How do your track your candidates?
I would like to understand how companies are planning to track the sources of their candidate generation. Some companies use Applicant Tracking Systems like Taleo or VirtualEdge, others develop in-house systems, and most still do not have any system in place. Do you use a system now, and if not, are you planning to implement one? Do you consider it important to know where your candidates are coming from?
Clarification added 6 months ago:
BTW - we have a ton of answers on this - but it's more of a discussion and informational resource than a direct question that I have about choosing a new ATS. I opened the question again because a lot of people found the discussion interesting and helpful. Thanks!
Answers (30)
We use SalesForce. It's an online website program. When candidates are entered they all go into the candidates account.
Links:
Yes, I do use a database program called ACT which was developed primarily for use in sales. I started using it years ago and I have been able to customize fields, etc. for use in recruiting. One of those fields is used to indicate how the applicant heard about our company.
Yes, I do consider it important to know where the candidates are coming from. First, to identify the best sources for recruiting and second if they were referred by someone I would at least like to thank that person.
Sue C
HR Administrator, Recruiter, TopLinked.com, sorr@austinindl.com
Best Answers in: Staffing and Recruiting (1)
We are currently using Vurv Express (Prohire). I would like to switch to Taleo. It is very important where candidates are coming from.
I know of several organizations that have used salesforce.com and I am a former user/administrator as well. Sf.com is a very robust program and is accessible wherever you have an Internet connection. It has extensive customization features for organizations using various APIs etc.
Ben S
Managing Consultant at The Newman Group (A Futurestep Company) (ben_sian1999 (at) yahoo.com)
Best Answers in: Staffing and Recruiting (6), Job Search (1)
We've recently implemented Taleo as our primary ATS. However, we also have a proprietary SQL-driven database (with a browser GUI) to track direct sourced candidates i.e., those who have not touched or haven't been touched by Taleo. We have integrated the two sources of information, so that's a big help.
If you do not have or are not scaled to use an ATS, I've found that a combination of Outlook and Excel works perfectly fine for tracking the who, what, where and whens of your candidates.
I use TALEO
Ceridian and/or sticky notes.
David C
Partner - Account Manager, Employment Corporation of America ( d.chan@ecarecruiters.com )
We tested many applicant-tracking systems and found CbizOne to be the most effective. It's web enabled, easy to use, highly customizable and readily expandable. It's sold by licenses and they host it for us. However, like all systems, it depends on the accuracy of the data entry.
David Chan
Links:
John O
Sales and Recruiting Jedi Master
Best Answers in: Staffing and Recruiting (2), Sales Techniques (1)
We use Bond eEmpact, it is OK, we had a custom made system before that which was better, but the back and front office were not linked up, one of the main reasons we switched...
We implemented Taleo in 2004, prior to that we had Webhire. Taleo has amazing tracking capabilities for metrics which is why we chose it. We tested BrassRing and loved the user-friendly features; however in 2004 it did not have the level of metrics capability we were seeking.
In addition to Taleo, LAMS, & Guidant, we have 2 in-house programs we use in tandem for applicant tracking. One is called Oasis and the other ResuMate - which is completely customizeable to your needs. We rely on it heavily.
Links:
Renee Y
Recruiter at Advanced Placement Team and Owner, Advanced Placement Team
Best Answers in: Staffing and Recruiting (1)
I keep a list in Excel for the placements that includes candidate sources so I know where I am finding the successful candidates. We also have used Rezkeeper for years and that tracks candidate sources but I care more about where I find the people that fill jobs vs. where I find people. That helps me know where to keep spending my time and money.
I built Catch the Best as a light-weight alternative to the big (and pricey) solutions in the ATS space.
One of its main features is accurate source tracking that doesn't depend on candidates choosing a selection to tell you where they found the job post, which we all know is a poor way of getting good source data.
Links:
I would recommend that you look at Kenexa - they have several ATS products that are based upon your organization's size and needs. It intergrates with HRIS systems and 3rd party vendors (such as Background & Drug Testing). It also has a fantastic On-Boarding Module which automates the I-9 and E-Verify Process.
Mark M
Managing Director - Financial & Accounting Professionals LLC (accruals@insight.rr.com)
Best Answers in: Staffing and Recruiting (1), Organizational Development (1), Using LinkedIn (1)
I've used several that include Taleo, Techbase and proprietory software packages,but like Renee I've personally kept an Excel Spreadsheet that interfaces with an Access driven database that I maintain for my own use.
In considering what option to take Miles I would also take into account the level of reporting/tracking that your organization requires. For example, a basic level report would be source yield (i.e. which sources are providing the quantity and quality of candidates needed), but for those concerned with OFCCP Internet Applicant record keeping regulations you also need to ensure that you are tracking other variables such as the search criteria used, the individual who ran the search, the date the search was executed and the corresponding candidates that were identified in the search.
Have you tried JobDiva?
JobDiva is a full-service provider of the end-to-end JobDiva recruitment solution to large and mid-sized recruiting organizations.
Links:
I have used Salesforce.com for this feature at my last company but now I use ACT! in a modified way in order to handle candidates.
We use Jobvite. It's OFCCP compliant, and is also a great tool for maximizing employee referrals as well as tracking agency activity.
