Recruitment System Features

This page will give you some idea of the basic functionality that your recruitment system could/should provide. It may form a useful starting point for you when evaluating the right software for your needs.

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  1. Candidate registration by web form or emailed CV
  2. Job entry by web form or manual entry by recruiter
  3. Link candidates to position, either by their own application or recruiter referral
  4. Search database for matching candidates
  5. Filter search result to obtain shortlist
  6. Confirm candidate still interested – email/SMS
  7. Perform interview – record outcome in form and attach to candidate
  8. Send candidate details to hiring person – email or Word mail merge
  9. Perform reference and background checks – send candidate record to third party
  10. Arrange client interviews – calendar app
  11. Record appointment and unsuccessful candidate feedback


The front office system manages the websites attached to the database, their layout, and their content, and communicates candidate and job data to the database. The purpose of the back office system is to manage the database, manage workflow, and manage communications.

1) Database

  • Candidates –contains details of all applicants – standard fields plus user defined fields

  • Clients - contains details of all applicants – standard fields plus user defined fields

  • Positions - contains details of all applicants – standard fields plus user defined fields

2) Data Capture
  • Provide the ability to automatically capture data from Word Documents, in bulk, or with user intervention….input documents are CVs and have a reasonably standard format and headings.

3) Activity Tracking

  • Capture events related to candidates, clients, and positions (manual input)

  • Calendar function

4) Response Manager

  • Standard layouts for frequently used emails, form questions – intended to eliminate repetitive data entry

    1. Bulk mailing – select candidates and template – will need to be handled through a mail server
    2. Bulk SMS – select candidates and template - will need to be handled through a mail server
  • Optional link to Outlook linking contacts and activities

5) Search facilities

  • Search the applicant data to see who has the searched word/expression anywhere in their record

  • Match keywords from position records with candidate records

  • Search all data for cross-references to the same keyword/name

6) Administration

  • User access


System Admin

  • User security – who is allowed access – add user, disable user, edit user, passwords
  • Candidate security – data must be confidential Database access control- which users can see which candidates
  • User function control - what functions different users can use

Template editing – both system and user initiated responses

  • Email templates

  • Form templates

  • Task templates

Recruiter Management
  • Record recruiter details

  • Record recruiter actions

  • Manage financial account with recruiter – track comm/fees

Client Management
  • Record client details – recruiter (manual or webform)
  • Import outlook contacts/address book entries
  • Edit client details
  • Client journal
Job Creation and Management
  • Create job – unique URL for each job to allow publication outside linked sites
  • Copy job – reuse previously created job
  • Edit job
  • Publish job – send to selected websites
  • Close job
  • Job library – store all created jobs
  • Skills library – maintain
  • Manage job criteria
  • Manage job questions
  • Journal job actions
Candidate Management
  • Capture CV from files, email or web form
  • Data parsing to extract key and recognised data from CV file
  • Maintain full history of all candidate actions and recruiter actions on that candidate
  • Various candidate status flags such as applied, interviewed, checked, hired, block
  • Add candidate comments
  • Move candidate to another workflow step, and journal all candidate moves
  • Multiple candidate selection by mouse click, ctrl-click, shift-click
  • Bulk email or SMS
  • Add candidate classifications
  • Send candidate details
Application and Response
  • Record job application from email, web, or SMS A
  • cknowledge and record application
  • Choose from email/SMS templates
  • Outlook integration – especially find messages to/from candidates and clients
  • Automation of messages when candidate workflow step changes
  • Recruiter initiated messages to candidates or groups of candidates

Searching and Matching

  • User initiated search query – keywords, tags, synonyms Automated job match query – based on job criteria
  • Flag to indicate match or no match to specific job

Interviewing and Checking

  • Schedule interviews in calendar
  • Record interview responses and comments
  • Send candidate data to 3rd party verifiers


  • Recruiter or client chooses from short list


  • Job stages – requisition, approved, advertise, close, shortlist, interview, verify, client interview, contract

  • Create custom job stages
  • Candidates could be in multiple job workflows
  • Create tasks and assign to users, candidates, and track completion

Contract Admin

  • Timesheets
  • Assignments
Reporting by job and by candidate

Company statistics reporting

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