Core Features
1. Centralised Database – Does the system offer a single platform to store all candidate and client data?
2. Resume Parsing – Does the system automatically extract candidate information from resumes to populate profiles?
3. Job Posting Integration – Can the system post jobs to multiple job boards and social media platforms simultaneously?
4. Resume Screening – Does the system offer keyword and skill matching for fast candidate screening?
5. Candidate Profiles – Are profiles comprehensive, capturing resume data, communication history, and interview stages?
6. Customisable Pipelines – Can the recruitment workflows be customised to match your agency’s processes?
7. Bulk Emailing – Does the system allow you to send bulk communications to candidates?
8. Automated Drip Campaigns – Can you set up automated messaging sequences to nurture candidates over time?
9. Two-Way Email Integration – Does the system sync with your email to automatically log communications with candidates?
10. Multi-Channel Communication – Can you engage candidates via email, SMS, and social media directly from the platform?
11. Mobile Optimisation – Is the system mobile-optimised for use on smartphones and tablets?
12. Cloud-Based – Is the system cloud-based, providing anytime, anywhere access?
13. Calendar Integration – Does the system integrate with calendars (Google, Outlook) for scheduling interviews and meetings?
Sourcing & Talent Pool Management
14. Talent Pool Segmentation – Can you categorize candidates into talent pools based on skills, experience, or industry?
15. Advanced Search Filters – Does the system allow for deep filtering of candidates (e.g., location, job title, skills)?
16. Resume Database Search – Can you easily search the entire resume database to match candidates with jobs?
17. Candidate Engagement History – Does the system track all communication and engagement with each candidate?
18. Internal Notes – Can recruiters leave notes on candidate profiles for future reference?
19. LinkedIn Integration – Can the system import candidate profiles from LinkedIn?
20. Social Media Sourcing – Does the system offer features for sourcing candidates directly from social media?
21. Boolean Search – Does it support Boolean search logic for advanced candidate searching?
22. Candidate Ownership – Does the system track candidate ownership between different recruiters?
Candidate Experience
23. Candidate Portal – Does the system offer a candidate self-service portal for job applications and updates?
24. Mobile-Optimised Application Forms – Are application forms optimised for mobile devices?
25. Application Status Tracking – Can candidates track the status of their applications?
26. Custom Branded Career Pages – Can the system provide branded job posting pages?
27. Automated Notifications – Does the system send automated application confirmation and status updates?
28. Interview Scheduling – Can candidates self-schedule interviews or update availability?
Client & Job Management
29. Client Management – Can the system store and track information about your agency’s clients?
30. Job Order Tracking – Can you track job orders and client requests in real time?
31. Client Collaboration – Does the system allow clients to access candidate shortlists or job updates?
32. Client Relationship History – Does the system log communication history and activities for each client?
33. Job Descriptions – Can you create, store, and customise job descriptions?
34. Client-Specific Reporting – Can you generate reports for clients on recruitment KPIs and candidate progress?
Compliance & Security
35. GDPR Compliance – Does the system offer features to ensure compliance with GDPR and other data protection laws?
36. Data Retention Policies – Can you set up automated data retention policies to comply with privacy regulations?
37. Consent Management – Does the system track candidate consent for data storage and processing?
38. Audit Trails – Are all actions within the system logged for auditing purposes?
39. Role-Based Access Control – Can you control access levels for different users within your agency?
40. Data Encryption – Is candidate and client data encrypted in transit and at rest?
41. Two-Factor Authentication (2FA) – Does the system support 2FA for enhanced security?
Reporting & Analytics
42. Dashboard Customisation – Can you customise dashboards for a real-time view of recruitment metrics?
43. KPI Tracking – Can the system track key metrics such as time-to-hire, cost-per-hire, and source of hire?
44. Customizable Reports – Can you generate custom reports tailored to specific metrics and business needs?
45. Pipeline Analytics – Does the system offer insights into the health of candidate pipelines?
46. Source Effectiveness Reporting – Can you analyse which job boards or sources produce the best candidates?
47. Recruiter Performance Analytics – Can you track individual recruiter performance metrics (e.g., placements, productivity)?
48. Candidate Engagement Metrics – Does the system provide analytics on candidate engagement (e.g., email open rates, response times)?
49. Client Reporting – Can you create and share performance reports with clients?
50. ATS vs. CRM Metrics – Can you analyse ATS (applicant management) metrics separately from CRM (relationship management) data?
