Bespoke Recruitment Agency Software
Bespoke recruitment agency software is custom built software that has been specifically designed and developed to meet the niche requirements, workflows and processes of a recruitment agency. This software can encompass a variety of recruitment specific features including candidate management & comms, customer relationship management, job creation, posting and tracking, interview scheduling and whole host of other useful tidbits that can make recruiters lives a lot easier!
Design and Development
Designing, developing and ultimately implementing bespoke recruitment software solutions requires a comprehensive understanding of the specific needs of the agency in question, the workflows they would like to be incorporated or added and ultimately - the end goals that the software needs to achieve. The process can be as unique as the software itself but typically involves multiple stages (as any software project should!). Here’s a breakdown of some of the key steps usually taken in the design and development process.
Requirement Gathering & Analysis of Current Environment
Engage with Stakeholders & Users
Usually, the process kicks off with gathering information from key stakeholders and indeed the individuals who will be using the software within the recruitment agency. Think recruiters, HR professionals, managers and IT teams. This can be done through interviews, surveys or a manner of the companies choosing with the purpose being to understand the agency’s challenges, existing systems and any inefficiencies they are experiencing that they would like to be improved via the new software.
Identify the Required Features & Outcomes
From the feedback gained by engaging with stakeholders, document the required features and outcomes the system must provide. For features, this could include things like - a candidate database, integration with certain job boards, automated job posting and candidate comms and reporting features. For outcomes, this could includes things like - ensure all jobs are posted within 24 hours of being created, reduce candidate follow ups by 50% through regular contact automation and provide agents with access to self serve reports as an example.
Specific Needs
Whilst recruitment agencies generally offer the same services, there are many different types of recruitment that are a bit more nuanced in and outside of the realms of 'normal' recruitment practices. An example of this is a company who recruits only for the healthcare industry whereby they may need to implement specific candidate vetting features based on regulatory requirements. Another example would be a tech recruitment firm who works with clients that requires candidates to undertaken a coding test as part of the process which creates a need for the coding test to be included in the system.
The System Design
Determine How the Software Should be Built
Once the requirements and features to be included are understood, the system then needs to be designed to incorporate them. This involves aspects such as the system architecture, the technology stack, the structure of the software, the detail on how any integrations that are required will be set up and of course, it's appearance. It's crucial during the design phase that the purchasing company feeds back on any proposed designs as it allows changes to be made before the development starts.
The Development
Write the Code
Now we understand what the system needs to achieve and how it's going to do that - it's time to start the actual development. At this stage, the developer or development team will write the code to create the system based on the design.
Good Practice
It is good practice for developers to use a methodology such as Agile which means individual sections of the software are being created, tested, revised and improved to ensure they are as they need to be once the software is ready to go live. It is also common (and good practice!) for the developers to focus on creating an Minimum Viable Product (MVP) first so the purchaser can ensure it looks and functions as it needs to before adding in specific features. The MVP for a bespoke recruitment system could include a database of clients and candidates, a portal for clients and candidates without any of the job board integrations, automated emails etc.
Testing
Functional Testing
Functional testing involves testing each of the features to ensure they work as they should i.e. candidate follow up emails should be triggered when they apply for a job, integrations with job boards should work as intended. The system as a whole should also be tested during this stage with testers trying out all aspects of the system and ensuring they work together in the correct way.
User Testing
User testing, as the name suggests, is having the intended users (usually a small group) test the system themselves. Users will generally focus on the interface and the specific processes they will be using and provide feedback regarding this which may end in amendments, changes or additions. Recruitment agents may want to ensure they're able to track and be notified of job openings, automate scheduling interviews and that the candidate data is collected and structured as expected.
Performance Testing
Last but certainly not least is the performance testing. This testing focuses on the overall performance of the software, usually under different scenarios to ensure it can manage variable workloads.
The Deployment (and Training)
Deployment
Once all key stakeholders are happy that the system works as it should, it's time for the implementation. Depending on the specific company, the rollout may be done in phases or all at once. In the recruitment space, it might be decided that the software should be rolled out to the recruitment agents first and once they are comfortable, the candidates and then the clients. If the software isn't too complex however, the decision may be to just give all user groups access at the same time.
Training
Different companies will complete their user training at different times - hence the brackets in the section title! Some may wish to ensure their users are trained up prior to rollout but it's probably more common to have the software deployed first so users can then do their training within their own working profiles. Training is so important for user adoption, is a recruitment agent doesn't know how to make a shortlist of candidates for example and they're under time pressure from their client, they may revert to doing it in the previous way cancelling out any benefits of having new software.
On-going Maintenance & Continuous Improvement
Once the software solution is implemented, working as it should be and the users are able to use it the company should have regular maintenance and updates carried out to ensure it remains bug-free and performing in an optimal way. It is also a good idea to continuously collect feedback on the system to allow for on-going improvements, additions and changes to be made.
Key Features
Because we're talking about custom software, the features will vary depending on each unique system. However, there are some key features that are prevalent across bespoke recruitment software in particular - here we explore some of them -
CRM Integration
Integrating recruitment CRM solutions with other recruitment software is a popular way to effectively manage candidate and client relationships. These systems essentially act as a central repository for all candidate and client data, enabling recruiters to store, track and update profiles, resumes and application histories from candidates and maintain contacts, jobs and contracts for clients as well as automating communication for both where required through channels such as email, SMS and social media.
