How to Choose the Best Applicant Tracking Software for Your Company

Introduction

Hiring has never been more complex — or more competitive. In today’s digital economy, companies are constantly racing to attract, assess, and hire the right people faster than their competitors. Managing hundreds of applications manually is no longer practical or efficient. That’s where Applicant Tracking Software (ATS) comes in — a powerful tool designed to streamline recruitment, improve collaboration, and deliver a better candidate experience.

But with so many systems on the market, finding the one that fits your company’s specific needs can be overwhelming. From advanced AI capabilities to simple workflow automation, the choices are endless. This guide will help you navigate the decision-making process and choose the best ATS for your organization’s goals, size, and budget.

Understanding What an ATS Does

An ATS is more than just a resume collector. It serves as the central hub of your hiring process — automating repetitive tasks, storing applicant data securely, and helping recruiters identify the best candidates quickly.

At its core, an ATS should enable your team to:

Post jobs across multiple platforms in one click
Automatically screen and rank candidates
Simplify communication between hiring managers and applicants
Track metrics like time-to-hire and source effectiveness
Maintain compliance with hiring laws and data regulations

When properly implemented, an ATS doesn’t just make hiring easier — it transforms it into a strategic advantage.

Step 1: Define Your Recruitment Needs

Every company hires differently. Before exploring vendors, start by identifying your specific recruitment challenges and goals.

Ask yourself:

How many people does your organization hire each year?
Do you manage hiring centrally or across multiple departments?
Is your focus on volume hiring, specialized roles, or both?
What are the main bottlenecks in your current recruitment process?

Understanding your needs will prevent you from investing in features you won’t use or overlooking essential ones. For example, a large enterprise may need advanced reporting and integration options, while a small business might prioritize simplicity and affordability.

Step 2: Prioritize Ease of Use and User Experience

Even the most advanced software is useless if your team finds it difficult to navigate. Recruiters, hiring managers, and HR staff should be able to use the platform with minimal training.

Look for:

Intuitive dashboards that display key metrics at a glance
Customizable workflows to fit your company’s hiring stages
Clear navigation between candidates, jobs, and reports
Mobile access for recruiters who work remotely or on the go

During your demo or trial, pay attention to how natural it feels to complete tasks such as posting a job, reviewing resumes, or scheduling interviews. A user-friendly system will drive adoption and ensure consistent usage across departments.

Step 3: Look for Smart Automation Features

The best ATS platforms go beyond simple tracking — they actively reduce manual work through automation.

Key automation features to consider include:

Resume parsing: Automatically extracts key details like education, skills, and experience.
Email templates and workflows: Send consistent messages without typing each one manually.
Interview scheduling tools: Sync with calendars to avoid back-and-forth communication.
Candidate ranking: Automatically score applicants based on predefined criteria.

Automation not only saves time but also ensures that no qualified candidate slips through the cracks.

Step 4: Evaluate Integration Capabilities

Recruitment doesn’t happen in isolation. Your ATS should integrate seamlessly with other tools your HR team already uses, such as:

Payroll and HRIS systems
Background screening tools
Onboarding platforms
Job boards and social media channels
Communication tools like Slack, Zoom, or Outlook

Integrations allow data to flow smoothly between systems, minimizing errors and duplication. This ensures your hiring process remains efficient from the moment a candidate applies to the day they start.

Step 5: Assess Reporting and Analytics

Data-driven recruitment is now the standard. A good ATS should give you access to powerful analytics that help measure performance and improve over time.

Look for systems that provide:

Customizable reports: Create insights tailored to your goals.
Pipeline visibility: See where candidates are in the process at any time.
Source tracking: Identify which channels deliver the best hires.
Performance metrics: Track recruiter productivity and hiring speed.

These insights enable HR leaders to make informed decisions, allocate resources effectively, and continuously refine their recruitment strategy.

Step 6: Prioritize Candidate Experience

Your hiring process reflects your company’s brand. A poor application experience can deter top candidates, while a positive one can strengthen your reputation as an employer of choice.

When evaluating platforms, consider features that enhance candidate experience:

Mobile-friendly application forms
Automated status updates
Personalized communication
Simple document uploads and signing options

A good ATS should make it easy for candidates to apply, track their progress, and stay engaged throughout the process. The goal is to make them feel valued — whether they get the job or not.

Step 7: Consider Scalability and Flexibility

Your recruitment needs today may not be the same tomorrow. Choose software that can grow with your organization.

Ask potential vendors:

Can we add new users or departments easily?
Does the system handle multiple locations or brands?
Are customization options available for workflows and branding?

Scalability ensures that your investment remains relevant even as your company expands, restructures, or diversifies.

Step 8: Ensure Compliance and Data Security

Hiring involves handling sensitive personal information — resumes, identification documents, and background data. Your ATS must comply with privacy regulations like GDPR, CCPA, and local labor laws.

Key features to look for:

Data encryption
Access controls
Audit trails for compliance verification
Automated data retention policies

Ensuring compliance not only protects your company legally but also strengthens candidate trust.

Step 9: Compare Pricing and ROI

Pricing for recruitment software varies widely based on features, number of users, and company size. While cost is important, focus on value rather than the lowest price.

Consider:

Subscription model (monthly or annual)
Cost per recruiter or per job post
Additional fees for integrations or upgrades

Calculate ROI by comparing time saved, reduction in hiring costs, and improvement in candidate quality. A slightly higher upfront investment may yield substantial long-term benefits.

Step 10: Research Reputable Vendors

Not all ATS platforms are created equal. Established providers like Exelare, Greenhouse, Workable, and Lever are trusted by thousands of businesses worldwide for their reliability and customization.

Exelare, for instance, combines CRM and ATS features, allowing recruiters to manage candidate relationships while streamlining administrative tasks. Its automation tools, analytics dashboards, and seamless integrations make it an ideal choice for growing companies that need both power and flexibility.

Take advantage of free trials, demos, and customer reviews to assess which platform best aligns with your hiring objectives.

Step 11: Involve Your Team in the Decision

Your recruitment team, hiring managers, and IT department will all interact with the new system — so involve them early. Gather feedback on pain points, desired features, and usability.

Encouraging team input ensures smoother adoption and helps identify the right balance between functionality and practicality.

Conclusion

Choosing the best Applicant Tracking Software for your company is about more than ticking boxes — it’s about aligning technology with your people and processes. The right system will save time, enhance collaboration, and improve candidate quality, while also future-proofing your recruitment strategy.

Whether you’re a startup scaling fast or an enterprise managing complex hiring pipelines, investing in the right platform today will set you up for long-term success. Evaluate options carefully, test them thoroughly, and choose the one that empowers your team to hire smarter — not harder.