Recruiting software

Do you wish to attract job candidates through efficient and high-performing recruiting? Take advantage of technology – the right software to help your recruiters work more effectively.

What is recruiting software?

Recruiting software is a catch-all term that can include a recruiting module in an HRM system, a CRM recruiting software, a stand-alone ATS recruiting software (Applicant Tracking System), or any mono-functional recruiting tool (application). They all have one purpose. To help improve the company's candidate-acquiring process by automating repetitive tasks, managing the process and documentation functionally, and providing advanced analytics and reporting.

It depends on the company's needs and which recruitment software it chooses. Small business recruiting software will surely differ from the software for large corporations, as their people processes will also vary. Corporate HR departments, after all, have completely different action plans and analytical needs.

Functions of recruiting software

We don't want to go into detail about those mono-functional recruiting tools or CRM-type software. Why? There are many simple tools, and the differences between the various solutions are often subtle or nonexistent (except perhaps for the visual layout). These include, for example, calendars, applications for collecting documents, virtual communicators for chatting and video calls, mailing automation systems, etc.

On the other hand, CRM software is used to personalize the candidate's journey and persuade them to submit their resume to our company. It supports processes „around” recruitment, such as

• Employer Branding,

• creating content for job seekers,

• optimizing communication with candidates who are active job seekers and passive candidates (including improving the Career page and Social Media activities).

We will only focus on the software for recruiting that supports the recruiters' activities from the stage of the candidate's application, through selection, to the offer of employment, that is, the ATS system.

Applicant Tracking System, also known as a recruitment management system or recruitment platform, can be a stand-alone solution or part of an HRM system. Its main functions are:

• posting and managing recruitment announcements on career pages, job portals, and recruitment platforms;

• tracking the status of job applications and resumes – identifying which candidates have applied for which positions and at what stage of the process they are currently in;

• scheduling communications with candidates – sending correspondence using message templates, automatic reminders, appointment scheduling;

• resume parsing – analyzing the incoming applications, grouping them in a database for viewing using various filters;

• analytics and reporting that enable ongoing control of various process performance metrics, such as cost per hire, time to hire, turnover costs, etc.

How does recruiting software work?

The performance of recruitment software is based on the automation of tasks that occur at successive stages of the process.

• We use templates to create a job description or to plan an email communication scheme with a candidate.
• We create a visualization of recruitment stages – a popular solution is to use a kanban board.
• We use the system's integrations with job boards or employment agencies to recruit candidates efficiently.
• We collect candidate applications in a database – we can parse them, filter them, tag them, add notes, etc..
• We use screening tests to select the desired talents.
• We conduct surveys to get feedback and determine candidate satisfaction with the recruitment process (Candidate Experience).
• We communicate efficiently with candidates. We also fully control the correspondence.
• We manage personal data following the law (including GDPR).
• We create reports and analyze pre-selected KPIs.

Nowadays, it is rare to find an ATS other than those operating cloud-based. The software without an Internet connection can only perform well in some specific circumstances. The fact that many users can access the system guarantees cooperation between HR specialists and managers of other departments. Managers who report the necessity of hiring new people can independently track the recruitment process in the system and co-decide on the steps at the following stages of the process.

What are the main benefits of using recruiting software?

Now, let's summarize what a company can gain with recruitment software. We have already mentioned several benefits above.

• The most important of these will be the automation of repetitive tasks and saving time and money (including the cost of recruiter work).

• The entire recruitment can be coordinated from one spot, making it easier to track its progress and plan the next steps – even if several recruiters are involved.

• The software increases the efficiency of recruiters – the use of the system's algorithms (AI) helps to select people who fit a specific competence profile.

• By parsing resumes and using filters, you can narrow down the pool of candidates more quickly and reduce the duration of the recruitment process, which is very important if many people join the process.

• Recruiters can communicate more efficiently with candidates using templates and correspondence patterns. That improves recruitment quality, increases the positive feelings of candidates (Candidate Experience), and helps build the employer's image (Employer Branding).

• The use of ATS and its analytical tools allows for improving the recruitment process based on the acquired data.

• The use of the software guarantees that the entire process will comply with the law – all you need to do is to properly set up the privacy policy clauses, GDPR, etc.

When we say recruitment, we usually think of a digitized process – with the online job advertisement, resumes coming in by email or online forms, and digital correspondence. However, many companies still accept traditional resumes, and what then? How shall we combine the classic document with modern software? Simply digitize the resume and add it to the system with the proper file extension. Again, more time savings and greater efficiency for the recruiter.

How will the recruiting software change the recruiter role?

Using the software in one's work is hardly surprising anymore. After all, we all want to save time. So why not outsource your tedious and repetitive tasks to algorithms? Even a mono-functional application, such as a calendar, can improve our efficiency.

Multiposting, managing ads, checking which candidate is at what stage, searching through a stack of resumes hoping that the candidate of your dreams is hiding there, handwritten notes on yellow cards pinned to each application – they're history now! If a recruiter uses recruiting software – either an ATS or a CRM system (or both!) – he gains time he can use to get to know candidates better. He can focus more on the people rather than the process itself.

Wondering if, therefore, the software can completely replace the recruiter? AI algorithms can evaluate things like competencies, knowledge, and experience. Based on the calculations, it can type the best candidates. However, only a recruiter can evaluate their soft skills and build a relationship with a candidate – no system can do that yet.

Wrapping Up: recruiting software

Software for recruiting performs tasks that „steal” recruiters' time. It allows them to select suitable candidates faster, manage multiple tasks, and focus on direct contact with the candidate. Recruiting efficiency goes up, its cost goes down – what more could you want? Analyze your company's needs, choose the software that will provide you with the most significant benefits, and enjoy the results of more successful recruiting.