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June 14, 2019

What software tools do recruitment agencies use, anyway?

Recruitment agencies are no strangers to innovation. In order to ensure an effective recruitment management process, professionals resort to the latest technologies to speed up things, not to mention to improve the hiring quality. Keeping up with technology trends may not be simple, but it seems that firms who go and find candidates for employers do not get left behind in the dust. They stay on top of industry trends so as to remain relevant. The world has more than its fair share of recruitment agencies. The market is evolving at a rapid pace and businesses are required to step up their game. What software tools do recruitment agencies deploy? That is indeed a very good question. These are the solutions that they most commonly use.


CRM is an acronym and it stands for candidate relationship management. The technology is used to manage the company’s relationships and interactions with job candidates, past, present, and future ones. When it comes down to attracting suitable candidates for jobs, relationships are everything. In other words, it is paramount to nurture long-lasting connections. The talent pool is the main asset. Candidate relationship management technology was introduced in the HR world to automate this process. A high percentage of recruitment professionals admit to working with such systems.

Some of the most relevant features of recruiting CRM include:

  • Taking control of email marketing
  • Scheduling phones calls, interviews
  • Setting up reminders
  • Recording notes about candidates or job orders
  • Viewing the complete history of each candidate

There are some situations when a CRM can come in handy. For instance, if a person has various profiles, then there is the risk of duplicates. The software program enables the recruitment agency to view each step of the candidate, every action being recorded into a single profile. What is interesting is that the CRM monitors communication regardless of the stage of the hiring process, though daily synchronisation. Recruitment CRMs are the predominant choice.

2.Interviewing software

It is possible to save time screening applicants. Interviewing software reduces the time frame for the process and enhances hiring quality. Leading recruitment agencies are deploying software of this kind to meet new people, learn more about them, and determine what teams they fit into best. The meeting is carried out remotely, therefore eliminating geographic constraints, by means of video technology – in other words, we’re talking about computer-mediated communication. The interview can be synchronous or synchronous. The former is conducted live over the World Wide Web, while the latter is recorded by the job seeker at a time which is considered appropriate. All the applicant has to do is to answer the questions. 

Some of the most relevant features of interviewing software include:

  • Customisable time limits
  • Sharing video interview recordings
  • Outbound video messaging
  • Analytics dashboard
  • User roles, groups, and permissions

Most recruiters find themselves using interviewing software instead of Facetime, Skype, or Google (News - Alert) Hangouts. This technology enables recruiters to evaluate candidates faster and get a consistent time frame. Generally speaking, it is better for the recruiters and the job seekers. Candidates are not put in the situation of travelling to remote destinations for standardised interviews. What is more, they can give their full attention to the interview, so that they are able to provide clear answers.

3.Timesheet and expense tracking software

Recruitment agencies had to manually enter timesheets at the end of the month. This is not the case anymore. At present, companies are no longer using spreadsheets to track time or expenses. They leverage web-based timesheet and expenses services, which are easy to understand and can be deployed from virtually everywhere. Beneficial software for recruitment agencies for example is a web page that employees can log into and send the sheet off for approval to the employer. Recruitment agencies know exactly where they stand when it comes to time entries. Not only are businesses able to centralise timesheets, but also expenses. Invoices can be produced in the system and distributed to clients via email.

Some of the most relevant features of timesheet and expense tracking software include:

  • Internet-based submissions
  • Automatic overtime calculation
  • Support for paper-based signatures
  • Complete audit of history of timesheets
  • Hourly and daily reporting

Timesheet and expenses tracking software offers a cloud-based time following to all kinds of organisations. Managers are capable of following time and finance. This, in turn, saves time and money. Software of this kind is suitable for recruitment agencies, as well as project-based organisations. As a matter of fact, all companies that are interested in tracking internal time and costs can deploy this system.

4.Applicant tracking systems

An applicant tracking system is practically an application that makes it possible to handle recruitment needs. What the software application does, more precisely, is assist with implementing changes at an enterprise level. This includes everything from interview scheduling to applicant screening. Applicant tracking systems are very similar to the customer relationship management system, yet attention should be paid to the fact that they are solely for recruitment tracking purposes. The systems have numerous functions, the most important one being that they collect and sort resumes, eliminating manpower. More often than not, applicant tracking software comes in the form of an add-on to an HR suite or information system.

Some of the most relevant features of applicant tracking systems are:

  • Employer branding
  • Candidate sourcing
  • Centralisation
  • Mobile recruitment
  • Reports and analytics

Employers can receive anywhere from 70 to 250 applications per job posting. Most of the applicants are unqualified and apply for the job because they believe it is worthwhile. Owing to applicant tracking systems, recruitment agencies can keep all the resumes in a single location. The cloud-based software practically helps organisations with data migration, sourcing applications from the company’s website or job boards. They can stay organised and comply with the regulations. A dedicated applicant tracking system is not out of the ordinary as far as recruitment with specific needs is concerned.

The bottom line is that the recruitment agency hiring process is a little bit different as compared to what it used to represent. Recruitment agencies use software tools to improve the overall outcome, eliminating paperwork and increasing job promotion.

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