How to Change ATS SaaS Providers Fast and Easy

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 foundation of your company's hiring operations and strategy. It is your HR team's way to find and select the job candidates (future team members) that will be instrumental in determining the success of its future. This is why changing ATS SaaS providers can't be a snap decision or one that is taken too lightly.

Summary

• Choosing the right ATS is critical, and companies should switch when their current system causes inefficiencies, lacks needed features, or hinders hiring goals.
• Building a strong business case for a new ATS requires outlining current system pain points, calculating ROI, and securing stakeholder buy-in.
• Selecting a replacement ATS should focus on future scalability, user experience, integrations, and vendor support, while planning for seamless data migration.
• Successful adoption depends on thorough training, ongoing support, and tracking key metrics like time-to-hire, cost-per-hire, and user satisfaction.

But you must act quickly when your current ATS is no longer cutting it. When the cracks in its foundation start to show, you have to be proactive. It is never to soon to start researching new, more adaptable ATS software that is designed for 21st century HR systems and the day-to-day uncertainties of a volatile economic environment. My memory banks are full of examples of companies that have continued to use legacy HR software, especially ATS SaaS, far longer then they should have.

Why Don't Companies Change Out-Dated Legacy ATS Software?

• Pure FEAR! - Almost every company on Earth at one time or another has gone through one or more software transitions. The thought of changing and migrating systems tends to give every manager on up to the C-suiters nightmares. Transitioning systems is intimidating at best and paralyzing at its worst because the potential for disruptions looms large.
• Cost Paralysis: So many companies focus on the price tag of integrating new ATS software. I have seen leaders proverbially bury their heads in the sand to avoid seeing the not-so-hidden expenses of staying with the known evil of their current inefficient, talent losing, and growth stunting ATS solution.
• Lack of Vision: This is where HiringThing comes int. We help you and your team understand how a better, highly advanced ATS can improve the effectiveness of your HR/recruiting teams that reduces cost and time to productivity while streamlining you hiring process. 

We don't want you to think that changing ATS providers is a decision to be taken lightly. Your ATS selection process can bring your company incredible benefits if you choose software with the most up-to-date functionalities (insert AI here), enhanced analytics, and an intuitive UX. The only caveat is that the selection process has to be done correctly. Your selection process has to take into account not only the most commonly known potential pitfalls like data migration nightmares and team resistance but the unforeseen ones.

Our partners and clients have told us about their experiences with other ATS SaaS products and vendors. Their experiences have helped us understand how we can streamline a new software integration you from what they had to learn the hard way before they switching to HiringThing's ATS software. Here are a few things that you will want to consider if you want to upgrade your current ATS software.

Stop Settling for “Good Enough”

There is such thing as good enough for certain things in life but not for the software that keeps the life blood of new talent flowing into your organization. Before purchasing or signing a monthly contract for any ATS, it’s essential to take a step back and evaluate your current ATS. You and your company are probably already engaged in this process if you are reading this article.

Ask yourself if your current recruiting software is meeting your needs, or if you are constantly bumping up against its limitations. It might have worked well when your company was 5 people and a ping pong table in a garage, but now it is collapsing under the weight of your organization’s growth. Maybe your SaaS vendor embellished their dedication to customer service which has constantly left you feeling alone and unsupported when issues arise. It could be that their pricing has risen faster than the addition of advanced features that you need from you ATS to compete for the best talent in your sector.

It seems daunting doesn't it? That is because switching any software, let alone one so integral to your company's operation and growth like an ATS, is no small undertaking. This is why it so it’s important to ensure it’s truly necessary. By identifying your pain points with your current setup you can then determine whether they can be resolved with some "patches" or upgrades, or if a completely new ATS is the only way forward. Your evaluation process will also help you create a list of must-haves for your next the ATS SaaS you purchase. This in itself is integral in setting the stage for a smoother transition if your company chooses to proceed with a new vendor's ATS software.

Why You Should Switch ATS Software

• You experiencing frequent technical issues or downtime with your current ATS.
• Your current system lacks critical features or integrations your HR team needs to function effectively.
• Your recruiting team is spending more time dealing with inefficiencies in your ATS then actually recruiting talent.
• Your ATS provider hasn't been responsive to your concerns and requests for support.
• The system no longer aligns with your future hiring goals and scaling needs.

How to Present You Need to Change Your ATS Using ROI 

Once you’ve decided it’s time to switch, you’ll need to build a strong case for the change. This is more about securing buy-in from stakeholders like HR leadership, your IT department, and C-suite than anything else. To do this start talking about dollars and cents. Simply talk about the ROI of a new ATS while demonstrating how it will solve existing problems at the same time. You cover all of your bases this way with each of your groups of stakeholders.

