Resume database software, resume management software, resume database management software, resume sorting software, resume filtering software… All of these names refer to the same thing: the software that collects, organizes, sources, and stores resumes in a database.
In this post, we will go over a few important aspects of resume database software:
- What is resume database software?
- Benefits of using resume database software
- How to choose the right one for you?
- Top 5 resume database software to try in 2023
So let’s dive in!
What is resume database software?
A resume database software, also known as an applicant tracking system (ATS), is a tool used by recruiters and hiring managers to manage job applications and candidate information.
These software solutions provide an organized way to store and search through resumes, manage and track the recruitment process, and sometimes even rank candidates based on pre-set criteria.
Key features of resume database software typically include:
- Resume storage: You can store all resumes in one place, making it easier to manage applications and find specific resumes.
- Resume parsing: This feature automatically extracts information from resumes and categorizes it into fields such as name, contact information, work experience, education, skills, and more.
- Keyword search: You can search through resumes using specific keywords, helping you find candidates with certain skills or experience.
- Ranking and scoring: Some software solutions can rank candidates based on their suitability for a job role, making it easier to find the best candidates.
- Integration: These tools can often be integrated with job posting sites, social media, and other platforms to streamline the recruitment process.
- Tracking: ATS systems track applicants throughout the hiring process, from application to hire, providing insights into candidate status and overall recruitment performance.
- Compliance: These systems often have features designed to ensure compliance with various laws and regulations, including data privacy and equal opportunity hiring.
As mentioned above, resume database software is a software that Collects, Sources, Parses, Tracks, Uploads, Organizes, Formats, and stores resumes in a database in order to help recruiters to manage them more easily, save time and boost efficiency when choosing suitable candidates.
Thanks to this, recruiters get more time to focus on what really matters instead of sorting our resumes. Just imagine getting dozens of resumes a day, all coming for different jobs. No wonder resume management is a high priority in the HR and Recruiting spheres.
Let’s get into the main benefits of resume database software and how it can help you be more productive.
What are the benefits of using resume database software?
Resume Sourcing
You post a job online on many different mediums and job boards, and now you get dozens of resumes a day, all coming from different mediums and on top for different job positions!
Now you have to keep all the platforms you have posted jobs on in mind and check them diligently. Then you have to download all the resumes and sort them accordingly. What are the chances you will miss out on something?
Huge.
Especially if you have various job positions to track.
This is where resume database software comes into play. It saves you time and energy and collects all the resumes for you!
Resume Tracking
Once all the resumes are collected, you don’t have to worry about noting where they came from since the software will do it for you. It will figure out if the candidate applied via LinkedIn, Glassdoor, or social media and note it for you.
Resume Uploading
Want to upload all those resumes into an ATS? No problem. The good resume database software can handle that for you. No more boring, time-consuming, step-by-step filling out of the information.
Simply bulk import all the data, and you are good to go.
Resume Parsing
Don’t lose time on manually reviewing every resume every time before inviting candidates for the interview.
Good resume management software will extract the most important information from resumes into condensed candidate profiles for you. Now all you need to do is have a simple glance to see the essential factors like skills, education, and contact information.
De-Duplication
Some candidates apply multiple times from different emails and profiles, and that can create a whole new level of hassle.
Fortunately, resume software can filter out the existing candidates already and save you time and resources.
Database
Store all the resumes with ease. Have them all stored in one place and browse through them whenever you need to find something. Besides searching by a keyword, you can also search historically.
How to choose the right resume database software?
Choosing a resume database software or an Applicant Tracking System (ATS) is a crucial decision that can significantly impact your hiring process. Here are some considerations to help guide your decision:
Understand your needs: Different businesses have different needs. Are you a small company with only a few positions to fill each year, or a large organization that needs to handle thousands of resumes? Do you need the system to integrate with other software you already use, like HR or payroll systems? The answers to these questions will guide your decision-making.
Advanced Search and Filtering
The ability to perform advanced searches and filtering is one of the most important features. Look for software that allows you to search by:
- Keywords: Specific words or phrases within resumes.
- Skills: Particular skills or competencies.
- Experience Level: Years of experience or types of previous roles.
- Education: Degrees, certifications, and institutions.
- Location: Candidate’s geographic location or willingness to relocate.
Integration Capabilities
Integration capabilities ensure that your resume management software can seamlessly connect with other tools and platforms you use, such as:
- Applicant Tracking Systems (ATS): For a unified recruitment workflow.
- Job Boards: To automatically import resumes from job postings.
- HR Software: For better alignment with overall HR processes.
- Email and Calendar Systems: For scheduling and communication.
Automated Parsing
Automated parsing technology extracts key information from resumes and structures it into an easily readable format. Look for software that can accurately parse:
- Contact Details: Name, phone number, email address.
- Work Experience: Job titles, companies, durations.
- Education: Degrees, institutions, graduation dates.
- Skills and Certifications: Specific skills, licenses, and certifications.
Candidate Tracking
Candidate tracking features allow you to monitor the progress of candidates through various stages of the hiring process. Essential tracking capabilities include:
- Application Status: Track whether candidates are in the application, interview, or offer stage.
- Interview Scheduling: Manage interview dates and times.
- Feedback Collection: Record feedback from interviewers.
- Communication Logs: Keep a history of communications with each candidate.
Collaboration Tools
Effective recruitment often involves multiple team members. Collaboration tools should include:
- Shared Notes and Comments: Allow team members to leave notes and comments on candidate profiles.
- Rating and Ranking Systems: Enable team members to rate candidates based on predefined criteria.
- Task Assignments: Assign specific tasks or follow-ups to team members.
Security and Compliance
Security and compliance features protect candidate data and ensure your recruitment process adheres to legal standards. Key security features include:
- Data Encryption: Secure storage and transmission of data.
- Access Controls: Define who can access and edit candidate information.
- Audit Logs: Track changes and access to candidate records.
- Compliance Tools: Ensure adherence to regulations such as GDPR and EEOC.
Customization Options
Customization options allow you to tailor the software to fit your specific needs. Look for features such as:
- Custom Fields: Add fields that capture information unique to your recruitment process.
- Templates: Create and save templates for job postings, emails, and reports.
- Dashboards: Customize dashboards to display the most relevant metrics and data.
Reporting and Analytics
Reporting and analytics capabilities provide insights into your recruitment process and help you make data-driven decisions. Important reporting features include:
- Standard Reports: Pre-built reports on common metrics like time-to-hire and source of hire.
- Custom Reports: Ability to create custom reports based on specific criteria.
- Data Visualization: Charts and graphs to visualize recruitment data.
- Trend Analysis: Identify trends and patterns in your hiring data.
Mobile Accessibility
Mobile accessibility ensures that recruiters can access the software from any device, at any time. Look for features such as:
- Mobile-Optimized Interface: A responsive design that works well on smartphones and tablets.
- Mobile Apps: Dedicated apps for iOS and Android devices.
Scalability
Scalability is important for growing organizations. Ensure the software can handle increasing volumes of resumes and user activity without compromising performance.
Customer Support and Training
Customer support and training are essential for getting the most out of your software. Look for:
- 24/7 Support: Availability of support when you need it.
- Training Resources: Comprehensive training materials, such as videos, webinars, and user guides.
- Onboarding Assistance: Help with setting up and customizing the software for your needs.
Popular Resume Management Database Software
Now that we have gone over some basics let’s see what are some of the best resume database software to try out in 2023.
In this article, we will cover the following tools:
- Recruiteze
- JobScore
- SignalHire
Recruiteze
