How to choose the best ATS for your business

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With over 850 applicant tracking systems (ATS) on the market today, it’s no wonder so many companies feel overwhelmed when it comes to choosing the right one.

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Whether you're a fast-moving scaleup or a more established enterprise, the ATS you choose can either streamline your hiring or become a source of constant frustration. In a recent webinar hosted by Talentedge, I joined industry colleagues to explore what really matters when selecting an ATS in 2025. Here are my reflections on that discussion, and what I’ve seen first-hand through Troi’s work helping businesses review, choose, and embed these systems.

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Start with your recruitment reality

There’s no such thing as a one-size-fits-all ATS. One of the biggest mistakes I see is businesses choosing a system based on features they think they might need in future, rather than the reality of how they hire today.

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Larger companies, for example, might need something that integrates seamlessly with other platforms, offers custom workflows, and can flex to accommodate internal mobility, DE&I tracking, and regional compliance. That often leads them toward systems that allow for more customisation but also come with higher complexity and cost.

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Smaller, fast-growth businesses tend to need agility above all else. They want something that’s easy to set up, intuitive for hiring managers, and doesn't require a huge internal implementation project. In those cases, working with a more agile vendor, or even a startup ATS themselves, can be the smarter move.

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Think carefully about budget...and the real cost of implementation

Budgets came up a lot during our webinar, and for good reason. ATS pricing varies widely, from low-cost monthly subscriptions to enterprise-level fees that run into the tens of thousands. But the biggest cost isn’t always the software — it’s the implementation.

Too many businesses underestimate the time, training, and change management needed to make an ATS actually work. It’s not just a plug-and-play tool. If your team doesn’t adopt it, you won’t see the value.

At Troi, we’ve worked with clients where the ATS was technically ‘live’ but barely used, simply because hiring managers weren’t trained properly or the workflows didn’t reflect how they actually hire. Getting that right takes a blend of system know-how and real recruitment insight, which is where we add value.

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Don’t overlook your data

An ATS should make it easier to measure and improve your hiring — not just track candidates. But not all systems offer the same level of reporting, and even fewer make it easy to get actionable insights.

If diversity, time-to-hire, or source effectiveness are priorities for your business, make sure the systems you’re shortlisting can give you that data — in a way that your team can actually use.

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Where AI fits in

AI is no longer a future concept in recruitment tech, it’s here, and growing fast. Many ATS vendors are now offering built-in AI tools, from automated screening and scheduling to predictive analytics that suggest the likelihood of a hire accepting an offer.

But while the potential is huge, it’s important to approach AI features with a critical eye. Not all tools are created equal, and you need to understand how the algorithms are trained, what data they rely on, and whether there’s any risk of bias creeping into your hiring process.

For some of our clients, AI-enhanced features have been a game-changer, particularly in high-volume or fast-paced environments. But for others, those tools have added complexity without much return. The key is to be clear on the problem you’re trying to solve, and then assess whether AI can genuinely help solve it.

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Make adoption part of your selection criteria

Choosing the right ATS is only half the battle, getting your team to actually use it is the other. That’s why I always encourage clients to consider not just the features, but the user experience. Is the interface intuitive? Can hiring managers use it without a 30-page manual? Will your recruiters love it or resent it?

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Adoption shouldn’t be an afterthought. It should be part of your decision-making criteria from the very beginning.

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How Troi can help

At Troi, we don’t just advise on recruitment strategy — we embed directly into our clients’ teams. That gives us a unique view of what works in practice, not just in theory. As part of our service, we help clients review their ATS needs, shortlist the right platforms, and manage the implementation from end to end.

That means better adoption, better data, and ultimately, better hires.

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