Recruiting Software

Recruiting Software Overview

From job postings to getting new hires onboard and ready to go, recruiters can complete all their recruitment tasks with one simple product. It’s called recruitment software, and it’s a recruiter’s best work buddy. This streamlining system gives recruiters and hiring managers a time-management edge and removes the tediousness of many recruitment process tasks.

Recruitment software is a term used to describe a rather large range of software applications that can be used during both the staff sourcing and hiring process. Typically, each standalone recruiting software application will be incorporated into an existing HRMS (human resources management software) as part of the automation. The software is typically designed to integrate with functions like talent management, payroll, and compensation management.

Just as finding the right candidate for a good company fit and specific job can be a complicated feat, it can take time to locate the ideal recruiting software solution for each company’s unique needs. The following buyer’s guide will help companies make the best match for themselves and recruitment staff.

Functionality Of Recruiting Software

Applicant tracking will be the primary application of most recruitment management software. Hiring workflow tasks, such as managing a candidate’s status and profile, on-boarding, management of candidate correspondence, and candidate interviews and background checks, can be greatly simplified through the standard applicant tracking system (ATS) function of a recruitment management system.

The above said, many recruitment management systems have functions far beyond mere tracking. In addition to applicant tracking functions, recruiting software suites can offer advanced requisition, HR analytics, and reports.

What Are The Benefits Of Recruiting Software?

This versatile tool may be used by staffing and recruiting professionals or in-house recruiters. Either way, the result is saved time, money, and energy and increased probability of ideal hires. Typical recruitment involves manually entering candidate data and tracking applicants through spreadsheets, email, and so forth. With this software, recruiters can upload the candidate’s info, store it in the database, and then recall the information quickly and easily as needed.

The entire hiring process is also more efficient and timely, and it lowers the administrative burden within the hiring process. A good example is in automated tools capable of screening out candidates not qualified for the job. Another example is in automated tools that directly route the applicants who are qualified to the hiring manager or most appropriate recruiter.

Recruiting tools provide a better avenue for candidate communications. Of course, this in turn bolsters the probability of a company hiring its top choices.

The reporting capabilities even allow recruiters and companies to track the various graphics of hires. This enables hiring staff to target channels and areas producing the best return in their hiring investments and back away from avenues that aren’t producing the desired hiring results.

Who’s Buying The Recruitment Software?

If applicable, buyers should first consider whether or not a recruitment software solution integrates with their current HRMS. EEO law compliance should also be taken into account.

Recruitment software is first and foremost job-driven, and each function is ultimately designed to match positions and candidates. The driving force behind that main objective is the difference, however, and that depends on who it is buying the software.

While that core purpose remains true for all buyers, it’s imperative to consider who exactly is doing the buying in order to get the right product. Most buyers fall into one of two categories: corporate in-house recruiters or private recruitment and staffing agencies. Beyond the core features, both categories will generally have very different functionality needs from recruitment software.

Agency recruitment software needs often translate to candidate-driven solutions. In other words, the agency’s objective is to fill positions according to the specifications of their clients (the employers.) In order to send the clients passive and active candidates, the agency needs to have a significant database of searchable candidates to pull from and ultimately fulfill the order.

Agencies may also need supplemental features to manage client information and candidates that are placed, such as managing job requests, contractor portals, and time sheets.

Such needs are being fulfilled by vendors, such as COMPASSION, myStaffingPro, and PCRecruiter, who are offering products specifically geared toward agency recruitment software solutions.

On the other hand, in-house recruiters typically have much different software needs for recruitment since their workflow is centered around posting job openings, managing their company’s career center page, screening applicants, passing on qualified applicants to the relevant departments and managers, and collecting interview feedback.

The difference in driving force is clear, but that doesn’t mean there isn’t overlapping in the needs of both agencies and in-house recruitment staff. An agency recruiter, for example, may be tasked with posting job offers on various job boards. Meanwhile, an in-house recruiter may need a searchable database to store previous candidate information.

One of the best things about ATS systems is that their core functions cover the basic needs of both categories of buyers. Referral technology to increase the number of applicants, for example, will generally be a universal need.

Keep in mind the type of recruiter using the software and what functionality is required when looking at both standalone recruitment software solutions and resources that are part of a broader HRIS package.

Understand The Market Trends

Cloud-based software, also called web-based software or SaaS (software as a service,) is a recruitment software delivery model accessed by users through a web browser. It’s hosted by a vendor. Due to flexible access by all parties involved in the hiring process, it’s become a popular venue. Basically, any internet-connected device gives the recruiter 24/7, unrestricted access to candidates and candidates easy access to apply and check the status of existing applications. Win and win.

