Ask to see your own process, not the demo account. Then press on five areas: how implementation actually works, whether reporting can answer your real questions, how integrations sync, which AI features are live today, and what the contract looks like at renewal. A good answer is specific, shown live, and honest about what the product doesn't do.
Before the demo
- Send two or three real job descriptions and your interview stages.
- List your must-have integrations: HRIS, calendar, background checks, assessments, job boards.
- Pick one or two reports leadership actually asks for, so you can ask the vendor to build them live.
The questions
Implementation
- Who on our side does the setup work, and how many hours a week, for how long?Good answer: a named plan with roles and a realistic timeline, not "our team handles everything."
- What comes over cleanly in a migration from our current ATS, and what doesn’t?Good answer: specifics on candidates, notes, scorecards, attachments, and history.
- Can we talk to a customer of our size who switched from our current ATS in the last year?Good answer: yes, with a name and a date.
Your workflow
- Can you show this with our jobs and interview stages instead of the demo data?Good answer: a sandbox or a walkthrough configured for you.
- How do hiring managers give feedback, and what does that look like on a phone?Good answer: they show the hiring manager view, not just the recruiter view.
- What can our admins configure, and what needs your support team?Good answer: a clear list, shown in the product.
Scheduling
- How do you handle panel interviews, multi-day loops, and reschedules?Good answer: shown live with real calendars, including what happens when an interviewer declines.
- Is the scheduling you just showed included in the plan you’re quoting?Good answer: a direct yes or no, with the add-on price if it isn’t.
Reporting
- Can you build this report live? (Bring one leadership actually asks for.)Good answer: they build it in the meeting, or tell you exactly what it would take.
- Which reports need an add-on, a BI connector, or a data warehouse?Good answer: a specific list, not "it depends."
- How do we export raw data, and how often can we do it?Good answer: self-serve exports or an API, with any limits stated.
Integrations and data
- For each tool we use, who built the integration, and what syncs in each direction?Good answer: a per-tool answer that separates one-way from two-way syncs.
- Are there API rate limits or fees we should know about?Good answer: published limits and a clear statement on fees.
- If we leave, what can we export, in what format, and for how long after the contract ends?Good answer: a documented process they can send you in writing.
AI features
- Which AI features are generally available today, which are in beta, and which are on the roadmap?Good answer: a clear three-way split, shown live for anything they call available.
- Are AI features included, or metered with credits? What happens when we run out?Good answer: the allowance, the overage rate, and what stops working at zero.
- How do you handle candidate consent, bias audits, and data retention for AI features?Good answer: documentation your legal and security teams can review.
Pricing and contract
- Which plan would we need, and what would push us to the next one?Good answer: specific features or thresholds, not "we’ll see."
- Can we get a line-item quote with every add-on and its renewal price?Good answer: yes, in writing.
- What’s the annual increase cap, and will you put it in the order form?Good answer: a number, and yes.
- What’s the auto-renew notice window?Good answer: a specific number of days, matching the contract.
Support
- What are your support response times, and do we get a named contact at our contract size?Good answer: published targets and a clear yes or no.
- Walk me through what happens when something breaks during a hiring push.Good answer: a real escalation path with names and hours.
After the demo
Score each vendor on the same questions right after the call, before the details blur. Weight the areas that matter most to your team, and note every "we'll follow up" so you can check it was answered. If pricing is next, start with what each vendor publishes about price.
Frequently asked questions
Should I ask for a sandbox?
Yes. A sandbox with your own jobs and interview stages shows how the product handles your workflow, which a scripted demo account can't.
What should I send a vendor before the demo?
Two or three real job descriptions, your interview stages, your must-have integrations, and the reports leadership asks for. It turns a generic demo into a test of your use case.
How many ATS vendors should we demo?
Most teams do best with two or three serious finalists: enough to compare, few enough to go deep on each.