What is a Recruitment Database? How Every Recruitment Agency Can Use One
Do you go back to sourcing a fresh batch of candidates every time a new client requests to fill a position?
How often do you have to settle for a candidate just because no one better showed up?
It all boils down to poor recruitment database management!
When you don’t have organised software to store and manage your past recruitment data, and locating a specific spreadsheet takes great effort, you’re losing out on fantastic potential hires.
You need recruitment database software to make the job easier and quickly source candidates from the database that match the job profiles perfectly.
This article will discuss various topics to help you understand what a recruitment database is and how you can utilize it to enhance your efficiency and productivity:
- What Is a Recruiting Database?
- Why Use A Recruitment Database?
- What Are The Key Features Of A Recruiting Database?
- How To Choose The Right Recruiting Database Software
- How Do You Maintain A Recruitment Database?
What Is a Recruiting Database?
A recruitment database is an essential tool for managing your hiring process efficiently. It acts as a centralized repository for job postings, candidate resumes, contact information, and communication history. With the right recruitment database software, you can easily filter and sort through candidates based on specific criteria, track their progress through the hiring funnel, and collaborate with your team to make better hiring decisions.
By implementing a recruitment database, you can streamline your hiring process, save time, and find the best candidates for your organization.
Let’s say a candidate applied for a job you posted. However, their skillset and experience didn’t fulfil your criteria for hiring at that moment. By keeping that candidate’s information stored in your ATS, with proper notes and comments about their application, you can easily access the information when hiring for future roles.
When you find a more appropriate role, you can directly search your recruitment database and start the recruitment process with a great match.
Why Use a Recruitment Database?
Bullhorn’s recruitment database example
According to Jobvite’s recruiter nation survey 2021, recruitment priorities have drastically changed for recruitment agencies—our priority is improving hiring and the time-to-hire quality.
A recruitment database system fast-tracks the recruitment process and brings structure to it:
What Are the Key Features of a Recruiting Database?
Resume Screening and Reformatting: When you automate mundane tasks like resume reformatting, you get more time to strengthen your recruitment process and hire better candidates. Invest in a recruitment database software that integrates with a resume reformatting tool such as Allsorter to reformat high volumes of resumes in no time!
Integration with Other Tools: Your ideal recruitment database software should easily integrate with external or third-party tools such as applicant tracking systems, job sites, or automation tools to help you scale.
Recruitment Databases Should Offer Templates to Standardise Communication: Sending out repetitive communication, such as application emails, interview communication or offer letters, doesn’t need to be all manual. Software that provides templates covering the basics and helps you save time is exactly what the recruiter ordered!
Advanced Search Functions: A simple type-and-enter search functionality won’t suffice in recruitment database software. You need software that can perform advanced boolean searches to fetch even the most intricate details from your database. Moreover, a good tagging and filtering functionality always comes in handy.
Security and Compliance: Conducting fair recruitment practices and protecting your candidates’ privacy is critical for hiring the best candidates and maintaining your agency’s reputation. You need software that takes care of that and helps you stay compliant. Allsorter helps remove bias from your recruitment process and anonymises sensitive information from candidates’ resumes.
How to Choose the Right Recruiting Database Software
The problem with most recruitment software is that most cater to a broad set of audiences—in-house recruiters, recruitment agencies, or headhunters.
Often, with the plethora of choices available in the market today, it’s challenging to decide on a single recruitment database tool. It helps when you know your recruitment goals and find software with aligned features.
When selecting a recruitment database software, consider these points:
How Do You Maintain a Recruitment Database?
Investing in recruitment database software is only the job half done. If you don’t systemically manage your database, it may soon go haywire.
To avoid that, follow these best practices:
Streamline Your Recruitment Agency Database
Hiring has never been easy, but it’s become even more challenging since workplaces went hybrid. It’s hard for a recruitment agency to have (and keep) all its ducks in a row when juggling multiple positions.
However, when you have an easy-to-access recruitment database full of suitable candidates to tap into with every new job, you’ll have a significant portion of your hiring process sorted.
And for bonus points, pair your recruitment database software with Allsorter’s resume reformatting tool to process multiple resumes at scale and present well-polished resumes to your clients while preserving the data.
Did you enjoy this post? Here are some more recruitment topics you might be interested in:
Speed up Resume formatting, Reduce bias, Supercharge your agency’s brand and maintain the security of the Resume data within your organisation.
Declan is an experienced, hands-on technology and business leader who has successfully driven transformational change across organisations. He is currently CEO of Allsorter.com, a dynamic Irish technology company that uses Artificial Intelligence to streamline the internal process of CV reformatting. Digital transformation is at the core of what we do, and our first solutions are addressing the digitisation needs of the HR industry.