An Overview of Recruitment Management and Recruitment Management Software

Vũ Khôi

Author at Wotech Electronics Blog

Among the many related tasks of the HR department, recruitment is the one that accounts for the highest share, both in volume and importance. Most of this work is directly coordinated by management levels such as the HR manager or HR director. The specialized term for this is recruitment management, with a whole series of tightly linked tasks. Organizations or businesses with large, frequently changing workforces can even build a dedicated department for recruitment management to ensure that staffing needs are always met quickly and effectively.

What is recruitment management?

Recruitment management is the search for and recruitment of the candidates best suited to vacant positions in a particular department of the company.

This work demands quality and creativity in how it is done, because at any one time, a recruitment manager may have to hire hundreds of people for many different departments while still ensuring candidate quality as required.

The role of recruitment management

Recruitment management work identifies and defines roles for each position, and those doing the recruiting are responsible for assessing the skills and qualifications of each candidate.

Typically, the recruitment manager will cooperate with the hiring manager to share all information about the position and job requirements before the recruitment process begins. At this point, they can either draft their own job description or ask the hiring manager to write one based on their earlier discussion. As a result, the hiring manager is usually the one who proactively sources candidates, but the recruitment manager is the one who reads resumes and interviews the promising candidates. Usually, the recruitment manager is the last person to decide whether to hire a candidate.

The tasks of a recruitment management role

• Receiving staffing supplement requests from departments in the company

Departments that are short of staff will contact and send requests for additional personnel to the human resource management department, specifically to the recruitment manager.

• Submitting hiring requests to leadership for approval

From the requests received, the recruitment management department reports to superiors to seek direction on whether to plan additional hiring.

• Writing and posting job ads

Once approved, posting candidate-search information will be the recruitment manager's next task.

Drafting job postings with complete information about requirements, the position, and a specific job description..., while also choosing suitable and trustworthy online recruitment channels to post the ads.

• Receiving candidate applications

The company can receive candidate applications directly at the office, via email, or via email linked to recruitment channels.

Applications must be compiled daily and a plan made to screen suitable candidates to avoid overload.

• Sending the list of prospective candidates to the department that needs staff

The recruitment manager will personally screen the list of suitable candidates and pass it to the department head who needs the staff for checking and a second round of approval.

This step is very important because the department head knows the requirements of the understaffed position best, and which candidate qualities matter most.

In addition, special requests for the interview can be noted specifically by the department head, making things easier for the interviewer.

• Scheduling interviews

From the approved candidate list, the HR department will arrange interview appointments based on the working hours of both the interviewer and the candidate.

Typically, the interview appointment notice is sent to candidates by email; if the recruitment manager wants a preliminary interview, they can notify by phone.

• Reporting interview results to superiors

After interviewing all candidates, the recruitment manager will compile a report for superiors.

Leadership and the department head who needs the staff will discuss together, weigh the choice of suitable candidates, and send the list of successful candidates back to the HR department.

• Contacting successful candidates and arranging start dates

The recruitment manager will contact the successful candidates directly to agree on the start of the probationary period. After that, sending a confirmation email with the agreed time is considered professional notification practice.

If there are any changes from either side, the exchange should take place via email so that leadership, with the email attached, can stay regularly updated.

• Evaluating candidate results after the probationary period

Recruitment management work continues with tracking the probationary performance reports from the candidate's direct manager.

In fact, during the probationary period, the recruitment manager may have to look for new candidates if the probationary employee or the direct manager feels the other party does not match their wishes and expectations, or would be hard to retain long term.

• Reporting to leadership and completing the official hiring file

If the candidate's probationary results are rated well and meet the company's requirements, the manager will compile a report for superiors and proceed with the official labor contract signing process.

Applying technology for effective recruitment management

For large businesses and organizations, the volume of recruitment work is huge. To save time and raise the productivity and work efficiency of recruitment managers, equipping them with recruitment management software is the trend today.

Through this software, all tasks related to recruitment management are automated according to set criteria, for example:

• Creating the company's own CV templates

• Quickly compiling candidate information by each CV criterion

• Automatically screening the candidate list by one or several criteria, depending on the recruitment manager's choice

• Compiling report lists, evaluating candidate fit, and assessing the effectiveness of recruitment channels... all calculated automatically and shown in concrete numbers

• Online interviews with remote candidates or when the interviewer is on a business trip...

Recruitment management software

Recruitment management software, also known as recruitment software, is a system that helps manage every activity in an organization's recruitment process — from building a recruitment website, posting job ads, and filtering candidate information to interviewing, storing candidate files, and reporting on the recruitment process, etc. — improving efficiency and saving the business time and money.

