The Ultimate Guide To Hiring Software

The Ultimate Guide to Hiring Software

Introduction

Finding and implementing the right hiring software for your company can feel a bit like a labyrinth, with seemingly endless choices, and just as many possibilities for wrong turns. 

One minute, you’re confidently researching applicant tracking systems. 

The next, you’re drowning in a sea of AI-powered resume scanners, video interviewing platforms, and applicant tracking systems you didn’t even know existed (plus hundreds of “end-to-end recruiting solutions” sliding into your DMs).

Here’s the thing: choosing the wrong hiring software doesn’t just waste money, it derails your entire talent acquisition strategy. 

That perfect candidate might bounce when they encounter your clunky application process. Your recruiters might churn when forced to use a system that makes their even job harder. And your CFO definitely won’t be thrilled about paying for software that collects digital dust or requires weeks of extensive training that leadership certainly doesn’t have time for.

So, what are people leaders supposed to do? 

In this guide, we’ll examine the world of HR tech, specifically hiring software, and help you more quickly and effectively identify hiring software that actually works for your organization.

We’ll walk you through the current HR tech landscape, selecting the right tools for your specific needs, implementing them without losing your mind, and optimizing your tech as your company grows.

Sound good? 

Let’s get into it.

 

Key Takeaways

  • Define & Dig Into the Real Problem: Before selecting any HR tech (hiring software included), get crystal clear on the core issue you need to solve. Instead of saying, “We need a new ATS,” ask, “What are our current challenges?” Is your hiring process too slow? Are candidates frequently dropping off? Are your hiring managers not engaged or collaborative? The deeper you go, the more helpful your tech choice will be.
  • Align Tech and Strategy: Choose hiring technology that directly supports your company’s business goals, whether it’s scaling hiring, improving employee retention, or streamlining slow processes. Don’t get distracted by flashy features — focus on solving real problems.
  • Prioritize Integration & Usability: Whether it’s a payroll system or hiring software, your integrated tools should work seamlessly with existing systems and be easy for your team to use. A complicated or poorly integrated system can lead to inefficiencies and low adoption rates.
  • Evaluate Vendors Critically: Don’t just go with the biggest name or the flashiest sales pitch. Do your research and ask the vendors tough questions about implementation, customization, and data security. Ensure they align with your long-term needs, not just short-term fixes.
  • Plan for Implementation Success: Expect implementation to take longer than anticipated. Involve key stakeholders early, establish a clear and transparent rollout plan, and invest in training to drive buy-in, adoption, and maximize ROI.
  • Continuously Optimize & Audit: Regularly assess whether your hiring software is still meeting your needs. Watch for redundancies, track key performance metrics, and stay updated on emerging trends to remain competitive.

Table of Contents

Part 1:

A Peek Inside The World of HR Tech

HR technology, more commonly referred to as HR tech, refers to the software, solutions, tools, and hardware that organizations use to automate and optimize essential human resources functions. 

In other words, it helps HR teams manage everything from hiring and onboarding to payroll processing and performance management.

Think of HR tech as the collection of tools that lets your people team focus less on paperwork and more on, well, people.


What is HR Tech?

HR tech encompasses all the digital solutions that help HR professionals streamline time-consuming tasks throughout the employee lifecycle. The ultimate goals are to:

  • Reduce administrative burdens
  • Improve decision-making
  • Create better experiences

For both employers and employees.

At its core, HR tech is a co-pilot for HR teams, helping them simplify complex processes and free up time to work on more strategic ventures.

The HR Tech Landscape Isn’t What It Used To Be 

Totto, we’re not in Kansas anymore — said every people leader ever when reflecting on how the changes in the HR tech space impact their hiring practices.

To put this growth into perspective, the global HR tech market is projected to reach a whopping $85 billion by 2032, nearly doubling from $47.4 billion in just a few years.

With all of that money comes a lot of opportunities in many new and interesting ways. 

For example, though ATS (Applicant Tracking System) tech has been going strong since the 1980s, the mid-2010s brought what we think of as the modern ATS with rich features and functionality like cloud processing, AI & machine learning, data protection, compliance, and many integration offerings. 

Interestingly, we’ve seen an “ecosystem” trend in HR technology, where companies took a platform-type approach — one core product and partnerships with other companies and app developers as “add-ons” which meant:

  • More open platforms
  • Increased focus on APIs and integrations
  • Flexibility for users to connect multiple vendors

At first, this was great news. HR teams could pick and choose the best solutions for each of their needs. But as with any good thing, there were some unintended consequences.

Now, we’re facing a new challenge: there are almost too many options. Every category of HR tech is bloated, with multiple point solutions vying to integrate with your ATS. It’s like walking into a candy store with a million flavors — it sounds like a dream until you have to pick just one or two.

While point solutions are proliferating, we’re also seeing a trend toward consolidation.

