Recruitment Database

What is a Recruitment Database and How to Use it?

Imagine having a list of thousands of candidates in one spreadsheet. That’s not all. Now, imagine trying to search for details of individual candidates within this sheet, what a cumbersome process! Having a recruitment database makes it so much easier.

It reduces the hassles recruiters have to face while hiring- from jotting down the data, keeping a tab on the new updates, posting job openings in different platforms, and more. Let’s jump into more details:

What is a recruitment database?

This database acts as a repository of all your candidates, details, previous and current openings, applications, and more.

This database is easily searchable and makes the recruiter’s job much easier. It helps them keep a tab on all the contacts that reached out to them or vice versa. It keeps on growing with the help of recruiting database software.

Why should we use a recruiting database?

  1. Easily searchable
  2. Easy to hire the next candidate
  3. Access to all important information while hiring
  4. Enhances the hiring process of your organization
  5. Automate regular processes
  6. Have ready templates for messages and important communication with candidates.
  7. An enhanced candidate experience

How to use it?

Using a database is essential but feasible only if you have quality recruiting data. Here is how you can use your recruitment database:

Say you have a job opening for a Human Resources Executive within your organization. Your first job is to blacklist candidates who do not meet the eligibility criteria so that they get rejected automatically.

However, if you see candidates who you would like to shortlist, you should attach notes or specifically tag them into specific categories to ensure better clarity.

How to find the correct recruitment database for your organization?

Here are a few things you should be focusing on in order to choose the best recruitment database for your organization:

Easily accessible

Your recruitment database should be easily accessible and readily available at any given time or day. 

A one-stop solution for your requirements

Be it posting jobs, finding candidates, or shortlisting/rejecting them- everything needs to be in one place. It should be a seamless process avoiding the need for multiple platforms for different requirements.

Tagging and easy management

Tagging makes it more convenient for admins to get specific candidate data readily available. Along with that, filtering candidates should be equally simple and seamless.

Distribution of jobs

While this feature was not available in older recruitment databases, it is considered to be a great feature to have now.

A modern candidate database can post job openings on different portals, social media platforms, and job boards.

Find the source of your applications

A good recruitment database will give you the exact source which provides you with quality hires. Whether it is from a social media platform, a job portal, or any other place- you will find the best source for your candidates.

How to manage a recruitment database?

Start planning before beginning the recruitment process

Enter the data right away rather than piling it up each and every day. Formulate a proper plan to be followed before and after the hiring process begins. But remember to keep it flexible according to the later requirements.

No possibility of duplicate entries

Get an Applicant Tracking System that will avoid duplicate entries from candidates. Hence, it will call for better management of the applicant database with only single entries by each candidate.

Candidate segmentation

Your database should be able to segment your candidates according to their skills, locations, experiences, and more. 

This offers a well-arranged database with easy-to-find details for the recruiters.


How do you maintain a recruitment database?

Ensure some pre-planning before you start your hiring process. At the same time, do not pile up candidate data making the process more cumbersome. Rather it is beneficial to update the data right away.

At the same time, get an ATS that will avoid duplicate entries in order to remove unnecessary applications.

What database do recruiters use?

People often rely on these database software:

Workable: Workable offers hiring tools and automation of processes as well. It helps in sourcing the candidates and simplifying decision-making.

Bamboo HR: This is a solution for small businesses which includes Applicant Tracking Software and the feature of onboarding as well.

SpringRecruit: SpringRecruit is a free-forever solution for all hiring requirements. The next best thing about the platform is its simple user interface for the clients. No clustered and confusing dashboards with meaningless data. Over 920 companies use this platform.

How do you use data in the recruitment process?

The data that your recruitment process provides helps you in:

  1. Understanding the budget for your hiring process.
  2. Avoiding bad hires.
  3. Predicting what is next in your hiring process.
  4. Make improvements in your hiring process.
  5. Conducting more objective hiring

Dhristi Shah

I am an Associate Content Marketer at Springworks. I love writing new content that relates to and helps you all (aka my readers).

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