Driving User Adoption: Best Practices for Your Applicant Tracking System

The Adoption Challenge

The adoption gap is real. According to the recent Q4 2024 TalentTech Quarterly by Fosway Group—a niche HR analyst firm—nearly 68% of UK companies report that their recruitment software implementations fail to achieve desired adoption rates within the first six months. That's concerning.

Your ATS represents a significant investment—both financially and strategically. Yet many organisations rush through the onboarding process, expecting users to simply figure things out. They won't. Trust me.

Start Before You Start

Successful onboarding begins well before the system goes live. It starts during the selection process itself.

"Who's this for?" That's the fundamental question you should be asking when evaluating any ATS. By involving end-users in the decision-making process, you're not only gathering valuable insights about their needs but also fostering a sense of ownership. When people feel consulted, they're more likely to embrace change rather than resist it.

We've witnessed a mid-sized manufacturing company demonstrated this approach effectively. Their recruitment team—including coordinators through to senior hiring managers—actively participated in demo sessions and provided feedback on three shortlisted systems. Upon implementation of their chosen solution, adoption rates were remarkable specifically because users had already developed emotional investment in the system's success.

Make It Personal—Very Personal

Generic training doesn't work. Full stop.

Your recruiters, hiring managers, and executives all interact with your ATS differently. Their onboarding experiences should reflect this reality.

Consider creating role-specific training modules that focus on the functions each group will actually use. A hiring manager doesn't need to know how to configure workflow rules—but they absolutely need to understand how to review candidates efficiently and provide timely feedback.

The Power of Champions

Every successful system implementation I've witnessed has had them—those enthusiastic early adopters who become unofficial system ambassadors. Find yours.

These champions aren't necessarily your most tech-savvy team members. Rather, they're influencers—people whose opinions matter to their colleagues. When they embrace your ATS, others follow suit.

One approach that works brilliantly is creating a "champions programme" where these individuals receive advanced training and recognition for supporting their peers. They become the first port of call for questions, reducing the burden on your formal support channels while fostering a collaborative learning environment.

Gamify the Experience

Learning needn't be dull. In fact, when there's an element of friendly competition, adoption rates typically soar.

A regional healthcare provider we worked with created a certification programme with bronze, silver, and gold levels for their ATS users. Achieving each level required demonstrating proficiency in specific system features. They published a weekly leaderboard showing which departments had the highest percentage of certified users—and offered modest rewards for teams that reached certain milestones.

The results? Within eight weeks, over 90% of users had achieved at least bronze certification, and system usage metrics showed significant improvement across all key functions.

Celebrate Small Wins

Don't wait until full adoption to acknowledge progress. Celebrate the small wins—they add up.

Did a hiring manager successfully complete their first candidate evaluation in the system? Brilliant! Send them a quick congratulatory message. Has a recruiter figured out how to create a custom report that saves them hours each week? Share that success story with the wider team.

These micro-celebrations serve two important purposes: they reinforce positive behaviours for those already using the system, and they create FOMO (fear of missing out) for those who haven't yet embraced it.

Gather Feedback—And Act On It

Onboarding isn't a one-way street. It's a dialogue.

Schedule regular check-ins during the first few months post-implementation to gather user feedback. What's working well? Where are they struggling? Which features are they avoiding—and why?

This information is gold. Use it.

The Aberdeen Group's "Talent Acquisition Technology Effectiveness Report" from September 2024 found that organisations who implemented formal feedback loops during ATS onboarding experienced 37% higher user satisfaction and 29% better overall recruitment metrics than those who didn't. The numbers speak for themselves.

But here's the crucial bit—you must act on the feedback received. Nothing kills adoption faster than asking for input and then ignoring it. Users need to see that their experiences matter.

Beyond Training: Creating a Resource Ecosystem

The traditional "one-and-done" training approach is fundamentally flawed. People don't retain everything from a single session—especially when learning complex systems.

Instead, create a comprehensive resource ecosystem:

• Quick reference guides for common tasks
• Video tutorials for visual learners
• An internal knowledge base for self-service support
• Regular "power user" tips shared via email or your internal communication platform
• Monthly lunch-and-learn sessions focusing on specific features

This multi-faceted approach accommodates different learning styles and provides just-in-time support when users actually need it—not just during initial training.

Mind the Gap

One often-overlooked aspect of Applicant Tracking System onboarding is the transition period. Your team won't switch from old to new processes overnight—there will be a hybrid phase where both systems might be in use.

Be realistic about this. Provide clear guidance on which system should be used for which processes during the transition, and establish a firm cut-off date for the legacy system.

This transparency reduces confusion and prevents users from clinging to familiar (but soon-to-be-obsolete) tools.

Measure What Matters

How do you know if your onboarding is successful? You measure it—but carefully.

Rather than tracking vanity metrics like "number of training sessions completed," focus on meaningful indicators like:

• Active user percentage (daily/weekly/monthly)
• Key feature adoption rates
• Time-to-proficiency for different user roles
• Reduction in support tickets over time
• Recruitment process efficiency improvements

These metrics provide genuine insight into your onboarding effectiveness and highlight areas requiring additional attention.

The Human Touch

Technology implementations often focus so intently on systems that they forget about the humans using them. Don't make this mistake.

Acknowledge that change is difficult. Some team members—particularly those less comfortable with technology—may feel anxious about the new system. Address these concerns with empathy rather than dismissal.

I've seen organisations create "tech buddy" programmes where more confident users partner with those who need additional support. This peer-to-peer approach often works wonders because it creates a safe space for questions that people might be embarrassed to ask in larger settings.

Looking Ahead

Onboarding isn't just about the present—it's about creating a foundation for future success.

Once your team has mastered the basics, introduce more advanced features gradually. This progressive approach prevents overwhelm and gives users time to integrate new functionalities into their workflows naturally.

Consider creating an ATS roadmap that outlines which features will be introduced when, and share this with your team. This transparency builds anticipation rather than anxiety about upcoming changes.

Final Thoughts

Effective ATS onboarding isn't just a technical exercise—it's fundamentally a change management challenge. Technology adoption follows the same psychological patterns as any organisational change.

By acknowledging this reality and approaching onboarding as a comprehensive, human-centred process rather than a mere training task, you'll dramatically increase your chances of success. Remember: the most sophisticated system in the world delivers zero value if people don't use it properly.

Your ATS has tremendous potential to transform your recruitment process. Onboard thoughtfully.