Bringing on a new Applicant Tracking System (ATS) can be a game-changer for freight carriers and CDL employers looking to streamline recruiting, improve driver experience, and reduce time-to-hire.
However, making the most of a new system takes more than just plugging it in. The onboarding process is where the foundation for long-term success is built, and a new ATS can be exactly the tool you need.
Keep reading to learn our nine tips to consider when onboarding with a new Applicant Tracking System.
Define Clear Goals and Metrics
Before you get started, be sure to fully understand why you’re switching to a new ATS. What problems are you trying to solve? Are you looking to shorten hiring time, improve communication with candidates, reduce manual work, or better track your recruiting pipeline?
Identify the key metrics you’ll use to measure success, whether it’s application completion rates, time-to-hire, or cost-per-hire. This clarity will help guide implementation and keep everyone aligned.
Map Out Your Existing Hiring Workflow and Desired Candidate Experience
Next, take a close look at your current recruiting process from start to finish. What steps are taken from the time a truck driver applies to when they’re hired and onboarded? Which parts are manual, redundant, or causing delays?
Understanding your workflow lets you optimize it within your new ATS, rather than just copying over the old problems into a new platform. In fact, it is best practice to start fresh by defining what type of candidate experience you want job seekers to have and assess each of the future state process steps you define to ensure the new process delivers that desired experience.
It is also a best practice to involve users of the system in designing the new future state process. It is important in the design to ensure that the list of candidate disposition codes created accurately reflect the stages of the process and the definitions for when and how to use each of them are clear to all users. It’s also critical for all users to consistently apply disposition codes according to the definitions to ensure data integrity and reliable reporting.
Ensure Integration with Other Tools
Your ATS doesn’t operate in a vacuum. It is critical to ensure that your ATS integrates smoothly with your existing systems, like background check providers, drug testing platforms, ELD/logistics tools, HR software, and DOT compliance systems.
A well-integrated ATS saves time and reduces errors by syncing data automatically instead of relying on manual entry or spreadsheets.
Prioritize Training and User Adoption
Even the most powerful ATS won’t make a difference if your team doesn’t use it correctly. It is important to set aside time for comprehensive training sessions, and not just during implementation, but as an ongoing process.
Get buy-in from your recruiters, safety managers, dispatchers, and anyone else who touches the hiring pipeline. The easier the system is to use, the more likely your team will stick with it. Holding regular meetings to review reports from the system on how disposition codes are being used and reviewing performance against pre-determined goals will also help encourage adoption.
Customize Communication with Candidates
Truck drivers are often on the road, so timely, mobile-friendly communication is key. Take advantage of features like automated texts, email templates, and driver portals, but make sure they’re customized with your brand’s tone and message.
Personalized communication goes a long way in creating a positive candidate experience and increasing follow-through.
Clean and Migrate Data Thoughtfully
Data migration is one of the trickiest parts of onboarding a new ATS.
Work closely with your provider to decide which data needs to be moved from your old system and how it should be structured. Clean your data beforehand to avoid duplications or outdated records clogging up the new system.
Having accurate historical data in the new ATS helps with reporting, re-engaging previous applicants, and staying compliant.
Focus on Compliance from Day One
Recruiting truck drivers means navigating a complex web of FMCSA regulations, safety requirements, and hiring standards.
Make sure your ATS is configured to collect and store the necessary compliance documents and that your workflows include steps for safety checks, drug screens, and MVRs. A good system should help you always stay audit-ready with up-to-date information.
Ask About Ongoing Support and Updates
When working with a new ATS, don’t just evaluate the software, evaluate the team behind it. Ask about the support structure, response times, and whether they offer a dedicated customer success manager.
Also be sure to ask about feature updates and whether you’ll have input into future developments. A good ATS partner will continue to grow with your business, not just sell you a static tool.
Solicit Feedback and Iterate
Like with any part of the recruiting and onboarding process, creating a feedback loop is essential for growth and evolution.
Once your system is live, check in regularly with your recruiters and hiring managers. What’s working? What could be smoother? Are candidates dropping off at certain stages? Use feedback to fine-tune the process and get even more value out of your investment.
With the right planning and support, your new ATS can help you attract and hire better drivers, faster, and set your fleet up for long-term success.
For more ways to stay ahead of the curve in the transportation industry in 2025, be sure to check out the rest of our Employer Blog posts and connect with us on social media.
