The recruitment industry is fast paced and demanding, especially temporary recruitment. You need to be able to manage hundreds of temporary staff sometime within different sectors as well as a multitude of clients. For temporary staffing agencies, a specialised CRM with the tools and features you need to effectively manage temporary workers and deliver exceptional service to clients and candidates is essential.
Temporary recruitment requires appropriate software that provides essential features and functionalities that some generic or permanent software solutions lack. With a dedicated CRM designed for temporary staffing, you can ensure that your agency is equipped to meet the unique demands of this sector.
1. Coding A Candidate Record
With an intuitive coding system, you can easily categorise candidates based on their preferences, including location, clients, industry, and desired pay rate. This streamlines the search process and ensures that recruiters can quickly identify suitable candidates for each available temporary role.
2. Real Time Candidate’s Availability
You want a software that can provide real-time visibility into candidate temporary availability, allowing recruiters to make informed decisions and quickly fill roles. The ability to easily record, view and manage candidate availability for 24-hour blocks or custom shift patterns ensures that recruiters have the most up-to-date information and can efficiently match candidates to suitable placements.
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
Providing a comprehensive client record management for both recruiters and back-office teams is paramount. This ensures accurate record-keeping for temporary staffing by tracking pay, invoice rates, AWR status, and IR35 information, there for delivering top-notch temporary recruitment service to your client.
5. Recording Temporary Vacancies/Bookings
When looking into temporary recruitment software, customisable features is a key feature to look for to manage temporary vacancies or bookings, ensuring accurate tracking and efficient processes. Compared to permanent vacancies there is additional information that is required, for example record of 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. As well as flexible rate management that can create and lock rate cards to ensure consistent pricing and avoid unauthorised changes.
6. Search, Auto-match & Place
To keep up with the fast-paced environment of temporary recruitment you want features that can efficiently search your database of candidates and match them to vacancies, this means having temporary specific searching and auto-matching functionality within your recruitment software. A few requirements you include candidates availability, geographical location per client requirements, skills, and experience for the booking.
You’ve shortlisted your candidate, now it’s crucial you act fast to place and confirm the candidate with the client, your temporary recruitment software should enable you to confirm directly via email or SMS, to fill the temporary placement.
7. Tracking Agency Workers Regulation (AWR)
There are numerous regulations that need to be adhered to for workers in temporary roles, one of which is AWR, which allows temporary workers the same benefits as permanent workers after a 12-week period. Your recruitment software should give you the ability to record and track temporary bookings across a 12-week period for each temporary worker, including pre and post AWR rates is beneficial.
8. Electronic Timesheets
Automate timesheet generation for each temporary vacancy or booking, an associated system-generated electronic timesheet is created. This allows for your finance team to easily enter worker hours, ensuring accurate and reliable records. You can then easily export processed timesheets, including worked hours, margins, and markups, to your accounting software, exporting them to your back-office accounting software.
9. Client Invoicing
Easily produce client invoices (daily or weekly), including worker’s approved timesheets, to provide efficiencies with your client invoicing process. Furthermore, with the feature to batch invoices and export to your back-office accounting software, the system simplifies the process, saving you time and effort.
10. Reporting
By having temporary recruitment specific functionality in your recruitment CRM, you’ll have comprehensive reporting on all aspects of your temporary employment agency, vacancy/booking activity including filled rates, predicted and processed timesheets, client temporary recruitment spend, candidate booking activity and predicted and actual temporary margin/markup. It allows you and your recruiters to gain valuable insights into your operations, identify areas for improvement and make data-driven decisions to optimise your recruitment process.
With the right features, temporary recruitment software provides the tools you need to manage more candidates, fill more bookings and gain a competitive advantage. By leveraging Eclipse Software, temporary recruitment agencies can improve their efficiency, reduce costs, enhance candidate and client satisfaction and ultimately achieve greater success in your operations.
