How to Choose the Best Automated Recruiting System for Your Needs

Automated recruiting systems can simplify the hiring process and save time. Choosing the best automated recruiting system can be tricky with so many options available in the market. If you do not know where to start looking, this article has got you covered. Learn about the main features of an automated recruiting system, questions to ask providers, and techniques to get a solution that meets your company's needs.

What Is an Automated Recruiting System?

An automated recruiting system helps companies streamline the hiring process. Instead of sorting through hundreds of applications manually, the software automatically screens, ranks, and matches candidates based on specific job requirements.

An automated recruiting system helps companies in several ways:

• An automated recruiting system posts job listings to multiple recruitment platforms with just one click. Automatic posting on these platforms widens the talent pool and makes it easier to attract qualified candidates.
• An automated recruiting system uses intelligent algorithms to screen applications and resumes. The system can identify keywords, skills, education, and experience that match what you're looking for in a candidate. It will rank and filter candidates based on your priorities.
• An automated recruitment system lets candidates apply via recruitment sites, upload their resumes, or fill out online forms. The system captures all the information in one place for you to review.
• An automated recruiting system helps schedule phone screens, video interviews, and in-person meetings. The system finds commonly available times between you and the candidates to set up the initial interview.
• An automatic recruiting system allows you to track and evaluate your recruitment process. It shows how many candidates reached each stage, the hiring period, the source, and more. Make smarter recruiting decisions with data.
• An automated recruiting system keeps all candidates engaged with automated email updates. Let candidates know where they stand in the process without the need to email each person individually.
• An automated recruiting system eliminates the risk of overlooking a great candidate. When you have an automated method, you never miss an application or forget about it. Every candidate receives an equal opportunity.
• An automated recruiting system reduces the hiring time. What used to take weeks or months now only takes days or hours. You will fill positions faster, resulting in reduced costs and higher productivity.

Key Features to Look for in an Automated Recruiting System

When looking for an automated recruiting system, you want to find one tailored to your company’s unique needs. Some key features to consider include:

Applicant Tracking

A good system will manage the entire recruitment process, from posting jobs to onboarding new hires. Look for one that lets you easily post to multiple job sites, accept applications, screen resumes, schedule interviews, check references, and extend offers—all in one place. This simplifies the experience for both recruiters and candidates.

Customizable to Your Process

Every company has a different way of doing things. Ensure that the system you choose is flexible enough to match your established hiring practices. You can customize forms, workflows, messages, and onboarding to align with your company's needs. Look for a solution that gives you options to set things up the way you want.

Reporting and Analytics

Data is key to improving your recruiting over time. Look for a system that lets you easily track key metrics. It is even better if it provides customized reports and dashboards, so you can get the insights that matter most to you. Some systems even provide predictive analytics to help you make data-driven decisions to enhance your hiring.

Integrations

Chances are you already use various tools to help run your business, like a separate HRIS (Human Resource Information System), payroll system, or background check provider. Look for an automated recruiting system that integrates easily with the other platforms you’re currently using. This avoids the need to enter the same information multiple times and ensures the most important data is shared across your system.

Mobile-Friendly

In today’s world, candidates expect to be able to apply and engage with you anytime, anywhere, on any device. Make sure the system you choose has a mobile-friendly interface. This provides a good experience for candidates and allows your team to manage the process on the go.

With so many options out there, doing your homework on the front end will help ensure you find an automated recruiting system that truly meets your most important needs. Take the time to evaluate different solutions against these key criteria, and you’ll be well on your way to streamlining your recruitment in no time.

Evaluating Integration Capabilities

When choosing an automated recruiting system, consider how well it fits into your current HR technology and workflows. If the new system requires you to overhaul everything else just to accommodate it, you will face major headaches during implementation and adoption by your team.

Check Current Integrations

See what software and systems you already have in place for things like:

• Applicant tracking
• Background/reference checking
• Offer management
• Onboarding
• HR information systems (HRIS)

An ideal automated recruiting solution will integrate directly with these existing tools through APIs (application programming interfaces) or partner integrations. This allows for a seamless flow of information between systems without requiring duplicate data entry.

Evaluate Partners and Integrations

Many automated recruiting systems collaborate with other companies or offer pre-built integrations to connect with popular HR software solutions. Review which integrations and partnerships are available for the systems you’re evaluating. Some things to consider include:

• Check for pre-built integrations to avoid custom API (application programming interfaces) work. Custom integrations tend to be more complex to set up and maintain.
• Make sure their integrations and partnerships are up-to-date. Outdated integrations may lack newer features or compatibility with the latest software versions.
• Determine if it requires any third-party systems and factor in any additional costs. Some automated recruiting tools require separate subscriptions to other HR software to function fully. Factor any additional costs into your purchasing decision.

