How to Select the Right ATS: Key Questions for Buyers

Hiring today is a high-stakes game. Talent acquisition teams are expected to deliver standout candidate experiences, meet aggressive hiring goals, and provide strategic insights to the business—all while working with limited time and resources. 

That’s why your Applicant Tracking System (ATS) matters more than ever. It’s more than a place to store resumes—it’s the foundation of your entire recruiting strategy. The right platform can streamline processes, improve collaboration with hiring managers, enhance the candidate experience, and provide the data you need to hire smarter. 

But not every ATS is built the same. Your hiring needs and business goals should guide the features and functionality you prioritize. Here’s what to look for as you evaluate your options. 

Features and Functionality to Prioritize 

Whether you’re using an ATS today or evaluating one for the first time, here are key features to ask about when vetting vendors and selecting the right one.  

Ease of Use 

An ATS should simplify your work, not add complexity. A clean, intuitive interface is essential for recruiters, hiring managers, and other users. If the system is difficult to navigate, it won’t be adopted broadly—and its value will be limited. 

Questions to ask vendors:  

• How quickly can new users get up to speed? 

• Is the system accessible and functional on mobile devices? 

• Can hiring managers easily leave feedback and review candidates? 

Sourcing and Job Posting 

To make great hires, your job postings need to reach the right audience—efficiently. Look for an ATS that integrates with both job boards and social media platforms. The ability to distribute postings broadly with minimal effort saves time and ensures greater visibility. 

Questions to ask vendors: 

• What job boards and platforms does the system integrate with? 

• Can jobs be promoted on social channels directly from the ATS? 

• Is it possible to post to multiple sites with one action? 

Candidate Management  

The right ATS gives you complete visibility into every candidate journey. A centralized, searchable database paired with automation tools for communication and tracking helps ensure no candidate falls through the cracks—and keeps your team aligned at every stage. 

Questions to ask vendors: 

• Is there a searchable database for past applicants? 

• Can we automate emails or texts to candidates? 

• What does the experience look like for hiring managers and candidates? 

Workflow and Automation 

Efficiency is essential, especially when managing multiple roles or locations. Customizable workflows and intelligent automation can accelerate time-to-hire and reduce manual tasks—so your team can focus on engaging the best talent. 

Questions to ask vendors: 

• Can we build different workflows by job type or department? 

• Does it offer AI features for matching or resume parsing? 

• Can it sync with our calendars and automate scheduling? 

Reporting and Analytics 

You can’t fix what you can’t measure. Your ATS should track the metrics that matter most—like time-to-fill, source performance, and DEI benchmarks—and make it easy to turn that data into action. 

Questions to ask the vendor: 

• What hiring metrics can we track and report on? 

• Can reports be customized for different stakeholders or business needs? 

• Does the system support DEI-related tracking and reporting? 

Candidate Experience 

A great candidate experience builds your brand—and helps you win top talent. A seamless, mobile-optimized application process and transparent communication make a lasting impression. Look for platforms that put candidate experience front and center. 

Questions to ask vendors: 

• Is the application process fast and mobile-friendly? 

• Can we brand the career site to reflect our employer identity? 

• Do candidates get status updates automatically? 

Integrations 

Your ATS should complement the rest of your tech stack. Choose a system that integrates with your existing tools—from your HRIS to background checks, assessments, and communication platforms like Slack or Teams. 

Questions to ask vendors: 

• Which HR and productivity tools does the platform integrate with? 

• Can integrations be customized or expanded over time? 

• How frequently are integrations updated? 

Compliance and Security 

Hiring comes with legal and data privacy responsibilities. Your ATS should help you meet compliance requirements and protect sensitive information through strong security protocols and access controls. 

• Is the platform compliant with GDPR, CCPA, and EEO/OFCCP guidelines? 

• Can we manage user access and permissions by role or team? 

• Is user activity tracked and auditable? 

Scalability and Flexibility 

Your ATS should grow with you. Whether you’re expanding into new regions or adjusting hiring volume, the system should be able to scale—without sacrificing performance or usability. 

Questions to ask vendors: 

• Can the platform handle high-volume hiring without lag? 

• How easily can we update workflows as our business evolves? 

Support and Customer Service 

Reliable support makes all the difference—especially during implementation and growth. Evaluate not just the software, but the partnership. You’ll want a vendor that’s responsive, forward-thinking, and invested in your long-term success. 

Questions to ask vendors: 

• What does the onboarding process look like? 

• Is support available via chat, phone, or email? 

• Are there self-service resources like a knowledge base or training center? 

Don’t Stop at Features 

Once you’ve identified the functionality your team needs most, there are still a few critical steps to take before you’re ready to move forward. 

This is where collaboration across your organization becomes essential. Getting input from the right people and aligning your investment with broader business goals will help ensure the solution you choose delivers value from day one. 

Here’s what to keep in mind as you move from feature evaluation to vendor selection: 

• Involve the right stakeholders: From talent acquisition and HR to IT, finance, and hiring managers—gathering cross-functional input helps ensure the platform meets everyone’s needs. 

• Clarify your budget: Pricing can vary widely based on company size, feature requirements, implementation, and support. Make sure you understand the full cost of ownership. 

• Build your business case: Leadership will want to understand how a new ATS supports business goals. Focus on outcomes like faster hiring, better candidate experiences, and improved recruiter efficiency. 

Hiring Success Starts Here 

Take the next step with confidence when you download our complete Buyer’s Guide. Inside, you’ll get expert tips, detailed checklists, and a customizable scorecard that makes it easy to compare vendors and advocate for the right solution. 

Your next great hire starts with the right technology.