How to choose the right ATS for your business

Finding the right people is the most critical task for any growing business in New Zealand. As you scale, your hiring needs change. Manual processes that once worked can quickly become overwhelmed, leading to administrative headaches, lost candidates and missed opportunities. 

An applicant tracking system or ATS is the solution. It automates and streamlines your hiring process, helping you find and hire top talent more efficiently.

But with so many options on the market, how do you choose the right one for your business? Our guide is designed to walk you through the entire process. We’ll explore: 

• What an ATS is
• The signs you need one
• The features to look for
• A practical framework for evaluating your options
• The right questions to ask vendors
• The red flags to avoid

We’ve also included a handy selection template and scorecard, so you can analyse the options for your business. Download the guide by filling out the form on the right. 

What an applicant tracking system (ATS) is and how it works

An applicant tracking system is a software application that acts as a central command centre for all your recruitment activities. It organises the entire hiring journey, from the moment a candidate applies for a role until a final decision is made. Instead of juggling spreadsheets, scattered emails and paper resumes, an ATS brings everything into a single unified platform.

Its primary function is to automate the repetitive administrative tasks that slow down recruitment. The system collects and stores candidate information, making it easy to search, filter and review applications. You can post job ads to multiple boards at once, communicate with candidates in bulk and track every applicant’s progress through your customised hiring stages. By handling the heavy lifting, an ATS frees up your team to focus on what truly matters: connecting with great people and making informed hiring decisions.

Signs that it’s time to upgrade your hiring process

Relying on manual methods for recruitment can hold your business back, especially as you grow. If you’re experiencing inefficiencies in your hiring, it might be time to consider an ATS.

Common pain points include candidates getting lost in overflowing inboxes or forgotten in complex spreadsheets. This not only leads to a poor experience for them but it can also damage your employer brand. Manual data entry is another significant drain on time and it introduces the risk of human error which can have real consequences.

When hiring managers feel frustrated by delays and a lack of visibility into the pipeline it’s a clear signal your current process isn’t working. If you find your team is spending more time on administration than on engaging with quality applicants it’s a definite sign that an upgrade is needed. An ATS solves these problems by creating a structured, efficient and transparent hiring environment.

Key features to look for in an ATS

When you start evaluating different ATS platforms you’ll find a wide array of features. It’s important to focus on the core functionalities that will deliver the most significant impact on your daily operations.

Intuitive candidate management and tracking

The heart of any ATS is its ability to manage candidate information effectively. Look for a system with a clean and user-friendly dashboard where you can see every applicant for every role. You should be able to view their resume, cover letter and application history at a glance and easily track their progress through each stage of your hiring pipeline.

Easy job posting and multi-channel distribution

Manually posting jobs on various boards is a repetitive and time-consuming task. A quality ATS allows you to create one job advertisement and distribute it automatically to multiple platforms, as well as your own company careers page. This expands your reach to a wider talent pool without adding to your team’s workload.

Seamless communication tools

Keeping candidates informed is essential for creating a positive impression. A good ATS should automate key communications, such as sending confirmation emails upon application and notifying unsuccessful applicants. Look for systems that allow for templated and bulk emails, saving time while ensuring no candidate is left in the dark.

Customisable workflows to match your hiring process

Your hiring process is unique to your business. Your ATS should adapt to your needs, not force you into a rigid, pre-set structure. Seek out a platform that allows you to create custom hiring workflows with specific stages that reflect how your team operates. This flexibility is key to a smooth and logical recruitment journey.

Powerful search filters and talent pooling

The ability to quickly find the right candidates in your database is crucial. An effective ATS offers advanced search and filtering options, allowing you to pinpoint applicants based on skills, experience, keywords and other criteria. It should also help you build talent pools of promising candidates for future roles, turning your database into a valuable asset.

Integration with HR payroll and other tools

An ATS becomes even more powerful when it connects seamlessly with your other business systems. Look for integrations with your HR information system (HRIS), payroll software and calendar applications. This creates a smooth flow of data from recruitment to onboarding, eliminating manual entry and reducing errors.

Data security and compliance features

Protecting candidate data is a legal and ethical responsibility. Your ATS must have robust security measures in place that meet international standards. For example, Employment Hero is certified under ISO 27001, ISO 27017, and ISO 27018. It should also help you adhere to New Zealand legislation like the Privacy Act 2020 by managing data storage, consent and policies correctly.