And that’s not as much of a surprise, considering HR teams are constantly slapped with the “do more with less” rhetoric, forcing them to be economical about the tech they do have and how they use it. Because of this, we’re seeing a growing demand for all-in-one solutions, especially for small to medium-sized companies that are tasked with fewer resources and smaller budgets.

We’re also seeing a stampede around AI in the hiring space – but that’s an entirely different discussion.

 

How AI is Impacting HR Tech (And What You Can Do About It)

It seems like every HR tech vendor, hiring software included, has suddenly become an “AI-powered solution” overnight.

Their websites are plastered with buzzwords like “machine learning algorithms” and “neural networks,” which sound impressive but often leave you wondering what they actually do.

Here’s the truth: AI is still very much in the early days within HR tech. Everyone’s rushing to slap an AI label on their product, but not all AI implementations are created equal. And that’s okay — as long as you know how to separate the signal from the noise.

Here’s how to do that. 

Focus on Philosophy (Not Fluff) 

As we know, it’s the early days of AI in hiring. The same is true for HR technology. So the AI tools a vendor has today likely won’t be the same in the next couple of years. And chances are, if you’ve done your research and found the best fit, you’ll be with that vendor through the evolution.

With that said, instead of getting caught up in flashy features, think about the vendor’s philosophy and approach to AI. Doing so will ensure you’re working with a company with the same data privacy, bias, compliance, and ethical integrity as you. 

Consider questions like:

  • “How are you integrating AI into your product suite, and why are you using it in that way?”
  • “What specific problem will your AI features solve in my hiring process?”
  • “Can you show me exactly how it works in a real workflow?”
  • “What has your company done to validate its claims about AI effectiveness?”
  • “What steps have you taken to reduce bias in your AI systems?”
  • “What information does your AI have access to, and what is withheld?”

These questions are super important, especially the last one as AI can have a lot of its own biases, if not monitored carefully – yes, human review remains critical.

For example, let’s say you’re using AI to help create sample candidate profiles, and while testing the feature, you noticed the AI system consistently gave male sample candidates more experience or better answers in their demonstration accounts as compared to the female profiles. For one, this would be a huge red flag, but furthermore, a key reason why there is a need to strip personal information from AI tools. 

Going deeper into these AI considerations ensures you’re on the same operational wavelength as a future vendor. 

HR software can be expensive (and a pain to change), so you’ll want to partner with a vendor you feel comfortable growing with.

The Top Hiring Biases Holding You Back

Watch Out For AI Red Flags 

Unfortunately, there are a lot of red flags about AI in HR tech. Let’s explore some of the most important ones to keep in mind as you evaluate vendors.

If a vendor tosses around AI terminology but can’t explain how it works in practical terms or shows you real workflows, proceed with caution. Good AI implementations solve specific problems in clear, demonstrable ways.

It’s also important to remember that (for now) AI isn’t sentient — it can’t feel or think on its own. So a huge red flag is if you’re looking at a system where the AI makes crucial decisions for you, especially when it comes to rejecting candidates during screening. 

Any system that changes someone’s status on your behalf without a clear explanation should raise immediate concerns.

If you’re using AI in your hiring process, you need to understand how it works — at least at a high level. You should be able to explain the logic to candidates, leadership, and potentially regulators. While you can rely on vendor documentation, don’t just trust everything they say; do your own research and due diligence. 

Without proper human oversight, these biases can silently influence your hiring decisions.

Determine What Good AI in Hiring Looks Like

When implemented thoughtfully, AI can be genuinely helpful in specific areas:

  • Top-of-Funnel Automation: AI can ingest job descriptions, reach out to potential candidates via email, and schedule interviews on your calendar — freeing up recruiters to focus on building relationships, not admin work.
  • Employee Self-Service: AI chatbots can help answer common employee questions about PTO policies, benefit open enrollment dates, and other routine inquiries that have been determined and set by humans.
  • Data Analysis and Insights: Instead of staring at complex dashboards, you can ask natural language questions like, “What percentage of LinkedIn-sourced jobs have resulted in a new hire this year?” and get immediate answers.

The best AI implementations in HR processes don’t try to replace human judgment — they enhance it by handling routine tasks and surfacing insights that might otherwise remain hidden. They’re transparent about how they work, and they put you firmly in control of the important decisions.

By thinking critically about the role AI plays in the tech you’re evaluating, you’ll be able to explain what you need AI to do for your team and how you’ll evaluate whether or not it’s delivering.

Checklist

The Impact of AI in Hiring and How to Best Assess AI Solutions

Download our carefully crafted checklist of AI solution assessment criteria to refer back to as you evaluate AI-powered solutions or vendors.

Download the checklist
Part 2:

How to Select The Right Hiring Software For Your Organization

Selecting the right hiring software isn’t about chasing the shiniest new tool or the one with the longest feature list. It’s about finding technology that solves your specific challenges, integrates well with your existing systems and processes, and can grow alongside your organization.

In this section, we’ll walk through practical approaches to evaluating and selecting hiring software that addresses your unique needs and delivers real value to your organization.

