Staffing Solutions: The Power of Candidate Databases

Employers looking to source and attract candidates will find that it is often a time-consuming and costly part of the staffing process. Although we live in a modern, technological era, many companies still rely on manual and outdated staffing solutions that decrease efficiencies and lengthen the time required to hire new employees.

The shift to digital-based online recruitment has been a game-changer for companies and job seekers. Now employers can build candidate databases or connect with staffing agencies to access their extensive pool of candidates on demand.

This article discusses candidate databases, their benefits and how employers can tap into this tool to increase their staffing ROI.

What is a candidate database?

A candidate database is a software application that collects, stores and organises information about candidates for employment. Each record in a candidate database is known as a “candidate profile,” It typically includes basic contact and employment history, résumé information, current availability, skills and abilities, work preferences or restrictions (e.g., willingness to relocate), as well as other relevant data.

With sophisticated search tools, employers can quickly locate candidates who are a good match for their requirements, using features that allow them to:

• Filter searches by keywords focused on specific skills or qualifications
• Look for candidates within a particular region or metropolitan area
• Merge several candidate profiles into a single record (i.e., bulk editing)
• Compare candidates in tables and charts; track activities such as job postings or completed screenings that are specific to each candidate
• Organise search results in terms of candidate similarity (e.g., find people who are best matches or close matches)
• Create and print out a list of candidates who meet specified criteria

Candidate databases often form part of a company or staffing agency’s overall applicant tracking system (ATS) to streamline the staffing process. A candidate database within an ATS may integrate additional features such as:

• Workflow capabilities (to track important administrative steps in the recruiting process)
• Reporting modules that staffing specialists can use to measure and manage recruiting efforts
• Social media integration that lets employers tap into a candidate’s online profiles for additional information and insights
• Candidate tracking records communication history and the job application submission status.

Staffing agencies and HR teams utilising candidate databases within the overall staffing system understand how valuable those databases are and how they can maximise recruitment by integrating them with an applicant tracking system.

Benefits of a candidate database

From small and medium-sized businesses focused on early growth to established enterprise companies aiming to maintain robust workforces, having access to an organised and expertly managed candidate database offers an extensive list of benefits:

Streamlined staffing

As previously discussed, candidate databases come packed with multiple features designed to streamline staffing and recruitment. Using a database eliminates the need for hiring managers to sort through and review hundreds of resumes manually and through paper-based systems.

Instead, employers can now manage their talent pools by collecting structured data electronically, integrating it with existing back-end systems and quickly accessing up-to-date job seeker information.

Time saving

By streamlining the staffing process, candidate databases also save companies most of the time required to recruit, screen and hire suitable candidates:

• Less time sorting through applications or resumes for candidates who do not meet their specifications
• Less time spent organising and sorting through paper resumes
• Less time spent on manually researching candidate information
• Faster with finding candidate information for communication and setting up interviews

Companies with access to candidate databases will see an improvement in their overall time-to-fill, which is a vital recruitment metric to track for success.

Cost-effective

Using a candidate database to store, manage and organise candidate information can be more cost-effective than the expense of sourcing the same information via multiple third-party software or services. Companies can either invest in building and maintaining their own candidate databases or maximise this investment by partnering with a specialist that offers tailored staffing services.

Competitive advantage

In today’s rapidly evolving marketplace, organisations need to be able to respond in a timely and effective manner when it comes to building their talent pipeline. Companies that can develop and maintain a diverse and robust candidate database will help them progress faster than competitors in the same industry. They will find it easier to react to new opportunities, such as unexpected changes in the industry or broader economic landscape.

How to best leverage candidate databases

Understanding what candidate databases are, how they work and what benefits they offer is essential, but how you can best leverage them is just as important. Building a candidate database in-house may seem like a small-to-medium company’s most logical step forward.

The main challenges would be not having the in-house expertise to properly maintain the database and a lack of reach in the job market to ensure a high volume of qualified candidates. An empowering option is to work with an employment agency with a proven track record of using candidate databases within their staffing solutions.

The best staffing agency will offer growing company access to top talent at a stage where quality is just as important as quantity. Achieving sustainable business growth entails getting more done with fewer resources while improving the quality of its workforce, products, and processes.

Staffing agencies can meet immediate and long-term staffing needs by understanding individual business requirements and delivering personalised service. Whether sourcing and hiring quality candidates on-demand or handling vital tasks like payroll, a staffing agency will work as an extension of the business and as an advisor for companies that require the expertise.

On the other hand, established organisations may already have an HR department or staffing partner and an existing pool of talent. The key questions here would be whether the HR team needs extra capacity, whether the talent pool needs freshening up and whether any specific skills are in short supply.

Measuring the ROI of HR in the organisation is crucial for staying competitive in any industry. If the current performance is not up to standard, it may be time to explore more comprehensive staffing solutions.

Enhanced staffing solutions

Outsourcing some functions to a staffing agency like MASA may provide a boost for even the most established companies. With the recruitment industry being fast-paced, technology-driven, and undergoing constant change and growth, our team utilises the latest staffing and recruitment methods to stay ahead.

From extensive candidate databases to applicant tracking systems, SEO-driven job advertisements and ongoing staffing management, MASA offers proven staffing solutions to meet the most demanding business requirements and ensure future growth.

Contact us for staffing solutions tailored to your unique needs and goals.