Are you starting to doubt your choice of applicant tracking system (ATS)? Perhaps it’s difficult to use or doesn’t contain all the functionality you need, or maybe you’re just unhappy with the level of support from your current supplier.
Whatever your reason for considering the change, if you want to start exploring other ATS options you’ll have plenty to choose from. There are a lot of applicant tracking systems on the market (At the time of writing, Capterra alone currently has over 350 listed), as well as a choice of hybrid CRM and HR systems. There’s also new functionality being added to recruitment software all the time, making the options seem endless.
So, what are the main things that you need to think about when it comes to changing your ATS provider? Before anything else, you need to make sure that you’re actually serious about ditching your current system.
The next step is to make a plan. To help you do so, we’ve compiled a list of our top areas to consider when changing suppliers:
1. Will you have to pay any contract termination fees?
We’d strongly advise checking your contract with your current provider to see if there are any fees for terminating your contract early.
Make sure you read your contract carefully and understand any charges you might face. You should weigh up the cost of these fees against the importance of changing your system; is it worth hanging on for a couple of extra months to avoid any costs?
If you’ve had any major issues with your ATS that your supplier has been unable to resolve or they’ve failed to meet their end of the contract, you should check to see if there is a clause that excludes you from early termination fees.
2. What went wrong with your existing ATS?
Has your ATS failed you for a particular reason? Don’t make the same mistake twice. But, even more importantly, don’t forget about your original list of requirements.
For example, if you were originally looking for an ATS that was easy-to-use but you found that the reporting functionality wasn’t quite up to scratch, don’t sacrifice a simple interface in your search for advanced reporting.
The ATS market is vast and if you do your research, you shouldn’t have to compromise on your key requirements. Pick your top five ‘must-haves’ and keep referring back to this list when viewing each new system.
3. What’s the changeover period? Will there be any disruption?
Speak to both your existing and your new supplier about the process of switching ATSs. How will your data be exported to your new system? Will you have to manually set your vacancies up again?
It’s also worth checking how long this will take. If you’re switching from a web-based system to an ATS that needs to be installed, you might have to wait up to three months for the system to be tested and installed. It’s usually much quicker to get up-and-running on web-based systems.
4. How will it affect your costs?
Think about the budget you have for your ATS; how much are you paying for the system that you’re currently using? Would you be willing to pay more?
Some suppliers will charge monthly, others will charge annually. Some will charge for additional users, whereas some systems (such as Webrecruit ATS) are offered with unlimited HR users.
It’s important to take all costs into accounts when deciding whether to make the switch.
5. Are your team on board with your decision?
How many people within your business actually use your ATS? If it’s more than just you, it’s important to get their input as well.
If you find that your team are happy using your ATS but the functionality isn’t where it needs to be, explain your reasoning to them. Keep your team and colleagues updated about why you want to switch and take their feedback into account.
By collating these opinions at an early stage, it’s much less likely that you will receive resistance from your team about changing ATS providers as they will feel like they’re part of the decision.