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CRM for Recruitment Agencies:
A 2022 Guide for Recruiters

​5 mins read | Updated May 05 2022

Optimizing the recruitment process is key to every recruiter’s success in this era – so that they can attract, engage, and retain the top talents. CRMs for recruitment agencies provide a powerful tool for recruiters to unite their internal team, set deadlines, and track progress – thereby enhancing the business’s efficiency. If you are looking for an exclusive recruitment CRM software, this buyers guide is definitely meant for you!

What is a recruitment CRM?

Recruitment CRM (aka, Customer Relationship Management) is a cloud-based system that allows users to holistically manage their recruiting and staffing process. It is a tool for business development from leads to deals / prospects to customers.


Recruitment CRMs provide a fantastic all-in-one solution for staffing businesses to manage relationships with their clients in just one single pipeline. Thanks to the ability to properly source and constantly engage applicants, recruiters have a much better greater chance of improving their working process’ efficiency and growing their business.

Recruitment CRM vs ATS

When mentioning recruitment software, people often get confused between two terms: CRM and ATS. The former is designed to be a centralized database of leads and clients. Based on that, recruiters better scale up their performance, develop their talent pools, and nurture relationships with clients more effortlessly than ever. In other words, a CRM for recruitment agencies is born to serve as a hub for business development.

The latter, on the other hand, is mostly utilized for the purpose of managing the application process. By reducing the amount of time spent on time-consuming and repetitive administrative chores, it assists recruiters in streamlining their recruiting processes. As a result, an ATS for staffing agencies is an excellent tool for expediting the recruiting process.

Why CRM for recruitment agencies is a must now

Recent disruptions – the Covid-19 pandemic, and political conflicts, to name a few – have wholly reshaped the business environment. According to the USA’s Bureau of Labor Statistics, in February 2022, nearly 3% of the country’s workforce quit their jobs. Despite recent job openings, millions still find themselves jobless until now.


Due to the effect of the Great Resignation, millions of people have headed in different directions regardings their career path. In fact, self-employment is now a new norm – with about 500,000 reported in the US. These changes have resulted in a critical talent shortage, especially in more tech-savvy industries.


What strategies can organizations use to deal with the present talent shortage? More and more are turning to recruitment agencies for assistance. Recruiters will face both possibilities and problems as a result of this shift. Staffing companies now have no option but to use the most up-to-date technologies in order to remain competitive in the marketplace. Various recruitment CRM software has been developed and released as a result of this, each of which has its own set of advantages and disadvantages.

How do CRMs for recruitment agencies work?

The introduction of CRMs for recruitment agencies has completely transformed the recruitment industry. Nowadays, such a system is a crucial component of every headhunter’s tech stack – thanks to the variety of benefits.

Enhance client experience

CRMs for recruitment agencies are designed to personalize your client’s experience - which, in turn, will boost the chance for conversion. Thanks to the ability to segment the audience and assign unique tags to specific contacts, recruiters now have a better ground to customize their conversations with clients.

Facilitate business development

Recruitment CRMs are meant to assist staffing organizations in their engagement with clients. As mentioned above, these systems serve as centralized databases - where all information about the clients’ needs, business goals, preferences, etc, is stored. Based on the data collected, recruiters can understand what resonates most to clients – before making essential adjustments to their strategies. This, in turn, helps enhance the quality of your business relationships – thereby improving client retention, as well as potentially gaining referrals from your existing customer database.


Not to mention, a good CRM allows your team to free up time needed for admin tasks – so that they can focus more on connecting with and taking care of clients.

Help to manage the deal process

Recruitment CRM software provide an amazing solution to managing deals across various territories. With one, all deal information is visualized in one single dashboard; hence, you should know immediately which stage the transaction is in right now.

Must-have features of CRM for recruitment agencies

All in all, a good CRM software for recruiting companies should come with the following functions:

  • Document management

  • Social sourcing

  • Job flow

  • Activity tracking

  • Email & Calendar sync.

  • Billing & Invoicing

  • etc.

 

Best practices of using CRM for Recruitment agencies

Now that we’ve learned the importance of CRMs for staffing companies, let’s look at a few tips on how to take advantage of these systems for maximum growth:

1. Get it right from the beginning

Recruitment CRMs take away the burden of manually doing administrative tasks such as logging activities and writing the same emails over and over again. Additionally, one helps recruiters visualize at which step the journey with their clients is. Hence, make sure all information about your clients is inputted properly in the beginning.

2. Don’t forget to continually update

More “classic” recruiters often make the mistake of communicating with clients – without keeping track of it in the organization’s systems. That behavior can present horrible consequences when you work within a team – as the other members will have no idea where everybody is. For this reason, it is mandatory you constantly update information in the CRM.

3. Automation is king

One purpose of CRMs for recruitment agencies is to improve your business efficiency via automation features (e.g: email scheduling, activity reminder, Gmail/Outlook integration). If you want to make the best out of it, be mindful of these functions – and leverage them for maximum productivity whenever possible.

Buyer’s Guide: How to find the best CRM for recruitment agencies

Given the availability of countless recruitment CRM software in the market, it may be challenging – especially for startups/ small businesses/ independent recruiters – to make a choice. Choosing the wrong one is costly – as most of them require a monthly/yearly subscription, and changing the system is no joke.


Overall, there are a few things to consider when looking out for the best CRM for recruitment agencies. Depending on the size of your organization, you may want to adjust the requirements as appropriate:

  • User Interface (UI): The purpose of a CRM for recruiters is to streamline the operations as much as possible – so the first thing you need to care for is an interface that allows for easy navigation, data sorting, candidate interaction, and workflow management.

  • Simplicity: CRMs for recruitment agencies are meant to enhance team collaboration – by providing a single source of truth. As a result, the system should be straightforward to get used to – even for people with little tech background.Integration: A good CRM system should be easily integrated with other workplace software and media platforms.

  • Pricing: You want to put your money where your mouth is. Depending on the size of your business, a staffing solution may work better than others. Often, a reputable CRM provider will have various packages for clients with different needs.

  • Customer support: One thing we noticed is that recruiters – specifically, the more “traditional” ones – often struggle with getting used to new technologies. Not to mention, the features that work for you now may not in the future – as your business grows. Hence, we recommend you always prioritize a CRM provider who can provide training and support when needed.

Vincere CRM – The ultimate solution for recruiters

Relationship management with customers may be difficult, especially for B2B companies. The journey is often long and needs a lot of back and forth. Staffing organizations will struggle to compete in today's market if they don't have an effective CRM system.


Vincere CRM is a premium solution for those looking for the best CRM for recruitment agencies. Unlike many other similar products, ours is designed by experienced recruiters, who have been active in the industry for decades. 


Vincere Core is a cloud, web-based system that integrates CRM and ATS in one platform. With it, recruiters can effortlessly streamline their processes – while also figuring out which clients are worth the investment and which are not. What’s more, if you need help, our team is always ready to provide support on a 24/7 basis.
Learn more about the features of Vincere’s recruitment software here:
https://www.vincere.io/recruitment-crm-ats

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