Who it’s for: ATS administrators, hiring managers, and recruitment users
Platform: Sense ATS
Available on: Elite tier and above, or Professional tier with ATS add-on
Before you begin
Make sure you have:
☑️ Access to Sense ATS
☑️ The correct ATS permissions for your role
☑️ A basic understanding of your organisation’s recruitment process
🖊️ Note: ATS access and permissions are currently managed by Sense Workplace Support. Self-service permission management through Sense Portal is confirmed on the product roadmap and is currently in development.
Overview
Sense ATS is the recruitment product in the Sense Workplace ecosystem.
You can use ATS to:
create and manage vacancies
publish vacancies internally or externally
manage applicants across vacancies
build recruitment pipelines
move applicants through hiring stages
use AMI to summarise vacancies, compare applicants, draft vacancy adverts, and support application screening
manage applicant documents, comments, and communications where enabled
ATS works alongside other Sense Workplace products, including Sense HR, Automate, AMI, and Mobile.
Access Sense ATS
You can access ATS in either of these ways:
Click the Sense logo in the upper-left corner of a Sense Workplace product to open the Product Switcher.
Select ATS.
Or go directly to:
Main ATS modules
The main ATS navigation includes three core modules:
Module | What it’s used for |
Vacancies | Create, publish, view, and manage vacancies. |
Applicants | View, filter, add, and manage applicants across vacancies. |
Settings | Manage ATS pipelines, stages, and RSS feed settings. |
Vacancies
Use ATS > Vacancies to manage the vacancies in your system.
From here, you can:
create a new Vacancy
view approved, pending, and rejected vacancies
switch between table view and card view
open the Internal or External vacancy board
copy, edit, close, reopen, or delete vacancies
copy a vacancy link
summarise a vacancy with AMI
open a vacancy overview to manage its details, applicants, pipeline, and application screening
🖊️ Note: The vacancies a user can see depend on their ATS permissions and whether they have been added to the vacancy’s hiring team.
Vacancies are grouped into three tabs:
Tab | What it shows |
Approved | Vacancies that are approved. In the default ATS setup, newly saved vacancies appear here automatically. |
Pending approval | Vacancies waiting for approval, where the ATS vacancy approval workflow is configured. |
Rejected | Vacancies that have been declined through the vacancy approval workflow. |
🖊️ Note: The ATS vacancy approval workflow is currently available as a custom workflow for Enterprise customers. This may become a Library workflow in future, so wording may need updating when that changes.
For more information see:
👉 ATS - Vacancy Request & Approval
Vacancy boards
ATS includes internal and external vacancy boards.
Vacancy board | What it’s used for |
Internal vacancy board | Shows vacancies marked as internal during vacancy setup. |
External vacancy board | Shows vacancies published externally. |
When creating or editing a vacancy, the Internal vacancy checkbox controls whether the vacancy is listed internally or externally.
💡 Tip: ATS RSS feeds are managed separately. For RSS feed setup, see Sense ATS: RSS feeds (Admin).
Applicants
Use ATS > Applicants to view applicants across the ATS system.
From here, you can:
search applicants
filter applicants by pipeline status
filter by table columns
manually add an applicant
download CVs for selected applicants
move an applicant to another vacancy
duplicate an applicant to another vacancy
delete an applicant from a vacancy
open an applicant profile
The Applicants module shows applicant records the user has permission to view.
For example, admin users may be able to see applicants across all vacancies, while hiring managers usually only see applicants linked to vacancies they are assigned to.
Settings
Use ATS > Settings to manage ATS configuration.
Settings includes:
Area | What it’s used for |
Pipelines | Create and manage recruitment pipelines and stages. |
RSS feeds | Configure internal and external vacancy feed links. |
Pipelines are built from stages and can be selected when creating a vacancy.
For example, you might use one pipeline for office roles and another pipeline for driver roles where licence checks are required.
⚠️ Important: Stages are reusable across ATS. If you edit a stage in Settings > Pipelines > Stages, the change applies everywhere that stage is used.
AMI in ATS
AMI can help with several ATS tasks.
Depending on where you are in ATS, you can use AMI to:
summarise a vacancy
help draft a vacancy advert
compare and summarise applicants
summarise applicant documents
help analyse comments
create AMI-assisted application screening questions
review applicant answers and scoring from AMI-assisted applications
🖊️ Note: Some AMI features depend on your plan, permissions, and ATS configuration.
How ATS connects with other Sense Workplace products
ATS is part of the wider Sense Workplace ecosystem.
Product / area | ATS connection |
HR | Successful recruitment activity can support onboarding or future employee setup, depending on configuration and plan. |
AMI | Used for vacancy summaries, advert drafting, applicant comparison, document summaries, comments support, and AMI-assisted application screening. |
Automate | ATS actions can support workflows, service connectors (such as Microsoft), or additional action-bar options where configured. |
Mobile | Depending on your system configuration and active workflows, Sense Mobile may support parts of the ATS experience, such as recruitment-related notifications, tasks, and approvals. |
Portal | ATS access and permissions are expected to be managed through Portal in future. |
RSS feeds | Internal and external vacancy feeds can be used to distribute vacancy listings outside the Sense Workplace ecosystem. |
Summary
Sense ATS is used to manage recruitment activity across vacancies, applicants, pipelines, and application screening.
Remember:
Vacancies is where you create and manage roles.
Applicants is where you view and manage applicant records.
Settings is where you manage pipelines, stages, and RSS feed configuration.
Hiring team visibility and ATS permissions affect what users can see and do.
AMI can support vacancy writing, applicant comparison, document review, and application screening.
FAQs
Click to view answers to frequently asked questions
Click to view answers to frequently asked questions
Q: How do I access Sense ATS?
A: You can access ATS from the Product Switcher by clicking the Sense logo in the upper-left corner, or by going directly to https://ats.sensewp.com/.
Q: Who can use Sense ATS?
A: ATS is available on Elite and Enterprise plans, or as an add-on for the Professional plan. Users also need be granted ATS access and the correct permissions for their hiring role.
Q: What are the main areas of ATS?
A: The main areas in ATS are Vacancies, Applicants, and Settings.
Q: What is the difference between the internal and external vacancy boards?
A: The internal vacancy board shows vacancies marked as internal. The external vacancy board shows externally published vacancies.
Q: Why can’t a hiring manager see a vacancy?
A: If a hiring manager cannot see a vacancy, they may not have ATS access, or they may not have been added to the vacancy’s hiring team. Hiring managers usually only see vacancies and applicants assigned to them.
Q: Where do I manage ATS pipelines?
A: To create or manage reusable pipeline templates, go to ATS > Settings > Pipelines.
To manage the pipeline for a specific vacancy, go to ATS > Vacancies > [select vacancy] > Pipeline tab > Edit pipeline.
🖊️ Note: Editing a pipeline from a vacancy only changes that vacancy’s pipeline. It does not update the original pipeline template in Settings > Pipelines.