Links:
Ian M
Corporate Executive Recruiter
Best Answers in: Staffing and Recruiting (2), Computers and Software (1)
I worked on a project to evaluate ATS systems for mid-size companies a couple of years ago: at the time we discovered a handful of viable ASP model systems that were very useful.
Running without one is tough, but can be done. Depending on whether you have recruiters in a single site or at distributed locations, will determine whether you need stand alone, distributed or enterprise type of system.
It is possible to automate the essentials with an Server-based Outlook system with Access or Excel to cover the essentials. It really depends on what exactly you need to track. If you are just concerned with SOX compliance, notes tracking and repeat search-ability in a local area, then you don't need too many bells and whistles. If you have the need to serve greater needs, serving recruiters in more than one area, then you have need for more systems.
Whatever you decide at a small scale - be absolutely that you choose something scalable that you can integrate/migrate easily later. That is your biggest concern, in my opinion.
Michelle S
Executive Recruiter
Best Answers in: Financial Regulation (1), Personal Real Estate (1), Professional Networking (1)
Hi Miles,
I've used many applicant tracking systems over the years including Taleo, ACT, Peopleclick, and inhouse proprietary systems. Some were easy to learn and use and some I found cumbersome and awkward.
Within my own organization I use BigBiller to track my applicants, clients and job orders. It enjoy a low monthly fee and my data is stored offsite to I don't have to maintain and back-up data on a daily basis - they take care of that for me.
One of my favorite features since we are talking about specifically tracking candidates is that I can create hot lists of candidates in my database and customize email messages that can be sent in bulk to a group and still look personlized by using automatic merge fields. I can parse directly from my email or website and there is a specific field to tell me how I learned about this person.
I like to keep track of where my candidates come from so I know where to spend my time most effectively recruiting, marketing, and advertising my services. This system allows me to do that.
Links:
I've been using Vurv Express for myself and for my SMB clients. It's been working well for me for years. It easily captures sources of candidates; and with their customized reporting functionality, it's easy to report on them as well.
Ruben C
On-Premise Manager JDSU and Staffing and Recruiting Consultant for Spherion
I've used Taleo and currently am using BrassRing. I think it's important to know where your candidates are coming from, but just as important is getting the clearest picture possible about who they are, how they've progressed in their career, and what they're true intentions are in entertaining a new opportunity.
Sanjay N
CIO at Technology for Business Solutions
Best Answers in: Personnel Policies (5), Economics (4), Equity Markets (4), Staffing and Recruiting (3), Internationalization and Localization (2), Change Management (2), Planning (2), Commodity Markets (2), Currency Markets (2), Futures Markets (2), Enterprise Software (2), Government Policy (1), Compensation and Benefits (1), Employment and Labor Law (1), Business Analytics (1), Derivatives Markets (1), Ethics (1)
An Excellent Indian System called Adrenalin is being used by several companies in India for Recruitment....especially companies handling high volumes...If you like I can arrange for login details for you to check out the full system on the net.
sanjay9negi@hotmail.com
I have been using Taleo for a number of years now. Tracking and processing candidates is not overly cumbersome, and if you have good data the reports are useful. Taleo is a much better tool for a corporate environment than for an agency environment.
David S Wright
http://interrelationship.wordpress.com/
I have used Kenexa and find it helpful to have all your applicants in one source. I have heard great feedback on Taleo. If considering a new applicant tracking system, you should research the time required to add a candidate to the system and the number of "clicks" to post and close a search.
Mile this is a great question. We use a propriatary applicant tracking system that suits are needs. The true success of any system can only be gauged by the users participation. If the user does not stay in touch and build a relationship with their applicants, the system will go to waste.
Shankar S
Publisher of Recruitment Software Products
Best Answers in: Compensation and Benefits (1), Staffing and Recruiting (1), Software Development (1)
Most of the other answers are about ATS. I am not sure if you were looking for an ATS. But if you are specifically looking for Source Tracking, please read on.
Source Tracking is today very essential for ROI calculation. We get contradicting reports from Job Boards as to the number of candidates applied through them. There are very few ATS in the market which provide a real time Source Tracking mechanism. Most just give the option to Candidates to select their Source, which may not be accurate.
Please go through the following BLOG by Jason who is dedicating a lot of time & blogs for Source Tracking.
Links:
Tom B
Managing Partner, Leute Management Services - Human Capital Management Consultant
Best Answers in: Staffing and Recruiting (1)
To answer your last question first: If it is important to track your recruitment advertising costs then you MUST have the metrics on effectiveness of those sources in producing candidates.
A full-blown ATS could be overkill for smaller organizations where a simple spreadsheet or a contact management program like ACT is best. I have used most of the big ones out there and have my favorites (a personal leaning toward Brassring) but have to admit that it depends a lot on how much you can spend and what you want it to do. Study the field of possibilities, select the best 3 that suit your needs and have a shoot-out between them to pick the best one for you. ERE publishes a guide annually that is a good presentation of the current players in the field.
Links:
I also recommend ACT. You can customize the fields to fit your needs. You can also set alarms to tell you to do something, notes, categorize plus much more. ACT is user friendly. I've used ACT for over 10 years. I won't use anything else.
