Recruit CRM’s report on State of Recruitment Technology reveals that 40% of recruiters have adopted hiring tools across all stages of recruitment.
So if you’re still running your recruitment tasks manually, you are already falling behind.
A good staffing agency software, such as an ATS, HRIS, or a recruitment CRM, can elevate your recruiting tasks by enabling quick integrations, AI automation, and in-depth performance reporting.
If you want to learn more about staffing agency software, read this blog to the end.
What is staffing agency software?
Staffing agency software is a tool specially designed for staffing agencies to simplify their daily recruitment operations.
Its primary aim is to reduce your time-per-hire and recruitment errors while enhancing your productivity and employer brand.
A staffing agency software achieves these goals by combining several functions into a single platform, including candidate tracking, job posting, interview scheduling, and communication with candidates and clients.
But one software doesn’t fit all!
Software for the staffing industry varies by industry. For example, some solutions cater specifically to healthcare outsourcing, IT, or education staffing, while others offer a broader, all-in-one approach.
What are the different types of staffing agency software?
1. Applicant tracking system (ATS)
An Applicant Tracking System (ATS) is a type of staffing agency software designed to manage job applications and candidates.
You can use it to streamline your agency’s recruitment process by automating job postings, filtering resumes, scheduling interviews, and tracking candidates through the hiring process.
If your staffing agency manages large volumes of candidates or works in an industry with high turnover or positions that need to be filled quickly (like retail or call centers), an applicant tracking system would be an ideal choice.
2. Human resources information systems (HRIS)
A Human Resources Information System (HRIS) centralizes your employee data and HR functions, such as payroll and benefits.
It can help your staffing agency manage employee records, track performance, and most importantly, stay legal in terms of the U.S. labour laws.
Some human resources information systems include specific features for staffing agencies, such as applicant tracking and job postings.
HRIS can handle a high number of HR operations, making it an excellent fit for large staffing agencies and industries. However, small agencies focusing on team growth and efficiency can also use these softwares.
3. Candidate Relationship Management System (CRM)
A candidate relationship management system (CRM) helps staffing agencies build and maintain long-term relationships with their job candidates.
Its core functions include tracking candidate interactions, storing their contact information, and keeping your passive talent in the loop.
Unlike an applicant tracking system, these systems can help your staffing agency build a talent pool for your future hiring needs. This way, you can conduct passive recruitment for specialized roles, such as an executive search.
4. Temporary recruitment software
Not every hire is permanent. Some staffing agencies target temporary candidates such as gig workers or contract workers.
Temporary staffing agency software helps you manage short-term hires.
It helps you with shift scheduling, time tracking, onboarding, and compliance to make your hiring process smooth and quick.
Many ATS and recruitment CRM systems now include temporary hiring features, making it easier for agencies to handle both permanent and temporary placements.
5 signs your current staffing agency software needs an upgrade
1. Frequent user complains
One of the initial signs that your staffing agency software needs an upgrade is an increase in user complaints during the recruitment process.
If your workforce struggles to navigate your current system, experiences frequent glitches, or finds it unable to meet your hiring needs, a software change is essential.
With outdated software, your candidates can face issues too, like delayed responses, missed interview schedules, or communication breakdowns. This leads to a poor candidate experience and creates a negative impression of your employer brand in the industry.
2. Limited integrations
A staffing software works best when it seamlessly integrates with other tools, such as your CRM, payroll software, or job boards.
If your current software offers limited or no integration features, you’re most likely wasting time doing a lot of tasks manually.
Not only does this exhaust your team, but it also increases the risk of human error, such as unconscious bias, during hiring.
3. Slow workflow
As a recruiter, you would know that the hiring process often requires you and your recruitment team to be quick and efficient at your work.
If your current software is slowing you down, its impact is evident in your staffing agency’s productivity. Any lag in your software can delay candidate screenings, interview scheduling, and client communications.
Modern recruiting agency software solutions are cloud-based and use artificial intelligence to automate repetitive manual tasks, making your workflow smoother and faster.
4. Superficial performance reports
If your current staffing agency software provides performance reports that only speak about surface-level information, you are missing out on a lot.
A good performance report helps you track your staffing agency’s success, identify areas for improvement, and help you make better data-driven decisions.
Tracking metrics like time-to-hire, candidate source, and client satisfaction are a must-have for staffing agency software in today’s age. Without these detailed performance insights, your software can’t effectively pinpoint what’s working for your agency and what’s not.
5. Lack of automation
Whether you are looking for software for small or large businesses, recruitment automation is the primary feature you should target.
If your current system cannot automate basic recruitment tasks, your team is more likely to spend too much time on repetitive work, which your competitors simply automate.
For example, manually sending emails to candidates after every interview is time-consuming and prone to error.
By upgrading to automated software, you can save time, reduce human errors, and focus on high-value tasks such as talent engagement and candidate retention.
How to choose the right software for your staffing agency?
Step 1: Clarify your needs
Before you choose a new staffing agency software, it’s important that you assess your current system and identify where it falls short. This will give you clarity on your current challenges that you need to address.
