Staffing Software Vendor Selection Criteria

Staffing industry professionals would agree that choosing the right vendor is critical when adopting a new staffing software solution.

With the right selection criteria, you can identify and deploy a staffing software that drives recruitment efficiency, enhances candidate experience, and provides the specialized capabilities your organization needs.

In this guide, you'll learn:

The core features to look for in top staffing software tools
How to evaluate vendor reputation, stability, and support
Key integration capabilities with other HR systems
Advanced functionality for video interviewing, skills testing, and more
Benefits of web-based and cloud staffing solutions

Follow this framework for selecting a staffing software that fits your recruitment requirements and drives results.

Introduction to Staffing Software Selection

Staffing software plays a critical role in streamlining and optimizing the recruitment process for HR teams. As competition for top talent intensifies, having the right applicant tracking system (ATS) and staffing tools in place is essential for sourcing, screening, and hiring the best candidates quickly and efficiently.

When selecting a staffing software vendor, HR professionals should consider key criteria like:

Understanding the Role of Staffing Software in HR

Automates manual tasks like posting jobs, screening resumes, scheduling interviews
Provides analytics and reporting on hiring metrics and pipelines
Integrates with background check, skills testing, and video interviewing tools
Centralizes candidate information and communications in one system

By leveraging the best staffing agency software, HR teams can focus less on administrative tasks and more on strategic hiring initiatives.

The Impact of Staffing Software on Recruitment Efficiency

Streamlines requisition creation, job posting, and applicant tracking
Identifies best-fit candidates through intelligent filtering and ranking
Reduces time-to-hire by facilitating scheduling and candidate communication
Enables data-driven decision making based on hiring analytics

The right ATS can have a significant impact on productivity, allowing even small HR teams to scale their hiring efforts. When evaluating options, prioritize platforms that sync with your existing tech stack to create an integrated recruitment ecosystem.

What is staffing recruiting software?

Staffing recruiting software refers to applicant tracking systems (ATS) designed specifically for staffing and recruiting agencies. These programs simplify everything from paperless applicant tracking to automation of job postings, candidate communication, assessments, screening, and offer creation.

Key features of staffing recruiting software include:

Centralized database to organize and track candidates
Automated job posting distribution
SMS and email communication tools
Skills testing and video interviews
Customizable online application forms
Integration with background check services
Analytics on source of applicants, time to fill roles, etc.

Automating these recruiting tasks with dedicated software not only helps expedite the hiring process, but also makes them less prone to human error. This allows recruiters to focus on building relationships and sourcing great talent.

Staffing software ranges from basic applicant tracking to full-featured talent management platforms. When selecting a system, key criteria to evaluate include:

User-friendly interface - Easy for all hiring team members to use
Customization - Tailor forms, workflows and settings to your agency’s process
Mobile access - Manage applicants and jobs on-the-go
Configurable reporting - Track KPIs like time-to-fill to identify areas to optimize
Data security - Ensure platform meets all compliance standards

By automating redundant tasks, staffing software enables recruiters to work more efficiently. This supports business growth without expanding headcount. The best systems also provide actionable insights to improve quality of hire. For most agencies, an applicant tracking system is an essential productivity tool to manage the hiring process.

What software is used for recruitment?

TalentReef is a recruiting software designed specifically for managing hourly workers. It goes beyond just recruitment and hiring tools by also serving as a talent management solution. Here are some of its key features and benefits:

Streamlined Recruiting and Hiring

Intuitive applicant tracking system to manage candidates through the entire hiring workflow
Customizable online job applications and pre-screening questions
Tools to post jobs to multiple sites and social networks
Automated scheduling of interviews and assessments

Performance Management

Goal setting and regular check-ins to align teams
Customizable performance review forms
Tools to provide feedback and track progress

Employee Engagement

Peer recognition programs to motivate staff
Surveys to gather employee feedback
Social collaboration tools to build workplace culture

Benefits for Hourly Workforces

Schedule forecasting and shift planning optimization
Time and attendance tracking
Pay rules engine to ensure compliance

In summary, TalentReef provides an integrated suite of talent acquisition, management and engagement tools designed specifically for high-volume hourly workforces. Its focus on automation, collaboration and analytics helps streamline recruiting and boost retention.

