What to Consider When Selecting an Applicant Tracking System

Choosing the right Applicant Tracking System (ATS) is one of the most important technology decisions a talent acquisition team can make. A well-chosen ATS can streamline workflows, improve candidate experience, and give hiring managers the tools they need to make better decisions. On the other hand, the wrong system can slow you down, frustrate your team, and make it harder to reach hiring goals.

Having built recruiting functions from the ground up in high-growth, private-equity-backed software companies, I have learned that selecting an ATS is not just about picking the one with the most features. It is about choosing the one that best fits your organization’s hiring strategy, culture, and resources.

Here are the key factors to consider when evaluating your options.

Define Your Needs Before Looking at Vendors

Before you schedule demos or read comparison charts, clearly define what you need the system to do. Think about your current hiring process and where bottlenecks exist. Are you looking to improve candidate communication, reporting and analytics, interview scheduling, or integration with other HR tools?

It is also important to consider your hiring volume and team structure. A startup hiring 20 people a year will have different needs than a global company hiring thousands. The right ATS should match your scale, but also have room to grow with you.

Integration with Your Existing Tools

An ATS rarely exists in isolation. It should work well with your existing HRIS, payroll system, onboarding platform, and communication tools. Integration reduces manual data entry and helps create a seamless experience for both candidates and internal teams.

Ask vendors for specific examples of integrations they support and how those connections are maintained. Poor integration is one of the top reasons companies replace their ATS after only a few years.

Candidate Experience

Your ATS is often the first impression a candidate has of your company. A complicated application process or outdated interface can cause qualified candidates to drop off before they even submit.

Look for a system that offers a mobile-friendly application process, clear communication templates, and easy scheduling. Candidates should be able to interact with your company without unnecessary friction.

Reporting and Analytics

One of the biggest advantages of using an ATS is the ability to measure and improve your recruiting efforts. Make sure the system provides reporting that is both robust and easy to use.

You should be able to track time-to-fill, source effectiveness, candidate conversion rates, and other key metrics. Strong analytics help recruiters and leadership make data-driven decisions.

Ease of Use for Recruiters and Hiring Managers

An ATS should save time, not create more work. If recruiters find it difficult to enter notes, move candidates through stages, or search the database, adoption will suffer.

It is equally important that hiring managers can navigate the system with minimal training. Look for an intuitive design, simple workflows, and features that make collaboration easy.

Scalability and Cost

While you may not need every feature today, consider what you will need in the next three to five years. Changing systems is time-consuming and disruptive, so it is worth investing in a platform that can grow with your company.

Pricing models vary significantly. Some vendors charge per user, others per open role, and others based on company size. Make sure you understand all costs, including setup fees, training, and ongoing support.

Support and Training

Even the best ATS will fail if your team does not know how to use it effectively. Evaluate the vendor’s onboarding process, training resources, and ongoing customer support.

Ask for references from current clients in your industry to see how responsive and helpful the vendor’s support team is in real-world scenarios.

Final Thought

Selecting an ATS is about more than technology. It is about creating a foundation for how your company attracts, evaluates, and hires talent. By focusing on your specific needs, ensuring strong integrations, and prioritizing both candidate and recruiter experience, you can choose a system that supports your hiring goals today and in the future.