The Best Staffing Agency Software Of 2024

Running a staffing agency is often a race against time. Imagine narrowly hitting targets while compliance intricacies hover over your team like a persistent cloud. Plus, client and candidate relationship-building adds another layer of complexity.

If you’re looking for staffing software to alleviate these challenges, not just any recruiting tool will do. You’ll need a system that understands your industry’s pulse.

Compare Top Recruiting Software Leaders

This article cuts to the chase and presents our top staffing agency systems recommendations curated by our research team, other popular choices and free resources to help you along the way.

• Staffing Software Comparison
• The Best Staffing Agency Software
  • Avionté
  • Bullhorn
  • CEIPAL
  • Recruiterflow
  • JobDiva
• More Popular Products
• Essential Features
• How We Can Help
• FAQs
• Next Steps

Staffing Software Comparison

Compare Top Recruiting Software Leaders

The Best Staffing Agency Software

Our research team compiled a list of the best recruiting agency software on the market today. Below, we have the top five systems in no particular order.

• Avionté: Best end-to-end solution with back-office support
• Bullhorn: Best for integrations
• CEIPAL: Best for user experience
• Recruiterflow: Best for recruiting automation
• JobDiva: Best software with built-in ATS features

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Avionté: Best End-To-End Solution With Back-Office Support

Avionté is a fully integrated staffing and recruiting CRM platform with built-in CRM, ATS, payroll and billing work areas. It’s suitable for any staffing agency of any size and is available as an on-premise and cloud-based app.

The platform provides a complete front and back-office solution to enhance candidate and client management. So you can manage everything from recruiting activities to client communication to workforce management in one place.

You can also streamline associated processes with electronic invoicing tools, online timecards and paperless onboarding tools.

Why We Love It: The system also ensures that you dot your i’s and cross your t’s when maintaining compliance. Never lose track of Affordable Care Act (ACA) eligibility, general ledgers (GL), tax filings, unemployment payments and local and federal laws.

Integration with Existing HR Systems: Avionte has partnerships and integrations with several HR, payroll and background check systems for seamless API connection and workflows. Top options include BambooHR, Able, Adobe product suite, ADP Workforce Now, Asurint, eSkill, Essential StaffCare, Equifax and Timerack.

Free Trial: Doesn’t offer a free trial.

Free Version: Doesn’t provide a free version.

Competitive Differentiators

• Better Efficiency: Manage various applicant pipelines and auto-generate candidate scorecards for smarter decision-making. Access relevant information anytime and anywhere with the mobile app. Share video interview recordings for better collaboration.
• Improved Candidate Experiences: Focus on key applicant touchpoints with timely reminders and quick access to calendars. Deploy surveys and engage candidates with AI assistants when team members aren’t available.
• Advanced Reporting: Use extensive user-generated reports highlighting recruiter performance and key trends with BI reporting tools. Gain an at-a-glance breakdown of key processes, workflows and interactive data visualizations on an intuitive dashboard.
• Paperless Employee Experience: Free your teams from never-ending paperwork with mobile time entry, digital document signing, electronic pay cards and online W-2 forms.

Primary Features

• Recruitment Tools: Locate candidates with suitable skills and expertise and send collected resumes to the built-in ATS and recruiting tools. Use the Chrome extension to easily parse candidate and client information from job boards and career sites. Streamline post-hiring activities with onboarding to-do lists and paperless forms.
• Job Boards Integration: Handpick multiple job boards and develop job postings that effectively convey employer branding. There’s also a Google for Jobs integration to improve SEO ranking and automatic indexing.
• Billing and Invoicing: Create and email monthly invoices to clients and track the billing process in real-time. Choose from various invoice styles for suitable clients, situations or timelines.
• Video Interviewins: Conduct and record live video interviews and make collaborative decisions by sharing recordings with team members or clients. Share invitation links via email and let recruiters and candidates join with any mobile device. Leverage the built-in chat function to communicate with other panel members or teammates during the interview.
• Payroll and Reward Cards: Make timely payments and let employees check account balances via the mobile app. Create reward cards that display earned points for positive behaviors like punctuality, high attendance, talent reference quality and performance. Choose from 75 merchants to reward top performers.

Limitations

• High turnaround time after ticket submissions.
• Candidates can’t edit errors from submitted forms.
• Can’t delete or merge duplicate applications.

Support

• Email: info@avionte.com. Users can fill out a form on the website to contact the technical support team.
• Phone: (651) 328-6060.
• Knowledge Base: Access the in-app knowledge base for guides, articles and resources.
• Tickets: Submit a ticket or raise an inquiry by filling out the contact form on the support center homepage.

