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Using Less Annoying CRM for hiring

Track candidates, interviews, and applications in your CRM
Written by Tyler King

Everyone knows that you can use a CRM to track your sales and client relationships, but they can also be helpful for hiring! Less Annoying CRM can help you manage potential candidates, store their résumés and other application paperwork, track where each application is in the hiring process, and manage interviews and other follow-up tasks. Whether you are a full-time recruiter or you’re looking to hire your first intern, these features will help you stay organized as you find and process candidates.

1. Create a pipeline for processing new applications.

Go to your Pipelines page under Settings and add a new pipeline to track job applications -- we even have a template to help get you started! In your new pipeline, make sure to have statuses that account for the steps in your application process (such as written, phone, and/or in-person interviews), as well as the potential ending outcomes (such as hired, rejected, or declined offer). You’ll also want custom fields to track the position a candidate is applying for, as well as other details like their salary requirements, potential start date, and other important details.

Want tips on how to customize your Job Application pipeline? Check out this tutorial!

2. Add new applicants to your CRM and attach their application documents.

As new applications come in, add their contact and application details to your CRM. Hover your mouse over Attach an Item on a candidate's profile page. Enter in their application details in their pipeline fields. After you create your new applicant and attach their pipeline, be sure to hit “File” under the Attach an Item menu to attach their résumé and any other application materials.

HR can easily find Alexander's résumé, writing sample, and next follow-up date in the CRM. 

Note: Don’t want other users in the CRM to see the job applicants in your pipeline? Make sure new contacts are assigned to a user that your other CRM users don’t have access to. You can manage user contact permissions from your Users page under Settings.

3. Save a detailed history on applicants and interviews.

As you work through your applicants from your Job Application Report, click the gray rectangular badge next to each applicant’s name in order to leave a note, add a task, or update their application status. Leaving detailed notes about an applicant immediately after an interview or another interaction will help you when it comes time to make a decision about who to give an offer to. You’ll also want to log email interactions to the CRM to keep track of your communications.

Note: Don’t want other users in the CRM to see notes that you leave about job applicants? Save your notes in a Google Doc or another online note-taking app, and make sure the document isn’t shared with anyone else at your company. Add a link to that document on the applicant’s record by editing their contact info and pasting the link into the website field. Or, you can add the link to a note on the contact’s record and click on the link to open the document.

4. Use your calendar to track interviews.

In addition to leaving a detailed history on each candidate’s record, you’ll also want to stay on top of all your upcoming interviews. On each candidate’s page, you can click “Event” under Attach an item. The event will automatically add your candidate as an attendee, and you can set reminders for the slot and add in any important interview details (such as questions you want to ask or the interview location).

5. Run reports on your job applicants.

Need to fill a position quickly? Look at your Job Applicant Report to evaluate previous candidates. Filter the report to show candidates who previously declined your offer or whom you rejected, and for whom you checked “Keep on file.” You can start contacting these candidates one by one, or export their information to Excel, use an email-merging tool, and send a mass email inviting them to apply. You may also want to pull reports based on the source of your best candidates; you can pull a report on candidates from each source and compare the number of offers that went out vs. the number of total applicants.

6. Onboard your new hire!

Don't forget -- once you hire someone new, add them to the CRM! This tutorial explains how you can onboard your new hire with the CRM. Remember: You can always export then delete hiring data that you don't want your new employee to see. Or, you can assign candidate contacts and interviews to users that your new hire does not have access to. 

If don’t regularly hire…

You may want to delete your recruiting pipeline if you don’t hire regularly (if you hire less than once per year, job applicant information may quickly go out of date). Or, you may not want your new hire to see their applicant info in the CRM. Here’s how to remove applicant info from your CRM:

  1. Export all of the data from your Job Application pipeline. After filtering to view “All statuses” on your Job Application Report, hit the “Export” button in the upper righthand corner.
  2. Delete any contacts in the Job Application pipeline. Filter your Find a Contact page by specific field, and select “Pipelines”. Filter for contacts with an active or closed Job Application pipeline attached. After applying the filter, hit “Select All” in the upper lefthand corner. Then choose “Delete” in the actions menu that pops up at the bottom of the page.
  3. Delete your Job Application pipeline. From the Custom Pipelines page under Settings, hit “Delete” under your Job Application pipeline.

If you’re a recruiter…

There are many other customizations and features you may want to take advantage of, such as…

A Job Openings Pipeline

In addition to managing candidates, you can create a pipeline to track the companies that are looking to fill a position in a separate Job Openings pipeline! Use statuses to track whether or not a position has been filled, and custom fields to track details about a position. You can attach as many Job Openings as necessary to a single company.

Whenever you find a potential candidate, add them to your Job Application pipeline! You can also attach multiple Job Applications to a single candidate’s record if they are applying to more than one position.

Groups based on candidate expertise/industry

If you frequently place freelancers or folks in specific industries, you may want to create groups for different networks. You can have groups based on industry, expertise, or title.If you ever need to fill a position in a specific industry or you need to reach out to your contacts in a particular field, you can look at your groups.

A subcalendar just for candidate interviews

You may want to keep track of when your candidates interview, even if you won’t be a part of the interview itself. You can create a separate subcalendar to track interviews between candidates and companies; that way, you can easily toggle your interviews calendar on when you want to see when candidates need to prepare, but you can hide it when you want to see your own schedule.

I hope this article helps you stay organized and stress-free during the hiring process. If you have any questions (or recruiting/hiring tips we missed), don’t hesitate to contact us!

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Posted on Oct 1, 2019
Filed under CRM Tips and Tutorials
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