Assess Implementation and Support

Even with strong out-of-the-box integrations, implementing an automated recruiting system can be challenging. Consider each provider’s implementation, training, and support options:

• Do they offer implementation consulting to help configure the system to your specific needs?
• Is training available for both administrators and end users? Effective training is key to adoption.
• Do they provide ongoing support after implementation? You’ll want help with any questions or issues once you start with the new system.
• Can you customize or tailor the system to your workflows if needed? Some flexibility will allow for the best fit.

By thoroughly evaluating a system’s integration capabilities and available resources upfront, you can ensure the automated recruiting solution you choose is the best fit for your needs. This approach also helps minimize headaches during and after implementation. With the right solution in place, you will gain valuable efficiencies and insights to strengthen your recruiting efforts.

Assessing Candidate Experience and Engagement

A candidate's experience during the recruiting process can make or break their impression of your company and their desire to work for you. The automated recruiting systems you evaluate must provide candidates with an engaging, simplified experience. Here are some factors to consider:

Communication

How does the system handle communicate with candidates? It must send regular updates on the status of their application and next steps to keep them informed. Automated emails and SMS text messages are standard. Look for personalization options to address candidates by name. Two-way communication via a candidate portal or messaging system is even better, allowing candidates to ask questions and get timely responses.

Application Process

The application experience is the candidate's first interaction with your company. An optimized process can encourage more and higher-quality applications. Consider factors such as how long the application takes to complete, how user-friendly the interface is, and how well it works on mobile devices. Look for features like saved progress, LinkedIn profile importing, and the ability to review and edit before submitting.

Assessments

Does the system offer skills assessments, personality profiles, or other tests to evaluate candidates? These must fit your needs and corporate culture. Look for assessments that are mobile-friendly and provide useful insights into candidates. Candidates must also receive feedback on their assessment results.

Interview Scheduling

For candidates moving forward to an interview, the scheduling process must be as automated and convenient as possible. Look for a system that provides a self-scheduling option where candidates can view available interview time slots and book one that suits them. Integrated calendar syncing and reminders can be particularly helpful.

Onboarding

If a system can start onboarding new hires as soon as they accept an offer, that's a big plus. It should collect relevant paperwork, benefit enrollment information, and other details to speed up the process. An automated onboarding checklist helps ensure no tasks are missed. The sooner new hires are onboarded, the sooner they can become productive members of your team.

By focusing on these key elements of the candidate's experience, you can choose an automated recruiting system that will engage top talent and leave them with a great first impression. Candidates will appreciate an efficient, thoughtful process and be more likely to join your company.

Comparing Pricing and Implementation Support

Comparing pricing and implementation support across different automated recruiting systems is an important part of your evaluation process. The costs and level of service can vary widely between solutions. You want to make sure any system you choose fits your budget and needs.

Pricing Models

There are a few common pricing models for these types of software:

• Per job posting: You pay a flat fee for each job you post through the system. This model works well if you have a high volume of jobs to fill.
• Monthly subscription: You pay a fixed monthly fee for access to the system. Fees usually depend on the number of users and features. This provides more flexibility and may be better if you have fluctuating hiring needs.
• Percentage of hire: You pay a percentage of each candidate's salary that you hire through the system. This model only charges you when you make a successful hire, but fees can add up quickly for higher-paying roles.
• Custom pricing: For enterprise organizations with more complex needs, many vendors offer custom pricing. This usually involves volume discounts, bundled packages, and add-on fees for extra features or support. You will need to contact the vendors directly to get a custom quote.

Implementation and Support

Look at what level of support each vendor provides to get their system up and running, as well as ongoing support. Things like:

• Setup and configuration: Do they provide any help setting up your account, user profiles, and job boards? Is there an additional fee for implementation services?
• Training: What resources do they offer for learning how to use the system? Are live or video training courses available? Is there an additional charge?
• Account management: Will you have a dedicated account manager or support team to help you optimize the system and address any issues? Or do you just submit support tickets?
• Additional Services: Does the vendor provide other services like sourcing candidates, background checks, or skills assessments that integrate with their system? What added value do these provide?

To find the right system and service package, evaluate vendors based on pricing and support levels. Choose a solution with reasonable fees, reliable implementation, and support for maximum value.

When it comes to automated recruiting systems, don't let the options overwhelm you. Focus on your needs, set a budget, and check reviews. Look for a system that's optimized for the way you hire and makes your recruiting process easier. Follow these tips to find the right tool and simplify your hiring process. The future of recruitment automation is here; utilize it!