When organizations merge or acquire new business units, the excitement of growth often overshadows a critical operational challenge: integrating applicant tracking systems.

While HR and talent acquisition professionals focus on aligning hiring processes and maintaining candidate experience, the technical complexities of merging ATS platforms can create unexpected roadblocks that derail even the most well-planned integration.

The reality is that most ATS mergers fail not because of poor strategic planning, but due to overlooked technical considerations that surface after decisions have already been made.

By the time system administrators discover compatibility issues, data migration problems, or integration conflicts, it’s often too late to course-correct without significant delays and budget overruns.

This checklist bridges the communication gap between HR leadership and technical teams. Rather than waiting for problems to emerge, these targeted questions empower talent acquisition professionals to proactively assess technical readiness and identify potential obstacles before they become critical issues.

The questions are designed to be asked of your system administrators early in the merger planning process, when there’s still time to address challenges, adjust timelines, and ensure a smooth transition that protects both your candidate data and your team’s productivity.

Pre-Merger ATS Assessment Checklist

Questions to Ask Your System Administrator

System Compatibility & Capacity

• Can our current system handle double the number of users without performance issues?
• Will our system slow down or crash with significantly more candidate data?
• Are both ATS platforms built on compatible technology that can work together or will we need to streamline into one technology?
• Do we need to upgrade our hardware or hosting plan to support the merged system?

Data Integration & Storage

• Can our database store the additional data fields and custom information from the other organization?
• Will we need to modify our system structure to accommodate their hiring processes?
• How long will it take to migrate all their candidate and job data into our system?
• What’s our backup plan if the data migration fails or gets corrupted?

Existing Integrations & Connections

• Will our current connections to background check providers, job boards, Assessment Vendors and HR systems work for the new Organization or do we need to consider adopting theirs?
• Do we use any tools or integrations that conflict with their existing setup?
• Which integrations will need to be reconfigured or rebuilt after the merger?
• Are there any third-party contracts we need to review or renegotiate?

Contractual considerations

• When does the contract end for the new organizations ATS?
• Are there any penalties built in to ending their contract early?
• Is there a charge to extract data from the new organizations system?
• What is the timeline for a resource/extraction from the previous system?

User Access & Security

• How will we set up user accounts and permissions for the new team members?
• Can we keep certain data separate if business units need to remain isolated?
• Do we need to update our security protocols to meet both organizations’ requirements?
• What training will be required for users switching between different system interfaces?

Timeline & Risk Management

• What’s the realistic timeline for a smooth transition with minimal disruption?
• What could go wrong during the merger process, and how do we prepare for it?
• Do we have a rollback plan if we need to reverse the integration?
• When should we communicate system changes to hiring managers and candidates?

Post-Merger Support

• Who will provide ongoing technical support once the systems are merged?
• How will we measure whether the integration was successful?
• What’s our plan for optimizing the system after everyone is using it?

Making the Technical Strategic

Successfully merging ATS platforms requires more than just technical expertise. It demands proactive collaboration between HR leadership and system administrators from the very beginning of the process.

The questions in this checklist aren’t just a formality—they’re your early warning system for identifying challenges while you still have options to address them.

Remember that every merger is unique, and the answers to these questions will shape your integration strategy, timeline, and resource requirements. Some organizations may discover they need to maintain separate systems temporarily, while others might find that a complete platform migration is the most efficient path forward.

The key is having these conversations early enough to make informed decisions rather than reactive ones.

Your System Administrator as Strategic Partner

Don’t underestimate the value of involving your system administrator as a strategic partner in merger planning. Their technical insights can save your organization significant time, money, and frustration down the road.

More importantly, addressing these technical considerations upfront ensures that your merged ATS becomes a competitive advantage rather than an operational burden.

Start with the Right Questions

The goal isn’t to have perfect answers to every question—it’s to ask the right questions at the right time.

Use this checklist as a starting point for deeper conversations with your technical team, and don’t hesitate to seek external expertise if your internal resources are stretched thin during the merger process.

Your candidates, hiring managers, and recruitment team will thank you for taking the time to get the technical foundation right from the start.