Running a temporary recruitment agency or desk is fast paced and demanding. The logistics of managing often hundreds of temporary workers for a multitude of clients can be very challenging. Without a dedicated temporary recruitment CRM solution, it is nigh on impossible to provide the service your clients and candidates expect and deserve.
When it comes to temporary recruitment software, a ‘fit for purpose’ solution needs to provide specific temporary recruitment functionality that a generic or permanent software solution generally does not provide. So with this in mind we have listed some of the key functionality that will help you improve efficiency and increase your temporary placements and revenue.
1. Coding A Candidate Record
The ability to code up temporary candidates so your recruiters can easily and effectively search across their candidate pools is critical. With the right temporary recruitment CRM, you can record candidates employment preferences including willing to work geographic locations, any preferred clients, their actual and preferred industry and disciplines and desired hourly pay rate.
2. Real Time Candidate’s Availability
The ability to record, view and manage candidate’s temporary availability within seconds is the foundation of temporary recruitment. In addition, the ability to record candidate’s availability for either a 24 hour period block or customised shift patterns will ensure your recruiters have a real time view across all their candidates temporary availability.
3. Compliance/Right To Work
Arguably, one of the most challenging aspects of delivering temporary recruitment is managing the compliance requirements for candidates to ensure they are compliant before commencing a temporary role with a client. Having a recruitment CRM that can be configured for your sectors ‘right to work’ requirements assists your compliance team to effectively record, track, and manage all your candidates compliance requirements.
4. Client Records
Ensuring your recruiters and back office teams have the ability to record additional information on a client record is paramount. Recording agreed temporary pay and invoice rates, whether a client is a is a legal hirer for AWR, IR35 sector information is all critical for effectively delivering temporary recruitment services.
5. Recording Temporary Vacancies/Bookings
With any temporary recruitment software, a key feature is the customised functionality for entering and managing your temporary vacancies or bookings. As you know, there is additional information required compared to a entering a permanent vacancy, so you will need the ability to record the vacancies pay, charge (including NI and WTD), invoice rates, the start and end dates/times, and then view the estimated margin/markup for the temporary booking. In addition the ability to created rates cards for agreed rates, which can also be locked so changes cannot be made.
6. Search, Auto-match & Place
The speed and ability to find the right candidate for each temporary vacancy or booking is all down to having temporary specific searching and auto-matching functionality. A few temporary specific searching and auto-matching requirements are candidates with availability, willing to work within the client geographical location and whether candidate has the required experience and skills for the booking.
Once a candidate have been shortlisted the speed and ease to place and confirm the candidate with the client is crucial, so your temporary recruitment software should enable you to email or SMS the confirmations directly from the filled temporary booking.
7. Tracking Agency Workers Regulation (AWR)
As you are aware, AWR was introduced to ensure that temporary workers receive the same benefits as permanent employees after working for a period of twelve weeks at the same company and in the same position. If a client is the AWR legal hirer, having the ability to record and track the temporary workers temporary bookings and monitor the 12 week period for each placement including pre and post AWR rates is beneficial.
8. Electronic Timesheets
For each temporary vacancy or booking, an associated system generated electronic timesheet is created to enable your finance team to enter the worker’s hours once they have been worked. Once the timesheet has been processed, the worked hours and margin/markup made on the temporary booking is recorded with the option to export to your back office accounting software.
9. Client Invoicing
Being able to produce your client invoices (daily or weekly) whilst automatically including a copy of each workers approved timesheet provides efficiencies with your client invoicing process. In addition, the ability to batch invoices and export to your back office accounting software.
By having temporary recruitment specific functionality in your recruitment CRM, you will be able to report across all aspects of your temporary recruitment business, including vacancy/booking activity including filled rates, predicted and processed timesheets, client temporary recruitment spend, candidate booking activity and predicted and actual temporary margin/markup. This enables you to have a helicopter view of your overall performance and identify where any process improvement is needed.
With the right features, temporary recruitment software can make your agency more efficient, easier to manage more candidates and fill more client bookings, giving you the edge over your competitors.
If you’re considering investing in new recruitment software, download our free guide and make the right choice for your agency.