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The Ultimate Guide to Finding the Best Recruiting CRM Software

Alexandra Amaricai
21th March, 2023 · 9 min read

Recruiting has become a complex process with a large number of candidates applying for job openings. This is where the role of recruiting CRM (Customer Relationship Management) software comes in.

According to a report by Research and Markets, the global recruiting software market size is expected to reach USD 1.753 billion by 2027, growing at a CAGR of 6.9% from 2020 to 2027. The increasing adoption of AI-powered recruiting software and the need to streamline the recruitment process are some of the major factors driving the growth of this market. Additionally, a survey conducted by TalentLyft found that 72% of recruiters believe that technology has made their hiring process more efficient, indicating the importance of leveraging technology in recruitment. These statistics highlight the growing demand for recruiting CRM software and the need for recruiters to choose the right tool to stay ahead in the competitive job market.

With a CRM, recruiters can manage and organize their candidate data, communication, and workflow effectively. However, finding the right recruiting CRM software can be a daunting task, given the vast number of options available in the market.

In this guide, we aim to help recruitment agencies and independent recruiters choose the best recruiting CRM software for their needs. With this guide, you can make an informed decision and streamline your recruitment process, saving time and resources while ensuring you attract and hire the best talent for your organization.

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What is Recruiting CRM?

Recruiting Customer Relationship Management (CRM) software is a specialized system designed to help recruiters manage and streamline their recruitment processes. It allows recruiters to keep track of their interactions with candidates, automate various tasks, and analyze data to make more informed decisions. Essentially, it is a tool that helps recruiters build and maintain strong relationships with potential candidates, resulting in more successful hires.

This software allows businesses to manage relationships with job seekers and potential candidates, enabling them to save time and eliminate manual data entry. With recruitment CRM, talent sourcing managers can sort through thousands of applications with ease, build a database of potential candidates, and evaluate their skills and past experiences to assess their fit for the company. Moreover, recruiting CRM software helps businesses attract and identify the best applicants, evaluate and select the most qualified candidates in real time, and build credibility and trust with potential hires, making them more eager to join the team.

Why you need a Recruitment CRM?

Rishabh Gupta, the CEO of Labs64, outlined that: "Recruiting CRM software is a game-changer for talent sourcing managers as it streamlines the recruitment process and enables efficient management of candidate relationships." (source:

Using a recruitment CRM, talent-sourcing managers & recruitment agencies can:

  1. Improve the candidate experience: With a recruitment CRM, you can provide timely and personalized communication with candidates, keeping them engaged and informed throughout the hiring process.
  2. Save time and effort: With automated workflows, a recruitment CRM saves talent sourcing managers time and effort by eliminating manual tasks such as data entry and resume screening.
  3. Identify the right candidates: Recruitment CRM software helps talent sourcing managers identify and isolate the best candidates for a job opening by filtering through large pools of applicants based on their qualifications, experience, and other relevant factors.
  4. Collaborate effectively: Recruitment CRM software allows talent sourcing managers to collaborate with hiring managers and other team members in real time, ensuring that everyone is on the same page throughout the recruitment process.
  5. Track and analyze recruitment data: Recruitment CRM software enables talent sourcing managers to track and analyze recruitment data such as candidate sources, time-to-hire, and cost-per-hire, providing valuable insights to optimize the recruitment process.

Companies with high-volume hiring needs, those in highly competitive industries, and those looking to fill niche positions can all benefit from recruiting CRM software. Additionally, recruiting CRM software can be helpful to companies that need to keep track of large volumes of resumes and job applications.

Overall, a recruitment CRM is an essential tool for talent-sourcing managers & recruitment agencies who want to streamline their recruitment process, improve the candidate experience, and identify the best candidates for their company.

Benefits of Recruiting CRM

Recruiting CRM software can benefit both small recruitment agencies and independent recruiters. Some of the key benefits include:

  1. Massive Talent Pool: With a recruitment CRM, you can build and maintain a vast database of candidates, enabling you to quickly and easily search for potential hires. This means you can save time on candidate sourcing and have a larger talent pool to choose from.
  2. Tracking Recruitment ROI: Recruitment CRM software can help you track the success of your recruitment campaigns and measure the ROI of your efforts. This information can help you adjust your strategies to optimize your recruitment process and improve your results.
  3. Better Interviewing Process: A recruitment CRM can help you better organize and manage your interview process. You can easily schedule interviews, send automated interview reminders, and track feedback from interviewers. This can help you make more informed hiring decisions.
  4. Time- and Cost-Efficiencies: A recruitment CRM can help you save time and reduce costs associated with the hiring process. By automating tasks like resume screening and interview scheduling, you can focus on more strategic tasks like building relationships with candidates and clients.

For small recruitment agencies, a recruitment CRM can help level the playing field with larger competitors. It can enable you to quickly and efficiently find candidates, manage client relationships, and measure your success. For independent recruiters, a recruitment CRM can help you work more efficiently and effectively, enabling you to manage the workload and grow your business.

