Something New in Recruiting? A Step-by-Step Approach to Choosing the Right ATS

Choosing an Applicant Tracking System (ATS) is a key HR decision. An ATS does more than track applications; it shapes candidate experience, recruiter efficiency, and data integration.

Many ATS rollouts fail due to poor preparation, vague requirements, and overlooked integration issues. A structured approach fixes that.

1. Preparatory Activities: Building the Foundation

Start by organizing your internal processes before contacting vendors.

Current state analysis:

• Which systems, tools, and workflows are in place today?

• Where are the biggest pain points? (e.g., slow processes, poor candidate experience, lack of analytics)

  
  

Defining goals:

• Which strategic objectives should the ATS support? (e.g., better candidate experience, more automation, diversity metrics, management reporting)

• What are the must-haves vs. the nice-to-haves?

Budget framework:

• What budget is realistic (licenses, implementation, maintenance, training)?

• Are there constraints from Finance or IT?

Stakeholder analysis:

• Who must be involved? (Recruiting, HR-IT, Data Protection, Business Units, Works Council)

• Who makes the final decision?

2. Interface Management: Stakeholders, Roles, Pitfalls

An ATS is not stand-alone. It connects HR, IT, and Finance.

Key integrations:

• HRIS/ERP (SAP, Workday, Personio) → master data management

• Payroll → contract data transfer

• Email & calendar (Outlook, Google Workspace) → scheduling, reminders

• Job boards / multiposting tools → automated postings

• Career site / CMS → job listings and employer branding

• Analytics tools (PowerBI, Tableau) → reporting

Common challenges:

• Conflicting priorities: IT wants standardization, HR wants flexibility.

• Data protection: GDPR-compliant storage and deletion must be ensured.

• Accountability: Who maintains integrations? Who handles ongoing updates?

R

ecommendation:

Form a core ATS team early:

• HR/Recruiting (requirements)

• IT (technology & integrations)

• Data protection (compliance)

• Workers/Staff Council (co-determination, if applicable)

Appoint a project sponsor, set up a steering committee, and consider an external consultant. A neutral expert mediates, brings best practices, and helps avoid common mistakes.

3. Evaluation Criteria: What to Look For

Not every ATS fits every organization. When comparing, check these categories:

Functional criteria:

• CV parsing, AI-based matching, workflow automation

• Multiposting & job board integrations

• Candidate experience (mobile, self-service portals)

• Interview scheduling & feedback workflows

• Talent pipelining / CRM features

• Support for specific target groups (e.g., apprenticeships)

• Reporting & analytics

• Features for diversity & bias reduction

Technical criteria:

• Cloud vs. on-premise

• API availability & documentation

• Compatibility with existing HR & IT systems

• Security standards (ISO certifications, GDPR compliance)

Organizational criteria:

• User experience (for recruiters & hiring managers)

• Scalability (will the system still fit in 5 years?)

• Availability of local/language-specific support

• Vendor community & product roadmap

Economic criteria:

• Licensing model (per user, per job, flat fee)

• One-time implementation costs

• Costs for customization, integrations, and training

4. Rough Checklist: Steps Toward a Solid Selection

Preparation:

• Current state analysis completed

• Goals & KPIs defined

• Stakeholders engaged, project roles clarified

• Budget confirmed

• Optional: external consultant onboarded

Evaluation:

• Market scan with 3–5 shortlisted vendors

• Demo sessions & proof of concept

• Feature catalog checked against must/should-have criteria

• Customer references collected

Implementation:

• Project plan with milestones

• Integration concept designed

• Training program scheduled

• Change management addressed

5. Vendor Question Catalog

A structured question set helps avoid being dazzled by slick demos. Examples:

Features & functionality

• Which workflows are automated?

• Is multiposting included?

• What specific features improve candidate experience?

Technology

• Is it cloud-based or on-premise?

• Which APIs are available?

• What IT security standards are supported?

Integrations

• Which HRIS/ERP integrations exist out of the box?

• How complex is it to build custom integrations?

• Are there references to the systems we already use?

Licensing & costs

• How is licensing structured (per user, per job, flat fee)?

• What one-time costs apply (setup, customization, training)?

• Which support models are included—and what costs extra?

Vendor & roadmap

• How long has the product been on the market?

• Which comparable companies are already using it?

• What’s on the roadmap for the next two years?

Of course, every company will have its own critical questions depending on setup and goals.

Final Thoughts

Selecting an ATS isn’t just an IT project—it’s a business-critical project with direct impact on recruiting and branding.

Doing groundwork, engaging stakeholders, and conducting systematic evaluations reduces the likelihood of bad decisions.

It’s not about the 'best' ATS—it’s about the one that fits your organization.