Recruitment management software is a component of the HR management system within a business. It can be said that recruitment is the springboard for successful HR management.

Free or paid recruitment management software all help solve problems in recruitment — work that seems simple but runs into no small difficulty, given an abundant labor supply where suitable candidates still can't be found.

SimERP

SimERP provides a recruitment management module that helps businesses easily build and manage the steps in the recruitment process, from sourcing candidates to signing labor contracts.

Advantages

Managing the hiring process (job postings and applications): SimERP allows businesses to organize recruitment teams, promote job postings, and track applications with ease. With SimERP, a business can track all applications and build a database of skills and profiles with indexed documents.

Job posting: SimERP automatically connects to the most famous job websites: LinkedIn, Monster, Craigslist, etc. Each job position gets a new email address that is automatically allocated to route directly to the position being recruited. Whether the candidate contacts the recruitment manager by email or uses some other online method, the business obtains all data indexed automatically (resume, contact information, CV), and the recruiter can respond with a single click by reusing reply letter templates.

Customizing the recruitment process (defining stages and interviews): SimERP's recruitment management module lets businesses of any size create their own recruitment strategy. With SimERP, the business can use the Kanban view and customize the steps of the recruitment process: initial screening, the first interview, the second interview, etc.

Streamlining the recruitment process (numbering applications, tracking candidates, searching files): SimERP helps businesses track candidates throughout the recruitment process with a smart Kanban view. In addition, the business can save time by automating some communications with email templates.

Documents such as resumes and work summaries are also indexed automatically, allowing the business to easily search for specific skills and build a database of profiles.

Integrated surveys (defining online/in-person surveys): Many businesses often ask, "How can we improve our recruitment methods?" We have one piece of advice: use SimERP's surveys. You can create your own interview framework based on SimERP's best practical experience. In addition, you can use the design of surveys tailored to questions to create your recruitment process. Ask candidates to fill in online surveys, or have interviewers use them in in-person interviews.

Furthermore, the business can also receive accurate statistics on recruitment links and simultaneously get reports comparing the performance of different investments across external recruitment channels. Based on this comparison, the business can easily change its recruitment plans and strategies.

Disadvantages

Lack of support: Although SimERP has a customer care system, some users are not entirely satisfied with this offering due to long waiting times.

Base E-hiring

Base E-hiring is the first achievement of the effort to build a domestically branded recruitment software with effectiveness on par with international solutions. It is the first complete ATS (Applicant Tracking System) recruitment management system in Vietnam, fully featured to support recruitment in every aspect.

The Base E-hiring recruitment software has been successfully deployed at more than 200 large and small Vietnamese businesses across many fields, including ACB, VIB, VPBank, VietCredit, VinCommerce, SCommerce, The Coffee House, Yola, Decathlon, etc.

Advantages

Base E-hiring's packages are divided by the number of login accounts, not by the product's level of advancement. Therefore, Base E-hiring's big advantage is that whichever package you sign up for, you get all the most advanced features.

Candidate information management: Base E-hiring manages candidate information both in the recruitment pipeline and in Talent Pools. Recruiters can freely choose the criteria for building Talent Pools — for example, by department, by job level, or by work location, etc. The candidate's entire application history is saved along with other relevant information and evaluations. Base E-hiring develops candidate search by 3 main methods: searching by data in the application, by information in the CV, or by the tags assigned during classification.

Job posting: Base E-hiring has an advantage over other recruitment software because it is the only system that links with Vietnam's leading recruitment websites to post job ads in bulk. Businesses also get a dedicated recruitment website built for free when using this software. All candidate CVs collected from various sources are automatically compiled into a single shared system.

Screening and evaluating candidates: Recruiters can use the screen CV or Filter feature to filter applications by pre-set criteria. For each recruitment position, Base E-hiring allows setting weights for the required competencies to form a spider-web diagram for evaluating candidates at interviews. In addition, the ranking feature with notes also makes it easy to compare candidates.

Online interviews: The recruiter sends a link to the candidate, and the online interview can take place right on the system without installing any additional software or paying extra fees. Base E-hiring also includes a pre-installed set of interview questions and a recording function, providing maximum support for the interview process.

Automatic email: Base E-hiring provides bulk email sending by topic, personalized for each candidate.

Integrated API: Base E-hiring builds an open API to integrate with all applications in the Base Platform, necessary tools, and third-party software.

