Temporary Recruitment Software – 10 Key Features For Recruitment Agencies

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.

10. Reporting

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.

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Google’s Mobile First Index: How Recruitment Agencies Can Prepare

Google’s mission statement since 1998 has been to “organize the world’s information and make it universally accessible and useful.” Since mobile search overtook desktop search in 2015, Google has been wrestling with the conundrum that, to make information universally accessible to the majority of its users, therefore, it should be categorising, or ranking, websites based on their mobile experience.

But let’s go back a few steps, what is Google’s mobile first index and what does it mean for your recruitment agency?

What Is Google’s Mobile First Index?

Historically, Google categorised or indexed pages of your website by primarily crawling the desktop version of your website and ranking it based on the content it found. Google’s mobile first index was launched in 2018, and ranks priority based on the content that appears on the mobile version of your website. This means that, if your website is not mobile friendly, it could well have an impact on your overall ranking in search engines.

What Is A Mobile Friendly Website?

A mobile friendly, or mobile responsive, website is fundamentally a website that offers a positive user experience on a mobile device. Arguably the most popular way of achieving this is by offering identical content across both desktop and mobile that responds and adapts to the size of the screen it is being viewed on (see images below).

Eclipse Web MobileEclipse Website Desktop

The majority of websites built in the last three years, for example WordPress websites, have a mobile responsive theme which adapts your desktop version to your mobile version so it all sits on one website.

What Does Google’s Mobile First Index Mean For Your Recruitment Agency?

To give you an idea of how Google’s mobile first index works, let’s look at a worst case scenario:

Your recruitment agency Talent+ Solutions had a website developed five years ago, offering a first class desktop experience; fast, accessible, easy to use with lots of relevant content for your target audience. However, when it was built, the developer didn’t make the website mobile friendly so it only displays the website in desktop form even when viewed on mobile. This means that the mobile users leave the site disappointed, do not find what they want and can’t read any of the content on the blog.

Despite having a terrible mobile experience, until Google’s mobile first index was launched, the website had been performing well, attracting a healthy amount of organic traffic* on desktop and receiving lots of client and candidate enquiries.

But since Google “now” indexes and ranks Talent+ Solutions by crawling its mobile website and categorising it in this way, just like the user, Google cannot easily identify what it is that Talent+ Solutions does and therefore penalises the overall website by ranking its pages lower in its search results. Consequently, three months later, Talent+ Solutions’ competitors outrank it for all relevant search terms, traffic across the site drops dramatically and online enquiries have all dried up.

This is an extreme example but entirely plausible. Currently, Google have not confirmed exactly how they are going to penalise websites but it is clear that, in the not too distant future, websites that ignore their mobile users will become subordinate to websites who have a navigable mobile experience. To avoid Google’s inevitable penalisation, here’s what you can do to prepare.

*Organic traffic is web traffic that comes from search engines, such as Google.

How To Prepare For Google’s Mobile First Index?

Back to reality – Google have made it clear that you have lots of time to make the necessary changes to your website before they roll out the mobile first index. They have also stipulated that:

“If you have a responsive site or a dynamic serving website where the primary content and markup is equivalent across mobile and desktop, you shouldn’t have to change anything.”

But if you are unsure about whether your website will be impacted by the mobile first index, you can:

  1. Check whether your website is mobile friendly using this tool.
  2. Check to see if you have structured data on your website using this tool. (Learn more about the importance of structured data in our blog).
  3. Check the speed of your website using this tool.

If you have any concerns, flag these with your web developer to make sure your website is prepared.

Google’s mobile first index should be viewed as an opportunity for you to overtake your competitors by providing a slick mobile experience that will attract more traffic from mobile users via Google and convert them into clients and candidates.

To learn how to make your website a lead generating machine, try inbound marketing. Download our free guide and get started today.

The Ultimate Guide To Inbound Marketing For Recruitment Agencies

Clients vs Candidates – Who Does Your Website Attract?

As a recruitment agency, your website is the bedrock and foundation from which your online brand to new clients and candidates is built on. It acts as your shop window, so that website visitors can review and decide, from the outset, whether you provide the services that they need.

But how can you tell if your website is candidate or client focused? And, furthermore, which one is more important?

Does Your Website Attract Clients Or Candidates?

