How do recruitment systems help a recruitment business’ success? One way is by covering the fundamentals: finding and placing the right people quickly.
This is where an RMS comes into play. It’s a type of tech that lets agencies streamline their recruiting processes from start to finish and get better results fast.
In this article, we’ll go over the ins and outs of a recruitment system: what it is, the advantages of RMS investment, and the top criteria to help you choose your own platform.
What is a recruitment management system?
A recruitment management system (RMS) is a software platform (or a set of tech tools) that automates and organises recruitment processes. A recruitment system helps recruiters and HR professionals manage the hiring workflow more efficiently, saving time, reducing costs, and improving the overall candidate experience.
An RMS can streamline a recruitment business’ operations, making everything from sourcing to invoicing a breeze. If you’re a new recruitment agency or recruiter, you may be using a recruitment tracker as a rudimentary starting point to tracking candidates, but a RMS is the next step up.
How does an RMS work?
A recruitment management system simplifies and automates the hiring process from start to finish. Recruiters use the system to post jobs, track applications, and manage candidate data in a central database. RMS platforms also streamline onboarding by allowing candidates to complete forms and upload documents through self-service portals. By providing tools for collaboration, automation, and data insights, a recruiting system enables recruitment teams to save time, improve efficiency, and focus on connecting with top talent.
Features of a Recruitment Management System
Some typical recruitment management system features include:
1. Applicant Tracking System (ATS)
A comprehensive database with profiles of potential candidates, from CV to contact info. Consultants can search an Applicant Tracking System in an instant to load a talent pool for any role. An ATS also helps consultants keep track of applications, add notes, and move candidates down the pipeline.
2. Recruitment job portal
Recruitment management systems often include a job portal—a customisable job board managed by the agency. Recruiters can post live job ads here while syncing data to their ATS.
3. Automated workflows
A recruitment management system can automate tasks like messaging candidates, setting reminders for follow-up emails, etc.
4. Interview scheduling
Some recruitment systems let recruiters automate interview scheduling. This feature ensures a smoother process for both recruiters and candidates while keeping everything organised and on track.
5. Onboarding process automation
An RMS feature like a candidate portal can take some admin work away from onboarding. Candidates can upload necessary documents and complete forms, reducing administrative workload and expediting the onboarding process.
6. Performance tracking
A recruitment management system can track data about in-house performance. This data can then help leaders evaluate productivity and identify areas for improvement.
7. Reporting and analytics
An RMS generates insightful reports and analytics to help leaders understand trends in their business and shift gears as needed.
By leveraging these recruiting system features, agencies can enhance efficiency, improve collaboration, and deliver a great candidate and client experience.
5 benefits of a recruitment system
A recruitment management system has more than a few perks for agencies:
- Automated recruitment: An RMS can take care of some tedious manual work. By saving recruiters some time and energy, there’s more room to focus on networking, interviewing, and developing business relationships.
- Optimising job postings: With a recruiting system in place, recruitment and staffing agencies can manage their job ads and reach the right candidates. This self-managed process helps recruiters start connecting with applicants right away – and not struggle with external job boards.
- Improving candidate experience: On the candidate side, a recruitment system can offer portals and other features to streamline application and onboarding. Candidates can easily upload CVs, track their status, and get timely updates, creating a more transparent and user-friendly experience.
- Providing better data insights: A recruitment management system also collects and analyses valuable data for recruitment businesses. Key reports like time-to-hire and which sources are generating the most qualified applicants will help drive business success. This information can help recruitment leaders refine strategies, identify areas of improvement, and make more informed strategic decisions for sustained business success.
- Facilitating collaboration: Recruiters and hiring managers can seamlessly collaborate via a recruitment management system, smoothly paving the way to a placement. When stakeholders can track hiring progress and review applications, it’s easier to decide on the best candidates.
Considerations when choosing RMS software
When choosing the right recruitment management system for your business, there are some guidelines to consider. To make an informed choice, consider the following key criteria:
User-friendly interface
The RMS should be intuitive and easy to navigate. This lets recruiters and hiring managers use it effectively without excessive training
Automated workflows
Look for systems that automate administrative tasks like data entry, reminders, and communication, allowing your team to focus on higher-value activities.
Candidate experience
Help out candidates by choosing an RMS with an intuitive and simple job application process. Features like user-friendly portals and status tracking can enhance the experience for candidates.
Integration offerings
If your team relies heavily on third-party apps (think Zapier or Gmail), the right recruitment management system will work together with these tools. This compatibility will improve efficiency and reduce disruptions.
Accessibility
The RMS should work for multiple devices, including mobile phones, tablets, and desktop computers. When you and your team are on the go, it’s important to get into the system from anywhere.
Security
A recruitment management system should have high-level security features and certifications. You’ll want to ensure the recruitment system meets compliance standards so that all business data is kept safe
Customer support
The RMS should have customer service and training options to help support your team. By choosing a recruiting system that offers robust customer service, your team can maximise its capabilities.
Scalability
If your recruitment business is going to scale or open a new desk, you’ll want a recruitment management system that meets changing business needs over time. Check if you can add on extra features, including any that might help with new specialisms.
Pricing
The RMS should have a pricing model that fits both your business’ budget and the required functionality to operate.
Customisation
Flexibility is key. The recruitment systemRMS should allow you to customise workflows and reports to meet your business’ unique needs.
By evaluating these criteria, you can identify a recruitment management system that not only meets your current requirements but also supports your business as it evolves.
Take your RMS to the next level with our RecOS
Vincere is part of the Access Recruitment ecosystem - a unified suite of market-leading tech and services. We like to call it our RecOS.
At the core of our RecOS is our flagship multi-award-winning Vincere plug-and-play CRM. When you’re ready, combine your CRM/ATS, recruitment website, screening and onboarding, and payroll and billing into one powerful ecosystem. Designed to fuel your growth without the fuss.
Curious to explore our RecOS? Request a demo now.
Final thoughts
Efficient placements are part of what sets a recruitment business apart. A strong recruitment management system streamlines workflows by offering features like automation, reporting, and collaboration options for recruiters, enabling them to work more efficiently.
The right recruitment management system can optimise your recruitment processes by automating repetitive tasks, generating insightful reports, and encouraging seamless teamwork. This not only saves time and reduces costs but also allows recruitment teams to focus on identifying and securing top talent. With the right tools in place, your business is better equipped to succeed in a competitive market.
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