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Bullhorn: Best for Integrations

Bullhorn’s cloud-based staffing platform caters to businesses of all sizes across industries. The scalable platform is best known for its extensive integration options. This system offers a customizable layout and drag-and-drop interface, making it easy to create recruiter dashboards as per preferences.

Why We Love It: Its ability to integrate with existing vendor management systems lowers the learning curve by letting your team manage vendor information on a familiar system.

Integration with Existing HR Systems: Bullhorn has over 100 integration partners. It connects with hiring platforms, job boards, bookkeeping and accounting, contract management and office productivity apps. LinkedIn, IntelAgree, QuickBooks, Asurint and SAP Fieldglass are notable options.

Base Price: The monthly starting price is $99 per user.
Free Trial: Doesn’t provide a free trial.
Free Version: Doesn’t provide a free version.

Competitive Differentiators

• Improved Interconnectivity: Automatically manage vendors and transfer applications into the ATS. Bullhorn syncs the built-in ATS with existing vendor management systems to ensure seamless candidate data transfers and trigger workflows when statuses change.
• Advanced Data Management: Create and customize ad-hoc or templated reports on recruiter activity, historical margin trends and sales activity heatmaps. Export vital information into easy-to-view spreadsheets, PDFs and CSV files and make information accessible.
• Designed for Salesforce: Enhance placements, candidate experiences and business outcomes with an ATS built for Salesforce. Boost talent-matching capabilities, keyword searches and analytics while developing business.

Primary Features

• Executive Search: Easily pull relevant information like candidate scores, references, referrals and feedback from internal databases and integrated office productivity apps.
• CRM Tools: Organize clients and track activity in real-time with access to flagged emails, candidate records and data cards with built-in CRM capabilities. Let clients view applicant pipelines and share candidate feedback through the client portal. Develop suitable communication campaigns to nurture candidates.
• Time and Expense Management: Leverage time tracking tools to accurately record time and identify outstanding timesheets. Match expected progress against entered time to understand company expenditure better.
• AI Chatbot: Guide candidates through the application process with a chat-based AI assistant. Define keywords that trigger answers, display job opportunities and auto-suggest follow-up questions based on candidate journeys.
• Text Recruiting Tool: Develop templated message campaigns to engage with potential hires via mobile devices. Customize templates to include your employer brand, e-signature fields and scheduling options in one-on-one text messages.

Limitations

• Fails to auto-save notes when sessions time out.
• No robust customizations.
• Can’t delete tearsheets in bulk.

Support

• Email: Information is not available.
• Phone: (888) 465-4838 extension 2. The technical team is available Monday to Friday from 7 am- 8 pm EST. The dedicated off-hours support line at (617) 478-9191 handles critical issues outside normal business hours.
• Chat: Tap into the resource center for chat support every Monday to Friday from 2:00 am to 6:00 pm CST.
• Knowledge Base: Access the learning hub for recorded webinars, eLearning modules and training resources.
• Tickets: Access the Bullhorn Community page to submit a ticket. A technical rep from the support team, consisting of 400 staff, will contact you after ticket submission.

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CEIPAL: Best for User Experience

Cloud Enterprise Information Portal, or CEIPAL, is an intelligent staffing agency solution. It is popular among users and provides a comprehensive agency platform with built-in ATS, CRM and VMS capabilities suitable for small- and medium-sized recruiting companies.

You can streamline the hiring process and keep tabs on onboarding forms and documents. DEI technology, AI recruiting and business analytics allow you to optimize the candidate selection process.

Why We Love It: Besides evaluating candidates’ existing information from social media platforms, work experience and assessments, the system also uses AI to conduct reverse compatibility tests.

Evaluate each candidate’s interest in the open role to determine their compatibility with your company culture.

Integration with Existing HR Systems: CEIPAL integrates with more than 165 HR and job board software like ADP, QuickBooks, BambooHR, Dice, Zapier, Monster and more.

Base Price: The starting price is $24 per user per month.
Free Trial: Get a free trial for 14 days with access to all the features.
Free Version: Doesn’t provide a free version.

Competitive Differentiators

• Smart Recruiting: Use advanced technologies like machine learning and AI to improve hiring decisions. Get automatic candidate matches, develop compatibility scores to predict offer acceptance and evaluate applicants based on pre-set criteria.
• Mobile-First Approach: Send timely notifications, nudges and reminders to applicants during the process. Use message templates to develop suitable text campaigns and send them in bulk to specific talent groups.
• Accessible Data: Gain quick access to past applicant records. Develop master placement sheets for every candidate that detail key information like placement expenses and assessment scores.

