Why Two-Factor Authentication Is a Game-Changer for Protecting Candidate Data in Your ATS

In today’s digital recruitment landscape, protecting candidate data is more than just a compliance requirement—it’s a trust imperative. With cyber threats on the rise and data breaches making headlines regularly, HR professionals and talent acquisition leaders must ensure that their Applicant Tracking Systems (ATS) are not only efficient but secure.

One simple yet highly effective step toward enhanced security is implementing Two-Factor Authorization (2FA) in the job application process.

What Is Two-Factor Authorization?

Two-Factor Authorization (often referred to as 2FA) is a security method that requires users to provide two separate forms of identification to access a system. Typically, this includes:

  1. Something they know (like a password)
  2. Something they have (like a code sent via SMS, email, phone number or an authenticator app)

This additional layer of security drastically reduces the chances of unauthorized access, even if a password is compromised.

Why Is 2FA Important in Recruitment?

When candidates submit their applications through an ATS, they often share sensitive personal data, including:

  • Full names and contact details
  • Employment history and references
  • Identification numbers (e.g., Social Security or National IDs)
  • Educational credentials
  • Sometimes, even demographic and diversity information

If this information is not well-protected, it can be vulnerable to data theft or misuse.

How 2FA Enhances ATS Security:

1. Protects Candidate Accounts

When candidates create profiles, 2FA ensures that only they can access their information. Even if someone obtains a candidate’s password, they won’t be able to log in without the second authentication factor.

2. Secures Hiring Workflows

2FA can also be extended to recruiters and hiring managers who access candidate data. This helps prevent internal breaches or unauthorized access by former employees or compromised accounts.

3. Builds Candidate Trust

Today’s job seekers are more aware of privacy and cybersecurity issues. Implementing 2FA shows that your organization takes data protection seriously, which can positively influence employer branding and the candidate experience.

4. Compliance with Data Protection Laws

Depending on your region, 2FA may help meet compliance standards under GDPR, CCPA, or other data protection frameworks. This reduces legal risks and strengthens your organization’s privacy posture.

Implementing 2FA in Your ATS:

If your current ATS provider doesn’t support 2FA, it may be time to reconsider your platform or push for security feature upgrades. Ideally, your system should offer:

  • SMS or email-based authentication codes
  • Integration with authentication apps (like Google Authenticator or Authy)
  • Admin control over user access and authentication settings
  • Secure password storage and encrypted communication

It’s also worth providing guidance to candidates and internal users on why and how 2FA is used to ensure adoption and ease-of-use.

Bradford’s Takeaway

As the recruitment process becomes increasingly digital, safeguarding candidate information is not optional—it’s essential. Two-Factor Authorization is a straightforward but powerful security measure that can significantly enhance the integrity of your ATS and protect both your candidates and your organization.

Data security isn’t just IT’s job—it’s everyone’s. Implementing 2FA is a simple first step toward a more secure, trustworthy hiring process.

5 Things You Need to Know Before Buying Text Recruiting Software

In today’s fast-paced hiring landscape, businesses are turning to technology to streamline and enhance their recruitment processes. Text recruiting software platforms have gained significant traction, offering employers an efficient, instant, and convenient way to engage with candidates. But before you take the leap into adopting a text recruiting platform, it’s essential to understand the key features, benefits, and potential drawbacks of these tools. Here are five crucial things you need to know before purchasing a text recruiting software platform.

1. Understanding Your Recruitment Needs

Before diving into the world of text recruiting, take a step back and assess your recruitment process. Are you hiring for high-volume roles? Are you looking to speed up candidate engagement? Do you need to streamline communication with passive candidates? Identifying your specific needs will help you choose the platform that aligns best with your goals.

Some text recruiting platforms are designed for large-scale hiring and may include features like automated texting, bulk messaging, and scheduled outreach. Others may cater more to personalized engagement, allowing one-on-one communication with a smaller pool of candidates. Knowing what you want from the software will allow you to make a more informed decision.

2. Integration Capabilities with Your Existing Systems

Recruiting software is most effective when it works in harmony with your existing tools. Whether you’re using an Applicant Tracking System (ATS), a Customer Relationship Management (CRM) system, or any other HR tech tools, seamless integration is crucial for maintaining a smooth and efficient workflow.

When evaluating text recruiting platforms, inquire about how well they integrate with the systems you’re currently using. Some platforms offer out-of-the-box integrations with popular ATS and CRM systems, while others may require additional customization. Ensure that the platform you choose supports data syncing, candidate tracking, and team collaboration to avoid manual data entry or potential errors.

3. Compliance and Security

Text recruiting platforms handle sensitive candidate information, and it’s essential to ensure that the platform complies with regulations like the Telephone Consumer Protection Act (TCPA), General Data Protection Regulation (GDPR), and other industry-specific compliance standards. Look for platforms that offer secure communication channels, such as encrypted messaging, to protect candidate data.

Additionally, make sure the platform complies with opt-in and opt-out requirements. Many platforms include features to help candidates easily unsubscribe or opt out of text messages, which is a crucial aspect of maintaining compliance and protecting your company’s reputation.

4. User Experience and Customization

A platform’s user experience is key to maximizing its effectiveness. Ideally, the platform should be intuitive, easy to navigate, and offer enough customization options to suit your organization’s unique needs. Consider the following factors when evaluating user experience:

  • Ease of Use: The platform should be easy for both recruiters and candidates to use. Look for user-friendly dashboards, clear workflows, and mobile-optimized interfaces. 
  • Personalization Options: A good text recruiting platform should allow you to tailor messages to specific candidates, roles, or campaigns. Customizable templates and dynamic fields for candidate information can help personalize communication at scale. 
  • Multi-channel Communication: Some platforms allow you to integrate SMS with other communication channels like email and chat. This flexibility enables you to communicate with candidates through their preferred medium. 

5. Support and Training

No software platform is perfect, and you’re likely to encounter challenges during your adoption and use of a text recruiting platform. That’s why having access to strong customer support and training resources is essential.

Ensure that the provider offers comprehensive onboarding, training materials, and ongoing support. Look for platforms with a responsive customer support team via chat, email, or phone, and verify whether they offer a knowledge base or live webinars for troubleshooting.

Additionally, check whether the platform offers reporting and analytics tools to help you evaluate the effectiveness of your recruiting efforts. Data-driven insights can help you optimize your text recruiting strategy over time and improve the candidate experience.

*Recently, Pereless Systems launched their AI mascot named Bradford! Bradford has over 25 years of talent management experience. After every blog, Bradford will provide his expertise in the intricate world of talent management software like never before.*

What Would Bradford Do?

Text recruiting is a powerful tool that can revolutionize your hiring process by improving communication and engagement with candidates. However, before committing to a text recruiting software platform, it’s vital to evaluate your specific needs, ensure seamless integration, understand compliance requirements, and prioritize a good user experience. By taking these factors into consideration, you can make an informed decision and implement a solution that enhances your recruitment strategy, ultimately leading to better hires and a more efficient hiring process.