising candidates on your radar for future positions.

Communication and Automation

Automated emails for application confirmations, status updates, or rejections significantly speed up the process. At the same time, they improve the candidate experience because applicants don't have to wait days for a response.

Collaboration and Evaluation

Recruiting is teamwork. Modern software enables departments and HR to jointly access candidate profiles, provide ratings, and leave feedback. This way, you make well-founded decisions as a team.

Candidate Assessment and Assessments

This area is gaining increasing importance. Online assessments and scientifically validated testing methods help objectively evaluate candidate suitability – independent of the resume.

Platforms like Aivy complement traditional recruiting software with game-based assessments. These integrate seamlessly into existing ATS systems and provide data-driven insights into competencies and cultural fit.

Benefits of Recruiting Software

Using recruitment software brings measurable benefits for HR teams and the entire organization.

Time and Cost Savings

Automated processes significantly reduce manual effort. Instead of reviewing applications individually and sending emails manually, you can focus on what matters most: connecting with the right candidates.

Time-to-hire – the time from job posting to hiring – decreases significantly. This saves not only time but also costs from unfilled positions.

Better Candidate Experience

Today's applicants expect fast responses and transparent processes. With the right software, you deliver exactly that: automatic status updates, mobile-optimized application forms, and professional communication.

Data-Driven Decisions

Modern recruiting software provides analytics and reports. At a glance, you can see which channels bring the best candidates, how long your process takes, and where optimization potential lies.

Integrating candidate assessment takes this a step further: it provides objective data on candidate suitability and reduces unconscious bias in the selection process.

Practice shows that companies like MCI Germany, by combining recruiting software with scientifically validated candidate assessment, reduced their time-to-hire by 55% while simultaneously cutting cost-per-hire by 92%. Integrating the Aivy platform into their existing ATS system (softgarden) resulted in a 96% completion rate in the assessment.

How to Find the Right Software

With over 100 vendors on the market, choosing isn't easy. A structured approach will help you find the right solution for your company.

Define Your Requirements

Before comparing options, first clarify your needs:

How many positions do you fill per year? For few hires, a simple solution often suffices, while companies with high recruiting volume need more comprehensive features.

Which existing systems need to be connected? Check whether the software integrates with your HR suite, email system, or existing assessment tools.

Who will use the software? Consider that beyond HR, departments and managers may also need access.

Important Selection Criteria

When evaluating different providers, pay attention to the following aspects:

User-friendliness determines whether the software actually gets used. Test the interface before purchasing – ideally with the colleagues who will work with it later.

Scalability matters when your company grows. The software should be able to grow with your requirements.

Data privacy is particularly relevant in Europe. Look for GDPR compliance and check where data is stored.

Support makes the difference when questions arise. Prefer providers with responsive support and short reaction times.

Frequently Asked Questions

What is recruitment software?

Recruitment software is a digital solution for managing the entire recruiting process. It's also known as recruiting software, applicant management software, or ATS. The software automates tasks like job postings, applicant management, and communication with candidates.

How much does an applicant tracking system cost?

Costs vary widely depending on features and company size. Free basic versions are offered by providers like Kenjo or Breezy HR. Professional solutions range from $50 to $300 per month, depending on the number of users. Enterprise solutions for large companies start at around $500 monthly.

What is the difference between ATS and recruiting software?

An ATS (Applicant Tracking System) is the core module for applicant management – it tracks and organizes incoming applications. Recruiting software is the broader term and may include additional modules beyond the ATS, such as employer branding, multi-posting, or candidate assessment features.

What features should recruiting software have?

The most important features are: multi-posting to various job boards, a centralized applicant database with search functionality, communication tools with templates, collaborative evaluation capabilities within the team, and optionally modules for candidate assessment and assessments.

What is the best recruiting software for small businesses?

For getting started, free tools like Kenjo or Breezy HR work well. Small and medium-sized businesses do well with solutions like Recruitee, Personio, or softgarden. Scalability and ease of use are crucial so the software can grow with the company.

How does recruiting software improve the candidate experience?

Recruiting software improves the applicant experience through faster responses thanks to automated communication. Candidates receive transparent status updates and can apply via mobile-optimized forms. Modern assessments replace traditional cover letters and make the process more interactive.

Conclusion

The right recruitment software is more than just a digital filing system for applications. It accelerates your processes, improves the candidate experience, and provides data-driven decision-making foundations.

When selecting, don't just focus on features like multi-posting and applicant management. What's crucial is how the software improves the quality of your hiring decisions – for example, through integrated candidate assessment.

Want to learn how scientifically validated candidate assessment can complement your recruiting? Learn more about the Aivy platform and how it integrates with your existing recruiting software.

Sources

• Capterra. Applicant Tracking Software Comparison 2025. https://www.capterra.com/applicant-tracking-software/
• Recruitee. Recruiting Software Comparison 2025. https://recruitee.com/articles/recruiting-software-comparison
• Workwise. Recruiting Tools Overview 2025. https://hire.workwise.io/hr-praxis/personalsuche/recruiting-tools
• Kenjo. Best Recruitment Software Comparison. https://blog.kenjo.io/best-recruitment-software-comparison
• Aivy. Success Story MCI Deutschland GmbH. https://www.aivy.app/erfolgsgeschichten/mci-deutschland-gmbh