What to look for when selecting a Test Management tool?

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Gone are the days when selecting software was as easy as comparing two different providers and choosing either of them based on how the box looked (yes, software used to come in boxes). 

Today, selecting the right tool requires careful evaluation of several requirements, including your budget, how your team is built, your tech stack, and projections for future growth (scalability).

In this article, we’ll divide the tool requirements into broad categories, as suggested in this Ministry of Testing Community Question, and organize the information so that it is easier for you to select the best possible Test Management tool for your project.

Remember that every project is different, so this list may differ from what you’re ultimately looking for, but it can be a helpful starting point.



Having a strong community is usually a stamp of approval and a sign that users are generally satisfied with the product. It also means you can find more workarounds for particularities integrating with your unique processes.

  • How extensive is the tool’s user base?
  • What is the tool rating based on reviews? (Consider evaluating different platforms - this may be less relevant if the tool has few reviews)
  • Does the tool offer specific threads on forums? (e.g.  Atlassian community, GitHub, GitLab, etc.)

Xray: Xray has over 10 million active users ranging from students to Fortune 500 companies. It is the #1 most downloaded Test Management app in the Atlassian marketplace and has a 3.5/4 star rating on this platform. You can also find multiple communities and threads about Xray.



More mature and established software has been put to the test. Usually, the longer the software has been around, the more unique cases its users have encountered. So, there is more content, information, documentation, and examples around it. There is also more reliability and less profound changes that can affect your workflows.

  • What’s the maturity stage of the tool?
  • How well documented are the tool's processes?
  • How easy is it to find solutions for edge cases?

Xray is a mature product that has been around for more than 10 years. The first version was released in December 2013. Since its early days, Xray has invested in strong test management documentation, and today, you can find hundreds of articles explaining how to use the tool, test automation frameworks, and other testing tricks and tips. Moreover, our award-winning support team is also very experienced and knowledgeable, capable of helping you with any issues.



When you invest in a new tool, it’s expected to function for a long time. If the tool doesn’t receive occasional updates, it will soon be outdated and might be unusable with your remaining tools. On the other hand, if it gets too many updates, that are often complicated to tackle, it can bring a big overhead to your team, which can represent a big cost. 

  • What’s the effort required to maintain the tool (installing updates/fixes)?
  • When was the tool last updated?
  • How often is the tool updated?
  • Who will deal with this on my team?

As part of the Atlassian ecosystem, Xray abides by the highest quality standards. It receives regular updates to ensure it is working as expected and to keep up with the latest testing trends. As it is natively built for Jira, updates are usually low effort and handled as global Jira updates. See all previous Xray updates.



Understanding how the tool works with the different components of your tech stack should be a thorough process to ensure that everything works well and that you can do all the tasks you want. Make sure to list as many scenarios as possible.

  • How does it integrate with the rest of the tools on our tech stack? (e.g. requirement management, automation, CI/CD pipelines, etc.)
  • How easy is it to integrate these? 
  • How deep are these integrations?
  • Are these out-of-the-box integrations or do I need to build them via API?

Xray is natively built for Jira, making its integration smooth and effortless. It also integrates seamlessly with all major automation tools and frameworks (Jenkins, GitHub, Playwright, Selenium, etc.). Finally, Xray provides a powerful API to allow connection with an unlimited number of other tools. Learn about Xray integrations.



Tool scalability should influence your decision and be given a deep thought. The fact that a tool may not scale with your company can be a huge problem in the future. Changing tools is a major effort and can seriously impact your team’s productivity. You must guarantee that the selected tool can scale alongside your company. You must choose what’s right for now but keep future years in mind.

  • Does the tool serve both small companies and large Enterprises?
  • Will we hit a performance wall when the company grows, or when the testing information is too large?

Xray is a flexible tool, so teams (including small ones) can start with simple processes that use only a subset of testing entities, and later allow them to adopt and scale into robust QA strategies that make the most out of the tool and use all of its features, allowing greater control over the testing process. Xray works with some of the largest organizations in the world. Read more about how BMW Group is using Xray at the center of all testing requirements.



A comprehensive UI and familiar terminology may seem irrelevant, but when taking a closer look, you’ll see that it can save you money. If a tool’s learning curve is smooth, your teams will adopt it faster and start reaping its benefits much earlier. This is true not only for new tool adoption but also for onboarding new hires.

  • Is the tool comprehensive and easy to use?
  • How easy is it to train team members to use the tool?
  • Is the tool’s language similar to the languages that the organization uses?
  • How do you organize information within the tool?