There are a number of ways that you can identify whether your website is more client or candidate focused and in the majority of cases, you should have a pretty good idea already. A quick acid test is take a look at the primary pages on your website and count how many you have designed for clients vs candidates. Ask yourself questions such as:

Do you have more pages providing advice for candidates searching for their next job?
Are you more focused on how to help businesses attract, recruit and retain staff?
What imagery and language do you utilise on page and who does it appeal to?

You may think that the difference isn’t that significant, but, if 70% of website pages are job orientated, it stands to reason that the majority of your traffic will be from candidates.

Now that you have a basic theory, you can use the Google Analytics data from your website to back it up. If you haven’t already added Google Analytics to your website, have a read of this guide from Moz to explain the basics and how to install it. Once added, it typically takes two weeks (minimum) before you can collect enough data and make any useful insights. The more data you have collected in Google Analytics, the more accurately you can identify who your engaged audience are.

By having a look at the demographics of the visitors to your website, such as age, gender and geographic location, as well as what your most popular pages are, you’ll should begin to build a much more comprehensive picture of who your website really attracts.

NB: Set the date range to cover at least 3 months or as much time as you have set up Google Analytics for.

Go to Audience > Demographics > Overview

Google Analytics Demographics

There are many more elements that will help you identify whether you are more focused on clients or candidates. For instance, by having a look at what the most popular landing pages are, you can gauge what your audience is most attracted to and what this says about your website. If your most popular landing page is a blog post about “How GDPR will impact recruitment agencies” you can draw the conclusion that a good chunk of visitors are, in fact potential clients.

Go to Behaviour > Site Content > Landing Pages

GA Eclipse 2


By exploring your website and Google Analytics, you should have a much clearer picture of who your website attracts. If this was not the answer you expected, do not fear. In the next section, you’ll find out how to attract more clients or candidates to your website.

How Do You attract More Clients To Your Website?

The raison d’etre for any recruitment agency website is to attract visitors and convert them into active clients or candidates. This is a simple concept but it should always be referred back to, even when making minor changes to your website. Ask yourself:

Will this attract or convert more visitors into clients or candidates?

If not, is it a valuable use of your time?

Three ways you can improve your website for clients are:

1. Make Your Service Pages Stand Out
Service pages are the pages on your website that inform the visitor of who you are, what service you provide, what expertise you have and how the visitor can contact you for more information. They can often be the difference between a potential client contacting you or one of your competitors. However, in some cases, these web pages can lack authenticity, brand personality and a clear next step.

Your service pages should:

  • Clearly state your expertise and the geographical location you primarily operate in, without ambiguity.
  • Explain why you stand out from your competitors and what makes you the right agency for them.
  • Direct them to contact you for further information either through a short online form or by calling you directly.

By using the same language that your target audience uses and showing your brand personality, you will have a better chance of making a connection with your website visitors and convincing them to take the next step.

2. Create Targeted Blog Content Addressing Your Client’s Problems
The power of creating blog posts lies in attracting website visitors through search engines and social media. To attract these visitors, you simply need to create content that they want to read and that resonates with them. To do this you must:

  • Know what your potential clients look like.
  • Identify their business pain points, challenges and goals.
  • Write content that answers their questions, provides a solution to their challenges or helps them towards achieving their goals.

By writing content that they will find valuable, you will not only attract more potential clients to your website, you will also be solving their recruitment problems and therefore much more likely to be remembered by them in the future.

Learn more about the benefits of writing blogs here.

3. Create A Clear Path To Conversion
In this instance, a website conversion is defined as turning an unknown website visitor into an identifiable lead or prospect. Creating a clear path to conversion means every page needs to have an obvious next step, with the precise aim of collecting web visitors’ information. By collecting web visitors’ information, you can identify who they are and what services they might be looking for. This will make it easier for your business development team to qualify website leads and decide whether they are worth following up.

For example, a typical client journey might be searching Google for: “What are the best questions to ask a candidate during an interview?”. They may then visit a blog on your website which answers this question and gives them exactly what they are looking for.

The most relevant next step might be to direct these visitors to a downloadable guide “5 Steps to Conducting A Successful Interview”. By putting this download behind a form on your website, you can harvest lead information whilst also providing your target audience with even more valuable information.

How Do You Attract More Candidates To Your Website?

The strategy for attracting more candidates to your website is very similar to attracting more clients but, instead of focusing on client service pages, you will need to optimise the pages that attract candidates.

