Changing ATS is one of the biggest operational decisions a recruitment business makes. The right system saves consultants hours every week and gives leaders the data they need. The wrong one causes years of workarounds.
Start with your process
Before looking at software, map how your team actually works: how jobs are taken, how candidates are sourced and screened, how placements are made and how BD is tracked. The best ATS for you is the one that fits that process, not the one with the longest feature list.
Questions to ask suppliers
Workflow
- Does it support our recruitment models, such as permanent, contract, retained and RPO?
- Can we configure stages, fields and statuses without the supplier?
- How easy is it for consultants to use day to day, including on mobile?
Integration
- Does it have a well-documented API?
- Can it publish jobs to our website and job boards automatically?
- Will applications from our website flow straight into candidate records?
- Does it connect to our email, calendar and LinkedIn tools?
Data and reporting
- Can we report from source to placement?
- Can we export all of our data if we leave?
- How is data stored, secured and backed up, and where?
AI and automation
- What does the AI actually do, and can consultants see why it made a suggestion?
- Can automation be switched off or adjusted?
- How does it support compliance with data protection and AI regulation?
Plan the migration
Ask how your existing data will be moved, cleaned and checked. Run old and new systems side by side for a short period if possible, and train the team before launch, not after.
Consider custom
If your process is a genuine competitive advantage, or off-the-shelf systems force too many compromises, a custom-built or extended ATS may be worth considering. It lets you design the workflow, integrations and AI around how your business wins.
Do not forget the website
Whichever system you choose, plan the website integration at the same time. A new ATS is the ideal moment to connect jobs, applications and reporting properly.