Switching ATS Providers Is Easier Than You’ve Been Told—Here’s How

In the ever-evolving world of recruitment technology, choosing the right applicant tracking system (ATS) is no small task. The ATS you rely on isn’t just software—it’s the backbone of your hiring operations, the scaffolding supporting your HR team as they connect your organization with the talent that will define its future. But what happens when your current ATS is no longer cutting it? When the cracks in the foundation start to show, it might be time to consider a switch. Too many companies stay stuck, tethered to a system that no longer serves them:

• The Fear of Change: Transitioning systems is intimidating, and the potential for disruption looms large.
• Cost Paralysis: Companies focus on the price tag of switching instead of the hidden costs of staying put—inefficiency, lost talent, and stunted growth.
• Lack of Vision: Without a clear understanding of what a better ATS could deliver, it’s easier to make do with the status quo.

Switching ATS providers is not a decision to take lightly. It’s a process that can bring incredible benefits—better functionality, enhanced analytics, and greater efficiency—if done correctly. The transition is fraught with potential pitfalls, from data migration nightmares to team resistance. Here’s what the bold organizations understand about switching ATS providers—and what you need to consider if you want to join them.

Stop Settling for “Good Enough”

Before making any changes, it’s essential to take a step back and evaluate your current ATS. Ask yourself if the system is meeting your needs, or if you are constantly bumping up against its limitations. Maybe it worked well when your company was smaller, but now it’s buckling under the weight of your organization’s growth. Or perhaps the customer service is lackluster, leaving you stranded when issues arise.

Switching systems is no small feat, so it’s important to ensure it’s truly necessary. You’ll need to identify the pain points in your current setup and determine whether they can be resolved with tweaks or upgrades—or if a complete overhaul is the only way forward. This process will also help you create a list of must-haves for your next system, setting the stage for a smoother transition.

Why?

• Are you experiencing frequent technical issues or downtime with your current ATS?
• Does the system lack critical features or integrations your team needs to function effectively?
• Are you spending more time navigating inefficiencies than actually recruiting talent?
• Is the ATS provider responsive to your concerns and requests for support?
  Does the system align with your future hiring goals and scaling needs?Don’t

Just Pitch ROI—Pitch Survival

Once you’ve decided it’s time to switch, you’ll need to build a strong case for the change. This isn’t just about convincing your team; it’s about securing buy-in from stakeholders, whether that’s your HR leadership, IT department, or C-suite. To do that, you’ll need to articulate the ROI of a new ATS and demonstrate how it will solve existing problems.

Your business case should clearly outline the shortcomings of your current system, the benefits of switching, and the costs associated with the transition. Transparency is key—stakeholders need to understand the challenges involved, but also the long-term gains. Remember, this is an opportunity to align your ATS with your organization’s broader objectives, so frame the switch as a strategic move, not just an operational change.

What to Include in Your Business Case

• A summary of pain points with the current ATS
• A cost-benefit analysis of switching systems
• Specific examples of inefficiencies or missed opportunities caused by the current system
• The expected impact of a new ATS on productivity, recruitment outcomes, and employee satisfaction
• A timeline for the transition and anticipated ROI

Break Up With the Bells and Whistles

Now comes the exciting part: exploring your options. The ATS market is vast, with providers catering to organizations of every size, industry, and recruitment style. This is your chance to dream big—imagine a system that not only solves your current issues but also unlocks new opportunities for innovation.

However, the sheer number of options can be overwhelming. You’ll need to narrow your search by focusing on providers that align with your needs, budget, and long-term goals. And don’t just look at the glossy marketing materials—dig into reviews, request demos, and talk to real users. The goal is to find an ATS that fits seamlessly into your organization’s workflow, not one that forces you to compromise.