 

What is Hiring Software (+ the Most Common Types)

Hiring software refers to the digital tools and platforms that help companies streamline and optimize everything from their job descriptions to their screening and selection processes. 

The goal with these solutions is to automate repetitive tasks, improve the candidate experience, and provide people leaders with the data they need to make better hiring decisions.

And there are a. lot. of options. 

Common Types of Hiring Software

So, if you’re just getting started in your research, you’ll quickly realize that the recruitment software space is massive.

Its compound annual growth rate is 9.4% year-over-year – yes, massive.

This just means that there are a lot of new players out there, which brings a lot of new options for you to consider. Here’s a breakdown of the most common hiring and recruitment software types you’ll encounter:

  1. Applicant Tracking Systems (ATS): The O.G. — an ATS is the core system for managing your hiring process. It serves as a centralized database for all job candidate records and helps distribute job postings, track applicants through hiring workflows, and manage communication with candidates.
  2. Video Interviewing Software: Tools that facilitate remote or virtual interviews, allowing recruiters and hiring managers to evaluate candidates without geographic limitations. These can range from simple recorded video responses (one-way video interviews) to live two-way interviews with collaborative evaluation features.
  3. Talent Assessment Solutions: Software that evaluates candidates based on skills, behavioral traits, and cultural fit. Modern versions use predictive analytics and extensive scientific research to match candidates to specific roles based on job competencies and organizational goals.
  4. Resume Parsers: These tools automatically extract and organize information from resumes into searchable candidate profiles, eliminating manual data entry and making it easier to filter candidates based on skills and experience.
  5. Recruitment CRM (Candidate Relationship Management): Similar to sales CRMs, these tools help you build and maintain relationships with passive candidates, creating talent pools you can tap into when positions open up.
  6. Programmatic Job Advertising: These platforms automatically distribute your job postings across multiple sites or job boards and optimize your recruitment advertising budget based on real-time performance data.
  7. Reference Checking Software: These tools automate the reference collection process through email or text-based surveys, increasing completion rates and standardizing the information gathered.
  8. Interview Scheduling Tools: These solutions eliminate the back-and-forth emails typically required to schedule interviews by syncing with each stakeholder’s calendar and allowing candidates to select available time slots that work best for them.
  9. Onboarding Platforms: While technically post-hire, these systems bridge the gap between recruitment and employment by digitizing paperwork and creating structured onboarding experiences that keep new hires engaged through their first day.

And given the surge of investments and growth in the talent acquisition space, the landscape looks much different than even just a few years ago.

Why You Might Need New Hiring Software

Before diving into the vast ocean of hiring software options, you first need to step back and ask: why are you really looking for new hiring tech or looking to switch hiring software providers?

Usually, it boils down to a few key catalysts:

You Have To Consolidate

How did so many companies end up with a tangled web of HR systems? Maybe you started with a solid core product from a vendor. Then, over time, that vendor developed a bunch of add-on features that weren’t quite as robust as their main offering.

Meanwhile, your team was falling prey to the siren song of cross-selling. “Since you already use our ATS, why not try our skills assessment module?” Before you knew it, you had a patchwork of solutions — some great, some mediocre, and some that your team actively avoids using.

Here’s another example: perhaps you found yourself with one platform that changed the game, so you decided to integrate with another…and then another. Suddenly, you have a messy tech stack with several different providers and no understanding of which are helping vs. which are hurting your hiring process.

So, you’re either juggling too many different solutions or even competing platforms from different that essentially do the same thing. Your HR team needs a spreadsheet just to remember which system handles what function, and your employees are constantly asking, “Wait, which portal do I use for this again?“

Consolidating your hiring tools can be a huge lifesaver here. In this case, less is typically more.

Don’t worry, we’ll help you get a handle on things just below.

You’re Out of Budget

Sometimes, the push for new or different HR tech can come directly from your CEO or CFO, who’s looking at the bottom line. Many finance leaders still view HR as a cost center rather than a strategic partner (though we’re working on changing their minds!).

When budgets tighten, HR tech spending often comes under scrutiny. But smart consolidation isn’t just about cutting costs — it’s about getting more value from every dollar you spend and having the ability to highlight positive results, when asked, with detailed recruiting analytics and reporting.

Your Legacy Systems Can’t Hang

Legacy hiring systems can be notoriously clunky. Your team might be spending hours navigating confusing interfaces, waiting for pages to load, or trying to extract basic reports. And when they reach out for help? Customer service feels more like customer disservice.

At this point, you simply need something that doesn’t make your team want to throw their computers out the window.

Modern, intuitive interfaces don’t just make work more pleasant — they dramatically improve adoption rates and efficiency.

Tip: Keep an eye out for vendors whose product offerings haven’t changed in years or who aren’t transparent about the changes they are making as these can be easy red flags of a legacy system that is not adept to help you grow.