Built natively for Jira and taking advantage of the same UI, Xray is extremely easy and quick to get started with if your team is used to working with Jira. Xray provides user-friendly hierarchical organization and test planning so testing is easily manageable and trackable. Xray also offers extensive documentation and our Xray Academy to accelerate the onboarding process of new users.



Data is always one of the most important aspects, but this is also one of the most subjective topics on this list. Reporting needs vary so much between companies and industries that you need to carefully evaluate your own reporting needs and figure out if the tool matches what you are looking for,

  • What reporting do I need/want? Are these supported by the tool?
  • Do I need to present reports to people who won’t have access to the tool?


Xray: Offering advanced reporting capabilities, Xray allows you to have reports and dashboards inside Jira as well as exportable docs for non-Jira users. With Xray, you’ll have complete traceability from requirements to bugs, as well as full coverage of all your projects’ requirements, all in one place. Learn about Xray reporting capabilities.



Collaboration, both within your team and across multiple teams, is a key performance enabler. Your test management tool should be a driver for collaboration between QA, Development, Product, and other teams, as the output of the testing team deeply impacts the other teams’ work. Enhanced collaboration means more productivity and increased performance.

  • Will my team be able to collaborate while using the tool?
  • Will other teams be able to collaborate with me through the tool?
  • How will this tool impact my company as a whole?

All Jira users can collaborate using Xray when you integrate test management into Jira with Xray. Testing artifacts are embedded directly within the requirements, allowing for seamless collaboration between teams.



This is usually the first thing people look for when searching for a new test management tool. What features does it have? Does it support all the functionalities I need? How do these compare to its competitors? Below are more questions to ask yourself:

  • Does the tool support both Manual and Automated tests?
  • Does it have parameterized testing?
  • Is the tool more suited for beginners or advanced testers?
  • Does the tool check all the boxes of my “needed features” list?

As a multifaceted tool, Xray supports both Manual and Automated testing and offers no barriers for all kinds of tests (Regression, Functional, Exploratory, etc..). It fits beginners as well as advanced users. However, beginners might have a steeper learning curve due to its powerful capabilities. Nonetheless, due to its native integration with Jira, a big part of the learning journey will already be completed if users are familiar with it.


Compliance is a sensitive topic, particularly for companies in highly regulated industries. Some companies have strict guidelines regarding regulatory compliance, including having to present data regarding their use of information or their processes.

  • Does the product abide by regulatory standards mandatory for my company?
  • Does the product track and provide a record of all changes?
  • What’s data security like in the product?

Xray: Offers a broad certification portfolio including SOC2, and GDPR compliance. In terms of security, it abides by Atlassian’s security standards, including its Cloud Fortified certification. It also offers audit trails and log records (including filtering, exporting, and truncating) as well as task assignments, and allows auditing, all of which are critical to having smooth regulatory compliance processes.



Also, one of the most sensitive topics when searching for a new tool and usually a key driver for the decision is how much it costs. Not only should one consider the cost of the tool today, but also how this cost can progress in the future with the company's growth. But the amount you pay shouldn’t be the only thing to consider. Sometimes, tools are so complex that they require external consultancy to set them up. How much will that cost? 

  • What is the price for my current team?
  • How can the price rise with company growth?
  • Are there any setup costs associated with the tool?
  • What is the expected ROI?
  • If I need help, are there any partners? What’s their cost?


Xray: The pricing structure is very transparent with Xray. You will be charged for every user within your Jira instance, but the cost per user will diminish as you progress with the number of users. Pricing starts at $100 per year for 10 users. Check Xray pricing. We also offer a large partner network that you can take advantage of for services like training, onboarding, migrations and many others.


Xray: the path to optimal Test Management

Choosing the right Test Management tool for your company is a very important step that can significantly impact your team’s productivity and success. Only by thoroughly considering all the factors can you find a tool that truly fits your specific needs.

Remember, every project is unique, so what works for one team might not work for another. This guide is designed to help you navigate through the options and make an informed decision that’s right for you and your team, not only for right now but also for the future.

Among the many tools available, Xray stands out with its extensive feature set and seamless Jira integration. Its flexibility and adaptability make it one of the most complete tools for any company using Jira, regardless of size and industry. Try Xray for free.


Take your time evaluating all of your options, and don’t hesitate to contact Xray support if you need additional information. A well-chosen tool will streamline your testing and development process and contribute to the overall success of your projects. Happy testing!


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