1. Defining Core Requirements and Shortlisting

To start, it’s crucial to define your organisation’s non-negotiables and create a shortlist of ATS options that meet these requirements.

• Identifying Non-Negotiables: Begin by identifying the must-have features based on your team’s unique challenges. For some, this may include better automation or candidate experience; for others, it may focus on compliance or integration capabilities.
• Creating a Shortlist: Match potential ATS platforms to your key requirements and create a shortlist of 3-5 systems that meet your essential needs.
• Consulting Stakeholders: Get input from recruitment, HR, IT, and even hiring managers to ensure the shortlist reflects cross-functional needs, making the selection process more holistic.

Having a well-defined shortlist lets you evaluate each ATS option in depth, focusing on those that align with your team’s specific requirements.

2. Evaluating ATS Features and Functionalities Based on Maturity Needs

Each organisation progresses through different stages of recruitment maturity, from initial digitisation to leveraging advanced AI capabilities. Here’s how to evaluate ATS options based on your current stage—and where you aim to go:

• Manual to Digital (Basic Use Case Coverage): If your team currently relies on spreadsheets, emails, or manual processes, your priority will be finding an ATS that digitises and centralises recruitment. Look for platforms with core functionalities like requisition management, candidate tracking, and automated job postings. Moving from manual to digital lays the foundation for more efficient and accessible hiring workflows.
• Digital to User Adoption (User Experience): For organisations that have basic digital workflows but struggle with user adoption, usability is critical. Look for an ATS with an intuitive interface that improves recruiter and hiring manager engagement, as well as features that enhance the candidate experience—like a mobile-friendly application process and automated communication. Prioritising user adoption ensures that the ATS becomes a valuable, regularly used tool rather than an under-utilized resource
• User Adoption to Efficiency (Integration and Automation) : As you move from user adoption to efficiency, focus on automation and integration capabilities. Choose an ATS that automates repetitive tasks (like resume parsing and interview scheduling) and integrates smoothly with other HR software. This combination enables recruiters to shift their attention to high-impact tasks and streamlines data flow across systems, creating a more cohesive recruiting environment.
• Efficiency to Gen AI Transformation: AIf your organisation is ready to take recruitment to the next level, consider ATS options with Gen AI capabilities. Look for platforms with AI-driven insights that enhance candidate matching, provide strategic hiring recommendations, and deliver predictive analytics. An AI-ready ATS turns recruitment into a proactive function, using data to guide hiring decisions and support long-term talent strategies.

By aligning your evaluation with these maturity stages, you’re selecting an ATS that not only meets current needs but also adapts as your recruitment function matures.

3. Ensuring Technical and Cultural Compatibility

Finding the right ATS isn’t just about features—it’s also about ensuring the platform aligns with your existing systems and company culture.

• System Integration: Evaluate how well the ATS integrates with your current HR tech stack, including HRIS, payroll, and assessment tools. This compatibility reduces data silos and enables smooth workflows across platforms.
• Scalability and Customisation: Choose a platform that can scale with your organisation and offers customisable workflows, especially if your hiring needs are likely to grow or change. Data Security and Compliance: For HR Tech and Infosec leads, ensuring the ATS meets data security standards is critical. Look for platforms that comply with relevant privacy regulations (like GDPR and DPDPA), giving leadership confidence that sensitive data is protected.

By focusing on technical compatibility and scalability, you’re ensuring that the ATS supports both day-to-day operations and long-term growth.

4. Attending Demos and Collecting Feedback

Demos are a valuable opportunity to experience the ATS in action and gather feedback from key stakeholders.

• Preparing for Demos: Go into each demo with a clear list of questions and scenarios that reflect real use cases. Test core functionalities, like requisition creation and candidate tracking, to see how well they align with your workflows.
• Gathering Stakeholder Input: Invite team members from recruitment, HR, and IT to the demos and ask for their feedback. Their insights help you understand each platform’s strengths and weaknesses from different perspectives.
• Analysing Feedback and Scoring: After each demo, consider using a scoring system to objectively compare each ATS based on pre-defined criteria, such as ease of use, automation, and integration.

Delivering the business case with clarity, confidence, and actionable steps shows leadership that this decision will be both impactful and well-managed.

Conclusion

Evaluating ATS options is about finding a platform that aligns with your current needs and supports your organisation’s journey through the stages of recruitment maturity. By defining core requirements, assessing features based on your maturity stage, and gathering cross-functional feedback, you’re setting up your team for long-term success. Choosing the right ATS isn’t just a short-term solution; it’s a strategic decision that empowers your recruitment function to grow, adapt, and thrive.