Which ATS can handle multiple recruiters and role approvals?
Once hiring involves more than one recruiter, two things matter. The first is the pricing model: look for a system where you don't pay for each user account separately but one price for a chosen scope of features. The second is role approvals via requisitions – i.e. requests to open a role, from which a job posting is created and published to boards only after approval. Systems built for multiple users also bring SSO (single sign-on, which corporate cybersecurity now often requires), roles and access rights, a shared talent pool, and candidate recommendations from other recruiters' hires. Requisitions are also the only way to meaningfully track FTE in an ATS – i.e. how many full-time roles you're actually hiring for.
⚙️ Switch the guide to company mode Requisitions, approvals and the FTE report concern internal hiring – they unlock in the catalog once you select company.
With multiple recruiters, the pricing model decides
If the ATS charges for each user account, you'll start counting licenses. And once you start counting them, you'll start cutting them: you won't add a junior recruiter, you won't add a hiring manager, you won't add a colleague who takes part in hiring only occasionally.
But that takes you right back where you were running from – to forwarding candidates over email. A system you can't afford to give to everyone involved in hiring doesn't fulfill its main function.
So look for a model where you pay for a scope of features, not per head. For a growing team, it's by far the most important line in the contract.
Features that only appear with multiple users
As the number of people in the system grows, requirements appear that a single recruiter never missed:
-
SSO (single sign-on). Users log in with their corporate identity, and accounts are created
and removed centrally. It's not just convenience – at larger companies cybersecurity usually
requires it, and without SSO the system won't pass IT approval.
SSO · Azure SSO · Google SSO · Two-factor authentication -
Roles and access rights. Not every recruiter should see every role and every candidate.
Roles and access rights · Audit log -
Tracking candidates across stages. With multiple recruiters, it's easy for a candidate to get
stuck somewhere and no one notices.
SLA on candidate processing · Automatic reminders -
Shared talent pool. A candidate found by one recruiter is an asset of the whole company –
the system should offer them to others when a new role opens.
Talent micro-pools · Candidate recommendations for a new role · AI search in the talent pool
Role approvals: what a requisition is
A requisition is a request to open a role. In it a manager describes who they need and why; the requisition goes through approval – typically by a superior and finance – and only after approval does a job posting come out of it, which is published to the career site and job boards.
That order is the whole point. Without a requisition, a posting appears the moment someone writes it. With a requisition, it appears only when the role is genuinely approved and funded.
Related features: Requisitions to open a role · Role-opening approvals · Notifications for the manager
Why requisitions are the key to FTE reporting
FTE (full-time equivalent) expresses how many full-time roles a company is actually hiring for. It's not the same as the number of postings – one posting can mean ten roles, and three postings can mean one.
Because the number of roles being filled is tracked in the requisition, the ATS can build reporting on top of it that you otherwise have nowhere to get: how many roles were filled in a given period against approved requisitions, and how many are still open.
Without a requisition you don't know how many people (FTE) you're actually hiring for. You only know how many postings you have live.
Related features: FTE report · Open and closed roles · Overview of hired candidates · Time to fill
The complete list of questions for an ATS vendor →
This guide is published by Recruitis.io, an ATS. How we handle the points above:
- Users are included in the price with no limit on their number. You pay for a scope of features, not per head – a tenth recruiter or a fifth manager doesn't change the price.
- Requisitions we track: managers submit requests to open new roles and you have an overview of roles by status.
- FTE we track on the requisition and feed into reporting – how many roles are approved, how many already filled, and how many still open.
- SSO we connect to your identity provider (e.g. Microsoft Azure / Entra ID), and we support 2FA and management of roles and access rights.
- The talent pool is built from candidates from past hires, which can be recycled into new roles across recruiters. When a new role opens, AI can suggest suitable candidates itself.
- We run the infrastructure in ISO 27001 data centers, with encrypted transfer and regular independent penetration testing.
Where to be careful – with us and elsewhere: an approval workflow looks simple in every demo. Have it shown to you on your real scenario: how many approval levels you need, who may reject a requisition, and how a part-time role flows into the FTE report. It's in exactly these details that systems differ the most.
Frequently asked questions
What is a requisition in recruitment?
A requisition is a request to open a role. In it a manager describes who they need and why. The requisition goes through approval, typically by a superior and finance, and only after approval does a job posting come out of it and get published to the career site and job boards. This order matters: without a requisition, a posting appears the moment someone writes it, whereas with a requisition it appears only when the role is genuinely approved and funded. The requisition is also the single place where the number of open positions (FTE) is tracked.
What is an FTE report in recruitment?
FTE (full-time equivalent) expresses how many full-time roles a company is actually hiring for. It's not the same as the number of postings — one posting can mean ten roles, and three postings can mean one. Because the number of roles being filled is tracked in the requisition, the ATS can build reporting on top of it: how many roles were filled in a given period against approved requisitions, and how many are still open. Without requisitions you don't know how many people you're hiring for — you only know how many postings you have live.