What are the five core of staffing?

The five core staffing activities that staffing software aims to optimize are:

Recruitment - This involves attracting and sourcing qualified candidates for open positions. Staffing software can automate job postings, manage inbound applications, enable intelligent search of resume databases, and more.
Selection - Staffing software facilitates candidate screening, skills testing, video interviews, background checks, and seamlessly surfaces the most qualified candidates for hiring managers to evaluate.
Employment - Once candidates are hired, staffing software handles onboarding, training, scheduling, compliance, payroll, benefits administration and more to smoothly transition new hires.
Training - Staffing tools provide extensive learning management capabilities from assigning courses to tracking completion rates. This ensures contract workers are properly trained.
Retention - By streamlining administrative tasks and providing visibility into worker performance, staffing platforms empower companies to better engage talent and reduce turnover.

In summary, staffing software aims to enhance efficiency, compliance, and optimization across the entire staffing lifecycle - from sourcing to retaining top talent. The best solutions provide robust functionality around these five core focus areas.

What is bullhorn used for?

Bullhorn's staffing software provides an end-to-end platform to manage the recruitment process. It acts as a central system for staffing teams by offering key features like:

Applicant Tracking: Track candidates through the hiring funnel - from sourcing to job offers. Features include searchable resume databases, automated workflows, custom reports and more.
CRM: Manage relationships and interactions with candidates, clients and contacts. Tools include contact management, email integration, calendar syncing and centralized communication.
Scheduling: Schedule interviews, assignments and more with integrated calendar tools. Streamline coordination between hiring managers, recruiters and candidates.
Compliance: Ensure legal compliance with built-in tools for background checks, drug screens, I-9 verifications and tax credit documentation.
Analytics: Gain data-driven insights on recruiter productivity, job performance, pipeline forecasts and other KPIs with real-time dashboards and custom reports.
Integration: Connect seamlessly with background check providers, job boards and other HR systems via API and flat file integrations.

In summary, Bullhorn provides an all-in-one platform to manage the recruitment process from start to finish, acting as the central hub for staffing teams to optimize efficiency. Key features make it easy to track candidates, build relationships, schedule interviews, ensure compliance and analyze performance.

Essential Features of Top Staffing Software

Core ATS and CRM Components

The best staffing software solutions provide robust applicant tracking system (ATS) and customer relationship management (CRM) capabilities to streamline recruiting and account management. Key features include:

Candidate sourcing and tracking
Customizable online application forms
Skills testing and screening tools
Automated background checks
Hiring workflow customization
Contact management
Client database
Reporting and analytics

These core components allow staffing firms to attract talent, qualify applicants, manage placements, build client relationships, and gain data-driven insights.

Staffing Scheduling Software Integration

Integrated scheduling software enables staffing firms to efficiently manage employee shifts and workloads. Key features include:

Drag-and-drop shift scheduling
Automated shift reminders
Time tracking
Demand-based staffing
Scheduling analytics

By connecting scheduling directly into the staffing platform, managers can ensure they have the right people in place to fulfill client requests.

Specialized Solutions: Staffing Software for Healthcare

Healthcare staffing demands specialized features like skills checklists, license and credential tracking, and compliance reporting. Top solutions cater to healthcare staffing needs with:

Customized job skills taxonomy
License/credential database
Automated license renewal reminders
Compliance reporting and audits
HL7 integration

These capabilities allow healthcare staffing agencies to qualify and credential clinicians, demonstrate compliance, and integrate with healthcare IT systems.

