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
So let’s dive in!
Everything You Need to Know About Resume Database Software
Hiring is one of the most critical aspects of running a successful business. Without the right tools, the process can quickly become overwhelming—especially when you’re dealing with hundreds of resumes from multiple job boards and platforms. That’s where resume database software comes in.
From storing resumes to parsing them, these tools help recruiters streamline their hiring processes, saving time and ensuring no great candidate falls through the cracks. In this post, we’ll explore the key features and benefits of resume database software, how to choose the right one, and the top tools on the market.
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 this article, we will cover the following tools:
- Recruiteze
- JobScore
- SignalHire
Recruiteze
Recruiteze is an ATS that has a built-in resume database software. It allows you to post to multiple job boards at once, including ZipRecruiter, Glassdoor, Indeed, Google Jobs, and much more.
All of the received resumes you can easily manage in a database. From there on, you can easily create customized workflows, share profiles, and much more to allow you to be more productive and efficient.
Another pro of using Recruiteze is that it also has a CRM feature to help you manage vendors, clients, and hiring managers effortlessly.
Here’s a list of all the features Recruiteze comes with:
- Customizable Forms – Customize forms for different jobs so that they match the company and job role.
- Career Pages – Let visitors know what job openings you have with career page widgets that automatically stay up to date.
- Bulk Emails – Send personalized emails to multiple candidates at once.
- Tags and filters – Browse through candidates with ease.
- Email Adress Integration – send and receive emails through the platform from your own account and stay updated.
- CRM – manage recruiters, vendors, candidates, and teammates.
- Job Broadcasting – Share jobs on multiple platforms at once
- Resume Formating with iReformat – Parse resumes, add them to the candidate database, and reformat the information however you like. You can create however many templates you need.
- Customizable workflows, reports, and many more.
Recruiteze is an excellent choice for everyone who wants to have all of their recruitment efforts handled by one software. It is great for small businesses since it has been designed to meet small business hiring projects’ needs.
Another pro is that you can test out all of our features entirely for free during the demo for free.
Our plans are available for pricing to accommodate different organizational sizes and needs. Visit Recruiteze Pricing for more details.
Keep in mind that if you ever get stuck at something, we offer 24-hour email support to help you solve all the obstacles and answer your questions.
Bullhorn
Bullhorn is a widely-used recruitment software known for its robust features and scalability.
- Key Features:
- Resume Parsing: Efficiently parses resumes and organizes candidate data.
- CRM Integration: Integrates with Customer Relationship Management (CRM) systems.
- Analytics: Provides detailed analytics and reporting tools.
- Mobile Access: Offers mobile apps for on-the-go access.
- Benefits:
- Scalability: Suitable for both small and large recruitment firms.
- Integration: Seamlessly integrates with various recruitment and business tools.
- User-Friendly: Intuitive interface that is easy to navigate.
SmartRecruiters
SmartRecruiters is an all-in-one talent acquisition suite that includes powerful resume management features.
- Key Features:
- Automated Resume Screening: Uses AI to screen and rank resumes.
- Collaborative Hiring: Facilitates collaboration among hiring team members.
- Job Advertising: Integrated job advertising tools to attract candidates.
- Candidate Relationship Management: Manages interactions with potential candidates.
- Benefits:
- Efficiency: Automates many aspects of resume management and candidate screening.
- Collaboration: Enhances team collaboration with shared access to candidate data.
- Comprehensive: Provides a full suite of recruitment tools.
Zoho Recruit
Zoho Recruit is a versatile recruitment software that offers strong resume management capabilities.
- Key Features:
- Resume Parsing: Automatically extracts information from resumes.
- Candidate Management: Comprehensive tools for tracking and managing candidates.
- Integration: Integrates with various job boards, email systems, and other Zoho products.
- Custom Workflows: Allows for customization of recruitment workflows.
- Benefits:
- Versatility: Suitable for different types of recruitment agencies and HR departments.
- Integration: Works well with other Zoho products and third-party tools.
- Customization: Highly customizable to meet specific recruitment needs.
How to Choose the Right Resume Management Database Software for Your Needs
Selecting the right resume management database software is a critical decision that can significantly impact the efficiency and effectiveness of your recruitment process. Here are some essential steps and considerations to help you choose the best software for your organization.
Understand Your Needs
Identify Your Requirements: Start by identifying your specific needs and priorities. Consider the following questions:
- How many resumes do you process on average?
- What types of roles are you recruiting for?
- Do you need integration with other HR tools or job boards?
- What is your budget for resume management software?
Involve Stakeholders: Engage with key stakeholders, including recruiters, hiring managers, and IT staff, to gather input on their requirements and preferences. This collaborative approach ensures that the selected software meets the needs of all users.
Evaluate Features and Capabilities
User-Friendly Interface: Look for software with an intuitive and easy-to-navigate interface. A user-friendly design ensures quick adoption by your team and minimizes the learning curve.
Advanced Search and Filtering: Ensure the software offers robust search and filtering capabilities, allowing you to quickly find candidates based on specific criteria such as keywords, skills, experience, and education.
Integration Capabilities: Check if the software integrates with other tools you use, such as Applicant Tracking Systems (ATS), job boards, email systems, and HR software. Seamless integration streamlines your recruitment workflow.
Automated Parsing: Automated resume parsing is crucial for extracting and organizing information from resumes. Ensure the software accurately parses data and reduces manual data entry.
Candidate Tracking: Look for features that allow you to track candidate progress through different stages of the hiring process, from initial application to final offer.
Collaboration Tools: The software should facilitate team collaboration by allowing users to share notes, comments, and ratings on candidates. This feature enhances communication and decision-making.
Security and Compliance: Ensure the software provides robust security measures, such as data encryption and access controls, to protect candidate information. Additionally, it should help you comply with regulations like GDPR and EEOC.
Consider Budget and Pricing
Determine Your Budget: Establish a budget for your resume management software. Consider both the initial cost and any ongoing subscription fees or maintenance costs.
Compare Pricing Plans: Look for software that offers flexible pricing plans to suit different organizational sizes and needs. Some vendors may offer tiered pricing based on the number of users or features.
ATS with the resume database?
Yes, a great ATS comes with built-in resume database software.
There is no need to be bothered with uploading resume data from one software to another when you can have it all in one.
That’s why Recruiteze is here! Recruiteze has many benefits for small business hiring projects. It allows candidates to apply to be added to your database immediately.
Needs-based online recruiting has never been easier with your custom job board. Our cloud-based resume database software allows candidates and customers to have easy access to their information anywhere in the world. As an end-user, you’ll benefit by accessing candidate resumes online and making changes quickly anytime you need to.
Choosing the right resume database software for your business is easy with help from Recruiteze! Want to use it for free? You can access our recruiting software for free with a basic membership. Recruiteze is our online applicant tracking system that allows candidates to apply to be added to your database immediately.
End-users can access candidate resumes online and make changes quickly. Recruiting based on your needs has never been easier with your custom job board. This feature allows candidates and customers easy access to information and creates a level of professionalism expected in today’s marketplace.
When your staffing agency or firm needs help with recruiting online, make the right choice by using our resume database software for staffing and small to medium-sized companies!
Recruiteze is a powerful ATS that makes recruiting and hiring a lot easier. When job candidates apply to your open positions, they’re instantly added to your talent database, and you can access and format their resumes anywhere at any time.
We make recruiting easy because Recruiteze also comes with a custom job board. It allows candidates and customers easy access to information and creates a level of professionalism expected in today’s marketplace.