How do I choose an ATS as a solo recruiter?
To choose an ATS as a solo recruiter, list the few things you do every week, such as logging candidates, tracking submissions per client and following up. Pick the simplest system that does those well. Score each option on the same criteria, trial it with real data and check that you can export everything.
At a glance
- Start from your workflow, not a feature list. Most features built for large teams add cost and clutter for one person.
- An ATS is software that tracks candidates and jobs. See the ATS glossary entry.
- A spreadsheet can be enough for your first few placements.
- Data export, privacy and cost control matter more than extras.
Do I need an ATS at all?
Not on day one. If you work a handful of roles at a time, a spreadsheet with one row per candidate per role can hold the essentials: name, contact, role, client, stage, last contact and next step. Move to an ATS when you lose track of who you contacted, when follow-ups slip, or when you work enough roles at once that the sheet becomes slow to search.
What should a solo recruiter look for?
Judge every option against the same list. Weight the rows that match how you work.
| Criterion | What to check | Why it matters for one person |
|---|---|---|
| Pipeline by client and role | Can you see each candidate's stage per role and client? | You submit to several clients at once |
| Resume capture | Can you save a resume or profile in a few clicks and have it parsed into fields? | Data entry is your biggest time cost |
| Search | Can you search past candidates by skill, title and notes? | Your past candidates are your asset |
| Follow-up reminders | Can you set a next-action date and see what is due today? | Late follow-up loses placements |
| Email and calendar | Does it work with the email and calendar you already use? | Fewer places to copy and paste |
| Client sharing | Can you send a client a clean submission or shortlist? | Clients want short, tailored submissions |
| Fee and placement tracking | Can you record a placement, start date and guarantee end date? | Your income depends on them. See contingent vs retained |
| Import and export | Can you import your sheet and export everything, including notes? | Prevents lock-in |
| Access and security | Does it support two-step sign-in and clear access controls? | You hold personal data about candidates |
| Cost control | Is pricing clear for a single user, and can you cancel without penalty? | Revenue is uneven |
| Ease of use | Can you do your weekly tasks without training? | No one else will set it up for you |
What can I skip?
- Multi-office permissions and approval chains.
- Large-team reporting you will not read.
- Advanced scoring or automation before you have a repeatable process.
- Anything you cannot explain to yourself in a sentence.
How do I run a fair trial?
- List 20 real candidates and 3 real roles.
- Import them or enter them by hand and time how long it takes.
- Move three candidates through every stage for one role.
- Search for a candidate by skill and by an old note.
- Send a submission to a test email address.
- Export everything and open the file.
- Score each criterion from 1 to 5 and total the weighted score.
If two options score the same, pick the one that was faster for your weekly tasks.
What about candidate data and records?
You hold personal information about candidates. Keep only what you need, store it in one place, and delete what you no longer need. In the US, the EEOC says employers must keep personnel or employment records for one year, longer if a charge is filed. Ask your clients which records they expect you to keep for them, and make sure any system you use lets you find, export and delete a candidate's record.
Common mistakes
- Choosing on a long feature list.
- Entering data by hand twice in two tools.
- Skipping the export test.
- Paying for a team plan you do not need.
- Never cleaning up old records.
FAQ
Should I pay for an ATS before my first placement? Not necessarily. A spreadsheet is a fair start. Revisit once you carry several open roles.
How do I source candidates to fill the ATS? See Boolean search strings for sourcing.
How do I find the clients to fill roles? See how to get recruiting clients.
Related guides
Sources
- EEOC, Recordkeeping Requirements, https://www.eeoc.gov/employers/recordkeeping-requirements, accessed 31 October 2026
This is general information, not legal or tax advice. Rules change and your situation may differ. Check with a qualified adviser.