Temporary Staffing Software Capabilities

Managing short-term, temporary employees requires flexible software that supports:

Streamlined on- and off-boarding
Customizable pay rates and payroll
Automated temp-to-perm conversion
Cost tracking by project/placement
Self-service portals

Robust temp staffing features allow firms to efficiently fulfill client project needs with qualified contract talent.

Vendor Reputation and Stability

Evaluating a staffing software vendor's reputation and stability is a critical part of the selection process for HR professionals. Established vendors with proven track records can provide the reliability and support needed to get the most value out of an HR system.

Evaluating Vendor Track Records

When evaluating staffing software vendors like Bullhorn, it's important to research their history and customer satisfaction rates. Consider factors like:

Years in business - More experienced vendors are likely to be more stable and have ironed out issues. Bullhorn has over 20 years of experience specifically in staffing software.
Client base and retention - Vendors with longer-tenured clients likely offer strong products/service. High client retention rates signal satisfaction.
Industry recognition - Awards, analyst ratings, and media coverage indicate market leadership and trust. Bullhorn is recognized by G2 Crowd, Gartner, and others.
Implementation success - Look for proven experience smoothly rolling out software for clients in your industry and size range. Bullhorn has thousands of customers globally.
Innovation track record - Choose a vendor with a history of advancing capabilities over time through R&D investments. Bullhorn releases regular product updates.

The Significance of Case Studies and Testimonials

Case studies showing quantifiable results and ROI from a staffing software platform provide powerful validation. Testimonials directly from customers also lend credibility. When reviewing options like Bullhorn, look for:

Documented improvements - Case studies showing major boosts in efficiency, time-savings, and other critical metrics in client environments.
Breadth of examples - A range of testimonials and case studies across client types, sizes, and industries indicates versatility.
Client specifics - Testimonials should quote actual customers and provide details on their situations and results.
Recent validation - Favor recently published over older case studies to evaluate current solution capabilities.

Thoroughly vetting vendors like Bullhorn against these reputation and stability criteria reduces project risk and helps ensure you choose an enduring partner for long-term HR software needs. The ideal provider should have ample evidence backing their capabilities and client outcomes over years in business.

Integration with Other HR Systems

Integrating staffing software with other key HR systems is crucial for streamlining processes and enabling a seamless experience across the employee lifecycle.

Onboarding Software Compatibility

Selecting a staffing solution that integrates with your existing or desired onboarding software ensures continuity between recruiting and onboarding new hires. This compatibility eliminates duplicate data entry, reduces paperwork, and creates a unified workflow.

Key benefits include:

Automatic transfer of candidate information from staffing to onboarding software
Hassle-free document management
Consistent communication touchpoints between recruiters and onboarding managers
End-to-end visibility into the hiring pipeline

Evaluate integration capabilities when selecting your staffing software vendor. Prioritize solutions offering native, turnkey integration over custom coding options for accelerated deployment.

Credentialing Software Integration

Integrating staffing and credentialing systems enables organizations to validate credentials effortlessly during the pre-employment screening process. This automation reduces administrative tasks for recruiters while ensuring compliance from the start.

Benefits include:

Real-time license/certification verification
Flagging of soon-to-expire or invalid credentials
Customized credential requirements by job type
Audit trails for compliance reporting

Select a staffing solution that offers credential integration with leading providers like Symplr, IntelliCred, and more.

Comprehensive HR Software Ecosystem

While integration with onboarding and credentialing covers critical touchpoints, consider the larger HR ecosystem as well. Staffing software serves as the gateway for talent acquisition. Still, comprehensive HR management requires holistic coordination between recruiting, onboarding, performance management, learning, compensation, and other HR solutions.

Vet the native and third-party integration capabilities of staffing vendors to enable a unified HR technology stack. This consistency minimizes duplicate efforts while providing end-to-end workflow transparency. Prioritize an open API for custom integrations with niche HR tools if required. The goal is cohesive HR orchestration from hire to retire.

