20+ Questions to Ask When Choosing an ATS

When it comes to choosing the right Applicant Tracking System (ATS), what do you consider the most? Well, I only know that it is the most strategic decision that a talent acquisition team can make.

The industries are growing and moving at a fast-pace. They are not stopping, but just booming in a better way. However, hiring the right talent quickly and smartly can make or break a business. So, you need to know that your ATS is more than just a software - it is becoming a recruitment partner.

But here’s the catch - there are hundreds of ATS vendors that promise automation, efficiency, and results. So, how can you assure that yours is the right one? Well, the key lies in clearing the doubts with a lot of questions. Those should cover the features and make sure everything relates to your organization needs when going with clarifying your problems.

Let’s go through 20+ essential questions to ask when checking for the right ATS. It can help you make an informed and confident decision.

So, What’s The Reason For Asking The Right ATS Questions?

A well-displayed demo can capture anyone’s attention. However, you need to know what actually happens when you start using the system on a daily basis.

Just think about what you actually need to grow rapidly. And what if there are some issues in the audits?

Most competitors regret that their decision for ATS implementation was not good, and you don’t want to be in the same situation. Remember that it usually happens not because the software was not good enough, but because they didn’t ask the questions that really matter.

A thorough evaluation can help you a lot:

• Know the right fit for your team’s workflow
• Avoid any hidden costs or integration gaps
• Make sure there is long-term scalability and support

Let’s check out some of the must-ask questions when evaluating an ATS.

1. User Experience & Ease of Use

If your recruiters and hiring managers show zero interest in using the system, adoption will fail. You need to ask -

• Is the user interface suitable for both recruiters and hiring managers?

Choose a clean, modern UI that doesn’t require or need any hard and time investing training.

• Can workflows be personalized by department or role?

Personalization is key for enterprise or multi-location hiring.

• How many clicks does it take to complete routine tasks like scheduling or feedback?

It can reveal the real day-to-day efficiency of the system.

• Can candidates apply easily through their mobile devices?

Mobile-optimization is non-negotiable in 2025.

Ask for the login or interactive demo. Watch how your team interacts with the tool.

2. Partnership & Communication

Hiring a right candidate is a team effort, so your ATS should give priority to the internal setup and decision-making.

• Can hiring managers leave the needed feedback?

It can be a plus point if it supports scorecards.

• Is it possible to automate reminders, alerts, or approvals?

When there are quick reminders, these can reduce any missed steps and unnecessary delays.

• Is there a built-in messaging or tagging system for the managers and recruiters?

There will be no need to rely on external emails or slack.

• Can different stakeholders check and comment on the same candidate profile at the same time.?

It is important when moving forward with high-volume roles.

3. Better Candidate Experience

Remember that the top talent will not wait for you or your silent processes.

• Is the application process fast, efficient, and well-optimized for the desktops and mobiles?

Your goal should be effortless submissions, even if there is no account.

• Can candidates get automated and personalized updates?

You need to look for a lot of email templates that actually feel human and not AI.

• Is there support for multilingualism and accessibility?

Remember that global and inclusive hiring starts with your ATS.

4. Automation & AI Features

Let the system do a hard job for you, that too, without compromising quality.

• Is it possible to automate resume analyzing, screening, and ranking?

Check out how their AI scores or filters candidates.

• Is it possible to automate interview scheduling with calendar integrations?

You need to help ease recruiter load with self-scheduling links.

• Can you set up automated workflows for various hiring stages?

For example, there should be an option for auto-rejection if an applicant is unqualified. Further, it should be possible to move the selected candidates to the next round.

• Does the ATS use AI or machine learning for candidate matching?

Make sure there is transparency in how the algorithm works.

5. Reporting & Analytics

You need to know that what gets measured is easier to manage and improve.

• What type of built-in reports are there?

Check for time-to-hire, sources to hire, any drop-off rates, and DEI metrics.

• What kind of built-in reports are available?

Check for any time-to-hire, source to hire, drop-off rates, and DEI metrics.

• Can you create any custom reports and dashboards?

It is especially helpful for leadership or department-level knowledge.

• Is it really possible to access real-time data?

You need to know that if there are any delays in the reporting, it will not be supportive in decision-making process.

6. Integration & Compatibility

Your ATS should be efficient enough to work with the tools you already have - and not against them.

• Does the ATS really work in collaboration with your current HRIS, CRM, job boards, and communication tools?

There should be a strong integration with gmail, outlook, zoom, slack, and LinkedIn.

• Is there an open API or marketplace suitable for integrations?

Future-proofing is really important with your tech stack growing up faster.

• How much time does it take to implement these collaborations?

Time can vary so it is important to get more details.

7. Compliance & Security

Don’t get yourself involved in any legal trouble due to the fact that data is not handled well.

• Is the platform GDPR, EEOC, and OFCCP compliant?

It is especially useful if you’re hiring in the EU, US, or globally.

• How is candidate data encrypted and stored?

You need to ask about their cloud providers, backups, and access controls.

• Is there an option to define custom data retention rules?

It is essential for deleting old data or records with privacy laws.

8. Support, Onboarding & Scalability

Even if the software is among the best in the market, it can fail without the right support.

• What does onboarding and implementation look and feels like?

You need to check out the timelines, training sessions, and documentation.

• What kind of ongoing support do they provide—live chat, ticket, phone, 24/7?

You need to confirm SLAs and check in how much time they resolve an issue.

• Can the system push itself to become smart with your growing hiring needs?

Check out its compatibility with the volume, locations, remote hiring, or international expansion.

• Are there any hidden costs—setup fees, additional users, feature upgrades?

Check out everything in detail.

Finally…

It is essential to check the right fit and not only the features. The ATS you choose should be faster, smarter, and more human-centric.

You need to ask the right questions. These will help you know whether a vendor is just selling software or providing a solution for your organization needs.

The best option is to create a checklist. Make sure to work with your team and use these questions. It can help ensure consistency across different demos. You can easily shortlist with clarity and without any confusion.