Who knows when and where that purple squirrel (perfect candidate) will show up? The elusive and never-ending hunt has led many recruiters to go mobile. Recruiters know time is of the essence with great hires, and accessibility is a must. The best candidates are snatched up quickly, and recruiters need to be able to act fast and across multiple fronts, including mobile apps specifically designed for recruiters.

Pen and paper applications are almost relics in today’s job market. Most hiring managers almost exclusively deal in online job applications. Candidate tracking software offers tools for buyers to create their very own job board. From there, applicants are automatically routed and organized for the hiring manager, who can now skip stepping over the weeds to get to the qualified candidates. Both applicant and employer benefit from the streamlined process of hiring quicker and more accurately.

Comparison Of Recruiting Software Vendors

Don’t get overwhelmed by the volume of recruiting software vendors. Looking at the general trends and specific features of each vendor can quickly help companies find the right vendor for their needs.

SaaS Solutions

HR software vendors are steadily moving away from in-house solutions that require on-premise housing and one-time licensing, and the same is true in recruitment softwares. The trend is in web-based software solutions that involve a subscription fee by the month or year in exchange for use of the entity’s software.

SaaS vendors are offering solutions for companies of all shapes, sizes, and niches. Tiered solutions enable enterprises, agencies, and SMBs flexible and scalable solutions to their recruitment software needs.

Suites And Integrations

Consider integrations first in selecting a vendor. Recruiting tools are often designed as standalone systems. This is an important note for companies with existing HR systems in place, such as LMS or payroll software. It can be a nightmare if the recruitment software doesn’t integrate with other softwares.

For those without such existing systems or outdated systems, it may be best to look at all-in-one full HR suite solutions to handle both recruitment and particular facets of the HR process.

The Marketing Of Hiring: Social Recruiting & Analytics

The hiring process has become something much akin to the marketing process. Social recruiting via social networks like Facebook, LinkedIn, and Twitter is a huge trend for talent recruitment and management. Hiring professionals use the portals to advertise directly, promote job board listings, and seek out passive candidates.

Thanks to recruitment software’s detailed tracking and analytics, recruiters aren’t just randomly creating videos, ads, and hiring websites. Recruiters and hiring managers can use the results to assess what avenues best attract the most ideal talent and make easy transitions to devote energy and funds where it’s most fruitful.

Recruiting Software Has Three Tiers

Again, buyers will find the basic core components of most all recruitment software to be the same. A consideration to narrow down the options is in the businesses size and niche.

1. Enterprise and Large Organizations - Enterprises and large organizations are generally best served with a recruiting system that integrates with existing systems. Other considerations rely upon the strength of in-house recruiters to collaborate the features offered, such as in sharing applications data and receiving interview feedback from hiring managers. This category of buyer also likely has a branded career page and would benefit most from solutions that incorporate internal job boards, application portals, internal hiring, and employee referral programs.

2. Agencies - Agencies are likely to benefit from all the above, too. However, recruiting agencies tasked with a large volume of client demands and particulars will probably need some extra functions, such as the ability to store and retrieve large amounts of data quickly and efficiently. Email integration is likely important. Advanced filtering options and CRM (customer relationship management) features should ideally be present to create the most streamlined, comprehensive solution.

3. Small to Mid-sized Businesses - Small to mid-sized businesses still find a plethora of benefits in recruitment software, but they often need it scaled down to a more simple and economically feasible solution. Small companies can look for a vendor with free versions, but do keep in mind the limited function may not provide a full scale picture of how the software can help the recruitment process. Growing companies should keep integration in mind to avoid unnecessary future costs and functionality issues.

How To Select The Ideal Recruiting Software And Vendor

Step one is to identify objectives so that it’s clear why recruitment software is needed. Step two is to determine what’s needed from the software to complete those objectives. Separating the must-have features from the unnecessary bells and whistles will help buyers better navigate the marketplace and get the product they need, from the best vendor, at the price they can afford.

Step three is to discard any software package vendor without all the must-haves. Now, buyers have a secondary elimination round from comparable vendors with all the must-haves. Look at those extra bells and whistles and pricing.

Don’t forget to carefully vet vendors - check track records, look at case studies, ask about accreditation, ask for testimonials, look at past customer service experiences.

Great interfaces and pretty packaging pitches can be deceiving. So, lastly, ask the top contender for a test drive to experience the product in action before signing on the dotted line.