You’ve Got Growth On The Brain

Your company is evolving. Maybe you’re expanding globally, merging with another organization, or experiencing rapid headcount growth. Regardless, congrats!

While your current hiring tools might have been perfect when you had 50 employees in one location, they’re buckling under the pressure of supporting 500 people across multiple countries.

Growth often requires a toolset that can support new business strategies and organizational structures. It’s time to think about how your hiring tech relates to the rest of the organization’s goals and challenges.

You Have Talent-Related Skeletons In Your Closet

Sometimes, the need for new hiring software stems directly from critical people challenges your organization is facing, such as:

  • High employee turnover that’s costing you top talent
  • Onboarding processes that leave new hires confused and unproductive
  • Difficulty recruiting executive-level or specialized talent in competitive markets

The right hiring software can be a powerful ally in addressing these fundamental challenges — not by replacing human connection, but by enabling your team to focus more on people and less on processes.

Understanding which of these drivers is most important for your organization will help you focus your search and evaluate options more effectively. It’s the difference between shopping with a specific grocery list versus wandering aimlessly through the supermarket and filling your cart with things that catch your eye, but you don’t really need.

5 Steps To Research (And Select) The Right Hiring Software

Choosing the right hiring software is a bit like dating — it’s tempting to be dazzled by slick interfaces and smooth sales pitches, but lasting relationships are built on compatibility, honesty, and solving real problems together.

The goal isn’t just to select a shiny new tool. It’s to find technology that solves genuine business challenges, integrates with your existing systems, and scales with your organization.

 

Step 1: Understand Your Company (Both Today and Tomorrow)

Before booking demos or comparing features, take a step back and look at your company holistically.

🔥 How does your talent function support broader business objectives?

Is your company in growth mode, focusing on efficiency, or pivoting to a new market? Your hiring software needs to align with these strategic priorities.

If leadership is focused on expansion, you’ll need tools that streamline high-volume hiring. If your company is prioritizing diversity and inclusion initiatives, you might need an applicant tracking system with built-in bias reduction features and diverse candidate sourcing capabilities. 

🔥 Where is your company headed in the next 1-3 years? 

If you’re planning to hire 50 more people next quarter, you may quickly outgrow a basic ATS.

If your organization is expanding globally, you’d want hiring software that supports multiple languages, manages international compliance requirements, and facilitates remote interviewing across different time zones. 

The worst thing is implementing a system only to outgrow it six months later.

🔥 How does your company operate?

Remote or hybrid? You’ll need hiring tools designed for distributed teams — video interviewing platforms that work seamlessly across time zones, digital assessment tools that can evaluate candidates remotely, and an applicant tracking system with built-in workflow automation and collaboration features for geographically dispersed hiring teams.

🔥 Do you have existing software in place?

No hiring software exists in isolation. Map out your current tech ecosystem and integration requirements. The best tech plays nicely with others.

🔥 Who will need to use these hiring tools?

Be honest about your team’s bandwidth and technical skills. Consider who will administer the new system, what technical skills they have, and how much time they can realistically dedicate to implementation.

Some organizations have dedicated HRIS teams that can handle complex implementations and more dynamic tools. Others rely on HR generalists who need more intuitive, low-maintenance solutions. Know which camp you’re in to make the right decisions.

Step 2: Identify Your Core Business Problem

The biggest mistake HR teams make when shopping for new technology? Starting with a feature or solution rather than a challenge or challenges you need to solve.

“We need a new ATS” isn’t a problem statement – it’s already jumping to a solution. Instead, get crystal clear about the actual business challenge you’re trying to solve.

For example, instead of saying, “We need video interviewing software,” dig deeper: “Our hiring managers are spending too much time in preliminary interviews with candidates who aren’t a good fit, which is delaying our average time-to-fill by 15 days and causing us to lose top candidates to competitors.”

Now that’s a problem worth solving, and there might be multiple ways to address it but you can’t get to those options if you start with the solution.

When defining your problem, don’t be afraid to get specific. If you think the issue is “saving time,” ask why time is being wasted in the first place. 

  • Does your current system require duplicate data entry?
  • Are approvals getting stuck in email limbo?
  • Is your team spending countless hours generating reports that nobody reads?

Peeling back these recruiting layers contextualizes the problem and makes it that much clearer to solve.

Once you’ve identified your core problem, quantify it. Hard numbers make a compelling investment case – even to the most bottom line-driven financial leader.

  • How many hours is your team spending on manual processes?
  • What’s your current cost-per-hire or time-to-fill?
  • What’s your turnover rate costing in terms of lost productivity and replacement expenses?
  • How is your current process affecting candidate experience or employee satisfaction scores?

These hiring metrics help determine the scope of the problem and the potential business impact of solving it. They also help you decide how much you’re willing to invest in a solution, not just money, but time, energy, and people resources.

Ask yourself: “If we did nothing about this problem, what would the consequences be in six months? In a year?” This question helps establish urgency and lays the groundwork for a business case that positions HR as a strategic partner rather than a cost center.

