There are so many do’s and don’ts when it comes to changing CRM that we thought it would make things much easier to list 101 questions to ask yourself when reviewing recruitment software.

All you need to do is copy and paste these questions and tick them off as you go along to ensure you don’t miss anything important in the process.

Your situation

  • Why are we reviewing recruitment software? Can we afford the system we currently have in place? Is it suitable for our processes and workflow?
  • Are we able to change software? Is it feasible to leave our current supplier or cancel the contract? What is the notice period you need to give your current supplier? Is there a renewal date you should be aware of?
  • Will you need a project team? Who will be involved and what roles will they have? Will they have time to work on the project alongside their normal workload? Are there other members of staff who can take care of some of their normal duties?
  • Can we afford to change software suppliers? What costs do we need to consider (installation, licences, data migration, additional tools and integrations, training)? Will our budget restrict what systems we can look at?
  • Are your key stakeholders bought into changing system? Will they be able to influence others in the business to get on board? Do you need to write a business proposal to involve them if they are not already bought in?
  • Have you informed the rest of your business about the change in software?

Reviewing your system

  • How will you conduct your research into what your requirements are (internal meetings, focus groups, workshops, surveys)?
  • What do you like about the software? What features do you use the most? Which are useful?
  • What do you dislike about the software? What features do you actively not use and why? Do you have any workarounds?
  • Are you able to complete all your processes within the software or do you need to use other applications?
  • What integrations do you use? Are they critical to your processes?
  • Is there anything it doesn’t do which you need?
  • Does their technical support team operate at hours that suit your business?
  • Do they offer suitable methods of contact? Can you only reach out to them via email or an online chat?
  • Do they resolve your issues? Are they quick enough at doing it?
  • Do they show any empathy or understanding?
  • Are they knowledgeable or qualified?
  • Do they offer a wide range of training courses?
  • What delivery methods do they offer? Can they train in your office or online?
  • Do they provide you with free training videos and manuals?
  • Do you regularly speak to your Account Manager? Do you feel valued as a customer? Do they understand your business?
  • Are they trying to move you to another system?
  • How much are you paying and what are you paying for? Is it too expensive or are you happy to pay more for new software?

Reviewing your business

  • How many employees do you have and how many of them will need to use the software?
  • Are you all in one office or do you have several locations? Where are they?
  • What industry do you recruit into? What work types do you cater for?
  • Are you planning on expanding your business? If you are, will you need to restructure the business or its processes?

Reviewing your infrastructure

  • Where is your data hosted? Is it on a server or PC within your network?
  • How many devices are there in the business? Are they up to date and can they accommodate the software?
  • What other software do you use?
  • What are your internet speeds like? Are they reliable?
  • What are the ongoing costs of your IT infrastructure?

Data migration

  • What data do you hold on companies, contacts and applicants?
  • Is the data legal and do you have permission to hold it?
  • How big is the data and what format is it in (Excel, Word, SQL)?
  • How can you access the data?
  • What data is actually relevant/up to date and required in the new software?
  • Is there data you can remove?

Needs analysis

  • How do you want the system to be deployed (cloud, server, hybrid)?
  • What features do you want it to have?
  • What processes do you want it to cater for?
  • What are your support and training needs?
  • What integrations do you want? Is it vital they must directly integrate with the new software?


  • What suppliers are you looking at?
  • Will you book online or face to face demos? Who will be involved in the demos on your side?
  • Judging by their website, are they suitable?
  • Will you create an RFI or tender document to send to prospective suppliers?
  • How will you score systems on their ability to meet your requirements? Will you use the MoSCoW method?
  • Will they provide references for you?
  • What is their SLA?
  • What is the best recruitment CRM?


  • How intuitive is the software to use?
  • What level do users need to be trained to?
  • What type of training does the supplier(s) offer?
  • Is it possible to have bespoke training to match your processes?
  • How can the training be delivered to staff (e.g. online, face to face)?
  • Are their trainers qualified (CLDP or COLF)?
  • Are there any free resources that can be utilised (e.g. manuals, videos or webinars)?
  • Is there any ongoing training support or FAQs?


  • Is it a per-user or per-seat licensing model?
  • How many licences will you need?
  • Is there a difference in the per-user cost if you take more or fewer licences?
  • How much does it cost for technical support or is it included in the licensing costs?
  • Is there an installation fee?
  • What is the initial deposit? What does it cover? Is it refundable?
  • Will additional tools be charged separately or through your new supplier?
  • How much would it cost for a data migration?
  • How much does training cost?

We hope these questions can shed some light on what sort of information you need to know in order to change recruitment system. And if you’re after even more information on reviewing recruitment software, you’ll want to download our guide too!