Advanced ATS capabilities that give you a competitive edge

Beyond the core features, some advanced capabilities can provide a significant competitive advantage. This will help you recruit smarter and faster as your business scales.

AI-powered resume screening and matching

Artificial intelligence (AI) can dramatically speed up the initial screening process. AI algorithms can scan and parse resumes to identify and rank candidates whose skills and experience best match your job requirements. This allows your team to focus their attention on the most qualified applicants from the start.

Then there’s Employment Hero’s SmartMatch that goes one step further. By understanding your business, it creates ready pipelines of real candidates for each role you have. Then, when a role becomes vacant, you’ve got a shortlist of top talent to choose from.  

Automation for repetitive hiring tasks

Modern ATS platforms can automate more than just emails. They can handle tasks like scheduling initial phone screens, coordinating interviews between candidates and sending follow-up reminders. Employment Hero also offers a recruitment agent, which can automate the entire first round of interviews. This level of automation frees up huge amounts of administrative time.

Advanced analytics and predictive insights

Data is key to optimising your recruitment strategy. Advanced analytics can provide deep insights into metrics like time-to-hire, cost-per-hire and source effectiveness. Some systems even offer predictive insights to help you forecast hiring trends and make more proactive decisions.

Mobile-friendly recruiting tools

Recruitment doesn’t just happen at a desk. A mobile-friendly ATS allows your recruiters and hiring managers to review applications, provide feedback and manage candidates on the go. It also provides a better experience for candidates who increasingly use their mobile devices to search for and apply for jobs.

Customisable dashboards and role-based access

Different stakeholders in the hiring process need different levels of information and access. A flexible ATS allows you to create custom dashboards for recruiters hiring managers and executives. Role-based permissions also mean you can control who sees what ensuring sensitive information remains secure.

Key questions to ask ATS vendors

When you speak with potential vendors, having a list of targeted questions ready will help you dig deeper and make a more informed decision.

What pricing model do you use and are there any hidden fees?

Ask for a full breakdown of the costs. Is it a monthly subscription, a per-user fee or based on the number of jobs you post? Inquire specifically about any one-off setup costs or fees for extra features, to avoid surprises down the line.

What does your onboarding and training process look like?

A smooth implementation is critical. Understand what the vendor’s onboarding process involves. Do they offer dedicated support during this phase? What training resources are available for your team to get up to speed quickly?

Where is my data stored and how is it secured?

For New Zealand businesses this is a crucial question. Confirm where the vendor’s servers are located and what security measures they have in place to protect your candidate data. This is essential for upholding your obligations under local privacy laws.

Which tools and systems does your ATS integrate with?

You want your ATS to fit into your existing technology ecosystem. Ask for a list of standard integrations and find out if they offer an open API for custom connections. Confirm compatibility with your HRIS payroll and other essential tools.

How will your platform scale with my organisation over time?

Your business is growing and your ATS should grow with you. Discuss how the system handles an increased number of users, applicants and job postings. You need a solution that can support you today and in the future.

What ongoing support can we expect after implementation?

Once you’re up and running you’ll still need support from time to time. Clarify what their standard support includes. What are their support channels (phone, email, chat) and what are their guaranteed response times?

How Employment Hero’s ATS supports hiring teams

Employment Hero offers a powerful and intuitive ATS, designed specifically with the needs of growing New Zealand businesses in mind. It’s part of an all-in-one HR payroll and benefits platform, creating a truly seamless experience in all stages of the employee lifecycle.

Our ATS includes features for easy job ad distribution, candidate management and team collaboration, all within a user-friendly interface. With customisable workflows and automation, you can tailor the system to your exact process and save countless administrative hours. Because it’s fully integrated with our HRIS and payroll, new hire information flows automatically, eliminating data entry and ensuring a smooth transition for your new employee.

Find out more about our applicant tracking system and book a call with one of our team today.

The information in this article is current as at 30 December 2025, and has been prepared by Employment Hero Pty Ltd (ABN 11 160 047 709) and its related bodies corporate (Employment Hero). The views expressed in this article are general information only, are provided in good faith to assist employers and their employees, and should not be relied on as professional advice. Some information is based on data supplied by third parties. While such data is believed to be accurate, it has not been independently verified and no warranties are given that it is complete, accurate, up to date or fit for the purpose for which it is required. Employment Hero does not accept responsibility for any inaccuracy in such data and is not liable for any loss or damages arising directly or indirectly as a result of reliance on, use of or inability to use any information provided in this article. You should undertake your own research and seek professional advice before making any decisions or relying on the information in this article.