When you're looking for an applicant tracking system (ATS) for your small business, one of the biggest perks of the market is the sheer volume of options. There's an ATS for every stage and industry.

But that means you have seemingly unlimited options to sift through. It's overwhelming to look through a ton of recruiting tools, doodads, and thingamajigs when you just want to hire. 

Follow this process to pick an ATS that fits your needs—without the overwhelm.

1. Know what stage you're at

Choosing the best ATS depends largely on the stage your business is in. Are you a startup trying to manage a small but growing hiring volume? Or are you scaling quickly and need an ATS that can handle multiple roles and teams across locations? 

Knowing your stage will help you pick the ATS that fits your needs.

For early-stage businesses

Startups or smaller teams that are just beginning to implement an ATS should focus on systems that are simple to set up and use, while still offering essential features like candidate tracking, resume parsing, and basic reporting. You want a solution that helps you organize your hiring process without feeling overly complex.

Options include:

• Truffle
• Recooty

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For scaling businesses

If your company is growing rapidly, look for an ATS that offers more advanced features such as custom workflows, automated candidate communication, and integration with your existing tools. A scalable solution will help you manage a larger pool of applicants, track hiring across multiple teams, and streamline collaboration.

Options include:

• Workable ATS
• ADP ATS

For enterprises

Large teams or those with complex recruiting processes need a comprehensive ATS with robust reporting, customizable roles and permissions, and advanced analytics. These systems can handle high volumes of applicants and support sophisticated recruitment strategies, making them ideal for companies that need a sophisticated approach to talent acquisition.

Options include:

• Taleo by Oracle
• Workday ATS

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2. Determine your must-have ATS features

Before diving into ATS options, start by listing the essential features you need to meet your recruiting goals. Consider the following features that can make or break your hiring process:

• Candidate tracking: An ATS should be able to track candidates through every stage of the hiring process—from application to hire. If you need an organized, streamlined process, ensure the ATS offers robust candidate management.
• Recruiting workflows: Look for an ATS that allows you to create tailored workflows for different roles, teams, or locations. This ensures your hiring process remains flexible and adaptable as your team grows.
• Integration capabilities: Ensure your ATS integrates with your existing tools, such as careers page, HRIS, job boards, and calendars. Seamless integration can save you time and reduce errors in your recruiting process.
• Collaboration features: Your team needs a way to stay aligned. Features like shared candidate notes, team collaboration on candidate evaluations, and customizable statuses help everyone stay on the same page.
• Automation: Automation features can help you save time by setting up custom triggers for candidate outreach, interview scheduling, and follow-ups. Look for an ATS that automates repetitive tasks to free up your time.
• Compliance tools: If your business hires in multiple locations, it's crucial to have an ATS that helps ensure compliance with local, state, and federal hiring laws. Look for systems with built-in compliance features or the ability to add them.
• Scalability: As your business grows, so will your recruiting needs. Ensure the ATS you choose can scale with you, handling higher volumes of applications without a dip in performance or usability.
• Customer support: An ATS is an investment in your team's efficiency, so ensure you have strong customer support. Look for platforms with responsive, knowledgeable support teams that can assist with any challenges.

As you evaluate ATS options, keep in mind that integrations with other tools (like Zapier) can bridge any gaps in functionality. If you find an ATS that nearly checks all the boxes but is missing a specific feature, see if you can automate that process with an integration or a simple workflow.

3. Build your ATS testing team

When evaluating ATS options, it's essential to involve the right people in the testing process to ensure the platform meets your team's needs. Consider building a team that includes:

• Hiring managers & recruiters: These are the people who will be using the ATS on a daily basis, so their feedback on usability, ease of navigation, and essential features will be invaluable.
• HR/operations team: A member from HR or recruiting operations can help assess how well the ATS integrates with your current systems and processes, ensuring smooth workflow management.
• IT support: If your organization has an IT department, involve them to assess technical compatibility, security features, and any necessary integrations with your existing tools.
• Finance team: A finance representative will be essential to approve the cost and ensure the ATS fits within your budget. They can also help evaluate whether the system’s ROI justifies the investment.

By assembling a diverse group for testing, you’ll get a comprehensive view of how well the ATS works for different functions within your business, helping you make an informed decision.

4. Create a shortlist of ATS options

To start narrowing down your choices, create a shortlist of ATS platforms that meet your needs, focusing on the features you've identified as essential. List each ATS by name and include key notes on features, perks, and unique benefits that stand out to your team.

If you're working with a team, use a shared spreadsheet to get everyone’s input. Add columns for each team member to add their comments on usability, integration capabilities, and how well the ATS meets your requirements.

Leverage external resources to help build your shortlist. Look for detailed, unbiased reviews from users who have spent considerable time with each platform. There are numerous helpful lists and comparisons available that can give you a head start, such as:

• The best JazzHR alternatives
• The best BambooHR alternatives
• The unbiased guide to Homerun
• The unbiased guide to Lever

5. Test each ATS with your team

Now comes the hands-on part: testing the apps on your shortlist. Work with your team to explore each ATS by following these steps:

1. Prepare your candidate data: Create a test candidate list that includes your team’s details (name, email, role) to upload into each ATS for testing.
2. Run through a test workflow: Use a sample job opening to test the system. Add candidates, move them through interview stages, and assess ease of use in managing candidate data.
3. Explore the interface: Walk through the ATS’ key features like candidate tracking, interview scheduling, and reporting. Record your team’s impressions using screen recording software to highlight any quirks or notable features.
4. Check reporting and analytics: After using the ATS for a bit, review the analytics and reporting tools. Evaluate how easily you can generate key insights from the platform.
5. Test integrations: Don’t forget to test integrations with other tools your team uses, such as your HRIS or email platforms.

As you test, try out different settings and workflows, even those you might not use daily, to get a comprehensive view of how the system functions. Depending on your needs, you may want to spend more time exploring certain features, like automating candidate outreach or running reports, to see if they fit your team’s processes. Once you've tested each ATS thoroughly, bring your team together to review and compare your findings.

6. Start with a free plan

If you're unsure about committing to a paid ATS right away, starting with a free plan or trial can be a smart move. Many ATS platforms offer free versions with limited features, so you can get a feel for the system before fully investing. Use this time to test out the essential features you need, and as your hiring needs grow, you can scale up to a paid plan.

The wrap on choosing an ATS

Don't feel locked into your first choice either. If, after using the free plan or trial, you realize the ATS isn’t the right fit, don’t hesitate to explore other options. You can always switch platforms as your hiring processes evolve and grow.