How to choose the best Recruiting CRM?

Recruiting CRM is a crucial tool for recruitment agencies and independent recruiters. But with so many options available in the market, it is hard to choose the best one for your business needs.

Here are some factors to consider when selecting the right recruitment CRM software:

  1. Scalability: As your business grows, your recruitment needs will evolve. Therefore, choose a recruitment CRM software that can scale your business. Evaluate the software's scalability by checking if it can handle large volumes of data and has the necessary features to accommodate your business growth.
  2. Customization: Every recruitment agency or independent recruiter has its unique way of working. Hence, choose a recruitment CRM software customized to fit your specific needs. Look for software that allows customization of workflows, fields, and reporting.
  3. Integration: Recruitment is a complex process that involves different tools and systems. Choose recruitment CRM software that can integrate with other tools and systems, such as job boards, social media, and HRIS. This integration can help streamline your recruitment process and improve your hiring outcomes.
  4. Analytics and Reporting: Data is critical in recruitment. A good recruitment CRM software should have robust analytics and reporting capabilities. It should provide insightful data on recruitment metrics such as time-to-hire, cost-per-hire, and candidate source. This data can help you make informed decisions and optimize your recruitment process.

Make sure that you also consider such factors as your budget and the size of your business. If you're a small recruitment agency or an independent recruiter, you may not need feature-rich software that's designed for large companies. You’ll want software that is user-friendly and doesn't require a lot of training to use. Look for software that has an intuitive interface, simple navigation, and easy-to-use features. Recruiting software offers many benefits that can revolutionize the hiring process for small recruitment agencies. We’ll discuss them in detail in the next section.

Reasons Why Small Recruitment Agencies Should Invest in Recruiting Software

Recruiting software streamlines and organizes the recruitment process, saving recruiters time and increasing productivity. It eliminates the need for multiple spreadsheets and allows access to all data and inboxes in one place. Staffing software automates repetitive tasks, such as screening resumes, scheduling interviews, and sending emails, which allows recruiters to focus on other critical tasks.

Improved Candidate Experience
Staffing software offers a user-friendly platform for both the candidate and the recruiter, resulting in a positive candidate experience. It also helps to enhance the employment brand and showcase a good image of the company in the market.

Better Hire
Recruiting software can filter out numerous applications and present the best-suited candidates out of the vast talent pool. It also simplifies the process of finding candidates for job positions that are difficult to fill.

Competitive Advantage
Staffing software gives small recruitment agencies a competitive edge by providing quick and smooth communication and tracking the entire application process, which helps them to hire faster.

Hiring is More Collaborative
Recruiting software allows for a well-coordinated team effort, as it documents the entire hiring process and provides opportunities for all team members to contribute equally.

Save Cost
Recruiting software can help small recruitment agencies save costs by eliminating the need to invest in other infrastructure required by the recruitment agency. The latest technology is cloud-based software, and payment is service-based, making it a cost-saving opportunity.

Simplify Recruitment
Recruiting software simplifies the recruitment process, making it more convenient and optimized for smartphones and other similar devices. It enables small agencies to reach a high volume of people and attract them more effectively to apply for the position, boosting productivity and amplifying business growth.

In summary, investing in recruiting software can provide small recruitment agencies with the tools necessary to streamline their hiring process, save costs, and stay competitive.

Key Features of Recruiting CRM Software

Recruiting CRM software comes equipped with a wide range of features designed to streamline the hiring process and improve the overall recruitment experience. Here are five key features to look for when choosing a recruiting CRM software:

  1. A. Candidate Management

    Candidate management allows recruiters to efficiently organize and manage the candidates' data, resumes, and other application documents in one place. This feature also provides advanced search options and filtering, allowing recruiters to find and shortlist the most qualified candidates quickly.

  2. B. Hiring Pipeline

    The hiring pipeline allows recruiters to track candidates' progress through each stage of the hiring process. This feature also provides recruiters with an overview of the entire recruitment process and helps them identify any potential bottlenecks that may increase the time to hire.

  3. C. Client Management

    Client management in CRM software for recruitment enables recruiters to manage their clients' information and job requirements effectively. This feature allows recruiters to track clients' feedback and communicate with them easily, which helps to build stronger relationships with clients.

  4. D. Chrome Extension

    The chrome extension in recruiting CRM software is a powerful tool that allows recruiters to quickly import candidates' data and resumes from LinkedIn with just a few clicks. This feature saves recruiters a significant amount of time and effort in manually entering candidate data.

  5. E. Collaboration Suite

    The collaboration suite of CRM for recruiting allows recruiters to collaborate with candidates and clients in real-time. This feature provides recruiters with a centralized platform for communication, file sharing, and feedback, which helps to improve the hiring process's efficiency.

CRM vs. ATS: Which is Right for Your Company?

CRM and ATS are two commonly used software solutions in the recruitment industry. CRM stands for Customer Relationship Management, while ATS stands for Applicant Tracking System. Both software types have distinct functionalities that cater to different needs in the recruitment process.

