Applicant Tracking System (ATS) RFP Template

This section evaluates the vendors’ and products’ stability, market standing, and long-term partnership viability.

Consider the following questions to assess the vendors’ product and service capabilities in your RFP:

1. What is your total annual revenue, and what percentage of that revenue is derived specifically from your Applicant Tracking System product?
2. What is your future product roadmap for the ATS system for the next 18 months?
3. Why is your solution the best fit for an organization of our size and industry?

This section focuses on the system's functionality and workflow, specifically its ability to efficiently automate recruiter workflows, manage complex approvals, and handle high-volume processes.

Consider the following questions to assess the vendors’ functionality and workflow capabilities:

1. Describe the typical end-to-end recruitment workflow.
2. How does the system automate status changes, dispositioning, and bulk candidate communications?
3. How easily can your services scale to accommodate a potential increase in our peak hiring volume?

This section evaluates the providers’ tools for proactive talent acquisition, including talent pooling, engagement campaigns, and specific referral management capabilities.

Consider these questions to assess the vendors’ sourcing and talent management functionality:

1. What is the average success rate (conversion rate) for candidates sourced through your native CRM/talent pool campaigns?
2. Explain your comprehensive Candidate Relationship Management (CRM) capabilities.
3. Describe your complete Employee Referral Management (ERM) workflow in detail.

Use this section to assess the system's underlying architecture, resilience, product roadmap, and adherence to policies regarding emerging technologies.

Consider these questions to assess the providers’ technology and automation capabilities in your RFP:

1. Describe the technology stack and architecture of the platform (e.g., cloud environment, hosting location, single-tenant vs. multi-tenant).
2. What is your public-facing AI Policy regarding how applicant data is used to train machine learning models, and how is bias in AI features addressed?
3. How frequently are system updates and new feature releases deployed, and what is the process for communicating and deploying these changes to clients?

This section focuses on the vendors’ ability to seamlessly connect with third-party tools (HRIS, background screening, etc.) via API and marketplace connectors.

Consider these questions to assess the solutions’ integrations and ecosystems:

1. Describe the process for initiating and receiving results from third-party vendors within the ATS. Do you use an API or a pre-built marketplace connector?
2. List your pre-built, certified integrations with major HRIS, HCM, or background screening systems. Describe the scope of the data transfer for a new hire.
3. Do you use any subcontractors or third-party vendors to fulfill core ATS functions? If so, identify them and describe quality control procedures.

Use this section to measure the ease of use and interface optimization for all stakeholders (candidates, recruiters, and hiring managers) to drive system adoption.

Consider these questions to evaluate the platforms’ user experiences:

1. What is your average adoption rate for the system, and what tools are provided to ensure a positive experience?
2. What tools or features are provided to Hiring Managers to simplify their role in the process (e.g., mobile apps, simplified review dashboards)?
3. How does your system facilitate communication with candidates?

This section evaluates adherence to regulatory requirements (GDPR, FCRA), security standards (SOC 2), data privacy, and risk mitigation procedures.

Consider the following questions to assess the vendors’ security and compliance framework:

1. How does the system ensure compliance with regional data privacy regulations (e.g., GDPR, CCPA)? Detail your policies on data residency and data access.
2. Have you faced any negative legal action suits related to data privacy, data breaches, or compliance failures in the last five years?
3. What does your workforce's information security, data privacy, and physical security training look like, and how often are these reviewed?

This section details the timeline, resources, training, and ongoing support SLAs needed for a successful transition and long-term partnership.

Consider the following questions to assess the providers’ implementation and support offerings:

1. What is the typical implementation timeline for an organization of our size, and what resources will be required from our internal team?
2. What are your Service Level Agreements (SLAs) for technical support, and what is the typical response time for critical issues?
3. Describe your customer support and service model. Do you offer dedicated account management?

Use this section to evaluate the vendors’ capacity for custom analytics, EEO (Equal Employment Opportunity) and DE&I (Diversity, Equity, and Inclusion) tracking, and cross-functional reporting for measuring ROI.

Consider the following questions to assess the platforms’ reporting and analytics capabilities in your RFP:

1. Does your system support custom reporting? Explain how.
2. How does the system support EEO compliance reporting and the tracking of diversity, equity, and inclusion (DE&I) metrics?
3. What type of data analytics are available (beyond standard reports)?

This section requires a detailed financial breakdown covering all one-time fees, recurring subscription costs, potential hidden charges, and contract terms (TCO).

Consider these questions to assess the vendors’ pricing and packages:

1. Provide a line-item quote detailing all one-time costs (implementation, setup, migration) and recurring annual subscription costs for a 3-year term.
2. Are there any hidden fees or limitations related to API usage, data storage, the number of hiring managers, or access to training materials?
3. Do you require annual contracts, or are flexible terms available? Are there any additional fees for expedited processing or special services (e.g., off-hours support)?