Buyers Guide

What is recruitment software?

Whether you're a large business with a full HR team or a small business with key individuals leading the hiring and firing, recruitment software is something you need to know about. Often abbreviated to RMS, which stands for 'Recruitment Management System', it can sometimes also be referred to as 'e-recruitment' or an 'online recruitment system'.

In essence, it is a software tool that has been designed to help companies automate their recruitment process, while also enabling them to find, attract, assess, interview, hire and onboard new staff. Using recruitment software, a recruiter can manage the entire process from one easy-to-use system. They are widely used by a number of businesses, from enterprises to universities, charities and entrepreneurial ventures.

Recruiting software encompasses a number of software applications, which typically operate as standalone solutions that are then integrated into existing human resources management software (HRMS). This means it can work seamlessly alongside other key functions such as payroll, compensation management, bonus payments, and talent management.

Key Features

There are several key features of recruitment software. These include:

- A user-friendly interface, which brings everything together under one administrative space that is easy-to-use. This can help when training other staff on how to use it.

- It can automatically post job listings to various sites, including your own and external job banks. This can save you endless hours having to go through and post everything manually. It also means your job postings are consistent across the board, and you are reaching a wide number of people with your listing. This can help you get the best talent applying for your job posts.

- As the online application software runs online. It also enforces the input of relevant data in a valid format. This can help to prevent manual error from causing issues, such as with incorrect spellings of e-mail addresses and postal addresses. These slight discrepancies could cause a potential new member of staff to not receive key information, such as job acceptances or contracts. It could also cause issues further down the line with payroll. Getting everything correct from the very first moment helps improve your efficiency.

- Capture resumes using the software, which can then be saved securely. This will help you to gain a strong talent pool that you can refer back to for future listings as well.

- Efficient and effective data warehousing.

- With recruitment software, you will be able to use the analytics software in order to assess and rank potential applicants. This can help to speed up the interviewing process and ensure only the most applicable get seen. It also saves you a significant amount of time in having to go through hundreds of CVs.

- Scheduling software, which helps you to manage the entire recruitment process seamlessly. It plays a key role in task management.

- Generate contracts with the recruitment software.

- Keep track of applicants and jobs, so you always know who is applying and how many jobs you're recruiting for.

- Integrate your recruitment software with your existing human resources management systems seamlessly. This will help you to remain productive and efficient, and can also ensure you don't waste time trying to make two conflicting systems work side-by-side. Instead, you can guarantee that they will match up from the outset.

- Generate reports so you can let your managers know how your recruiting process has gone each month, including how many jobs you posted, what the response was like, how many people you have called back for an interview, and who you have hired.


Whether recruiting software is used by an HR team or recruiter in-house, or is adopted by external recruiting teams, it ultimately helps to save companies money and time. Rather than having to spend time trying to keep track of applicants through various e-mails, spreadsheets and communications, recruitment software instead keeps everything together under one easy-to-track roof.

It is a fool-proof system, in which you can always see the status of any job posting or application. It enables you to upload and store all of your information to one database, which you can easily search. This is protected, and also helps to prevent manual errors to ensure all information is up-to-date and correct. You don't need to waste time chasing up missing details.

With having everything uploaded online, this is also particularly useful with your risk management reports. No matter what happens to your office, whether it was to get burgled or caught on fire, all of your information can always be accessed remotely and safely. It is protected in your recruitment software and can be easily recovered.

Recruitment software also helps you to screen out any unsuitable applicants, of which you will get many applying just to chance their luck on a particular job. It will efficiently and automatically route applicants that it thinks you'll be interested in direct to the recruiting manager, to ensure greater speed in the hiring process. This also helps to save time and reduce the burden on your team who may otherwise have to manually look through hundreds of CVs. This labour-intensive work can sometimes mean that key information is missed.

The efficiency of recruitment software also means that the applicant gets a better experience throughout the hiring process. It is quick, seamless and communication is stronger. The project management is also much more organised, meaning you are more likely to get the talent you want to attract choosing your job over any others. With the ability to report on your hiring too, you will also be able to ensure you are getting the most work done with your time, and are recruiting in a productive way. If you aren't, you'll be able to find areas to improve on.

Current trends

Recruiters are now going mobile in order to act quicker in securing the best candidates. They will be making use of their smartphones and tablets to get interviews with perfect applicants as soon as they can. Many recruitment software developers are therefore keeping this new trend in mind when working on their applications. Expect to see new changes that are more mobile-friendly.

With this shift online, it is also much more common to see online job applications. Less hiring professionals want their desks cluttered with countless resumes and cover letters, and tools are now being developed to help manage this process more effectively online, routeing incoming applications and checking them off so hiring managers can easily sift out unqualified applicants to find the perfect talent for them.