Switching from CATS One to Stardex AI
Oct 28, 2025
CATS is a cloud-based applicant tracking system (ATS) designed for recruitment agencies to effectively manage job listings and candidate communication by allowing recruiters to send mass emails, market job openings, and publish listings online. On top of being an ATS, CATS also offers CRM system to support client tracking and help firms hire faster and smarter.
However, as hiring needs become more complicated, recruiters are finding CATS to be limiting of features that are crucial for the current demands of the recruitment industry.
If you’ve reached the limits of what CATS can provide, this could be the right time for you to see how Stardex can streamline workflow through intuitive AI tools tailored for your hiring process.
What Recruiters Find Limiting About CATS?
While CATS remains one of the most trusted ATS platforms in the recruitingindustry, some agencies expressed their dissatisfaction and have started looking for other options, especially since its migration and acquisition by Top Echelon such as one US-based agency who felt underwhelmed after a few demos of CATS’s new system, prompting them to explore alternatives instead of migrating.
Not AI native
CATS is not currently considered an AI-native platform so its search and candidate matching functions still rely on traditional keyword and Boolean logic rather than semantic or context-aware algorithms. With this, automation and assistive tools tend to be more manual and advanced features like intelligent candidate matching, auto-tagging, external search are either basic or not yet implemented unless you integrate it with third-party ATS tools like Stardex.
Inaccurate Search Results
Many users report limitations with CATS’s search algorithm, saying it often gives irrelevant results even when using Boolean searches. One recruiter shared how CATS lacked AI semantic search feature.
“If I’m looking for an ‘Education in Emergencies Specialist,’ I’ll occasionally get results that include anyone with the word ‘in’ in their resume.”
This limitation may not be a dealbreaker for everyone but it can definitely slow down your recruitment workflow and make candidate searches less efficient as compared to using ATS platforms powered by semantic search like Stardex.
Limited reporting and analytics
Another common frustration among users is the poor reporting and analytics system. Users find its built-in reports too basic for advanced data tracking and decision-making which is basically where recruiters feel CATS falls short. One user noted:
“The reporting and analytical features of CATS are not as robust as some users might want or need them to be. This can be a hassle for managers who need to quickly access important data.”
So, if you’re a recruiter managing multiple clients or job openings, you might find yourself manually compiling metrics that other modern platforms automate which could slow down your decision-making.
Outdated integrations and workflow gaps
While CATS does integrate with popular job boards, calendars, and email systems, users say its integration is still limited compared to modern ATS platforms. As a chief data scientist noted:
“The range of native integrations isn’t as broad as some competitors, so be prepared to handle some manual work or use third-party tools to bridge any gaps.”
These gaps often lead to extra administrative work and reliance on external tools to fill missing functionality leading to more app-switching in between your workflow.
Lack of automation and intuitive features
CATS’s simplicity could be both its strength and its weakness. According to a Workello review, while it’s great for small teams or beginners to ATS systems, it lacks the automation and advanced features found in much newer platforms.
“While you can send emails from within the platform using templates, you still need to manually send each one instead of having automated correspondence.” — Workello
Some users also noted missing tools such as candidate self-service pages, limited assessment options, and the absence of drag-and-drop functionality for managing pipelines which impact the overall userrecruitment experience.
Poor customer support and system issues
Perhaps the most concerning feedback comes from users experiencing support and system reliability issues observed after the Top Echelon acquisition.
“CATS was sending out calendar invites to clients on its own with private notes! I went up three levels and still couldn’t get CATS to fix it.”
For long-time CATS users, these technical and support issues have raised doubts about the platform’s future and long-term stability, especially when the search firm’s reputation is being compromised such as through bugs that leak internal notes.
Also, since CATS was acquired several years ago, the development of new features based on user feedback has slowed significantly. Users report a lack of
How does Stardex enhance your recruitment workflow from top to bottom?
Stardex provides end-to-end flexibility across the recruitment process, from customizable pipelines to client-ready reports tailored to each workflow. It allows recruiters to seamlessly connect emails, calendars, and messaging apps in one integrated platform, eliminating the need to constantly switch between different apps.
Pipeline customization tailored to your hiring process
With Stardex, search firms can build pipelines that actually reflect their unique hiring process, from sourcing and screening to interviews and client reviews. To keep everything organized, the platform’s table view is fully customizable so it adapts to your workflow instead of forcing you to adapt to it. Unlike CATS, which lacks other methods of assessment apart from interviews and prescreening questions, Stardex gives recruiters more objective ways to truly evaluate candidates such as through scorecards and candidate report templates.
AI agents that take care of recruiters’ admin work
Search firms lose countless hours to repetitive admin, but Stardex automates much of this. Its AI agents handle tasks such as AI semantic search, auto-tagging candidates, generating candidate reports, and updating records with the latest company or career changes. AI features like bulk imports with automatic field mapping, duplicate resolution, and “last engagement” tracking ensure no detail slips through the cracks. By taking care of these admin tasks, Stardex directly offers a solution to CATS users who find it lacking in automation and advanced features that are already found in newer platforms such as Stardex.
Automated outreach emails and follow-ups
Stardex automates candidate communication at every stage. You can set up personalized outreach emails, schedule reminders, and let the system send follow-ups based on candidate engagement signals, minimizing manual admin and ensuring no candidate slips through the cracks. Unlike CATS, which has been criticized for reportedly requiring users to manually send each email and sending client calendar invites containing internal notes, Stardex gives you full control and visibility over every message. All automations are transparent, customizable, and secure. By handling repetitive communication for you, it saves time, maintains professionalism, and makes your outreach feel genuinely personal.