Optimise Your Job Adverts
Your job adverts should always achieve two goals; be clear and engaging to the candidates who it is aimed at; be clear to Google and other search engines what content is on-page.

Recruiters are often guilty of writing “one-size-fits-all” job adverts which consist of complicated and ambiguous terminology and fail to create a clear representation of what the job will be like. By clarifying the role, what candidates will be expected to do on a daily basis and giving some insight into the employer, you stand a better chance of attracting candidates and converting them into applications.

Learn more about optimising your website’s job ads in our blog.

Create Targeted Content For Candidates
As for your clients, you need to know what your typical candidates look like and more importantly what they search Google for and engage with on social media. By identifying their interests, problems, goals and challenges, you can begin to write content that will attract candidates. However, this content will entirely depend on who you’re targeting because, as you can imagine, recruiters targeting graduates will need to write entirely different content to agencies who are targeting finance directors.

For example, if you are targeting graduates, you might want to write a blog post entitled:

7 Expert Tips For Your First Interview

Whereas, when targeting finance directors, you might want to write a blog post entitled:

7 Finance Trends That Will Impact 2018

Create A Clear Candidate Journey
Creating a clear candidate journey which gives every opportunity for candidates to get in touch or apply for roles is essential to making your website a success. As with clients, by making the next step as relevant as possible, you are more likely to capture lead information and identify who your content is attracting.

Who Should Your Website Attract?

This will completely depend on your business. You may have enough clients, but not enough candidates to fill the vacancies you’re recruiting for. On the other hand, you may have a healthy talent pool of active and passive candidates but not a dedicated client base.

For the majority of agencies, you will want to optimise your website to attract both candidates and clients and you can do this at the same time. By devoting time to focusing on the key pages of your website and writing blog posts that your audience want to read, you can attract and convert both candidates and clients simultaneously.

Want your website to become a lead generating machine. Learn how you can implement inbound marketing into your recruitment agency by downloading our free guide.

The Ultimate Guide To Inbound Marketing For Recruitment Agencies

Recruitment Software vs HR Software – What’s The Difference?

Confusion often surrounds the difference between recruitment software and HR software. They both ensure the easy management of people and data and are fundamental for any business – but does this mean they are one and the same?

Both softwares are actually very different in terms of their purpose and functionality, but can work side by side to ensure the smooth running of your business. In this blog, we’ll go through what those differences are so that you can determine what each of them have to offer.

What Is HR Software?

Put simply, HR software or HRMS (human resource management system) is there to enhance the efficiency of HR teams with the easy management of employees and their data. In addition the software allows a company to plan its HR costs more effectively and convert all administrative tasks online.

What Key Functionality Does HR Software Provide?

A business’ size and requirement will largely determine what kind of HR software is used. But as a whole, the features incorporated within these tools are concerned with employees who are already part of the company, i.e. those beyond the recruitment stage. Some of the key functions include:

  • Employee onboarding requirements
  • Storage of HR policies
  • Employee employment contracts
  • Employee payroll management
  • Benefits administration
  • Employee performance, learning & development information
  • Employee absence management

What Is Recruitment Software?

In contrast to a HR platform, recruitment software is focused solely on the recruitment process and rarely encompasses functions beyond the onboarding phase. The main focus of recruitment software is to maximise all outcomes related to the recruitment and placement of a candidate into a vacancy, whilst driving efficiency through the process.

What Key Functionality Does Recruitment Software Provide?

Even within the recruitment software market there is a wide range of solutions available based on your business requirements. Below is an overview of what is on offer:

  • Record candidate information and interactions, CV and compliance documents
  • Candidate searching
  • Record prospect and acquired client information and interactions
  • Temporary and permanent vacancy recording and searching
  • Candidate tracking through the client interview to placement process
  • Temporary worker timesheet processing and client invoicing
  • Reporting and analytics

As you can now identify, the two software solutions can support your company’s overall HR services but in two completely different ways. The investment in recruitment software can provide efficiencies during the hiring/recruitment process whilst the investment in HR software or HRMS supports your wider HR and employee services.

Are you failing to get ROI from your marketing efforts? Learn how inbound marketing works and how you can get started with a marketing strategy that scalably attracts new clients and candidates to your website. Download our free eBook below.

The Ultimate Guide To Inbound Marketing For Recruitment Agencies