Security and Compliance in Staffing Software

Security and compliance are crucial considerations when selecting a staffing software solution. This section explores what to look for when it comes to protecting sensitive data and meeting legal regulations.

Data Security Measures

When evaluating staffing software, pay close attention to the security features and protocols in place to safeguard your data:

Encryption - Ensure all data both in transit and at rest is encrypted using industry-standard methods like SSL/TLS and AES-256. This prevents unauthorized access to sensitive information.
Access controls - Stringent access controls like role-based permissions, multi-factor authentication, and audit logs are a must. These features prevent data breaches and ensure compliance.
Data centers - Opt for solutions that host data in secure tier-3 or tier-4 data centers with redundancy and disaster recovery measures. This protects against data loss.
Security standards - Solutions that comply with security frameworks like ISO 27001, NIST 800-53, or FedRAMP have undergone rigorous independent audits of their security posture.

Compliance with Employment Laws

Staffing software can simplify compliance in several ways:

EEO tracking - Built-in EEO reporting eliminates manual reporting and ensures adherence to equal opportunity regulations.
Background checks - Integrated background check services facilitate compliance with FCRA while screening candidates.
WOTC management - Some solutions offer automation of cumbersome tax credit paperwork and filings.
Data retention - Configurable data retention policies aid compliance with data storage regulations.

When shortlisting vendors, clarify specifics around security, encryption, compliance, and certifications to choose a solution that fully protects your data and satisfies legal obligations.

Support and Training for Staffing Software Deployment

Vendor Support Services

Ongoing vendor support is critical for the smooth functioning of any staffing software. Key services that vendors should provide include:

Customer Service: Vendors should have knowledgeable customer service representatives available to answer questions and troubleshoot issues via phone, email, and chat support. Response times should be prompt, ideally within 24 hours.
Technical Assistance: Hands-on technical support should be offered to assist with software installation, configuration, data migration, integration with other systems, troubleshooting bugs and errors, and more.
Training: Comprehensive training programs should explain how to use all modules and features of the software. Both live and on-demand options should be available.
Updates & Upgrades: Vendors should provide software updates to fix bugs and add enhancements. Major version upgrades should also be included in the service contract.
Service Level Agreements: SLAs can guarantee uptime reliability and prompt response times for support.

Carefully review the vendor's support terms to ensure they align with your organization's needs.

Training Programs for Effective Use

Thorough training is imperative for users to fully leverage the capabilities of any staffing software solution. Key aspects to look for include:

Role-based Training: Training should be tailored to different user roles like recruiters, managers, administrators etc.
Multiple Formats: A blend of live virtual sessions, pre-recorded videos, user manuals/guides, quick reference cards etc. allows for flexible and self-paced learning.
Hands-on Exercises: Interactive walkthroughs of real-world workflows and scenarios cement learning and build confidence.
Assessments: Quizzes and certifications validate understanding and help users benchmark progress.
Ongoing Training: Refresher courses and training on new features should be provided with each product update.

Confirm that vendors offer robust training options with helpful instructional materials to ensure your team can utilize the software to its fullest potential.

Cost Considerations for Staffing Software Investment

Investing in staffing software can provide immense value, but also requires careful financial consideration. Understanding pricing models and calculating total cost of ownership are key to making an informed decision.

Understanding Pricing Models

Staffing software pricing varies greatly depending on the vendor and product. Common pricing models include:

Per user/per month: Price based on number of user licenses needed. Scales up or down easily but can get costly with more users.
Percentage of revenue: Commission-based pricing where the software charges a percentage of placements. Risk is shared but costs rise as your agency grows.
Flat monthly/annual fee: Simple predictable pricing but less flexibility. May not scale well as business needs change.

Small business considerations

Opt for monthly over annual contracts to retain flexibility
Negotiate discounts for annual pre-payment
Seek simple pricing models like per user fees

Carefully evaluate how a vendor's pricing model aligns with your current and future business needs.