If you’re facing multiple problems (and who isn’t?), prioritize them based on business impact and alignment with company goals. A problem that directly affects revenue generation or customer satisfaction will generally take precedence over one that merely creates internal inefficiencies.

Finally, ensure all stakeholders agree on what the problem is. The recruiting team might think the issue is attracting candidates while hiring managers believe it’s screening efficiency, and leadership thinks it’s employer branding. 

Getting alignment early prevents you from solving the wrong problem or implementing a solution that doesn’t address everyone’s needs.

Remember: The clearer you are about your problem, the more likely you are to find technology that actually solves it — rather than creating new problems of its own.

Step 3: Search the Category, Thoroughly

Now that you’ve identified your core problem, it’s time to open up the “tech” can of worms. But where do you start? How do you separate the wheat from the chaff? Let’s break it down.

🔥 First, cast a wide net. Explore review sites.

Review sites like G2 and Capterra help you get a sense of what’s out there. These platforms are goldmines of user feedback, both good and bad. But remember, take those five-star reviews (and one-star rants) with a grain of salt.

🔥 Next, dig into industry analyst reports.

Gartner and Forrester are two of the most common. These folks live and breathe HR tech (and hiring software), and their insights can be invaluable. Just keep in mind that vendors often pay to be included in these reports, so they’re not always 100% unbiased.

🔥 Don’t underestimate the power of social proof.

If a vendor doesn’t have any case studies or testimonials on their website, that’s a red flag. It’s either because they’re brand new (risky) or because no one wants to admit they’re using them (even riskier).

It’s also worth evaluating the vendor’s financial stability and future roadmap. You don’t want to hitch your wagon to a company that might not be around in a few years. Look for news about recent funding rounds or acquisitions, and ask about their product roadmap during demos.

🔥 Spend some quality time on vendor sites.

Look beyond the flashy homepage and dig into their resources. White papers, blog posts, and educational content can give you a sense of their expertise and approach to solving recruiting, screening, and selection challenges.

Now, here’s where it gets fun…

🔥 Talk to your peers.

Reach out to your HR network and ask what they’re using. But don’t just ask if they like it, dig deeper. 

  • Why do they love (or hate) their current solution? 
  • Is it because of the product itself, or because of how it was implemented? 

Sometimes, a bad implementation can make a great product seem terrible.

When it comes to pricing, put on your detective hat. Some vendors have pricing schemes more complex than a Rube Goldberg machine. Watch out for hidden fees, and make sure you’re comparing apples to apples. Users of the solutions, who have no skin in the game, will be more inclined to share this information.

🔥 Look for free trials or pilot programs.

These can be great ways to test-drive a solution before committing. Just make sure you have a clear plan for what you want to evaluate during the trial period.

🔥 Finally, trust your gut. 

Once you’ve narrowed it down to 2-3 solid options, pay attention to the intangibles. 

  • How credible and responsive is the sales rep? 
  • How thorough are their answers to your questions? 

Remember, you work in talent acquisition — you know how to get good answers out of people. Use those skills!

By thoroughly researching the category, you’ll be well-equipped to make an informed decision that aligns with your company’s needs and growth trajectory. After all, you’re not just picking a hiring system for today; you’re choosing a partner to grow with you into the future.

Step 4: Ask the Right Questions

You’ve narrowed down your options, and now it’s time for demos and deeper conversations with vendors. This is where the rubber meets the road — and where asking the right questions can make all the difference between finding a perfect match and a costly mistake.

Don’t waste this opportunity on surface-level questions that any sales rep can answer with a rehearsed spiel. Instead, dig into the details that will impact your day-to-day experience with the technology.

🔥 “How do your integrations actually work?”

Don’t just ask if they integrate with your existing systems—ask how those integrations function in practice. There’s a world of difference between “Yes, we integrate with ADP” and “Yes, we have a real-time, bi-directional API integration with ADP that doesn’t require manual exports or imports.”

For your most critical workflows, ask the sales rep to walk you through them step by step. If you’re looking at an ATS, have them show you exactly how a candidate moves from application to offer letter. Count the clicks. Note any manual steps.

A word of caution: don’t get hung up on minor features. We’ve seen deals fall apart because someone couldn’t get past the fact that sharing interview notes took two clicks instead of one. Keep your eye on the big picture and remember what problem you’re actually trying to solve.

🔥 “Is this functionality part of your core product or an add-on?”

This question reveals a lot about what you’re really buying. Some vendors excel at one thing and have bolted on additional features to check boxes in RFPs. These add-ons are rarely as robust as solutions from companies that specialize in that functionality.

For example, many ATS platforms now offer “video interviewing,” but there’s a massive difference between a dedicated video interviewing platform and a basic recording feature tacked onto a meeting link. The same goes for resume scanning tools, assessment tools, reference checks, and more.

The more specific you can be, the better. Two products might be listed in the same category but solve completely different core problems.

🔥 “How specifically can you help me solve [your core business problem]?”

