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How to Choose the Right ATS System What Every Company Should Know

  • Writer: Denitsa Nikolova
    Denitsa Nikolova
  • Nov 14, 2025
  • 3 min read

Choosing an ATS system is one of the most important decisions for any business that wants to improve hiring efficiency, enhance candidate experience, and build scalable recruitment processes. With so many Applicant Tracking Systems on the market, it can be challenging to understand what truly matters and which platform will support your growth.

This guide outlines the key criteria every company should consider when selecting an ATS and how to ensure it meets your recruitment goals.

Clarify Your Recruitment Needs

Before you start comparing ATS solutions, define your hiring requirements.

  • Volume of monthly or yearly hiring

  • Countries where you recruit, for example across the EU, UK, EMEA

  • Level of complexity needed in your workflows

  • Whether hiring managers need access

  • Whether you work with external recruiters

A clear understanding of your needs helps you choose the right recruitment software from the beginning.


Choose an ATS With a User Friendly Interface

A great ATS system should be simple for everyone to use. Complex platforms discourage teams from adopting them.

Look for:

  • Clear dashboards

  • Visual pipelines

  • Intuitive navigation

  • Quick job creation

  • Minimal manual work

❕If you cannot learn the basics in ten minutes, it may not be the right solution.



Focus on Automation Features

Automation is one of the biggest benefits of an ATS. It saves time, reduces manual tasks, and increases consistency.

Useful automation features include:

  • Automated communication with candidates (emails, invites, populating data

  • Interview scheduling

  • Workflow triggers

  • Candidate reminders

  • Automatic creation of candidate profiles

  • Duplicate profile detection

  • Your team should spend more time with people and less time on admin work.



Evaluate AI Features in the ATS System

AI has become a critical element of modern recruitment software. When choosing an ATS, pay attention to the AI tools it offers.

AI Candidate Screening

AI can review CVs and rank candidates based on job requirements, reducing the time spent on manual screening.

AI Matching

Matching technology identifies candidates who best fit your roles and surfaces them at the top of your pipeline.

AI Job Description Writing

Some platforms help optimize job descriptions for clarity and inclusivity, improving search performance and application rates.

AI Scheduling

AI tools can suggest interview times based on team availability and timezone preferences.

Predictive Hiring Analytics

Advanced ATS platforms can forecast time to hire, identify bottlenecks, and highlight areas for improvement.

AI Chatbots

Chatbots help candidates by answering questions, scheduling interviews, and providing updates even outside business hours.

Make sure that any AI powered feature follows GDPR requirements and avoids artificial bias.


Check Integrations With Your Existing Tools

Your Applicant Tracking System should integrate seamlessly with your current HR technology stack.

Typical integrations include:

  • LinkedIn and job boards

  • HRIS systems•

  • Google Calendar or Outlook

  • Slack or Microsoft Teams

  • Assessment tools

  • Onboarding software

Good integrations reduce manual work and improve the overall hiring workflow.


Prioritize a Strong Candidate Experience

Candidate experience strongly impacts your employer brand. A high quality ATS should support:

  • Mobile friendly application flow

  • Apply with LinkedIn” or similar quick options

  • Clear communication at each stage

  • Fast document uploads•

  • Transparent status updates

A smooth, easy process helps attract top talent in competitive markets.


Look for Strong Reporting and Analytics

Data is essential for optimizing your recruitment strategy. Your ATS should offer detailed reporting such as:

  • Time to hire

  • Source of hire

  • Pipeline conversion metrics

  • Candidate drop off points• DEI reporting

  • Hiring manager performance


Analytics help you identify what works and what needs improvement.



Ensure GDPR Compliance and Security

For companies operating in the EU, GDPR compliance is non negotiable. Your ATS must support:

  • Candidate consent tracking

  • Secure data storage, preferably in the EU

  • Automatic data deletion after the retention period

  • Anonymization features

  • Transparent data handling rules

Security should always be a top priority.


Understand the Pricing Structure

ATS systems vary widely in cost. Common pricing models include:

  • Per user access

  • Per job slot

  • Annual subscription

  • Add ons for advanced features such as AI or premium support


The goal is not to choose the cheapest option but the one that delivers the best value for your needs.

Always Request a Demo or Free Trial

Before committing, test the platform thoroughly. During the trial:

  • Create a job

  • Move candidates through the pipeline

  • Test automation

  • Test AI features

  • Check reporting

  • Add hiring managers

  • Review the mobile experience


A hands on test is the best way to confirm if the ATS fits your workflow.

Conclusion

Choosing the right ATS system is a strategic investment in your hiring success. The ideal platform should simplify your recruitment processes, enhance candidate experience, support your team with AI tools, and help you scale confidently across Europe or globally.

Focus on user experience, automation, AI capabilities, integration quality, reporting, and GDPR compliance. With the right Applicant Tracking System, your company can hire faster and smarter.

If you need support selecting the best ATS for your business, RiseHR can guide you with tailored recommendations based on your hiring volume, markets, and workflow structure.

 
 
 

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