Want to Switch ATS Platforms? Here’s How to Evaluate the Move Without Risk

Switching to an Applicant Tracking System (ATS) can feel like a major decision. Many teams hesitate because change seems complicated. Yet, sticking with a system that slows hiring, frustrates candidates, or limits growth can quietly cost more over time.

Companies often start thinking about a move when they outgrow outdated features, experience delays due to poor support, or need better tools to match their expanding teams. As businesses scale, the right ATS becomes a critical part of finding and hiring top talent efficiently.

What This Blog Covers

In this guide, you’ll find practical answers to key questions like:

• When it makes sense to switch your ATS—and what signs to watch for
• A step-by-step roadmap to plan the switch with minimal disruption
• Must-have features to look for in a modern ATS in 2025
• Common mistakes to avoid during migration and setup
• Key cost factors beyond just the monthly subscription
• Critical vendor questions to ask before you sign anything

This guide is built to make the process easier. It will walk through everything from identifying when it’s time to switch to planning a smooth transition without disrupting hiring goals. By following a structured path, companies can replace uncertainty with clarity and move confidently toward an ATS that better fits their needs today and tomorrow.

Why Companies Decide to Switch ATS

Switching an ATS is rarely a decision made overnight. In many cases, it comes from recognizing that the current system no longer supports the company’s pace or goals. As organizations grow, they often need more from their hiring technology than they once did.

Here are some common reasons why companies decide to move to a better ATS:

• Rapid company growth: Startups moving into growth stages find that basic systems can no longer manage the volume or complexity of hiring.
• Expansion into new regions: Hiring across borders brings new compliance needs, like GDPR in Europe or EEOC guidelines in the United States.
• Stronger focus on DEI and analytics: Companies aiming to build diverse teams need better reporting, smarter analytics, and more transparency in their hiring processes.
• Need for modern integrations: Today’s teams expect seamless scheduling and communication through tools like Slack, Zoom, and Calendly.
• Cost optimization: Some businesses discover they are overpaying for features they rarely use and can find smarter alternatives that match their needs more closely.

Recognizing these signs early gives companies a head start in planning a smooth transition to a system that better supports their long-term hiring goals.

Step-by-Step: How to Switch ATS Safely

Switching to a new ATS doesn’t have to feel overwhelming. When done right, it can unlock faster hiring, better data, and a smoother experience for both your team and your candidates. The key is to approach it in phases—each one designed to reduce risks and maximize long-term value.

Phase	Key Actions
1. Internal Discovery	– Review how your current ATS is used – Gather feedback from recruiters – Map out your hiring workflow
2. Vendor Research	– Shortlist 3–5 suitable vendors – Match features to real workflow needs – Ask for customer references
3. Demo + Pilot	– Request a customized live demo – Test in a sandbox environment – Evaluate ease of use across roles
4. Contract & Pricing	– Confirm onboarding and migration help – Understand what’s included in pricing – Get SLAs and renewal terms in writing
5. Migration & Onboarding	– Assign a transition lead internally – Run both systems briefly in parallel – Train teams early and monitor adoption

Here’s a step-by-step framework companies can use to manage the transition with confidence:

Phase 1: Internal Discovery

Before evaluating vendors, examine how your current system is being used. This phase helps clarify what works, what doesn’t, and what your team actually needs.

• Audit the current ATS usage
  Look at user activity, reporting accuracy, and workflow efficiency. Are teams sticking to the platform or working around it with spreadsheets and email? Identify any features that are underused, broken, or duplicated elsewhere.
• Interview recruiters and hiring managers
  Speak directly with the people who use the system every day. Ask what slows them down, where they see value, and what features they’ve always wanted but don’t have. Their feedback will shape your list of must-haves for the new system.
• Document your hiring workflows
  Map out how jobs are created, posted, moved through stages, and closed. This becomes your baseline when reviewing new platforms.

Phase 2: Vendor Research

Now that you know what your team needs, it’s time to find vendors that match those requirements.

• Shortlist 3–5 vendors
  Use buyer guides, verified review platforms, or software marketplaces to narrow down your options. Prioritize vendors that have experience in your industry or company size, and support the integrations you rely on.
• Evaluate based on real needs, not feature overload
  Avoid tools that overpromise with features you don’t need. Focus on whether the platform supports your unique workflow, offers reliable support, and fits your team’s technical comfort level.
• Request case studies or references
  Ask vendors for success stories from customers with similar hiring challenges. This adds context beyond what a demo can show.

Phase 3: Demo + Pilot

At this stage, you’re looking for more than just a polished presentation—you need a feel for how the system works in real life.

• Get live demos customized to your workflow
  Ask vendors to demonstrate specific use cases: posting a job, scheduling interviews, running reports, or moving candidates through pipeline stages. See how it works across different user roles (recruiter, hiring manager, interviewer).
• Try a sandbox or trial environment
  A hands-on trial lets your team test real workflows and identify usability issues before you commit. Use this time to involve multiple stakeholders and gather feedback across departments.
• Evaluate ease of use and learning curve
  Pay attention to navigation, speed, and whether users can complete tasks with minimal guidance.

