The Ultimate Guide to Success Using Recruitment Agency Software

Introduction


When starting an agency, it can be hard to envision how you’re going to make it
successful.


There are so many things to juggle, consider and get right – so use this blog article
as a guide and checklist for the key things you can do to make your agency
prosperous.


What does recruitment success look like?

1. A Good Reputation and Positive Reviews

It seems obvious, but a successful recruitment agency will have an established
reputation, with a list of positive client and candidate testimonials. Their presence
will also be well-known in their industry, and they will hold an advantage over their
competitors.


    2. A Dedicated Account Manager

    No matter if you’ve got a large or small team, it’s important to have a dedicated
    account manager for all your client’s concerns and queries.

    Clients will get confused and frustrated if they have to talk to multiple people to
    get the job done – the simpler you can make the pipeline, the more effective you’ll
    be at retaining clients.


    3. Honest Communication

    Ever heard of “ghosting” in recruitment? This is something you will definitely NOT
    want to do if your business is to be successful.

    “Ghosting” essentially means that when a recruiter reaches out to a candidate, the
    recruiter will halt all communication, often randomly. When the candidate reaches
    back out to the recruiter, they aren’t able to get back in touch, leaving them
    confused about where they stand in the job application process.

    Train your team in a way that encourages them to use transparent and honest
    communication, for all parties involved. In turn, this will allow you to have a
    positive brand reputation.


      4. Powerful Industry Expertise

      You’ve got to be able to talk the talk, as well as walk the walk. Make sure that you
      and your team are up to date with the latest industry trends, knowledge of the
      latest happenings in that industry and know all the tiny details that the client
      expects you to know.

      It’s not always straightforward at first, but by immersing yourself fully into that
      industry, you’ll be on the road success.


        5. Consultative Services

        Finally, remember that the client doesn’t only want you to give them placements
        that do well, but wants you to be that helping hand to lean on when they need
        advice.

        From anything to do with talent acquisition, DE&I, to EVP and retention strategies,
        you’ll want to make sure you know how to help the client if they come to you for
        guidance.


        What role does Recruitment Agency Software play in your agency?


        While you’re busy strengthening relationships with your clients and candidates,
        recruitment agency CRM software will help you streamline your administrative tasks.


          1. Candidate Onboarding & Management

          Candidate onboarding usually involves getting the candidate to complete a
          physical application form, then making various communications (phone or email)
          to check their suitability for the role.

          With temporary recruitment agency software, such as PrimePRO, you can
          automate this whole process. All the recruiter needs to do is add their name and
          email address to the system, send the application form, and it’s done.

          Now in the candidates’ hands to complete, their details will be automatically
          uploaded to the system for you to review in due course. As a recruiter, you can
          keep track of the candidate’s progress in completing the form, and even take over
          should the candidate get stuck or confused.


            2. Ensuring Compliance

            Before a candidate can be booked out in PrimePRO, they have to be eligible to
            work. This process is easy with the mobile-friendly application form, allowing you
            to request what compliances you need from the temp worker.

            You can automate this process with the use of identification document technology
            for the right to work verification. TrustID’s integration with PrimePRO requests
            identification documents from the candidate, and asks them to take a live selfie.

            So you can make sure that you’re avoiding booking anyone fraudulent, mitigating
            the hefty fines that come with it, and are staying compliant.


              3. Filling Bookings

              Making bookings is important for addressing clients’ fluctuating staffing needs
              and temporary workforce gaps – allowing you to retain your clients.


              You can keep track of and manage all your bookings with one simple planner in
              PrimePRO. The colour-coded traffic light system (green for filled shift, yellow for in
              progress and red for open shifts) will help you easily determine where you’re at
              with everything.


                4. Online Timesheet Management

                Automating timesheets means you can increase efficiency and accuracy, by
                eliminating the need of paper-based timesheets or human management.


                As well as improving the accuracy of timesheets generated, any changes made by
                the consultants to the planner (whether they cancel a shift or extend bookings)
                will be automatically reflected in the timesheets.


                This means your accountancy team can easily be sure that the timesheets are up
                to date with the shifts worked. This gives you a better overview of how your
                temporary workforce is performing.


                Within PrimePRO, you can set parameters of rates and set rules for rates for
                different days, which automatically updates the timesheet when the booking is
                made. You can then edit and approve, also giving access to a client through a
                portal.


                Another bonus is the ease of real-time updates. If you need to adjust timesheets
                to reflect any changes in bookings or candidate assignments – you can do this
                with the click of a button.


                5. Tracking time & attendance

                You’ve got so many things on your mind as a recruiter, so it can be another
                difficult task to manage when it comes to checking if your staff are working the
                times that they should be.


                PrimePRO’s built-in time and attendance system equips agencies with an efficient
                of managing the candidate timesheets. Candidates can scan a QR code to clock in
                upon their arrival to work, and scan it again to clock out upon leaving.


                This will automatically update the timesheet to the hours they actually worked –
                making your job easier, but also making you look great in front of your clients who
                value modern timesheet management and speedy, automated processes


                Time and attendance systems such as PrimePRO’s, will give the candidate the
                option of scanning a QR code when they get to work and leave, automatically
                updating the timesheet.


                  6. Invoicing

                  As you’re often paying your workers weekly, this is a critical aspect of your
                  operations.


                  To speed up processes, PrimePRO will automatically process invoices in the
                  week-end procedure and get a detailed breakdown ready to email to the client
                  from the software.


                  All you need to do is begin the process of consolidation which will automatically
                  create the invoices, select the invoices that you wish to send, and email them to
                  your clients, all in one click of a button. Additionally, your clients can view the
                  invoices from their portal if they’d like to – an easy and convenient process for all
                  parties involved!


                    7. PAYE Payroll

                    As you’ll see by now, there are several things to get right before we get to this
                    payroll step. But getting this one right is crucial for your reputation among
                    candidates.


                    PrimePRO allows you to create umbrella reports, payroll files, and self-bill invoices
                    for Limited Company workers. WTR, or Holiday pay is automatically calculated for
                    you too.


                    You can complete the recruitment process with PrimePAY, the HMRC-recognised
                    payroll software solution which allows you to run a full weekly PAYE temp payroll.
                    In a few simple clicks you can… create and send payslips, pension files, submit
                    RTI’s to HMRC, create BACS files and P45, P32 or P60’s.


                    8. Reporting

                    A key part of measuring your agency’s success, reporting on data trends and
                    analysing this data is easy when you know how.

                    Luckily, PrimePRO gives you reporting functions on gross margin reports,
                    candidate new starters, bookings (completed, in progress, cancelled) and more.

                    This not only allows you to track your agency’s progress but also gives freedom to
                    different teams to be able to share insights. For example, your payroll team might
                    want to check the candidate new starters report to double check their payroll
                    information.


                    Conclusion

                    So, whether you’re a well-established agency or just starting out, if you’re looking
                    for agency success, it’s key to think about how you can streamline your team’s
                    workflows to make your recruitment agency as efficient as possible.


                    The global recruitment software market size was valued at $1,753.2 million in 2017
                    and is projected to reach $3,095.8 million by 2025, exhibiting a CAGR of 7.4%
                    during the forecast period. This growth is driven by factors such as the need for
                    enhanced communication capabilities, productivity of recruiters, and the adoption
                    of cloud-based solutions to streamline recruitment processes.


                    Efficiency will then turn into profitability, which results in further growth for your
                    recruitment agency business!

                    Request a demo of our modern and easy-to-use CRM and Payroll software to
                    discover how your agency can reach its full potential.

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                    The Ultimate Guide to Success Using Recruitment Agency Software

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