What is Recruitment CRM Software?
CRM stands for Customer Relationship Management – a crucial tool for all your
candidate and client management needs.
As a piece of ground-breaking tech, Recruitment CRM Software helps you
automate tasks, organise your workflow and streamline recruitment. Can you ask for
more than that?
Within PrimePRO, you can manage everything from onboarding, timesheets,
making bookings, reporting and more – with the ability to take it that one step
further with HMRC-recognised payroll software, PrimePAY.
Why do you need Recruitment CRM Software?
You need a recruitment CRM for three simple reasons.
1. Improve organisation
We’re no longer in the days of rolodexes. You can analyse all your bookings with a
colour-coded planner, report on functions with an easy-to-view dashboard, and
organise candidates with filter options.
2. Streamline and save time
By automating tasks such as mass communication and timesheets, you can
streamline tasks and get on with doing what you do best: strengthening
relationships with your clients and candidates, and filling more bookings.
3. Enhance candidate experience
94% of recruiters claim that using recruitment software has positively influenced
their hiring process – so by creating a simpler process for candidates, you’ll create
positive feedback and enhance your agency’s reputation.
Guess what? This leads to further growth for your agency and the retention of
clients! A win-win for all involved.
What tasks can you enhance with Recruitment CRM Software?
On a recruiter’s to-do list, there are several different tasks to complete from day to
day.
Some of those tasks involve a hefty amount of minutes on the phone and drafting
emails, but most are administrative-heavy.
Let’s explore the type of tasks you can enhance and streamline with recruitment
CRM software.
1. Candidate onboarding and registration
Finally, you believe you might have found the perfect candidate after what feels
like a never-ending search. Now, you’re ready to send them a detailed application
form that will help you analyse further if they are suitable for the role.
PrimePRO allows you to customise your application form, with it being reactive to
the job the candidate is applying for. For example, if they select “teacher” then
certain compliances will be requested such as the TRN number.
2. Staying compliant
You’ll want to make sure you’re staying compliant as a temporary recruitment
agency, otherwise, you’ll be in for a nasty fine.
This can be avoided with the use of Identity Validation Technology such as
TrustID.
TrustID’s integration with PrimePRO allows the candidate to upload their
identification documents (such as a passport) and request a live selfie. This will
give you a report of whether the candidate passed or failed the identity
verification process. If they passed, you can get ready to book them out.
Whatever the industry you are recruiting for, you’ll probably need to request
various items such as immunisation reports, DBS certificates, work history,
references and more. In PrimePRO, you can tailor your application forms to the
candidate you are sending to, allowing you to request whatever you need from
them in a straightforward way.
3. Filling bookings
This is probably the most crucial part of your job as a temp recruiter. If you don’t
fill bookings, you’re losing opportunities.
To make your life easier when it comes to this demanding task, PrimePRO allows
you to quickly add bookings within the recruitment CRM software, with templates
available to speed up the process of what you’re adding, as well as having the
luxury of being able to colour code them to keep track of what’s going on (green is
ready to go, red is unfilled, yellow is in-progress). This colour-coded weekly
planner effortlessly helps you monitor what you’ve got coming up.
With search filters available, you can display compliant candidates, who have the
right skill, fit the geographical region (with an optional swanky Google Mapsintegration), individually find their name, and specify if you want them to have
worked with that client before.
A real-time saver is the option of automated mass communication – you can send
candidates a text with the details of the shift, asking them to reply Y or N to accept
the work. You can then send automated confirmations back too.
Once a booking is made, you can send a client confirmation email, adding the
candidate profile/vetting document, client terms and conditions, candidate CVs
and other attachments.
4. Handling timesheets
Manually managing timesheets can be a tedious task. With the added risk of error,
fraud and delays, it will give you the peace of mind to automate the process.
Timesheets within PrimePRO are automatically created based on the booking, so
you can worry less about error.
The rates are automatically applied based on the time of day or day of the week.
As your client may have different rates based on this, this can all be set up in our
back office so it’s automatically applied. No need to worry about any manual
calculations over here.
The agency is then able to edit and approve timesheets as they see fit, as well as
having the option to give clients a portal view to allow them to edit / approve too.
5. Time and attendance
Ever experienced a candidate who lies about their hours on their timesheet?
To make tracking candidates’ time a painless process, PrimePRO’s recruitment
CRM software provides a time and attendance system. So when they’re at work,
they scan a QR code to clock in and scan it again to clock out. This automatically
updates the timesheet of the hours that they worked.
6. Invoicing
As a temporary recruitment agency typically faces unique cashflow challenges,
you’ll want to make it as easy as possible to send invoices to your clients.
Once consolidation has taken place – i.e the timesheets have been processed in
the week-end procedure, the invoices are automatically created for you within
PrimePRO. The invoice will contain a breakdown of details, all ready to be emailed
from the system.
7. Payroll
Payroll can be a complicated process, especially for agencies that manage a mix
of PAYE, umbrella company and limited company workers.
With PrimePAY, our HMRC-recognised payroll system, your time-consuming
payroll tasks can all be automated.
With the option of effortless payroll management, you can eliminate manual data
entry and error by creating automated umbrella reports and payroll files, as well as
create self-bill invoices for limited company contractors.
Furthermore, automatically calculate WTR (Holiday Pay) using either the 12.07%
method or the 52-week average, after your weekend procedures. From there, you
can send payslips electronically, automate pension contributions and enrolment
processes, submit Real-Time Information (RTI) to HMRC effortlessly, create BACS
files for secure bank transfers, and generate year-end reports like P45s, P32s,
and P60s with simplicity and proficiency.
8. Reporting
If you’re into making data-driven decisions to ensure the success of your agency,
then reporting is vital. It shows you the inner operations of your business that you
didn’t have a chance to stop and think about, empowering you to make better
decisions going forward.
PrimePRO’s recruitment CRM software gives you the flexibility to report on
timesheets, which is very useful for analysing the pay and charge rate of each
candidate, allowing you to optimise your pricing strategy and evaluate your
profitability.
With gross margin reports, it’s a straightforward process when it comes to
identifying cost-saving opportunities and financial forecasting, due to having the
ability to compare the cost of sales, national insurance, pensions, average
percentage mark-up, and holiday accrual.
Useful for your team of recruitment consultants, the bookings and new starter
reports permits you to identify completed, cancelled or outstanding bookings. You can then measure your agency’s progress over a period of time.
A vital reporting function, your payroll team can use the candidate starters report
to double-check who you are paying and if you are paying them correctly.
How does this affect your operations?
It’s simple really – more streamlined tasks, means more time for building rapport
with your candidates and clients. This leads to an increase in retention, and
therefore more growth for your agency.
Conclusion
So if you’re currently struggling to juggle all your recruitment tasks, then it’s worth
exploring options of recruitment CRM software to help you enhance your
operations.
Request a demo of our intuitive CRM and Payroll software and discover how your
agency can reach its full potential.
