Short answer: how do you choose an ATS?
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Never start with the vendor, but with your own recruitment process. Those who first define their needs and only then compare systems choose based on fit rather than marketing — and prevent a wrong system from needing to be replaced months later.
What is an ATS (and what does it do)?
An ATS is now standard in mature recruitment organizations. In 2025, Jobscan detected an ATS at 97.8% of Fortune 500 companies, or 489 out of 500 [3]. For Dutch SMEs, an ATS is just as valuable: it makes recruitment faster, more structured, and measurable.
Key functions: vacancy management, multiposting, CV screening, scheduling, reporting
Most recruitment systems revolve around the same core functions. Evaluate each system on the following components:
ATS, recruitment system, or HRIS — what's the difference?
The terms are often used interchangeably, but the distinction is simple. An ATS or recruitment system supports everything up to and including hiring: vacancies, applicants, and the selection pipeline. An HRIS (Human Resource Information System) then takes over: personnel files, contracts, leave, and payroll. The strongest setup combines both, so that a hired candidate seamlessly transitions from recruitment to employment. This integration with your HRIS after hiring prevents you from manually re-entering new employee data into a second system.
Step 1 — Map out your recruitment needs and organization size
These answers determine the focus of your selection. An SME organization with ten vacancies per year needs a different system than a temporary employment agency that places hundreds of candidates simultaneously.
Tip
Literally write down your answers in a one-line needs profile: "We recruit X vacancies per year, for [our own organization / clients], with [number] users, and want to integrate with [systems]." This profile is your touchstone for every vendor — if a demo deviates from it, it's not a match.
System type: corporate recruitment, mediation, secondment, or temporary staffing
Recruitment systems are often built for a specific type of recruitment. Therefore, choose your type first, as this immediately halves your longlist. The Netherlands has 45 providers of recruitment systems [1]. Of these 45 vendors, 29 focus on corporate recruitment, 17 on mediation, and 10 on secondment or temporary staffing [1].
| Type of recruitment | What it entails | Where the system must excel |
|---|---|---|
| Corporate recruitment | Recruiting for your own organization | Vacancy management, hiring manager collaboration, HRIS integration |
| Mediation | Placing candidates with clients | Client and candidate management, matching, CRM functions |
| Secondment / temporary staffing | Temporary placements on a large scale | Planning, contract management, payroll integration |
Step 2 — Determine your must-have functionalities (checklist)
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Beware of the "feature trap": a system with 200 functions is not better than a system with 30 functions that you actually use. Unused functionality increases complexity, the learning curve, and often the price. Evaluate each function against your needs profile from step 1.
Step 3 — Evaluate integrations (HRIS, payroll, job boards, calendar)
Tip
For each integration, ask: is it a ready-made (native) integration, an integration via an intermediary, or do you have to build it yourself via an API? The answer makes a big difference for implementation time and costs.
Step 4 — Assess GDPR and candidate privacy (retention periods)
A good ATS automatically enforces these terms: the system marks or deletes files on time, instead of a recruiter having to remember it manually.
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Delete application data no later than four weeks after the end of the procedure — or retain it for a maximum of one year with explicit consent from the candidate [4].
Step 5 — Weigh ease of use, support, and Dutch-language helpdesk
Support weighs at least as heavily as the software itself. Here, a Dutch choice comes into play: if you want a Dutch-speaking contact person, documentation, and helpdesk, you choose from approximately 45 Dutch providers [1]; otherwise, the market is open with 1000+ foreign parties [1]. For most Dutch SME organizations, Dutch-language support, local job boards, and GDPR certainty weigh heavily.
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A foreign system can be functionally excellent, but then test the support: in what language, in what time zone, and how quickly do they respond? A brilliant tool with slow, English-language support is often a less good match in practice than a simpler system with a Dutch helpdesk that answers the phone.
| Cost item | What it entails | Ask the vendor |
|---|---|---|
| License | Fixed amount per month or year | Per user, per vacancy, or fixed? |
| Cost per active vacancy | Variable costs for many open vacancies | What happens during peak demand? |
| Implementation | Setup, data migration, training | One-time and included, or separate? |
| Integrations | Integrations with job boards, HRIS, payroll | Native or extra costs? |
Implementation: time, hours, and what you often forget to budget for
The license is often the visible part of the iceberg; the implementation is the part below. A medium-sized implementation quickly costs 200 to 400 hours [1], with a lead time of 3 to 6 months for a full implementation [1]. These hours are spent on data migration, setting up workflows, and — often underestimated — training your team.
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The biggest budget surprises are not in the license but in the implementation. Calculate internal hours for data migration and training in advance, plus any costs per active vacancy. A "cheap" system with a heavy implementation can turn out to be more expensive than a more expensive system that is up and running in a week.
Step 7 — Request a demo and run a pilot with your top candidates
Tip
Ask each vendor for two reference clients that resemble you in terms of size and type of recruitment. A vendor who cannot or will not provide this is already telling you something.
Checklist: 10 questions to ask every ATS vendor
From longlist to shortlist: comparing 3 to 5 systems
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Most online "best ATS" lists are disguised advertisements for a single tool. A neutral shortlist starts with your needs, not with the vendor with the largest marketing budget. Those who reverse the selection process — first needs, then type, then vendor — arrive at a fairer choice.
Conclusion and next step
If you want to explore the offerings, check out the best ATS systems in the Netherlands as an independent starting point for your shortlist.
Frequently asked questions
What is an ATS and what do you use it for?
An ATS (Applicant Tracking System), also known as a recruitment system, is software that streamlines your recruitment and selection process: posting vacancies on multiple job boards, bundling applications, screening CVs, scheduling interviews, and reporting on KPIs. You use it to recruit faster, more structured, and measurably from one place.
What should you look for when choosing an ATS?
First, map out your recruitment needs and organization size, then evaluate systems based on functionality, user-friendliness, integrations (HRIS, payroll, job boards), support and Dutch-language helpdesk, GDPR compliance, and total costs. Always request a demo and run a pilot before signing.
How much does an ATS system cost?
Prices vary widely: from free basic versions to €18,000+ per year for enterprise solutions [1]. Many providers also charge costs per active vacancy [2]. Don't forget the implementation: a medium-sized implementation quickly costs 200 to 400 hours [1] and 3 to 6 months lead time [1].
How long can you store application data in an ATS?
According to the Dutch Data Protection Authority, you must delete application data no later than four weeks after the end of the procedure [4]. With explicit consent from the candidate, you may retain it for a maximum of one year [4]. Verify that your ATS can automatically enforce these retention periods.
Do you choose a Dutch or a foreign ATS vendor?
If you want a Dutch-speaking contact person, documentation, and helpdesk, you choose from approximately 45 Dutch providers [1]; otherwise, there are 1000+ foreign parties available [1]. For most Dutch SME organizations, Dutch-language support, local job boards, and GDPR certainty weigh heavily.
How many ATS systems should you compare before choosing?
Work from a broad longlist to a manageable shortlist of approximately 3 to 5 systems [1] that truly fit your type of recruitment and size. Request a demo and pilot for that shortlist, so you choose based on practical experience rather than brochures.