Factors to Consider When Evaluating ATS Providers

• Does the system have the features and integrations your team requires?
• Does the ATS provider have white label and private label solutions available?
• Is the platform user-friendly and intuitive for both recruiters and candidates?
• What do existing customers say about their experiences with the provider?
• Does the provider offer strong customer support and training resources?
• Can the system scale with your organization as it grows?

Data Migration Can Be a Digital Disaster—Prepare Accordingly

Data migration is one of the most daunting aspects of switching ATS providers. Let’s be honest—there’s nothing glamorous about transferring mountains of candidate information, job postings, and recruitment analytics from one system to another. But if you don’t get it right, you risk losing critical data or ending up with a chaotic, unusable mess.

Planning is everything. You’ll need to map out what data needs to be migrated, identify potential challenges, and establish a timeline for the process. Collaborate closely with your IT team and the new provider to ensure a seamless transfer. And don’t forget about data security—protecting candidate information is not just a priority, it’s an obligation.

Steps for a Smooth Data Migration

• Audit your existing data to identify what should be migrated, archived, or discarded.
• Work with the new ATS provider to understand their data import process.
  Establish clear timelines and milestones for the migration.
• Test the system with a small batch of data before executing the full migration.
• Ensure compliance with data privacy regulations during and after the migration.

Your Team Will Resist—Win Them Over Anyway

Even the most advanced ATS won’t deliver results if your team doesn’t know how to use it. Switching systems is as much about people as it is about technology. You’ll need to provide robust training to ensure everyone—from recruiters to hiring managers—feels confident and comfortable with the new platform.

Training shouldn’t be a one-and-done affair. Offer multiple formats, such as live demos, recorded tutorials, and hands-on workshops, to accommodate different learning styles. And be prepared for a learning curve—there will be hiccups and frustrations along the way. The key is to foster a culture of curiosity and adaptability, so your team sees the new ATS as an opportunity, not a burden.

Best Practices for Training Your Team

• Identify “super users” who can champion the new system and provide peer support
• Schedule training sessions before the system goes live to minimize disruptions
• Create a library of resources, such as FAQs and step-by-step guides
• Encourage feedback and questions during the training process
• Provide ongoing support to address issues as they arise

If You’re Not Measuring, You’re Winging It

Congratulations—you’ve made the switch! But the work doesn’t end there. To truly maximize the value of your new ATS, you’ll need to monitor its performance and measure its impact on your recruitment process. This isn’t just about checking off boxes; it’s about ensuring the system delivers on its promises.

Establish clear metrics to track, such as time-to-hire, cost-per-hire, and candidate satisfaction. Regularly review these metrics to identify areas for improvement and celebrate successes. And don’t forget to gather feedback from your team—after all, they’re the ones using the system day in and day out. By staying engaged and proactive, you can ensure your new ATS continues to meet your needs.

Key Metrics to Monitor

• Time-to-hire and cost-per-hire before and after the switch
• Candidate experience scores, such as application completion rates
• Recruiter satisfaction with the new system
• Number of technical issues or support requests logged
• Overall alignment with organizational hiring goals

Embrace Change for a Brighter Future

Switching ATS providers is a journey—it’s complex, it’s challenging, and yes, it can be downright stressful. But it’s also an opportunity to elevate your recruitment strategy, empower your team, and connect with the talent that will drive your organization forward. By considering the factors outlined in this article, you can navigate the process with confidence and emerge stronger on the other side.

Remember, the goal isn’t just to find a better system—it’s to create a recruitment process that reflects your organization’s values, goals, and ambitions. With the right ATS in place, you’ll be ready to face the future of work with clarity, purpose, and maybe even a little excitement. So take a deep breath, roll up your sleeves, and embrace the change—you’ve got this.

About HiringThing

HiringThing is a modern recruiting and employee onboarding platform as a service that creates seamless talent experiences. Our white label solutions and open API enable HR technology and service providers to offer hiring and onboarding to their clients. Approachable and adaptable, the HiringThing HR platform empowers anyone, anywhere to build their dream team.