Next, consider the current size of your organization, its value system, and future plans for growth. Your staffing software highly depends on your hiring volume and requirements.
Depending on your company’s current values and recruitment budget, define which features you really need, such as candidate tracking, automation, or reporting.
Step 2: Evaluate your software criteria
Once you’re sure of your needs, start evaluating software options and find a solution that meets your functional requirements.
While checking out the features, make sure to assess the software’s usability. You can do it by testing how intuitive the software is for your team in terms of navigation and performance.
Considering the growth plans you identified in the first step, hunt for softwares that can grow at your agency’s pace while providing a good return on investment (ROI).
A few basic questions that you must ask yourself during this step are:
- Will this staffing software help me save time and manual labour?
- How can this software help me reduce human errors?
- How can I leverage this software’s features to recruit efficiently?
Step 3: Compare and shortlist
Now that you have a list of potential software options, you need to compare them before making your big purchase.
You can do this by creating scorecards (similar to interview scorecards) that assess each software’s functionality, ease of use, integration capabilities, and scalability.
Most platforms provide free demos and trials to their new customers. You can take advantage of such offers to test how well the software works for your staffing agency.
Along with your scorecards and free trials, always look for customer reviews and case studies to get a sense of how the software performs in real-world settings. Such research would help you gather deeper insights to make the final decision.
Step 4: Plan implementation and purchase
Once you have finalized your staffing software, sketch a basic outline of how you’ll implement it before making the purchase.
Many softwares might require your workforce to receive technical training. Considering that, it’s important to schedule these training sessions without disrupting your daily hiring operations.
Make sure to define your key performance indicators (KPIs) before integrating your new software into your existing one. This will help you to track the software’s impact on improving candidate placement speed, enhancing communication, or regulating your recruitment workflow.
Once you have the clarity of all these things, you are good to go!
Why is Recruit CRM the best staffing agency software?
Trusted by staffing agencies across 100+ countries, Recruit CRM’s ATS + CRM is loved for its intuitive features and supportive customer success team.
From parsing resumes to nurturing client and candidate relationships, Recruit CRM is a software that recruitment teams can rely on to manage their hiring processes.
With the love and support of over 10,000 recruiters worldwide, we’ve been recognized as the highest-rated software in the recruitment software category on Capterra and the #1 recruiting software for staffing agencies on Software Advice!
Don’t just take it from us.
Recruitment firms like Avizio, MMI Industries, and many more have skyrocketed their hiring businesses by saving 10+ hours weekly and have witnessed a 100% increase in their revenue using Recruit CRM.
The best part is that Recruit CRM has even simplified candidate sourcing for recruiters through our easy-to-use Chrome extension.
Have a chat with our experts and learn how you can power up your recruitment business using Recruit CRM!
Staffing agency software FAQs
1. Which is the best staffing software for small agencies?
There is no “best” staffing software out there. It totally depends on your needs.
However, Recruit CRM is the best staffing software for small agencies and businesses, as it is an all-in-one platform with affordable plans.
It is designed for small agencies and provides features such as job posting, candidate management, and automated workflows.
The system has a user-friendly interface and integrates easily with other tools, making it easy to operate for small hiring teams. It also offers excellent customer support along with a free trial before purchase.
2. How much does staffing agency software cost?
The cost of staffing agency software can vary widely depending on the features you purchase, your scale, and the provider.
On average, the price ranges from $50 to $200 per month per user for basic plans. Advanced features or enterprise-level options can cost up to $500 per month.
Some software providers offer pricing based on the number of users or placements, while others offer tiered plans based on functionality.
3. Can staffing agency software be integrated with my existing CRM?
Yes, most modern staffing agency software is designed to integrate seamlessly with popular CRM platforms.
Integrating your staffing software with your existing CRM allows for smooth data flow between candidate management and recruitment activities. For example, Recruit CRM, being an ATS + CRM platform, can still integrate with your existing CRM software using third-party integration tools.
4. How can I maximize the ROI of my staffing agency software?
To maximize the ROI of your staffing agency software, focus on automating your recruitment process and reducing the number of manual tasks. Use the reporting and analytics features to track key metrics such as time-to-hire and candidate quality.
This will help you to identify areas for improvement. Provide regular training to your team to ensure they fully utilize the software’s features. Additionally, integrate the software with your existing tools (like your CRM or payroll system) to improve productivity.
Summary
- Staffing agency software is a tool used by staffing agencies to simplify their recruitment process.
- Applicant tracking systems (ATS), human resources information systems (HRIS), candidate management relationship systems (CRM), and temporary recruitment software are the major types of staffing agency software.
- The usual signs of outdated staffing agency software are frequent user complaints, limited or no integration features, slow workflows, basic performance reports, and a lack of automated tasks.
- To upgrade or choose a new software for your staffing agency, you need to clarify your challenges and needs, evaluate and create your software criteria, compare various options using comparative scorecards, and generate an implementation plan for the software.
