Staffing CRM: 15 Things that should be Automated

Humans tend to perform manual labor more quickly than they find a technical alternative. That is because we have been programmed to do mundane tasks since childhood. Automation might deprogram us as far as IT circles are relevant or at least where hiring software is impactful. It’s about time we discussed what can and should be automated by recruiting firms in three main categories: marketing, sales, and recruitment.


Marketing is crucial to ensure the candidate-client experience aligns with the brand. Start it off by reconnecting with old applicants, offering multiple touchpoints, and generally helping sales and recruiting teams to send the right content at the right time. Fortunately, we neither lack ATS software nor we are short of automation tips when it comes to marketing.

  1.  Uploading Spreadsheets Recruitment firms often use spreadsheets to manage their workflow when they are hiring and managing new employees. Spreadsheets are typically used to store and organize data related to applicants, job postings, job descriptions, qualifications, and other relevant information. Spreadsheets can be uploaded to the recruitment firm’s computers or to a cloud-based platform for easy access and sharing.2. Identification of bad/no EmailBad/no email addresses can be identified by running email verification tests on the email addresses collected by the recruitment CRM software. This can be done by sending a test email to the email address and noting the response. If there is no response, the email address can be identified as bad or no email address.3. Referrals from engaged applicantsATS healthcare tracking aside, engaged applicants are likely to be more likely to refer other potential applicants to your business. To encourage referrals from engaged applicants, you can offer them incentives, such as discounts, gift cards, or other rewards for referring new applicants. You can also promote referrals through social media, email campaigns, and other marketing tactics.

    4. Auto-responder to new candidates

    Some candidates only submit their applications and do not bother to listen to you. Auto-responder aids you to respond just once when the application is submitted. You could count on your talent management software to process and get this done.

    5. Frequent communication with previous applicants

    Frequent communication with previous applicants can help an organization maintain relationships with applicants and provide them with updates about new opportunities. Organizations can use email or social media to keep in touch with applicants, sending them notifications about new job postings, updates on the recruitment process, and other relevant information.


    In today’s fast-paced business environment, keeping follow-up emails, coming to terms with new prospects, or nurturing your bond with clients can become a hustle or at least a secondary preference. Should we use staffing software here? Automation of the recruitment sales cycle can result in more business deals, strengthen relationships, and establish a better framework.

    6. Nurture elements with well-timed sequences

    Nurturing elements with well-timed sequences means creating a plan to deliver content or messages to customers or prospects in a deliberate and intentional order. This allows businesses to provide appropriate content or messages to their audience at the right time and in the right context and strengthens a candidate tracking system. It helps build relationships with customers or prospects and encourages them to take action or engage with the brand.

    7. Function with sales leads

    Sales leads in recruitment firms are potential candidates that a recruitment firm has identified as having the skills and qualifications that a client is seeking. These leads can come from a variety of sources, including job boards, resume databases, career fairs, networking events, and referrals. The recruitment firm would then contact these candidates and potentially match them with the right job opportunity.

    8. Automation of emails

    Automation can help recruitment firms streamline their hiring processes by automating mundane tasks, such as sending out mass emails, sorting through applications, and scheduling interviews. Automation can also help recruitment firms quickly identify top candidates, freeing up time for recruiters to focus on more important tasks. Therefore, the automation of emails is suitable for candidate relationship management. Ultimately, automation of emails can help recruitment firms save time and resources.

    9. Check in with current clients monthly

    By staying in regular contact with clients, you can ensure their satisfaction and help them find the right candidates for their roles. This can be done through email, phone, or in-person meetings. Additionally, it is important to provide feedback, updates, and any other necessary information to ensure the client is informed and up-to-date.10. A reminder on new sales

    New sale reminders in recruitment firms can be effective in ensuring that sales staff stay up to date on the latest products and services being offered by the firm. This can help increase sales and help the firm succeed in the long run. Sales reminders can be sent out via email, text, or other forms of communication. Reminders can also be sent out on a regular basis to ensure that sales staff are aware of any new offers that the firm may have recently added


    The applicant rules the recruitment side of the table and your recruiting software can earn you that applicant. From new candidates to contractor assignments, there are a number of spheres where a missed connection or forgotten note means lost revenue to the point of no return. Utilizing recruiting automation provides a suitable experience and makes every step of the recruitment cycle much easier.

    11. Update the fresh candidate from passive to active

    By engaging with the candidate regularly and keeping them in the loop about the hiring process, we can update their status from passive to active. This can be done by providing regular updates about the position, responding promptly to inquiries, and showcasing the company culture in an attractive way.

    12. Reminders for interviews

    Calling for an interview is not sufficient enough. Applicants might be busy with their hectic routines and may not show up. All candidates can be sent an auto-generated reminder. That is how ATS systems function and strengthen themselves.

    13. Updates to applicants

    Automation in recruitment firms can help applicants stay updated in a few different ways. First, automated emails can be sent to applicants to keep them informed on the status of their applications, such as when they have been interviewed or if they were not selected. An Applicant Tracking System (ATS) can be used to keep track of applicants, allowing recruiters to quickly search for and contact them.

    14. Candidate records must be noted at certain intervals

    Could be that your client is not a quick responder or there hasn’t been any progress. If there is no update in a specific period of time, that is where a follow-up automatic email would be courteous and helpful for future deals with the client or candidate.

    15. Regular Feedback

    Automated recruitment firms typically provide ongoing feedback to employers and job seekers by offering detailed reports that track performance metrics such as time to hire, applicant quality, cost per hire, and more. You can offer insights into the recruitment process, such as applicant source effectiveness, job description optimization, and candidate engagement.
    Automation as much as possible in the bright future

    This is where the world is heading; why should we be left behind? Automating tasks relieves employees of stress and rather motivates them to work smart and engage in staffing CRM. This is the process that can make repetition and mundane tasks history and this is also how the whole organization saves time, money, and needless effort.

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