An ATS is designed to manage the hiring process by tracking applicant resumes, job postings, interview schedules, and communication with candidates. It is primarily used by larger companies that have a high volume of applicants to manage. On the other hand, a CRM is designed to manage relationships with candidates, clients, and potential candidates. It allows recruiters to manage their communication with these individuals and track their progress through the hiring pipeline.

Benefits of CRM over ATS

While both ATS and CRM have their own benefits, there are some advantages to using a CRM over an ATS for recruitment agencies. One of the main benefits of using a CRM is candidate relationship management beyond the hiring process. A CRM allows recruiters to stay in touch with candidates who were not hired and nurture relationships with them for future opportunities. It helps build a strong talent pool for the company.

Another benefit of using a CRM is the ability to manage client relationships. A CRM allows recruiters to keep track of client interactions, job orders, and candidate submissions in one place. This can help to streamline communication and improve the overall client experience.

According to Jon Beatty, the former President of the American Staffing Association, "The differences between an ATS and a CRM become especially significant in the relationship-building stage with candidates. If you're going to really create a relationship with candidates, you want a CRM." (source:

Best ATS and CRM for recruitment

Some of the best ATS software options for recruitment include Workable, Greenhouse, and Lever. These software solutions are designed to manage the hiring process efficiently, with features like resume parsing, interview scheduling, and job posting management.

Some of the best options for CRM software include Bullhorn, Recruiterflow, and RecruitingCRM. These software solutions are designed to manage candidate and client relationships, with features like candidate sourcing, communication tracking, and talent pool management.

Ultimately, the choice between using an ATS or a CRM will depend on the needs and goals of the recruitment agency. While an ATS may be more suitable for managing high volumes of applicants, a CRM may be a better option for agencies looking to build strong relationships with candidates and clients.

How to Implement a Recruiting CRM

Implementing a recruiting CRM can be a game-changer for your recruitment process but requires careful planning and execution. Here are some steps to ensure a successful implementation:

  1. Set clear goals: Before implementing a recruiting CRM, set clear goals and objectives for what you want to achieve. Identify the challenges you want to overcome, and determine how the software can help you achieve your goals.
  2. Choose the right software: Research and evaluate different recruiting CRM options to find the one that fits your company's needs and budget.
  3. Customize the software: Once you have chosen your software, customize it to fit your specific recruitment process. Configure workflows, fields, and templates, and integrate the software with other tools.
  4. Train your team: Ensure that your team is trained to use the new system, and provide adequate support during the transition period.
  5. Launch and monitor: After implementing the recruiting CRM, launch it and monitor its performance regularly. Use the analytics and reporting features to measure success and make the necessary adjustments.

Best Practices for Maximizing the Value of Recruiting CRM Software

While implementing a recruiting CRM can be highly beneficial, there are also some common pitfalls to avoid that will maximize the value of recruiting CRM software for your recruitment agency:

  1. Lack of planning: Failing to plan for the implementation process can lead to confusion, delays, and ultimately, failure to achieve the desired results.
  2. Insufficient training: Inadequate training for your team can lead to frustration and a lack of adoption of the new system.
  3. Over-reliance on technology: While a recruiting CRM can automate many tasks, it is important to maintain a personal touch and not rely solely on technology.
  4. Failure to customize: Implementing a system that does not fit your specific recruitment process can lead to inefficiencies and wasted resources.
  5. Neglecting ongoing support and maintenance: Regular maintenance and support are essential to ensure that the system runs smoothly and continues to meet your needs over time.

To avoid these pitfalls, you have to follow best practices for recruitment software usage. One of the practices is the regular review of the data and reports. It will help you to identify any trends or areas that need improvement.

Additionally, customizing your dashboards and reports can give you a more detailed view of your recruiting process and help you to make data-driven decisions.

Conducting the training and refresher sessions can also be beneficial for ensuring that all team members are using the software to its full potential. These sessions can include training on new features and best practices for using the software.

Finally, encouraging team collaboration and communication can ensure that everyone works together effectively and that the recruiting process runs smoothly. Such an approach can include using collaboration tools within the software, and regular check-ins and meetings to discuss progress and any challenges that may arise.

Leveraging Recruiting CRM

Recruiting CRM software can help recruitment agencies and independent recruiters streamline their hiring process and increase productivity. By automating repetitive tasks, improving communication and collaboration, and providing valuable insights into recruitment metrics, a good CRM can help you make better decisions and achieve better results.

When choosing the best recruiting CRM, consider your specific needs and goals, and look for a solution that offers the features and functionalities that align with them. Be sure to consider the scalability and customization options, as well as the training and support provided by the vendor.

If you're looking for free recruiting CRM software, try RecruitingCRM, designed specifically for recruitment agencies and independent recruiters. Our software eliminates the need for clunky Excel spreadsheets and offers a user-friendly platform to manage your clients and candidates faster. Try it out today and start maximizing the value of your recruitment process.