Remember that problem you identified in Step 2? Now’s the time to put vendors to the test. Don’t just ask if they can solve your problem—ask how they would approach it.

For example, if your problem is duplicate applications clogging your system, don’t just ask, “Do you have deduplication features?” (They’ll all say yes.) 

Instead, ask: “Can you show me exactly how your system identifies duplicates? What criteria does it use? Can those criteria be customized? How does the system handle merging duplicate records?”

Two vendors might have similar features on paper but implement them in completely different ways. The devil is in the details.

🔥 “What customization capabilities and limitations come with this tool?”

Every company is unique, and you’ll inevitably need to adapt the technology to your specific processes. Understanding what you can and can’t customize is crucial.

Ask about field customizations, workflow adjustments, approval chains, and reporting capabilities. Also, ask what happens to your customizations during system updates—do they break, or are they preserved?

🔥 “What can we expect from an implementation perspective?”

Implementation can make or break your experience with a new system. Get specific about timelines, resource requirements, and support.

How long will the implementation take? What resources will you need to dedicate from your side? What does their change management support look like? What happens after going live? Will you be handed off to a different team, or will your implementation specialist stick around?

Also, ask about their customer service model. Is support included, or is it an additional cost? What are their response time guarantees? Do they offer training for new team members who join after implementation?

🔥 “What does your product roadmap look like?”

You’re not just buying what the product can do today—you’re investing in its future. Ask about upcoming features and enhancements. This is also a great opportunity to gauge their philosophy on emerging technologies like AI.

A thoughtful answer about their product roadmap reveals a lot about the vendor’s vision and whether they’re likely to keep pace with evolving HR needs. If they’re vague or reluctant to share details, that might be a red flag.

By asking these detailed, specific questions, you’ll cut through the sales pitch and get a much clearer picture of whether a vendor can truly solve your problems and grow with your organization.

Step 5: Review Your Vendor Approval Process

Before you fall head over heels for a vendor, make sure they can clear your company’s approval hurdles. Nothing’s worse than finding the perfect solution only to have it shot down by legal or IT security at the eleventh hour.

Start by understanding your internal vendor approval process. 

  • Does your company require SOC2 compliance? 
  • Does your company require GDPR compatibility? 
  • Are there specific security protocols in place? 

These aren’t just bureaucratic hoops — they’re important safeguards for your company and employee data.

Use these requirements as qualifying criteria from the get-go. If a vendor can’t meet your non-negotiable standards, don’t waste time on demos or deep evaluations. Cross them off your list and move on.

Pay particular attention to how vendors handle:

  • Regional compliance requirements like GDPR and CCPA
  • Data protection for sensitive employee information
  • Security audits and updates
  • Data ownership and access controls

Remember, hiring systems contain sensitive, personal candidate data. The vendor you choose needs to take security as seriously as you do. 

For example, our privacy and security policy is an open book; check it out for additional inspiration as you’re evaluating vendors. 

By addressing compliance and security requirements early in your search, you’ll save time and avoid the heartbreak of finding a perfect solution that your company can’t approve.

Bonus: Buying New Tech vs. Switching Vendors

The buying process looks dramatically different when you’re implementing your first hiring solution versus replacing an existing vendor. 

If you’re switching, you’re not just evaluating new options — you’re planning a complex migration while managing an upcoming renewal deadline.

Here’s how to navigate this tricky terrain:

🔥 Start Earlier Than You Think

Whatever timeline you’ve mapped out for vendor selection, double it. Seriously. Everything takes longer than expected, especially when you’re migrating data and processes from one system to another.

For companies with 50+ employees, start at least 6 months before your current contract renewal. Smaller companies (under 50 employees) might manage in 6 weeks, but 3-6 months is a comfortable timeline for most organizations.

🔥 Map What You’ve Got to What You Need

Create a detailed inventory of what your current system provides — integrations, workflows, data fields, reports, and automation. Then map these to your requirements for the new system.

The good news? New vendors are super motivated to help with this mapping exercise. They want your business and will often create detailed transition plans showing how their solution compares to your current one.

🔥 Be Flexible with Renewal Timing

Don’t let your current vendor’s renewal date dictate your decision timeline. Many new vendors will work with you on timing to avoid double-paying during a transition.

Ask your current vendor about pushing your renewal date or switching to month-to-month while you implement a new solution. You might be surprised how flexible they become when they realize you’re seriously considering alternatives.

Remember, a rushed decision to avoid overlapping contracts often leads to poor vendor selection. It’s better to pay for two systems briefly than to make a hasty choice you’ll regret for years.

 

How To Measure the Success of Your Hiring Software

Remember those goals and objectives you identified when you started this journey? Now it’s time to circle back and make sure your new HR tech is actually delivering on its promises.

Measuring success isn’t just about checking a box – it’s about proving the value of your investment and identifying opportunities for optimization. 

But what exactly should you measure?