Reporting: Automatic reports are designed visually and updated in real time: an overview report on recruitment effectiveness, a report on the ROI of each recruitment channel, a report on conversion rates at each step of the recruitment process, etc.

Mobile use: Base E-hiring has a phone app, compatible with both Android and iOS.

Suitable pricing: Based on the number of accounts, businesses can choose one of 3 monthly service packages:

• Basic Plan 850,000 VND/month for 5 accounts

• Business Plan 2,490,000 VND/month for 20 accounts

• Advanced Plan 5,250,000 VND/month for 60 accounts

Disadvantages

Base E-hiring is still a fairly new product on the market, so it is not widely known and has few reviews from customers who have used it.

Talent Solution

Talent Solution is a connection — recruitment & talent management solution designed for each business, applying the most advanced technologies to attract candidates from every source, on every device.

Some of Talent Solution's notable customers in Vietnam include United International Pharma, GreenFeed VN, Acecook Vietnam, Bac A Bank, SHB Finance, Saigon Paper, APEC Group, etc.

Advantages

Candidate data management: Talent Solution attracts and pools candidates into the company's shared talent network called the Talent Network. The Search feature is developed with 3 modes — search candidates, search members, and search jobs — with advanced search algorithms.

Job posting: Although this software allows posting job ads on social networks such as Facebook and LinkedIn, Talent Solution's system only collects applications from the business's own recruitment website and the job-search page.

Screening and evaluating candidates: Talent Solution builds and develops a criteria-screening algorithm, through which unsuitable candidates can be eliminated and candidates with the same criteria grouped together.

Automatic email: Talent Solution provides an automatic email system that sends job opportunities and the latest company updates to members. This is the main means of connection within the Talent Network. Although it does not integrate with the Calendar to send interview reminder emails, recruiters can create tasks on the system to trigger automatic notifications.

Reporting: Talent Solution's quick statistics feature updates the status of job postings, the situation and effectiveness of postings for each job and each recruitment channel, the handling of candidate applications, users' latest actions, etc.

Disadvantages

Online interviews: Talent Solution's online interview feature is still underdeveloped.

Mobile use: No mobile app has been built yet.

Talent Solution's service quote will be decided after the business contacts the provider.

Zoho Recruit

Zoho Recruit is a recruitment management software rated as quite user-friendly, providing a comprehensive view of candidates and the business's recruitment needs. Every step of the recruitment process is tracked and recorded to serve as the basis for visual cues.

Zoho has a broad customer base, including businesses in many countries and territories such as Career Up (Canada), YourSales (Netherlands), NRG Recruitment Company (Romania), and Workforce Manpower (Singapore), etc.

Advantages

Candidate data management: When using the candidate lookup tool, recruiters can review each candidate's complete profile including name, profile photo, contact information (email, phone, address), and other social links. Notably, Zoho Recruit provides a tree-diagram interface and stores candidate data corresponding to each status (contacted, unqualified, rejected, etc.)

Screening and evaluating candidates: Zoho Recruit's screening feature works on the basis of pre-set criteria that each candidate must meet. If a CV fails to meet any of those criteria, it is automatically filtered out when the recruiter wants to review details.

Automatic email: The built-in Zoho Phonebridge app allows recruiters to easily schedule, set reminders from within the system interface, and send bulk emails to candidates.

Reporting: Zoho Recruit builds and develops a fairly complete reporting feature covering the status of job positions, the number of candidates at each recruitment step for each position, the effective posting-source rate, etc.

Disadvantages

Job posting: Zoho Recruit's recruitment sources are mostly US-based websites, not suited to Vietnam's recruitment sites.

Online interviews: Zoho Recruit has not developed this feature.

Integrated API: The ability to integrate with other enterprise software providers remains quite limited.

High price: Zoho Recruit's 3 service packages are priced according to the number and quality of features, but they are all at a fairly high price level, specifically:

• The Free Edition package has only a few basic features

• The Standard package costs $25/account/month

• The Professional package costs $50/account/month

• The Enterprise package costs $75/account/month.

Conclusion

Talent is the key factor — having good employees is the initial foundation for the success of every business. Therefore, recruitment management is always a heavy-responsibility job, as it is where talent is received and screened.

Thanks to recruitment management software, businesses and managers can streamline many steps of candidate sourcing, leaving more time to focus on candidate quality — and as a result, the performance of many businesses has improved significantly.

Above are all the basic facts about recruitment management that we want to share with our readers. If you have any further questions, leave a comment below this article and we will give you a quick answer!

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