The Most Common Use Cases for a Recruiting CRM

To say every business can utilize some candidate relationship management software is not an overstatement. This is precisely why CRM solutions for HR exist – for hiring managers and their recruiting teams to bring quality into each recruiting campaign, no matter the industry or job type.

Whether you are a recruiter for a staffing firm or a hiring manager working with an in-house hiring team engaging in campus hiring, here are some of the most common use cases for CRM in recruiting!

The Most Common Use Cases for a Recruiting CRM

CRM and campus recruiting

CRM and Campus Recruiting

As candidates’ experience plays a more central role in the success of campus recruiting, CRM solutions are proving to be indispensable tools for any recruiter. As hiring teams identify and engage with potential leads even before they graduate, a recruiting CRM provides more visibility into the candidate pipeline for better tracking and automated branded engagement.

Whether it’s in-person campus recruiting or virtual, here is how talent acquisition professionals are using recruiting CRM to enhance their recruiting efforts:

Personalized Communication:
A good recruiting CRM can collect a wide array of information, from contact information and interaction history to the source of different leads. The solution enables users to capitalize on collected data.

For example, a hiring team can launch a customized marketing campaign based on geolocation, school, academic history, or even personal interest with the information collected. Instead of generalized efforts, you can build campaigns that hit the right spots, appeal to your candidates’ interests.

Enhanced Marketing Efforts:
Even before the pandemic, Gen Zs candidates have already established a significant part of their presence on the internet. The heavy use of smartphones by an entire generation has changed how recruiters approach information gathering and sharing. In 2021, all it takes is a tweet for your digital pamphlets to reach hundreds of potential candidates.

In this landscape, a Recruiting CRM can be the base of operation for all of your multimedia campaigns. Other advanced CRM solutions can also read and compile candidates’ profiles to build up an extensive database of information to fuel the recruiting funnel.

Gain Valuable Information From Your Event:
Going to career fairs and events is an integral part of most campus recruiting strategies. Whether it’s a virtual event or in-person, a recruiting CRM solution with event features can help a hiring team make the most out of their event, capture attendee data, and identify potential leads.

If your team uses an event management tool to gauge how your visitors interact with certain activities inside your event, consider integrating it with a CRM solution. A recruiting CRM can quickly analyze the data collected to identify potential leads.

For example, suppose your event management software allows for recording guests’ portfolios to support engagement. In that case, a recruiting CRM can sort out the collected data to highlight attendees’ seniority, skills, or past employment. Not all visitors to an event share the same characteristics. Looking through a recruiter’s point of view, each attendee will have an aptitude for different job openings.

You can then use your CRM to conduct branded SMS or email campaigns post-event to keep your talent pool engaged, invite them to more events, or entice them with job openings tailored to a specific group.

CRM and The Staffing Industry

CRM and the staffing industry

A staffing firm is the ‘middle man’ between candidates and employers, matching suitable applicants with available job openings. Like any in-house recruiting team, a staffing firm finds a lot of uses for a recruiting CRM:

Maximum Leads Availability

As a staffing agency that works with multiple employers on different openings, various active talent pools are always needed.

Like an in-house recruitment team, staffing firms make the most of a recruiting CRM’s ability to send out and manage different types of branded campaigns both in SMS form and email to reach and build up various pools of candidates.

Having multiple warm talent pools can cut weeks of work for a recruiter. A recruiting CRM can cut down the cost of acquiring new candidates by identifying past applicants, silver medalists or reaching back to high-performing candidates just as their assignment with their previous employer ends.

CRM as A Referral Database

Referrals or “peer recruitment” is not a new concept for recruiters. Widely used thanks to the significantly lower cost-per-hire and higher quality applicants, a staffing firm can conduct referral programs on a much larger scale thanks to the support of a recruiting CRM.

It’s very simple: the CRM sends out a message to a selected pool of applicants with a link attached. Applicants are encouraged (usually with a reward) to forward the link to any suitable acquaintances or relatives they deem fit for the job opening in the message.

More in-depth Reports for Your Employers

The employers always have the final decision of whether to hire the candidates your agency has vetted. A high-performance CRM can share candidate reports amongst users. A recruiting CRM can serve as a line of communication between the agency and its customers, ensuring no hiring decisions go unnoticed between both parties.

CRM and High-volume Recruiting

CRM and high-volume recruiting

With the Covid-19 vaccine in widespread use, many companies are resuming recruiting for new talents. Some companies are employing high-volume recruiting to fill in hundreds of available positions. Without the help of recruiting solutions like recruiting CRM software, high-volume recruiting would be an incredibly arduous job. Thanks to multiple automation features, CRM software enables users to receive and process hundreds, if not thousands, of leads.

The Challenges
Most challenges associated with high-volume recruiting stem from the sheer number of applicants a recruiting team has to process. Here are a few common problems often encountered during high-volume recruiting.

1. Sort Out Quality Candidates
Having to handle a wide assortment of job openings, each with hundreds of applicants, can be a real struggle. In this situation, notes and spreadsheets just won’t cut it.

2. Last-Minute Job Openings
Due to the fast-paced nature of high-volume recruiting, having available roles pop up close to the deadline is very common. Having a position appear in this manner means recruiters would have to scramble to find suitable candidates for the job.

If your team already has defined groups of candidates based on skills, backgrounds, or availability inside your recruiting CRM, your response time to sudden positions can be significantly shorter.

3. Team Coordination
High-volume recruiting is characterized by its fast processes and short hiring cycle, which allow candidates to move through your pipeline at a significantly faster rate than traditional recruiting. Not to mention, the workload for each individual will be considerably higher. In this situation, a hiring manager needs to pay extra attention to team coordination to prevent miscommunication and maintain a smooth workflow.CRM as A Solution

CRM and high-volume recruiting

There are some excellent CRM software providers that offer outstanding solutions for high-volume recruiting, including Rakuna.

Users of Rakuna CRM solution always have access to a centralized database of candidates’ information to have an overview perspective of where candidates are across the hiring process. Rakuna provides integration with your current ATS, allowing the CRM database to be constantly updated with the latest information.

Rakuna CRM can automate tedious tasks such as sending out email and SMS campaigns. With CRM automating tasks, recruiters can track and maintain a constant outreach toward passive leads and automatically remove those you have already hired or those not interested in your opportunities.

An up-to-date database also means recruiters can work without worrying about stepping on each other’s feet. No recruiter will unknowingly work on a candidate already in contact with another member of your team.

If you want to have first-hand experience with how Rakuna CRM can support your high-volume recruiting efforts, you can book a demo with us.


A CRM’s wide range of utilities makes it an ideal tool to support your recruiters’ needs. We hope you can have more ideas on how to best use their CRM solution, or for those who have yet to have a recruiting CRM in place, you can start thinking about adopting one.

Still not sure whether to adopt a recruiting CRM? Look out for these signs in your business and begin your search today!

Vector images in this post provided by: FreePik