Phase 4: Negotiation and Contract

Once you’ve chosen a vendor, secure terms that support a long-term partnership, not just a quick setup.

• Negotiate migration and onboarding support
  Ask what’s included and what’s extra. Does the vendor provide white-glove support for setup? Will they migrate historical data, like resumes, notes, and interview feedback?
• Confirm what’s in the pricing plan
  Ensure key features, integrations, and future updates are covered in your plan—and not behind additional paywalls.
• Request SLAs and support guarantees
  A strong vendor will commit to timely responses, clear escalation paths, and consistent performance expectations.
• Clarify renewal terms
  Ask about year-two pricing, contract exit terms, and what happens if your hiring needs change.

Phase 5: Migration & Onboarding

This is where planning turns into action. A well-managed go-live process minimizes disruption and sets teams up for early success.

• Assign internal migration owners
  Appoint a point person or project manager to oversee the transition from your side. They’ll coordinate with the vendor, manage internal timelines, and help resolve issues quickly.
• Work closely with the vendor’s onboarding team
  Lean on their experience to avoid technical pitfalls. They should guide you through data mapping, system configuration, and user training.
• Plan for a dual-system phase
  For a short time, you may need to run the old and new systems side-by-side. This ensures active candidates and open roles aren’t impacted during the switchover.
• Schedule team training in advance
  Don’t wait until launch day. Give recruiters, hiring managers, and interviewers a chance to get familiar with the platform and ask questions ahead of time.
• Monitor the first few weeks closely
  Set up regular check-ins with your team and the vendor. Watch for adoption issues, user confusion, or workflow bottlenecks that need quick fixes.

Must-Have Features in Your New ATS

When evaluating a new ATS, it’s easy to get caught up in long feature lists. But what really matters are the tools that make hiring faster, more organized, and easier for both recruiters and candidates.

Here are the key features that growing teams should look for in 2025:

• AI resume parsing and smart candidate ranking
  A strong ATS should do more than collect resumes. AI-driven parsing helps extract key information instantly, while ranking tools highlight the best-matched candidates, saving hours of manual screening.
• Mobile-friendly recruiter and candidate portals
  Recruiters often work on the go, and candidates expect to apply, respond, and interview from their phones. A mobile-optimized experience keeps the process moving for everyone involved.
• Bulk actions for hiring tasks
  Whether tagging multiple applicants, moving groups through stages, or sending update emails, bulk features save time and help teams manage high-volume hiring more efficiently.
• Interview scheduling with calendar integrations
  Look for built-in scheduling tools that sync with Google Calendar or Outlook. Automated time-slot coordination reduces back-and-forth and ensures interviews are booked quickly.
• Customizable pipeline stages
  Hiring workflows vary by department and role. A flexible pipeline setup lets teams define their own process—from screening to offer—without compromising control.
• Detailed reporting and dashboards
  Data matters. Strong reporting tools offer insights into time-to-hire, source effectiveness, DEI progress, and recruiter performance—helping teams improve results with every hire.
• Secure API access for integrations
  A modern ATS should easily connect with other platforms—HRIS, background checks, payroll, or CRM systems. Open APIs ensure the tech stack works together smoothly without manual handoffs.

These aren’t just “nice-to-have” checkboxes—they’re the building blocks of a system that can scale with your hiring goals and support a stronger candidate experience from day one.

Top Mistakes to Avoid During the Switch

A well-planned switch to a new ATS can transform how a company hires, but a few common missteps can slow things down or limit the benefits. Knowing what to avoid upfront helps keep the transition smooth and productive.

Mistake	Why It Matters
Rushing migration without testing	Skipping tests can cause workflow issues, missed data, or setup errors. Take time to verify everything before going live.
Skipping user training	If recruiters and managers aren’t trained properly, the new ATS won’t deliver results. Provide hands-on support from day one.
Not requesting SLA guarantees	SLAs define vendor accountability. Clarify response times, support coverage, and timelines for onboarding before you sign.
Copying old workflows exactly	This is your chance to streamline. Don’t replicate inefficiencies—optimize steps, remove friction, and automate where possible.
Ignoring data privacy and compliance	Ensure GDPR-friendly features like consent tracking, secure access, and retention policies are in place from the start.

Here are some mistakes teams should watch out for:

• Rushing the migration without proper testing
  It’s tempting to move fast, especially if the old system isn’t working well. However, skipping test runs, data checks, or setup reviews can lead to issues once the new ATS is live. Take the time to verify workflows, permissions, and integrations before rollout.
• Skipping the recruiter and hiring manager training
  Even the best system won’t deliver results if users don’t know how to use it well. Make sure everyone involved in hiring has hands-on training—not just a login link—so they can use the platform with confidence from day one.
• Not asking for SLA guarantees on migration and support
  Service-level agreements (SLAs) ensure the vendor stays responsive and accountable. Clarify expected response times, data migration windows, and onboarding support levels during contract discussions.
• Assuming your old workflows should be copied exactly
  Switching platforms is also a chance to improve. Take a close look at current steps—what can be simplified, automated, or removed? Use the transition as an opportunity to streamline and modernize how your team hires.
• Overlooking candidate data privacy and compliance requirements
  Candidate data must be handled responsibly, especially with laws like GDPR in place. Make sure the new ATS includes features for data retention, consent tracking, and secure access controls from the start.

