mondayfoundStart with the handoffs
An applicant tracking system should make ownership visible. Before reviewing products, map one vacancy from approval to accepted offer. Record who makes each decision, which information they need and where candidates wait. A spreadsheet can be enough for this exercise. The valuable output is a shared process, not a complicated diagram.
Test a realistic vacancy
Prepare a demonstration script using invented candidate records. Ask each supplier to open a role, receive an application, arrange an interview, collect feedback and close the search. Include a withdrawn candidate and a duplicate application. These exceptions reveal more than a polished tour of the dashboard. Have a recruiter and a hiring manager complete the same tasks themselves.
Make the trade-offs explicit
Separate essential requirements from preferences. Role-based access, usable exports and a reliable application experience may be essential; a particular dashboard layout may not be. Record recurring administrative work as well as licence costs. A tool that needs constant manual repair can become expensive without appearing expensive in a proposal.
Decide how you will know it works
Agree on a baseline before rollout: time spent arranging interviews, vacancies without an owner and feedback awaiting completion. Review the pilot against those measures. Keep a clear exit plan, including how you would export records and attachments. Choose the system that supports the process your team can actually maintain.