Job Opening Management
Another common feature recruitment firms tend to require in their bespoke software is the management of job openings and advertisements. Custom software can be built to allow recruiters to define the roles, responsibilities and qualifications required for a job before creating the advert (AI generated is possible!) and automatically sharing it across multiple different channels such as job boards, company websites and of course, social media. By automating this process, the agency can save time and effort whilst ensuring job opportunities reach the target audience quickly and efficiently.
Candidate Profile Management
Candidate Profile Management is often the core component of bespoke recruitment software for the simple fact that all recruitment firms need a way to do this! A bespoke system can be built with features for easy upload, segmentation and tracking of CVs. Depending on the types of resumes the company tends to receive - the software can be built to accept various file types with built in parsing tools that can automatically extract key details like contact information, skills and experience to create structured profiles. In addition, the system can be developed to include advanced search tools that will allow for filtering of profiles based on certain criteria such as qualifications, job preferences or application status.
Social Media Integration
It's rare in this day and age to come across a recruitment company who don't use Social Media to advertise their jobs and attract candidates. And so, it is a common requirement or bespoke recruitment systems to have some sort of integration capability with one or more social media platforms. This can help recruitment agencies reach a significantly wider pool of candidates, be proactive about approaching candidates and save a ton of time by pulling profiles and CV's directly into their software system.
Benefits of Bespoke Recruitment Software
Bespoke Software by it's very nature brings companies regardless of their industry a whole host of benefits because it has been designed to meet their needs exactly. For recruitment, bespoke software can make the recruitment process a much smoother and more efficient affair for all involved. Here, we will take a look at three of the most prevalent benefits found in bespoke recruitment solutions.
It's Cost Effective
A common barrier to going bespoke is the perceived costs associated with doing so. Whilst upfront costs may be higher than if a company was choosing an off-the-shelf solution, the lack of licensing fees, not paying for unnecessary features and utilising existing systems as part of the new one rather than replacing them usually ensures the custom system pays for itself in the long run. Remember, bespoke systems are literally designed and developed from scratch - they don't already exist which is why they can be designed to meet a companies needs exactly.
It Increases Productivity
Customised recruitment systems can really boost productivity. A very common requirement for bespoke software in the industry is the automation of time consuming and repetitive tasks particularly relating to uploading, parsing and pulling out key details from documentation such as CVs and Cover Letters and automating some types of communication (confirming a candidate has successfully applied for a job for example). This can ensure recruiters are more productive by giving them the time to focus on the areas of the business where they can really drive results.
It Saves Time
Time saving is another core benefit that recruitment agencies can enjoy through the use of bespoke software. As we have covered above, automation of labour heavy tasks can free up time for recruiters to focus on high value areas such as client comms and candidate interviews. In addition, by having just one centralised platform to use for all of their tasks, this saves time through having to switch between multiple systems, reduces mistakes and ensures data is only entered once rather than several times. Other time saving features can be introduced into custom recruitment software such as advanced filtering so candidates can be easily identified based on client requirements.
Challenges and Considerations
Now we've covered why recruitment companies SHOULD consider bespoke software, let's take a look at some of the key challenges and important considerations they must also navigate before jumping in!
The Upfront Cost
We've already mentioned that the upfront costs for bespoke software (recruitment or otherwise) do tend to be higher than off-the-shelf solutions - it does after all need to be designed and developed from the ground up and that of course requires resources that need to be paid for. So, recruitment firms need to consider whether they have the means (and want) to make the upfront payment, safe in the knowledge there are no on-going costs (unless they require additional work for maintenance, upgrades or new features). If they don't wish to or cannot make a large upfront payment then they can explore off-the-shelf solutions, albeit at a risk of paying much more over time - including for unnecessary features - than the bespoke software would have cost to build.
The Time Required
If bespoke recruitment software is to be designed and developed properly, chances are it's going to take time. And quite a bit of it at that (depending on the requirements of course). Unlike off-the-shelf solutions, custom software is not readily available and needs to be designed, developed, tested and rolled-out, allowing time throughout this process to make changes and amendments as required - this generally is not (and should not!) be a quick process although again, there are exceptions depending on the complexity.
The Resources Required
Inevitably, there are going to be resources required from the clients side throughout any software development project. Notwithstanding the initial resources required to gather the information needed to determine the requirements, this could just be for ad-hoc check in meetings, answering the occasional question from the developers etc. On the other hand, if there is significant complexity involved with the new system the time required from the client might be much higher if there are aspects they need to provide input on.
If the recruitment company in question has money, time and resources in unlimited amounts, then the above can be disregarded! However, we're firmly in touch with reality here at Cool Code and we know for most organisations, (recruitment or otherwise) these aspects do need significant thought given to them.
How Can We Help?
At Cool Code Company, we have and continue to work with clients in the Recruitment & Consulting industries, helping them streamline their end to end recruitment processes and wider operations, saving them time, money and in some cases - their sanity. Whether you're looking for an all in one bespoke recruitment management system that manages the end to end process for both client and candidates, crm software to manage your clients and prospects or an integration between two systems so data can be exchanged between them - we can help. Get in touch with our friendly team today to see how we can help you transform the way you work.
We never outsource our projects and all of the work we undertake is carried out by our experienced team in Nottingham.
A Case Study
We know, we know - talk can be cheap! So, why not see what Adhook had to say about their experience with Cool Code Company when we helped them turn a tried and tested idea regarding job advert building into a quick, effective tool that is now not only offered in their training and support packages but on a monthly licensing model too!
