A software-based applicant management system's primary advantage is that it makes it easier for the HR department to efficiently optimize the whole process. Nonetheless, it should also improve the candidate experience during the application phase. Ideally, this software should cover every step of applicant management from the job ad to the personnel file, which the applicant management system then connects with other HR systems.
The publication and administration of job ads can involve a lot of work, especially when the vacancy is placed on multiple channels to reach as many potential candidates as possible. Good e-recruiting software should take over this work: you can use the software to create the job ad and publish it on a wide range of job portals, the company website as well as in the careers section and emails with just a few clicks. After viewing the ad, visitors should ideally be able to access the online application form, where applicants can enter their data, upload documents and in some cases even link their application profile to accounts on other platforms like LinkedIn.
Some software is even capable of performing resume parsing. Each applicant has their own resume with an individual layout – typically saved as a PDF file. For HR, it is more efficient to define a uniform format using an entry form, but this creates additional work for the applicants as they now have to re-enter all the data from their carefully crafted resume into the entry form. Resume parsing simplifies this process: the software independently extracts the information from the document and enters it into the correct fields. Afterwards, the applicant only needs to check to ensure no errors have worked their way into the resulting document.
The advantage of an extensive applicant management system is that all applications are stored in a structured database and do not have to be manually collated in one place. Moreover, it results in a standardized model, since every candidate uses the same format. This makes it much easier to find key information. Since contact information is also included in the system, the software can also conveniently dispatch invitations as well as offers and rejections.
As all the steps are software-supported, an initial selection can even be performed using algorithms. Using the previously created requirements profile, the applications can be evaluated by the software itself. Of course, this cannot fully replace the personal selection of candidates; HR staff must decide how much trust they are willing to place in the algorithms. But there’s no harm in running the software calculations at least for the first shortlist.
Once you have decided on a candidate, many of their details have already been digitized and can easily be transferred onto the employment contract and personnel file without much additional effort. Furthermore, rejected yet interesting applicants can be added to the talent pool and contacted as soon as a suitable position becomes open. However, it is important to respect data privacy in this regard! Firstly, you need to ask the applicant for permission before you store their personal data for the long term. It must also be ensured that no third parties have access to the data.
A final advantage with this far-reaching system: since all the steps are performed via a single system, the entire process can also be analyzed. Good applicant management software can be of particular help in measuring the success of job ads. How many people viewed the vacancy? How many of them decided to submit an application? An analysis of the measurement results can provide key insights for preparing job ads.
If you decide to use e-recruiting software, you have a range of options to choose from. Either you opt for a finished product that can be used in many different sectors, or you work with a manufacturer to produce a software program tailored to your individual needs. Since the second option is probably much costlier, this course of action is best suited to larger companies. It is also important to have some initial experience with e-recruiting so that you can describe your own requirements precisely.