Calculating Total Cost of Ownership

The true cost of new staffing software extends beyond the monthly fees:

Implementation and training
Custom integrations
Consultant fees
IT and admin overhead
Hardware/infrastructure upgrades

Factor in these indirect costs when budgeting for new staffing software to avoid surprise expenses. Also build in room for growth, as increased usage and headcount drive costs up over time.

Aim for solutions with clear pricing and inclusive features to minimize unexpected costs down the road. Seek vendors willing to "grow with you" over a long-term partnership.

Advanced Functionality for Enhanced Recruitment

Staffing software offers advanced functionality that can greatly enhance the recruitment process. Key features to look for include:

Pre-employment Testing Software Integration

Integrating pre-employment testing software enables staffing firms to:

Assess candidates' skills, aptitudes and fit more thoroughly
Reduce time-to-hire by automating assessments
Access predictive analytics to refine hiring criteria

Top staffing solutions integrate with leading pre-employment testing platforms like Criteria Corp and Berke to deliver these benefits.

Background Check Software Features

Robust background check capabilities within staffing software ensure firms can:

Vet candidates efficiently with automated checks
Customize checks based on role requirements
Maintain legal compliance

Look for integration with background check leaders like Sterling Talent Solutions for comprehensive, legally-compliant checks.

Video Interviewing Software for Remote Recruitment

Video interviewing integration facilitates:

Scheduling and conducting remote interviews
Assessing verbal and non-verbal cues
Accelerating hiring by removing geographical barriers

Leading options like HireVue, Spark Hire and Montage allow staffing firms to streamline screening and selection through video.

In summary, advanced functionality like pre-employment assessments, background checks and video interviewing set apart the most capable staffing software solutions by enhancing process efficiency, data-driven decision making, and flexibility. Prioritizing these features enables recruiters to thoroughly vet and hire the best candidates.

Web-Based Staffing Software for Accessibility

Web-based staffing software provides key advantages in accessibility and flexibility for recruiters and HR professionals. As these solutions move to the cloud, they enable real-time collaboration and access from anywhere.

The Rise of Cloud-Based Staffing Solutions

Cloud-based staffing software is revolutionizing recruitment by providing always-on access and seamless collaboration. Key benefits include:

Real-time access - Recruiters can access candidate data and collaborate with colleagues from any device, anywhere. This enables faster and more informed decision making.
Increased flexibility - Cloud systems allow remote and distributed teams to work together easily. Recruiters can work from home or on the go.
Automatic updates - There's no need to manually install software updates. The system is always up-to-date with the latest features.
Scalability - Cloud-based software can easily scale up or down to meet changing business needs. Adding users or new functionality is simple.
Lower costs - No large upfront investments in servers or infrastructure are needed. Monthly subscriptions provide predictable costs.

As per the provided context, web-based staffing software solutions clearly offer substantial advantages in accessibility and collaboration. The rise of cloud-based systems is transforming legacy recruitment processes through always-on availability and seamless experience across devices. This increased flexibility and real-time decision making is invaluable for modern staffing teams.

Conclusion: Selecting the Ideal Staffing Software

Selecting the right staffing software is crucial for streamlining recruiting and hiring processes. As outlined in this article, key criteria to consider include:

Features and Functionality

Applicant tracking system (ATS) - track candidates through the hiring funnel
CRM - manage relationships and communications
Scheduling/calendar management
Customizable workflows
Reporting and analytics

Ease of Use

Intuitive, user-friendly interface
Flexible configuration and customization
Robust help/training resources

Scalability

Ability to handle fluctuating hiring needs
Options to add users and additional capabilities

Integration and Implementation

APIs for connecting to existing HR systems
Dedicated support for smooth onboarding

Cost

Pricing models (per user, flat fee, etc.)
Budget-friendly options for small businesses

The ideal software aligns with an organization's specific recruiting processes, infrastructure, and objectives. Defining these needs upfront allows for better vendor evaluation and staffing software selection.