Every modern staffing agency faces several challenges – such as rapidly changing market trends, rising candidate expectations, and the need to effectively manage large volumes of recruitment data. In such an environment, it is important to choose the right tools – which become crucial for streamlining the agency’s work.
It’s not just the ATS
Chossing the right ATS system is the foundation for smooth operation, and every staffing agency should start with it. What do we mean by saying “The right one”?
Easy to use daily, helping you take care of building and managing your candidate database, and easy to integrate with other systems. The ATS system must allow you to easily and securely present selected candidates to your Clients.
Such an ATS becomes a command center with which you can “bundle” other tools to improve the work of your recruitment team. Here are our 5 tools suggestions:
Pipedrive
Every company should have a CRM; a tool that helps manage the entire sales process, from generating leads to closing deals, and focusing on building lasting relationships with customers. A CRM allows you to collect the entire history of customer communication and is the most important tool for any salesperson. A staffing agency is no exception.
Many ATSs have a built-in CRM, but you can also use a specialized tool that you integrate with your ATS . A great example of this is Pipedrive, which is a CRM available on Zapier:
Autenti
Signing framework agreements with clients, NDAs (non-disclosure agreements), or letters of intent with candidates/clients remotely can be really easy.
All you need is a tool like Autenti, which is an electronic signature allowing you to sign any document online:
No more laborious sending of important documents by courier and waiting for their return. Such a tool is a huge improvement for all participants in the process and a guarantee of an innovative approach, which your staffing agency can boast about among clients!
Mailchimp
A staffing agency often has its own database of candidates with whom it has already built relationships but also has their full profile in the ATS system. It’s important to take care of these relationships – but also to draw handfuls from such a valuable base.
Email marketing tools such as MailChimp work great here.
They allow us to nurture candidates. This is nothing more than newsletters or notifications of new job offers, the sending of which can be automated:
Each time a new candidate enters the ATS, a new recipient of the email base can be created, or attributes can be added to a recipient that already exists on the listing!
Trello
This is a simple tool for organizing work and managing tasks in teams. In its basic version it is free! And it’s completely sufficient to monitor the progress of projects, assign tasks and see deadlines at a glance:
Each recruitment can be a separate project (board) with an easily manageable list of tasks.
Sourcing plugin
Staffing agency should have its candidate database consisting of people who:
- were rejected in processes, but left GDPRconsent for future recruitment,
- applied spontaneously, e.g. through a form on the Careers website,
- are not actively looking for a job, but have been sourced as a potential future candidate – taking into account the profile of the agency’s Clients.
It is this last point that can be greatly facilitated by a sourcing plug-in that you can install in your browser. Each person enrolled in the ATS will be assigned information about when and by whom they were added to the database; and the link to their profile can be enriched with additional information, such as tags (i.e., keywords), for example:
Key takeaway:
Every staffing agency should invest in a good ATS that has an API or is available on Zapier, and then create a kind of “ecosystem” from additional tools that are compatible with it!
See the full list of tools you can integrate ATS with!
