Understanding your hiring DNA before you choose an ATS
Before you even think about demos or vendor calls, you need to crack the code on how your team actually works.
Think of your hiring DNA as the unique characteristics that define how recruitment happens at your company. It’s not just about problems you’re facing. It’s about the fundamental patterns and approaches that make your hiring process distinctly yours.
This guide will help you define your hiring DNA as the first step to making a smart decision about any tech your team is considering.
Map out your hiring reality
Volume and speed: How many people do you hire yearly, and how quickly? High-volume teams need serious automation. Niche roles might need clever search tools instead.
What and where: Hiring internationally? Mix of office and frontline roles? Your ATS needs flexibility to handle different recruitment processes. The ability to build multiple workflows from a baseline template so each role type gets the right treatment.
Selection style: Are you a “hire fast, trust instincts” culture or a “thorough assessment, committee approval” organization? What types of interviews fit your culture and constraints? Video calls, in-person meetings, group assessments, or panel interviews? Do you need tools for scheduling across time zones or managing complex interview logistics? Some companies make job offers after two interviews, others require five-stage processes with multiple stakeholders.
Candidate experience priorities: Do you compete on employer brand and white-glove candidate treatment? Or are you more focused on efficiency and getting the right people in quickly? Both approaches are valid, but they need different ATS capabilities.
Team structure and expertise: Small recruitment team wearing multiple hats? Large, specialized teams with distinct roles? Technical comfort level also varies hugely. Some teams love configuring complex workflows, others want simple tools that just work.
Growth patterns: Steady hiring year-round, or massive seasonal spikes? Predictable headcount growth, or explosive scaling depending on funding rounds? Your hiring rhythm affects which ATS features matter most.
Dig deeper into your hiring patterns
Beyond the basics, you need to understand the nuances that make your hiring unique. Look at your seasonal patterns. Do you hire 80% of your graduates in September? Does your retail team expand before Christmas? These peaks and troughs affect which ATS features matter most. A system that handles steady-state hiring brilliantly might buckle when you suddenly need to process 500 applications in a week.
Consider your approval chains too. Some companies have simple “yes/no” decisions from hiring managers. Others need sign-offs from department heads, finance teams, and senior leadership before making offers. If your process involves 6 people approving each hire, you need workflow tools that keep everyone in the loop without turning into email chaos.
Think about your interview styles as well. Are you doing quick phone screens followed by face-to-face meetings? Multi-stage assessment centers? Panel interviews with 5 people? Video calls across time zones? Your ATS should support how you actually interview, not force you into rigid structures that don’t fit your culture.
A system that handles steady-state hiring brilliantly might buckle when you suddenly need to process 500 applications in a week.
The compliance maze
Depending on your industry and locations, compliance might be a major factor or barely a consideration. Financial services companies need detailed audit trails and data retention policies. Healthcare organizations have specific background check requirements. International companies juggle different privacy laws across countries.
Don’t assume every ATS handles compliance the same way. Some have built-in GDPR tools, others treat it as an add-on. If you’re hiring in multiple jurisdictions, check how the system manages different data retention rules, right-to-work verification, and local reporting requirements. It’s boring stuff, but getting it wrong can be expensive.
Integration reality check
Your ATS won’t exist in isolation. It needs to play nicely with your existing tech stack. Start by mapping out what you’re already using: HRIS systems, payroll software, background check providers, assessment tools, video interviewing platforms.
More importantly, map how data should flow between these systems. Create a simple flowchart showing which direction data needs to move and what specific information gets shared. Your HRIS typically serves as your system of record post-hire, so your ATS should feed candidate data to your HRIS, which then connects to other downstream systems like your learning management system or benefits platforms.
Don't just look for an ATS that connects to the most tools. Focus on one that integrates logically with your core systems in the right sequence.
This mapping exercise prevents integration mistakes. Don’t just look for an ATS that connects to the most tools. Focus on one that integrates logically with your core systems in the right sequence. The more integrations you need, the more important it becomes to choose an ATS with a solid API and established partnerships that align with your actual data flow requirements.
Don’t get seduced by integration lists during demos. Ask specific questions: how long does data sync take? What happens if one system goes down? Can you bulk-import existing candidate data without losing everything? These practical details matter more than whether two systems can technically connect.
Other factors to consider
Budget realities
Most companies underestimate ATS costs because they focus on license fees and forget everything else. Factor in implementation costs, data migration, training, ongoing support, and the opportunity cost of your team’s time during setup. A “cheap” system that takes 6 months to implement properly might cost more than a premium option that’s up and running in 4 weeks.
Consider your growth trajectory too. If you’re planning to double your hiring team next year, that per-user pricing model suddenly looks different. Some vendors offer volume discounts, others have flat-rate pricing that scales better. Factor in potential add-ons as well. That basic package might seem affordable until you add reporting, automation, and integration costs.
Most companies underestimate ATS costs because they focus on license fees and forget everything else.
The culture question
There are a few things that most requirements documents miss: how does your company actually make decisions? Are you a “move fast and break things” startup where the founder picks tools over lunch? Or a careful enterprise where every decision needs committee approval and 3-month pilot programs?
Your decision-making culture affects which ATS will work. Some vendors excel at rapid implementations and getting you live quickly. Others have thorough change management processes and extensive training programs. Match the vendor’s approach to your company’s style, or you’ll be frustrated from day one.
Document everything
By the time you finish this analysis, you should have a clear picture of what you actually need versus what you think you want. Create a proper document, not just bullet points in someone’s notebook. Include specific examples, real numbers, and quotes from your team about current pain points.
This documentation becomes your north star during vendor evaluations. When a salesperson starts showing you their latest AI-powered feature, you can check it against your actual requirements. Does this solve a problem you have, or is it just clever technology looking for a use case?
Most importantly, share this document with your evaluation team before you start looking at vendors. Everyone should understand what success looks like for your specific situation. It’s the difference between choosing an ATS that fits your needs and ending up with an expensive solution to problems you don’t have.