Avoiding these pitfalls not only protects your hiring process—it sets your team up to get more value from the new system, faster.

Cost Factors to Consider (Beyond Just Subscription Price)

When evaluating a new ATS, the monthly or annual subscription cost is just one piece of the total investment. To make a smart choice, it’s important to look at the full picture, especially the expenses that may not be immediately visible during vendor discussions.

Here are the key cost factors to account for:

• Migration and setup fees
  Moving your existing candidate data, job history, and user settings often comes with an additional charge. Some vendors include this in onboarding packages, while others quote it separately—make sure it’s clearly outlined.
• Admin and recruiter training costs
  Onboarding the team takes time and resources. Some platforms offer guided sessions or certifications at an extra cost. Whether training is handled internally or through the vendor, it’s an investment worth planning for.
• Potential downtime or overlap costs
  During the transition phase, there may be a period where both the old and new systems are in use. While this is a common practice to avoid disruptions, it can lead to temporary duplicate spending.
• Custom development or integrations
  If your hiring process depends on tools like a CRM, payroll system, or background check provider, integrating them with the new ATS may require custom work. Some vendors charge hourly or project-based fees for this.
• Renewal and long-term pricing
  Discounts are often applied in the first year to close the deal. Be sure to ask about renewal rates, pricing after discounts expire, and any limits on feature access tied to the plan level.

Reviewing these cost elements early helps avoid surprises later—and ensures you’re comparing vendors based on real value, not just sticker price.

10 Critical Questions to Ask Vendors Before You Switch

A good demo can show you how the product works, but asking the right questions reveals how well a vendor will support you before, during, and after the switch. These conversations can help you uncover hidden costs, assess long-term fit, and avoid unpleasant surprises.

Here are 10 essential questions to bring to every ATS vendor discussion:

Question	Why It Matters
What % of customers migrated from another ATS?	Shows their experience with transitions and onboarding success.
How do you handle candidate data migration?	Reveals process quality and data safety during the move.
Is there a fallback if migration fails?	Protects you from risk in case of technical issues.
Can we customize pipelines and scorecards?	Ensures the platform adapts to your workflows easily.
Is a customer success manager assigned to us?	Guarantees a direct contact for fast issue resolution.
How do you ensure GDPR/CCPA compliance?	Important for privacy, consent tracking, and legal safety.
Are product updates included in the subscription?	Avoids unexpected fees for future enhancements.
Can your system integrate with our HRIS or CRM?	Checks compatibility with your existing tech stack.
What’s your average support response time?	Critical for time-sensitive support needs and uptime.
What are the contract exit terms?	Helps plan ahead and avoid long-term lock-ins.

1. What percentage of your current customers migrated from another ATS?
   Experience with migration projects matters. Vendors who regularly handle transitions are more likely to offer smoother onboarding.
2. How do you handle candidate data migration?
   Ask for a step-by-step overview of how they’ll move resumes, notes, and communication history without risking data integrity.
3. Do you have a fallback plan if the migration doesn’t go as expected?
   Understand how they manage issues and whether there’s a way to pause or reverse the process if needed.
4. Can we customize pipelines and scorecards without extra development?
   Flexible configuration is essential—check whether your team can make changes easily or if technical support is required.
5. Is a customer success manager assigned to our account?
   Having a dedicated point of contact ensures better alignment and faster resolution when questions come up.
6. How do you ensure GDPR and CCPA compliance?
   Especially important for companies hiring in regulated markets. Look for features like consent tracking, audit logs, and candidate data management tools.
7. Are product updates included in the subscription, or do they come at an extra cost?
   Make sure you won’t be charged separately for access to new features or enhancements.
8. Can your system integrate smoothly with our HRIS, payroll tools, or CRM?
   Ask for examples of similar integrations and whether APIs or pre-built connectors are available.
9. What’s the average response time for support tickets?
   Beyond promises, ask for real metrics. Quick support is critical when you’re managing time-sensitive hiring processes.
10. What are the terms if we need to cancel the contract early?
    Understand the exit options upfront—knowing you’re not locked into a long-term agreement gives peace of mind.

Conclusion

Switching to a new ATS might seem like a major move, and it is. But when the current system limits efficiency, slows down hiring, or creates friction for candidates, staying put often costs more in the long run.

The good news? With a clear evaluation process, structured planning, and the right questions, the risks of switching can be minimized, and the rewards are well worth it. From faster workflows and better collaboration to improved reporting and stronger candidate experiences, a well-chosen ATS becomes more than a tool—it becomes a competitive edge.

For growing teams, scaling companies, or anyone ready to modernize how they hire, making the switch is a smart step forward.

Don’t settle for a system that’s holding your hiring back. Plan your switch smartly—and build a hiring process that truly supports your goals.

Frequently Asked Questions