Key Recruiting Metrics to Measure:

  • Time-to-hire (average duration from job posting to acceptance)
  • Cost-per-hire
  • Candidate conversion rates through each stage
  • Offer acceptance rate
  • Quality of hire
  • Early turnover rate (percentage of new hires leaving in the first year)
  • Candidate experience ratings (especially important when your people represent your brand)
  • Hiring manager satisfaction scores (critical for cross-functional collaboration)
  • Time spent per hire by hiring team members (valuable for professional services firms where time equals money)
  • Source quality metrics (which channels bring in the best candidates for your evergreen roles)
  • Diversity of candidate pool (important for organizations looking to build representative teams)
  • Interview-to-hire ratio (efficiency metric for high-volume, evergreen positions)

For people-first organizations like medicine, education, government, and law, the quality of hire metric becomes especially crucial. Consider adding specific ways to measure this, such as performance ratings at 90/180 days or hiring manager feedback on cultural fit, since you’ll likely emphasize culture and cross-functional collaboration.

For the most compelling results, compare these metrics to your baseline measurements from before implementation. This before-and-after comparison tells the true story of your HR tech’s impact.

When you can show that your new one-way video interviewing solution reduced time-to-hire by 60% or that your talent assessment tool decreased early turnover by 45%, your story becomes a lot more compelling.

Tracking these metrics doesn’t just help you optimize your HR processes, it helps secure continued financial buy-in from leadership by demonstrating tangible returns on investment. 

Keep in mind that, any hiring software worth its salt will help you measure success. For example, Spark Hire Recruit’s robust analytics and reporting suite measures the metrics noted above, and more!

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Getting Financial Buy-in for Your Hiring Software

When it comes to securing a budget for new hiring software, spreadsheets alone won’t win over your CFO. You need to tell a compelling story that connects the HR tech to business outcomes.

Start with the problem—not in HR terms, but in business terms. Instead of “Our ATS is outdated,” try “Our slow hiring process is causing us to lose top candidates to competitors, resulting in extended vacancies in revenue-generating roles.”

Then, paint two futures: one where the problem is solved and one where it persists. “If we implement this solution, we can reduce time-to-hire by 30%, allowing us to fill sales positions two weeks faster. With the average sales rep generating $30,000 monthly, that’s $15,000 in additional revenue per hire. Across 50 annual hires, that’s $750,000 in recovered revenue.”

Now for the flip side: “If we maintain our current system, we’ll continue losing top candidates, extending vacancies, and missing revenue targets.“

Back your story with a simple ROI calculation. Good vendors often provide ROI calculators — use them, but verify their assumptions with your data. 

Consider:

  • Direct cost savings (reduced agency fees, overtime, etc.)
  • Productivity gains (time saved multiplied by hourly rates)
  • Revenue impact (faster hiring for revenue-generating roles)
  • Retention improvements (cost of turnover avoided)

Don’t forget to account for the total cost of ownership including implementation, training, and ongoing support, and the opportunity costs of not upgrading.

The most successful business cases tie directly to organizational goals. If your company’s strategic priority is growth, focus on how the technology will accelerate hiring. If it’s profitability, emphasize cost savings and efficiency gains.

By framing hiring software as a business investment rather than an HR expense, you dramatically increase your chances of getting that coveted budget approval.

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Part 3:

Tips For Smooth Software Implementation

You’ve done the hard work of selecting the perfect hiring software solution for your company. The contracts are signed, the budget is approved, and now… the real work begins.

Even the most powerful, feature-rich platform won’t deliver value if it’s poorly implemented or if your team doesn’t adopt it.

Let’s walk through how to set realistic expectations and create a smooth implementation process that delivers the ROI you promised your leadership team.

Software Implementation Timeline

One of the biggest mistakes companies make is underestimating how long implementation will take. The truth? It almost always takes longer than you think.

For most hiring solutions, you should plan for a 3-month implementation timeline from contract signing to full deployment. This might sound long, but rushing the process often leads to costly mistakes and poor adoption.

The timeline varies significantly based on what you’re implementing. A standalone video interviewing platform might take just a few weeks to get up and running, while a comprehensive applicant tracking system that integrates with your entire recruitment workflow could take longer.

Company size also matters. If you’re a 50-person company with straightforward processes, implementation might be relatively quick. If you’re a 500-person organization with multiple locations and complex approval workflows, expect a longer timeline.

 The key is to start early. Don’t wait until your current system is on life support or your contract is about to expire. Begin your research, demos, and sales cycle at least 90 days before you need the new system operational. If you’re replacing an existing system, you might need even more time to develop a solid migration plan.

Download our Applicant Tracking System transition template for guidance on a smooth transition from one ATS to another.

