We are an international recruitment agency with over 100,000 applicants, over 30,000 companies, and over 60,000 contacts in our database, and we are looking for web-based software for headhunters and recruitment consultants. We work on around 500 projects at any one time.
Ideally, the software should meet the following requirements, for example. We distinguish between “must-haves” and “nice-to-haves.” But basically, almost anything can be discussed.
Applicant profile
- Automatic CV parsing – “must-have”
- Tags for quick searching, similar to XING – “must-have”
- Input field or link for friends, spouses, siblings – “nice-to-have”
- Automatic linking of companies – if companies are not yet in the system, automatic download via Google – “Nice to have”
- Automatic follow-up task for inactive applicants after 6 months – “Nice to have”
- More defined mandatory fields – Reminder function for mandatory fields (region, current position, category, etc.) – “Must have”
- Note field – “Must have”
- Automatic suggestions for references by linking companies or contact persons – “Nice to have”
- Talent pool option – “Must have”
- Automatic LinkedIn & XING updates – via interface – “Nice to have”
- Correct formatting of profiles from the outset without subsequent ‘tinkering’ – “Must have”
- Automatic sending of data protection emails - “Must have”
- Automatic sending of birthday emails and independent evaluation of failed emails, including a note in the applicant's file - “Must have”
Contact profile
- Reminder function for mandatory fields that have not been filled in - “Must have”
- Mailing template in contact profile, e.g. to offer help with searches - “Must have”
- Automatic follow-up task as soon as a contact has not been processed for more than 1 year - “Must have”
- Reliable, automatic linking of applicants and contacts - “Must have”
- Contact deactivation, relocation: automatic deletion of contact details - “Must have”
Customer profile
- Integration of “new tags” for relevant customer information - “Nice to have”
- Automatic creation through screening by Google, etc. - “Nice to have”
- Customer updates by connecting to or scanning the customer's website - “Nice to have”
- Automatic linking of all current and former employees - “Must have”
- Direct visibility of which group of companies or company the customer belongs to, plus operator status (managed, franchised) - “Must have”
- Direct visibility of terms and conditions - “Must have”
- Special field: what to consider when placing orders - “Must have”
- “Alert function,” e.g., when other departments are currently processing orders - “Must have”
- Contract creation from the customer - “Must have”
Orders
- Applicant search from the order - “Must have”
- Option to enter precise details in order to generate specific searches - “Must have”
- Automatic search for applicants, including direct assignment - “Nice to have”
- Automatic email sent to applicant groups with information about new vacancies - “Nice to have”
- More detailed information for each order - “Must have”
- Project work for certain orders, including cross-departmental - “Must have”
- Interface for customers and applicants – exchange of information, scheduling interviews, etc. - “Nice to have”
- Interface function to relevant advertising portals - Ad creation, social media posts (XING/LI) - “Must have”
- Quick notes – handover from recruiter to consultant – “Nice to have”
- All-in-one platform for customers – fill in requirements – send order – shortlist candidates, reject candidates – “Nice to have”
Search
- Customize applicant search either specifically or generally – “Must have”
- Exclusion function for applicant search (minus company, nationality, etc.) - “Must have”
- Automatic social media (interface) and database search and candidate assignment, if technically possible
- Automatic ‘attention’ sign for acquisition candidates if we are currently working on an order for the customer - “Must have”
- Individual messages can be saved for each order to send to acquisition candidates - “Must have”
- Search for keywords in documents and applicant profiles - “Must have”
- Search for recently added applicants - “Must have”
- Link to ad portals with database - “Must have”
- Automatic import and scheduling of appointments with consultants (or automatic reminder if no contact has been made after 3 days) - “Must have”
- Simplified search function with better algorithms (e.g., consideration of when placed, etc.) - “Must have”
- Better hit rate - “Must have”
- Classification of candidates - first choice, second choice, e.g., assign to consultant 1st priority, 2nd priority, etc. - “Must have”
General
- Individual email templates for each user - “Must have”
- Different database masks, individual user interface (different requirements for Asia & Europe) - “Must have”
- Cloud-based, mobile version of the database for access on business trips via cell phone or similar devices - “Must have”
- 100% integration with MS Office - Linking of Outlook, calendar, reminders, references to existing applicants, contact persons, customers - “Must have”
- “Candidate Relationship System” - Collection of industry-relevant and position-relevant information, e.g., via newsletters and automatic creation of industry-relevant newsletters for candidates - “Nice to have”
- Translation function or multilingualism in German and English (German entries are automatically translated for English-speaking users) – “Nice to have”
- Integration of Skype or telephone client – “Must have”
- Reporting: Provision of relevant reports – “Must have”
- Direct rejection for selected keywords – “Nice to have”
- Candidate or customer app to simplify communication with candidates or customers - “Nice to have”
- WhatsApp integration - “Nice to have”
- Internal communication tool, e.g., to ask questions about specific applicants (chat function in the applicant for employees): faster search for the applicant in question via a ‘link’ to the applicant profile - “Nice to have”
- Simplified “list pulling” - “Must have”
- Caller ID: Automatic opening of the profile when the call is answered - “Must have”
Approximately 50 software workstations are required.