Real-time dashboards and custom reports for transparency
Stardex gives hiring managers live visibility into their pipelines with real-time dashboards. It allows users to generate custom branded reports that clearly show progress, candidate status, and overall performance, making it easier to prove value and transparency to speed up hiring decisions. This directly addresses the concerns of many users who find CATS’s built-in reports too basic for managing multiple clients or job openings. Stardex offers fully customizable analytical reports, including real-time dashboards (time-to-submit, source ROI, recruiter scorecards), auto-generated weekly reports for partners and clients, Kanban boards for client accounts, searches, and fee status, as well as shared tasks, reminders, and notes; all in one workspace.
What does the migration from CATS to Stardex involve?
Switching from CATS is less complicated than you think. Stardex provides a guided ATS migration process that keeps your data safe and ensures your team is supported every step of the way. Here’s how it works:
Getting started and planning
Stardex begins with a deep dive into your firm’s goals, workflows, and current setup. This ensures the migration is structured around how your recruiters already work, so the transition feels seamless. We will ask for access to CATS via anAPI key, or full data export, and give you a firm timeline so you feel confident in the process.
Checking and mapping your data
We will audit existing records to suggest any clean up of your database. We will do an initial mapping review call to clarify and get your feedback. This step helps maintain data accuracy and ensures candidate histories are carried over without gaps.
Pulling in an initial sample
We will pull in an initial sample of data (typically 5%) into your account. You will then review it. We will spot check records as well to confirm all data related to each candidate, job and company is properly pulled in (including notes, stage changes history and documents/ resumes). Once that looks good, only then we will actually do the full migration.
Migrating the full data
Once everything is aligned, we’ll proceed with migrating your full data from CATS. This process typically takes 1–3 days, depending on the size of your database in CATS. Since CATS provides API access, we can pull your data directly from there for a faster migration
Alternatively, you can request a full account backup from your CATS settings:
Go to Settings > Administration > Account Backup, then click Create New Backup at the top. Make sure to include attachments so all related documents (like resumes and cover letters) are compressed into a separate “Attachments” folder.
Here's a full guide on how you can request full account backup from your CATS.
Once you’ve generated the backup, Stardex can handle the rest, managing the full data transfer for you.
Customizing with other tools
Stardex team assists in tailoring the platform to your agency’s needs, from setting up templates and automation rules to enabling integrations with tools like email, calendars, LinkedIn, and Zapier.
Orientation
Your team will receive guided training sessions and access to live support, helping them quickly adapt to Stardex’s workflows with confidence. The platform is designed to be intuitive, so no one is left struggling to figure it out.
Launching
Once your platform is live, Stardex team continues to provide support to help you refine your workflows, answering questions, and ensuring you see value from the platform right away.
What Changes After Switching to Stardex?
Smarter AI search
Stardex helps recruiters unlock the full potential of their database. Its AI search agent rediscovers candidates, parses resumes automatically, and applies advanced filters across work history, education, and skills. Recruiters can even search within resumes, surfacing the right candidates faster without manual digging.
With Stardex’s semantic search, you can find qualified candidates even when job titles or skills are phrased differently. Unlike CATS which relies solely on keyword matching, Stardex understands context, not just keywords to help you find hidden talent and make better use of your database; without the search limitations common in CATS such as returning irrelevant results that make searches less efficient.
Advanced automation that eliminates busywork
Beyond outreach, Stardex’s AI agents handle repetitive tasks like engagement tracking so recruiters never miss a follow-up and spend less time on admin. While CATS reportedly requires recruiters to send emails manually, Stardex’s AI agents handle repetitive tasks like outreach, follow-ups, and engagement tracking automatically. This reduces busywork and allows recruiters to focus on building relationships with clients and candidates rather than administrative tasks.
More flexible pipelines that fit your process
Some CATS users have pointed out that its interface can be rigid with no drag-and-drop functionality or easy way to adjust stages based on their hiring workflow. Such limitations often forces recruiters to rely on manual workarounds or extra spreadsheets to track candidate progress.
Stardex addresses this pain point with flexible, customizable pipelines that reflect your actual recruitment process from sourcing and screening to client feedback. Its visual Kanban boards make it easy to move candidates or deals between stages, ensuring your CRM adapts to your process and not the other way around.
Smarter reporting system
CATS’s limited reporting often left many recruiters frustrated, Stardex changes that with fully customizable dashboards and branded client-ready reports that clearly communicate progress, candidate status, and performance metrics. This makes client updates faster and more professional.
Fast feature updates based on your feedback
The Stardex team acts on user feedback fast. Stardex is actively building and innovating, while CATS is in maintenance mode.
FAQs on Migrating from CATS to Stardex
Will I lose data during migration?
No. Stardex includes thorough data mapping and validation to protect every candidate record.
Is Stardex difficult to learn?
Not at all. It’s designed for intuitive use and our onboarding support helps your team adapt quickly,
Do I need to change my workflows?
No. Stardex customizes your process, not the other way around.
What support is provided after migration?
You’ll have continuous support, training refreshers, and optimization sessions.
Looking for a Smarter Recruitment Platform?
CATS remains a dependable ATS platform that handles the basics of recruitment well, from resume parsing to pipeline management. However, its built-in automation and features are limited, and without third-party integrations to enhance these areas, recruiters may find themselves at a disadvantage compared to competitors using modern, AI-native platforms like Stardex. Stardex offers semantic, natural-language queries across your firm’s entire private database. This allows recruiters to resurface great candidates in seconds, while reducing their reliance on LinkedIn and executing searches faster. This allows recruiters to find “silver-medal” candidates in milliseconds while reducing LinkedIn reliance while its intelligent candidate matching and automation features streamline hiring and boost efficiency.
If you’re ready to move from CATS or another ATS, book a demo today and see how Stardex can make your workflow smoother and your hiring stronger.
