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HR & People | 5 Min Read

Top 11 tips: How to better Manage your Candidate Database

author Written by Jigna Boghani November 11, 2019

Top 11 tips: How to better Manage your Candidate Database

Are you struggling with the candidate database? And want to manage the candidate database creatively? Then check out this blog, it will provide 11 different ways to manage the candidate database appropriately. Thus, the searching part becomes easy and meaningful. 

Hiring Process can be tedious, time-consuming, and take up too much energy but can you imagine how difficult it is to face stacks and stacks of an unorganized database during and after the recruitment of new candidates.

It doesn't matter whether the database is of new candidates or existing employees, but it is highly important to manage it properly as an unorganized database brings chaos and takes up too much time and energy when certain data is required from the database.

Candidate database management

The recruiting process always starts before there is any vacancy. The human resource team continuously maintains the candidate database in order to ongoing talent acquisition. So, in the future, they have a strong and meaningful talent pool.

What is a Candidate Database Management?

A good recruiter is always familiar with all recruitment stages, processes and things. These things include job posting, attracting the right talent, pre-screening and so on. 

Apart from this, the recruiter is also aware of database management and forming a relationship with candidates.

Candidate database is where all the information about active as well as passive candidates store. In the candidate database, recruiters are able to find the profile of candidates who have applied for the job. 

But the main point is about database management. The candidate database should be managed in a way that is beneficial to both organizations and recruiters. Design a database in the manner to obtain any individual candidate or a group of similar candidates instantly.

11 Ways to Manage Your Candidate Database

Managing the candidate database can't be done effortlessly. It should be managed in the appropriate way—Maintaining it in the way that it should be fruitful toward the recruitment process. 

Candidate database hard to handle

Manage the candidate database where searching and data reverting become accurate and utilitarian. Thus, here we have shared 11 tips to manage the candidate database effectively.

1. Pre-planning

The database should be prepared before starting the hiring process so the data can be entered into the database right away instead of piling on the data and struggling to make data entries and maintain the database. Therefore, if you want a manageable candidate database, form a plan. The categories in the database can be altered or added later according to the need. 

Raise some valuable questions that justify the pre-planning process.

  • What is the purpose of doing this?

  • What do you want to achieve?

  • Why should it be done?

  • What should be the outcomes?


2. Application tracking system

The simplest and best way to manage your candidate's database is by using an applicant tracking system or ATS. It helps to post jobs across multiple platforms and a data-centred approach for hiring new candidates.

The applicant tracking system is the latest recruiting technology with AI automation features. Hence, ATS is able to identify the most qualified and matching resume for the open position by detecting candidate skills, qualifications, experience, and keywords. So, ATS suggests you the best match for the job systematically

!4 things to learn about applicant tracking system

3. Use screen category filter

Recruiters should build up a procedure for screening candidates' resumes and save them in their database for later use.

This applies to applicants that apply to your posted jobs and applicants that you maneuver into your ATS through outsider apparatuses (aggregators and boards). Utilize your screened filter as a channel while scanning for quality candidates in the future.

Advanced search is the basic and supreme feature. Searching is one type of filter that you can do. Advanced search provides an aggregate of options for searching from candidate databases. You can search on the basis of location, age, experience, skills, source, etc. As follows, you can get more relevant results, and you will save your time.


4. Focus on skills over keywords

Keywords as it makes the process simpler for you and your group to discover these candidates. By doing this, you'll additionally lessen your reliance on complex or boolean searches and will be able to stay away from the candidates that bluff using keywords in their resumes.

Entries of skills in the candidate database help you to filter out the right candidate's profile, or we can say qualified candidates quickly. This is because we mention the skills required for an open job.

Using this way you don't need to depend on the complicated boolean string search and you can effectively search according to your requirement from the candidate database.

5. Avoid duplicate entries

Your ATS software should be able to avoid generating duplicate entries. Due to the data duplication in the candidate database, it ends up clustered and bulked. And this might be because of sourcing candidates from different places.

So, when you add a new candidate to your database, your hiring software ought to alert you about it by comparing employees' data through email, first and last name, phone number, and so on. These will help keep your data organized, save time, and make managing the database hassle-free.

Instead of removing duplication, you can also merge the candidate data of duplicate entries. It is another way to eliminate duplication from the candidate database.

6. Database segmentation

You should create segments in your candidate database based on categories like skills, location, language, experience, etc. This makes it easier to find candidates' data and keeps the database properly arranged.

For making the finding process easier, you can also add tags according to the qualification. Generally use skills as a tag. The well-managed candidate database's aim is to find out the right professional candidates easily and quickly that match the company's role and responsibilities.
 

7. Guidelines for data entry

Set up criteria for how the recruiters should enter data and new records for candidates screening. Also, the data of the candidates that have been organized and properly labelled should be used to set an example that can be used by the recruiters during the hiring process and thereafter. This brings consistency and keeps the database organized.

8. Contact somebody to clean your current database

If your database is totally out of control you can't comprehend beginning a cleanup procedure then you should contact somebody to clean your current database. After a while, the candidate database also needs a cleanup process. Because of some unwanted process and activity, the candidate database got corrupted within some time.

You can consider hiring a freelancer or an intern to organize and label your database properly.

9. Third-party tools

Look for third-party tools that can assist you in organizing your database. Different innovations that incorporate into ATS can assist you with parsing resumes into previous or altered scientific categorizations like skills, languages known, experience, and so on making going through and using the database simpler and efficient.

So, investment in third-party tools creates a higher version of your candidate database, due to its features like automating emails, scheduling interviews, messaging, profile updates, etc.

10. Accessible to recruiting team

Let know your recruiting team the appropriate utilization of the candidate database. Make collaboration amongst the team concerning better recruitment productivity. Adopt the software and application that are mainly developed for HR recruitment team collaboration.

Use various software that is specially invented for recruiters and collaboration. This software makes the recruitment process easy for the team.

11. Continuously engage database

Send the automated email and messages according to the conversation by using a third-party tool. Keep in touch with each candidate and also communicate with inactive candidates. Maintain good relationships with them, so in the future, your company requires their level of skill expertise, it will be easier for you to make them a part of the organization.

Final Thought about Candidate Database Management

The old techniques of managing the database on paper and files or excel sheets are not enough as it can be very complex to maintain. Moreover, the data on paper can easily be lost, forge a huge loss for the businesses.

Adopt the latest technology that is specially invented for this purpose only. This technology and software broadly assist you to maintain candidate databases in various ways. Furthermore, it brings a higher accuracy rate, reducing the time that you spent on managing the candidate database.

So, use the above tips to make your work easy! 

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