51. Forecasting Tools – Does the system offer forecasting tools to predict hiring needs or placement success?
52. Diversity Reporting – Can you track diversity metrics in your candidate pool and placements?
Workflow & Automation
53. Automated Workflows – Can you set up automated workflows for candidate screening, scheduling, and follow-ups?
54. Task Management – Does the system allow recruiters to set tasks and reminders for follow-ups?
55. Interview Management – Does the system streamline interview scheduling, including automated reminders?
56. Interview Feedback Collection – Can the system collect and centralize feedback from interviewers?
57. Offer Management – Does the system support offer creation, approvals, and tracking?
58. Reference Checking – Can the system automate or track reference checks for candidates?
59. Onboarding Workflows – Does the system offer post-hire onboarding features for successful candidates?
60. Customisable Notifications – Can you set up custom notifications for specific recruitment events or milestones?
Integration Capabilities
61. Email Integration – Can the system integrate with your email provider (e.g., Gmail, Outlook)?
62. Calendar Integration – Does it sync with calendar applications for interview scheduling?
63. Job Board Integration – Can the system integrate with popular job boards and recruitment websites?
64. Social Media Integration – Can you connect the system to social media platforms (e.g., LinkedIn, Facebook)?
65. HRIS/Payroll Integration – Does the system integrate with HR or payroll systems?
66. CRM Integration – Can the ATS integrate seamlessly with your CRM or offer combined ATS/CRM functionality?
67. API Access – Does the system offer API access for custom integrations?
68. Assessment Tools Integration – Can the system integrate with candidate assessment and testing platforms?
69. Video Interviewing Integration – Can the system integrate with video interviewing tools?
70. Accounting/Finance Software Integration – Can it sync with finance software to manage invoicing or placements?
Candidate Relationship Management (CRM) Features
71. Long-Term Relationship Tracking – Can the system track long-term interactions with passive candidates?
72. Automated Nurturing Campaigns – Can you set up automated campaigns to nurture passive talent over time?
73. Personalized Messaging – Can you send personalized messages to candidates based on their skills or interests?
74. Candidate Engagement Tracking – Can you monitor how candidates interact with your agency (email opens, responses)?
75. Social Media Relationship Building – Does the system allow for candidate engagement through social media channels?
76. Passive Candidate Tracking – Can you track candidates not actively seeking jobs and maintain regular contact?
77. Content Sharing Tools – Can the system distribute articles, blogs, or updates to candidates as part of an engagement strategy?
78. Event Invitations – Does the system allow you to send out invitations to events, webinars, or job fairs?
79. Surveys and Feedback Collection – Can the system send out and track candidate satisfaction surveys?
80. Referral Tracking – Does the system allow candidates to refer others, and can you track these referrals?
Usability & User Experience
81. Ease of Use – Is the system user-friendly and intuitive for recruiters with varying technical skills?
82. Customisable User Interface – Can the interface be customized to suit the needs of individual recruiters?
83. Mobile App – Does the system offer a fully functional mobile app for recruiters on the go?
84. User Training Resources – Are there training resources, tutorials, or guides available for your team?
85. Customer Support – Does the system provide reliable customer support, and what are the response times?
86. Onboarding & Implementation Support – Does the vendor offer assistance with onboarding and system setup?
87. Multilingual Support – Does the system offer support for multiple languages if you operate globally?
88. Custom Branding – Can you customise the interface and candidate-facing communications with your agency’s branding?
Pricing & Scalability
89. Transparent Pricing – Is the pricing model transparent, and does it align with your agency’s budget?
90. Pay-Per-User or Seat – Does the system charge per user, and does it offer scalability as your team grows?
91. Free Trial or Demo – Is there an option for a free trial or demonstration before purchase?
92. Scalability – Can the system scale to accommodate more users, clients, or candidate volume as your agency grows?
93. Data Storage Costs – Are there additional fees for data storage, or is it included in the pricing model?
94. Annual vs. Monthly Billing – Does the vendor offer flexible billing options (monthly, annually)?
95. Maintenance & Updates – Are software updates included, or are there additional costs for upgrades?
Vendor Reputation
96. Industry-Specific Expertise – Does the vendor specialise in recruitment technology for agencies?
97. Customer Reviews & Case Studies – Are there testimonials, reviews, or case studies from similar agencies?
98. Innovation and Development – Is the vendor known for regularly updating the software with new features?
99. Vendor Longevity – How long has the vendor been in business, and what is their market reputation?
100. Community and User Forums – Does the vendor have a community or user forum where agencies can share insights and tips?
This checklist is designed to give recruitment agency owners a comprehensive framework for evaluating new ATS/CRM software, ensuring it aligns with their business needs and enhances operational efficiency.
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