Your business case argument should start by outlining the shortcomings of your current ATS against the benefits of switching while being transparent about the costs associated with the transition. Don't understate the magnitude of the project ahead. The people involved need to understand the challenges of implementing new software along with the long-term gains. Emphasize this is an opportunity to align your ATS with your organization’s broader objectives. You can do this by framing 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

How to Select a New ATS That Fits Your Needs

When it comes to exploring your options don't let the size of the task paralyze your process. It is true that the ATS market is vast, with a multitude of SaaS companies that cater to organizations of every size within every sector that use all types of recruitment styles and processes. Remember that this is the time to think of future growth and new technology by selecting a system that not only solves your current issues but also unlocks new opportunities for innovation within your HR team.

Narrow your search by focusing on SaaS providers that best align with your company needs, budget, and long-term goals. You can start by looking at the glossy marketing materials but it is important to dig into reviews, request demos (this might be the most import), and talk to real users. The end goal is to find an ATS that fits seamlessly into your organization’s workflows, not one that forces you to compromise.

Factors to Consider When Evaluating ATS Providers

• Does the ATS 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?

How to Prepare for Data Migration to Prevent a Digital Disaster

Data migration is one of the most daunting aspects of switching ATS vendors. There’s nothing that is more terrifying to HR tech teams than transferring terabytes of candidate information, job postings, and recruitment analytics from one system to another. The data transfer has to be mapped out and executed correctly or, as all of us know, you can risk losing critical data and ending up with a chaotic, unusable ATS.

Planning is everything. Like I just said, you must map out what data needs to be migrated, identify potential challenges, and establish a timeline with milestones for the migration process. There is no "I" in team unless you are talking about your IT team. Everyone in your team must support your IT team so they can work with the new provider to ensure a seamless transfer. This will also insure that a secure transfer of data happens that will protect candidate information while guaranteeing that the new system will work smoothly when you turn the key.

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 Buy-in if They are Well Trained

One of the top reasons that implementations fail or drag on forever is that users fight adoption of the new software. Even the most advanced ATS won’t achieve the results if your team doesn’t know how to use it effectively. Switching from one software to another, not just ATS software, is as much about the people that are going to use it as it is about the new technology. By training the teams that are going to use the new system like they are astronauts going to the moon will ensure recruiters to hiring managers will feel confident and comfortable with the new ATS. This also means that they can maximize the potential of your new ATS platform.

Training shouldn’t be a one-and-done affair and should start with the new ATS vendor. The ATS provider should offer multiple formats, such as live demos, recorded tutorials, and hands-on workshops, to accommodate different learning styles like HiringThing does. Your vendor will help you prepare for the learning curve that is involved in any software change. This will ease frustrations that are bound to come along. What you can do to help with the transition the most is to remain positive and foster a culture of curiosity and adaptability, so your team sees the new ATS as an opportunity to make them more efficient and their lives easier, not a burden.

Best Practices for Training Your Team

• Encourage and identify “super users” who can champion the new system and provide peer support.
• Schedule lots and lots of training sessions before the system goes live to minimize disruptions.
• Make sure your provider has a library of resources, such as FAQs and step-by-step guides to support your team. HiringThing has a large library of docs and customer support if you team can find a solution.
• Encourage feedback and questions during the training process.
• Your provider should provide ongoing support to address issues as they arise.

Analytics are Important so You’re Not Winging It

So you’ve made the switch. Now what? 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.

Clear metrics to track, such as time-to-hire, cost-per-hire, and candidate satisfaction must be assigned as KPIs. You and your team should regularly review these metrics to identify areas for improvement and identify successes. Feedback from your team is probably the most important non-empirical data you should assess and discuss with all of your users. By staying engaged and proactive you can analyze the data from your ATS to guide your recruiting and hiring strategies and processes.

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 software is a very complex journey. It can be challenging, and downright stressful. But it’s also an opportunity to improve your recruitment strategy, empower your team, and connect with the talented candidates that will drive your company forward. By following what is outlined in this article, you will emerge from the selection, training and implementation processes confident and stronger as a company.

Your goal isn’t just to find a better system. Your goal is to create a recruitment process that reflects your company’s values while achieving your strategic hiring goals. With the right ATS in place, you’ll be ready to face the future of work with 20/20 clarity that is purpose-focused. 

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.