 

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Factors That Impact Your Implementation Timeline

Several factors will influence how long your implementation takes and how smooth the process will be:

  1. Integrations: Every system your new hiring software needs to connect with adds complexity. Integrations with your HRIS, background check providers, assessment tools, and other recruitment systems take time to set up and test properly.
  2. Process Complexity: If your hiring process has 10 stages with different approvers at each step (well, we should talk about a more structured process), implementation will take longer than if you have a streamlined three-step process. The same goes for any HR process your new tech will support.
  3. Security Requirements: Your IT and security teams will need to review and approve the new system. If your company has strict security protocols (as it should for HR data), this process can take weeks.
  4. Vendor Process: Every vendor has their implementation methodology. Some provide dedicated implementation specialists and comprehensive project plans, while others might offer more limited support. Understanding your vendor’s approach is crucial for setting realistic timelines.
  5. Data Migration: Moving data from your old system to your new one is often the most time-consuming part of implementation. Clean data transfers smoothly; messy data requires cleanup before migration.
  6. Workflow Configuration: Setting up your specific workflows, approval chains, and automation takes time, especially if you need to customize the system.

Remember that implementation isn’t just about getting the technology working — it’s about getting your people working with the technology. Allow time for testing, training, and adjustment periods where your team can get comfortable with the new system before it becomes make-or-break.

Part 4:

Ensure Your Hiring Software Keeps Working For You

You’ve implemented your new hiring software, so you’re done, right?

Not quite. 

Even the best HR solution or hiring software can become outdated or ineffective if not properly maintained and optimized over time.

In this final section, we’ll explore how to nurture your investment, ensure continued adoption, and regularly evaluate whether your tech stack is still meeting your needs.

 

Properly Manage Your Vendors

The relationship you build with your vendor can foreshadow your long-term success with the platform. The best vendor relationships go far beyond the transactional “we pay, you provide” model.

Think of your vendor as a strategic partner in your HR operations. Schedule regular check-ins to discuss how you’re using the system, the challenges you’re facing, and upcoming needs. Many vendors offer customer success programs that can help you maximize your investment—but you have to be proactive about engaging with them.

When negotiating contracts, look beyond just price. Focus on service level agreements (SLAs) that guarantee response times for support issues, uptime commitments, and data protection standards. These elements often matter more than saving a few dollars per user when problems arise.

Don’t underestimate the value of your vendor’s expertise during and after implementation. They’ve seen dozens or hundreds of companies implement their solution—tap into that knowledge. Ask for best practices, common pitfalls, and creative ways other customers are using the platform.

Establish a Strong Change Management and Adoption Plan

You have the hiring software. Now you need your team to use it.

Change management isn’t just a nice-to-have — it’s essential for realizing the ROI you promised your leadership team.

Start by clearly communicating why you’re introducing new technology. People are more likely to embrace change when they understand the purpose behind it and how it benefits them personally.

Frame the change in terms of what’s in it for them: “This new system will eliminate those tedious spreadsheets you’ve been concerned about” is more compelling than “This system will improve our hiring.”

Develop comprehensive training programs tailored to different user groups. Your HR administrators need deep, technical training while hiring managers might just need a quick overview of their specific workflows. Consider creating short video tutorials for common tasks that users can reference when they forget how to do something.

Resistance to new technology is natural. Address it head-on by acknowledging concerns, providing extra support to technology-averse team members, and celebrating early wins to build momentum.

One of the most effective strategies is identifying and empowering internal champions — people who naturally embrace the new technology and can help their colleagues see its value. Give these champions advanced training and recognition for their role in driving adoption.

Regularly Audit and Optimize Your Hiring Software 

Your business needs will evolve, and the type and depth of your hiring and recruiting software should evolve with them. Establish a regular cadence for auditing your HR technology — many companies find an annual or bi-annual review works well.

During these audits, assess each system against key criteria:

  • Is it still solving the original problem it was purchased to address?
  • Are users actively engaging with the system, or working around it?
  • Are there new challenges that aren’t being addressed?
  • Are there redundancies between systems that could be consolidated?
  • Are there integration gaps causing manual work or data inconsistencies?

Look for opportunities to streamline. It’s common for companies to accumulate overlapping tools over time, especially as vendors expand their offerings. You might find you’re paying for features in multiple systems that essentially do the same thing.

As your company grows, your technology needs will change dramatically. A system that worked perfectly for 50 employees might buckle under the weight of 500. Consider scalability in every technology decision, and regularly reassess whether your current solutions can support your growth trajectory.

Stay informed about emerging technologies without chasing every shiny new tool. Set aside time quarterly to research innovations in the recruiting technology space that might address your specific challenges.

Finding the Hiring Software That’s Made For You

The world of HR tech and hiring software specifically can be overwhelming, but with the right approach, you can select a recruiting software that genuinely makes life better for your team and your employees.

Throughout this guide, we’ve walked through how to understand your company’s unique needs, identify the real problems you’re trying to solve, thoroughly research your options, and ask the questions that matter.

Remember, HR tech isn’t about having the fanciest tools — it’s about solving real problems and making your people processes more human, not less.

That’s what we’re all about over here at Spark Hire. Interested in seeing if our tech can help you solve your toughest hiring challenges?

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