The most common use cases for a recruiting CRM

It’s no exaggeration to say that every company could use some candidate relationship management software. This is exactly why HR CRM solutions exist – for hiring managers and their hiring teams to bring quality to any hiring campaign, regardless of industry or job type.

Whether you’re a recruiter for a staffing agency or a hiring manager working with an in-house recruiting team that deals with campus hiring, here are some of the most common use cases for CRM in recruiting!

The most common use cases for a recruiting CRM

CRM and Campus Recruitment

CRM and Campus Recruitment

As candidate experience plays a more central role in the success of on-campus recruiting, CRM solutions prove to be indispensable tools for any recruiter. As recruiting teams identify and engage with potential leads even before graduation, a recruiting CRM provides greater visibility into the candidate pipeline for better tracking and automated brand engagement.

Whether it’s in-person on-campus or virtual recruiting, here’s how talent acquisition professionals are using recruiting CRM to improve their recruiting efforts:

Personalized communication:
A good recruiting CRM can collect a wide range of information, from contact details and interaction history to the source of various leads. The solution allows users to take advantage of collected data.

For example, a recruiting team can launch a customized marketing campaign based on geolocation, school, academic history, or even personal interest with the information collected. Instead of general efforts, you can build campaigns that hit the right spots and appeal to your candidates’ interests.

Improved Marketing Efforts:
Even before the pandemic, Gen Z candidates have already established a significant portion of their Internet presence. The intensive use of smartphones by an entire generation has changed the way recruiters approach information gathering and sharing. In 2021, a tweet for your digital pamphlets will be enough to reach hundreds of potential candidates.

In this landscape, a Recruiting CRM can be the base for all your multimedia campaigns. Other advanced CRM solutions can also read and build candidate profiles to build a comprehensive database of information to fuel the recruitment funnel.

Get valuable information from your event:
Attending career fairs and events is an integral part of most campus recruiting strategies. Whether it’s a virtual or in-person event, a recruiting CRM solution with event features can help a recruiting team get the most out of their event, capture attendee data, and identify potential leads.

If your team uses an event management tool to measure how your attendees interact with certain activities within your event, consider integrating it with a CRM solution. A recruiting CRM can quickly analyze the collected data to identify potential leads.

Let’s say your event management software allows capturing guest portfolios to support engagement. In that case, a recruiting CRM can sort the collected data to highlight participants’ seniority, skills, or past employment. Not all event attendees have the same characteristics. Looking from a recruiter’s point of view, each participant will be suitable for different job openings.

You can then use your CRM to run branded post-event SMS or email campaigns to keep your talent pool engaged, invite them to more events, or entice them with job opportunities tailored to a specific group.

CRM and the staffing industry

CRM and the staffing industry

An employment agency is the ‘intermediary’ between candidates and employers and matches suitable applicants with available vacancies. Like any internal recruiting team, a staffing agency finds many uses for a recruiting CRM:

Maximum lead availability

As an employment agency that works with multiple employers on different vacancies, the need for different active talent pools is always present.

Like an in-house recruiting team, staffing agencies make the most of a recruiting CRM’s ability to send and manage different types of branded campaigns, both SMS and email, to reach and build diverse candidate pools.

Having multiple warm talent pools can save weeks of work for a recruiter. A recruiting CRM can reduce the cost of recruiting new candidates by identifying past applicants, silver medalists, or reaching back to high-performing candidates just as their assignment with their previous employer ends.

CRM as a referral database

Referrals or “peer recruitment” is not a new concept for recruiters. Widely used thanks to significantly lower cost per hire and higher quality applicants, an agency can run referral programs on a much larger scale thanks to the support of a hiring CRM.

It’s very simple: the CRM sends a message to a selected pool of applicants with an attached link. Applicants are encouraged (usually with a reward) to forward the link to suitable acquaintances or relatives they deem suitable for the vacancy in the message.

More in-depth reports for your employers

The employers always have the final decision whether or not to hire the candidates your agency has vetted. A powerful CRM can share candidates and reports among users. A recruiting CRM can serve as a line of communication between the agency and its clients, ensuring that no hiring decision between the two parties goes unnoticed.

CRM and high volume recruiting

CRM and large-scale recruiting

With the Covid-19 vaccine in widespread use, many companies are resuming recruiting new talent. Some companies use large scale recruiting to fill hundreds of available positions. Without the help of recruiting solutions like recruiting CRM software, high volume recruiting would be an incredibly tough job. Multiple automation features allow users to receive and process hundreds if not thousands of leads with CRM software.

The challenges
Most of the challenges associated with high volume recruiting stem from the sheer volume of applicants a recruiting team has to handle. Here are a few common issues you often encounter when recruiting large numbers.

1. Sort quality candidates
Processing a wide variety of job openings, each with hundreds of applicants, can be a daunting task. In this situation, notes and spreadsheets just won’t cut it.

2. Last minute vacancies
Due to the rapid nature of large-scale recruitment, it is common to have available roles close to the deadline. If a position is displayed this way, it means recruiters have to scramble to find suitable candidates for the job.

If your team has already defined groups of candidates based on skills, backgrounds, or availability within your recruiting CRM, your response time to sudden positions can be significantly reduced.

3. Team coordination
Large-scale recruiting is characterized by fast processes and short hiring cycles, where candidates would move through your pipeline significantly faster than traditional recruiting. Not to mention the workload for each individual will be significantly higher. In this situation, a hiring manager needs to pay extra attention to team coordination to avoid miscommunication and maintain a smooth workflow.

CRM as a solution

There are some excellent CRM software vendors that provide excellent solutions for large-scale recruiting, including Rakuna.

Rakuna CRM solution users always have access to a centralized database of candidate information to have an overview of where candidates are in the hiring process. Rakuna integrates with your current ATS, constantly updating the CRM database with the latest information.

Rakuna CRM can automate tedious tasks like sending email and SMS campaigns. CRM automation tasks allow recruiters to track and maintain a constant reach of passive leads and automatically remove those you’re already hiring or those who aren’t interested in your opportunities.

An up-to-date database also means recruiters can work without worrying about each other’s feet. No recruiter will unknowingly work on a candidate who is already in touch with another member of your team.

To experience first-hand how Rakuna CRM can support your large-scale recruiting efforts, you can book a demo with us


A CRM’s wide range of tools makes it an ideal tool to support the needs of your recruiters. We hope you have more ideas on how to best use their CRM solution, or for those who don’t have a CRM for recruiting yet, you can start thinking about adopting it.

Still not sure if you should use a recruiting CRM? Watch out for these characters in your company and start your search today!

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