It’s unfortunate that the phrase, “garbage in garbage out” is all-too-common in the world of databases. It describes when a perfectly good database software platform becomes mired in a lot of bad information uploaded or typed in by end-users. In the world of recruiting, if you don’t manage your candidate database correctly, you might become acquainted with the phrase. If you fill your database with outdated candidate information, it can create an unwieldy snarl of bad information that slows your recruiters down. Here are four tips to help manage your candidate database so you get the most bang for your applicant tracking system (ATS) buck.

Planning for the Perfect Database

If you’re buying a new ATS, you’ve come to the right place. We can give you a heads up that the pre-planning you do before your recruiters ever touch the new system is critically important. Set rules early on for who will administer your ATS. Who is responsible for customizing the platform? A sophisticated tool like Exelare allows you to customize dashboards by individual and department so that managers can run reports on the KPIs that matter to your clients.

Consider how all of your candidate sources from career pages, social media, and job boards will all come together into a “single source of truth” for your recruiting team. Set some rules about how recruiters document their interactions with candidates. Then monitor their behaviors to be sure that the database stays as accurate as possible.

Set up Automation

Automation makes all of us work a lot smarter. The best ATS platforms can automate everything from candidate testing, background checks, and form letters (via email) to reporting. Even if you have an existing ATS, it’s time to consider how to best use all the features that it probably has.

In addition to streamlining mundane tasks, you can use these tools to increase the satisfaction of your candidates. For example, automated letters can go out immediately after the resume is received, thanking the candidate for applying to the position and informing them about the process. Automation can take care of posting to multiple job boards simultaneously so there are no more manual processes that can eat up valuable time. Plus, you should be able to tag resumes so that a simple query can help recruiters find top candidates fast.

Use Proactive Searching

ATS platforms can facilitate faster time to hire by integrating with social platforms like LinkedIn. Recruiters can record their interactions directly into the ATS, including emails to candidates who haven’t even applied yet. You should also be able to set ticklers within the platform that prompt the recruiter to stay in touch with potential candidates. You can even automate emails to a specific set of candidates inviting them to apply for specific jobs that just opened. Instead of “posting and praying” for candidates, proactive searching is about building long-term networks that recruiters can use to actively source top talent that isn’t even actively looking for a new job.

Candidate Screening

The best databases accurately track all candidate screening details from the initial contact to the onboarding process. Your ATS should be the repository for all candidate information, including generating the offer letter and initiating the background and credit check, to any testing that the candidate undergoes. A robust platform like Exelare can also easily transition into an HR database once the candidate comes on board. Then all the new hire paperwork and orientation training details can all exist under the same database.

Want to Learn More About How Exelare Can Help You?

If you’re feeling like your ATS platform is “garbage in garbage out,” it’s time to talk to the Exelare team about a new way of managing your recruiting and HR information. Call on us.