Primary Features

• Vendor Management System: Configure workflows to automatically manage vendors or connect to a third-party VMS. Select suitable suppliers based on client statement of work (SOW) terms and track the process on the dashboard.
• Job Requisitions: Create detailed job positions and trigger predefined workflows upon approval. Use customizable job templates to address recurring job vacancies and seasonal positions instead of creating new job requisitions every time the job opens.
• Job Post Campaigns: Spread the word about job opportunities across job boards, career sites, employment websites and branded career pages with a single click. Integrate with job boards free of charge and view holistic search results that include credit usage and submission rates.
• Mobile Recruiting Tools: Track client requirements, candidate engagement and recruiting workflows from anywhere with the mobile app. Receive timely alerts for requisition submissions and recruiting actions. Manage associated processes like posting job openings, reviewing timesheets and updating job statuses with mobile recruiting.
• BI Reporting Feature: Calculate industry-specific hiring metrics and display actionable insights in interactive data visualizations like pie charts, trend lines and graphs. Enable collaborative decisions by pinning important reports on the team dashboards for quick access.

Limitations

• Can’t filter fake resumes.
• Limited job posting slots or credits on employment sites.
• No option to delete the “U.S. authorized” tax term from the job portal.

Support

• Email: contact@ceipal.com.
• Phone: (585) 296-4563.
• Knowledge Base: Search FAQs, articles, modules and tutorials in the integrated search bar for help resources.
• Tech Support: Fill out the contact form in the knowledge base to reach out to the technical support team. The support team receives an OTP, valid for 2 hours, so you don’t need to share your account credentials while the team resolves the issue.

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Recruiterflow: Best for Recruiting Automation

Recruiterflow is a cloud-based staffing platform suitable for small and medium recruiting agencies. It provides various automation tools to streamline candidate selection and client management. Send timely notifications to candidates at various hiring stages and develop guided applicant paths while keeping your clients in the loop.

The system identifies when a candidate is likely to drop off from the process and sends reminders. Auto-alerts let you monitor pipelines and engage inactive candidates.

Why We Love It: Add candidates from different job boards into the system in just one click using the Robin, the integrated Chrome extension feature. Run the extension on any web page and parse candidate documents into team dashboards, databases and work inboxes.

Integration with Existing HR Systems: Recruiterflow connects with various job boards, HR systems, document management apps and video interview tools like Indeed, ZipRecruiter, Glassdoor, SimplyHired, Jooble, DocuSign, Slack, Microsoft Teams and more.

Base Price: This vendor charges $99 per user monthly.
Free Trial: Get a free trial for 14 days. Doesn’t require submitting credit card details.
Free Version: Doesn’t provide a free version.

Competitive Differentiators

• Deep Insights and Analytics: Access the right information and collect insights that enable smart decisions. Check the recruitment pipeline health with access to real-time recruiting KPI updates.
• Extensive Employer Branding: Include clients’ brand aesthetics in career pages to attract talent. Work smart with user-friendly tools like drag-and-drop features, templated pages and social media integrations without the hassle of coding.
• Improved Navigation: Reduce toggling between applications and directly add candidates from email inboxes to the platform with the help of the Chrome extension.

Primary Features

• Applicant Tracking: Create applicant pipelines from scratch and set them as default paths for candidate groups. Use the drag-and-drop feature to edit templated pipelines and add or remove steps from the process as needed.
• Resume Parsing: Import vital candidate information like names, contact details, skills and references from resumes and save the data into internal databases. Automatically transfer details into readable candidate profiles with the Chrome extension.
• Integrated Search: Conduct thorough candidate searches and develop Boolean strings to pinpoint niche skills, expertise and qualifications. Extend your talent search across multiple job boards at a time. Choose from over 25 job sites to increase job visibility and develop deeper candidate pools.
• Candidate Scorecards: Enable consistent candidate evaluation with uniform auto-generated scorecards. Customize scoring systems as required and view assessment results on candidate profiles. Make informed hiring decisions by adding notes to different assessment sections.
• Mobile Recruiting Tools: Engage clients and candidates with the click-to-call and text buttons. Make calls and send text messages directly or integrate the platform with external phone systems like Twilio for seamless call and message management.

Limitations

• Lacks onboarding capabilities.
• Doesn’t provide built-in payroll management functionality.
• Not available as a mobile app.

Support

• Phone: Information not available.
• Email: Information not available.
• Chatbot: Send doubts, questions or queries to the built-in chatbot if the learning materials fall short.
• Tickets: Access the Help Center and click “Submit a request” to submit a ticket. Upon submission, users receive an email confirmation with the ticket number and a support team representative responds to inquiries.

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JobDiva: Best for ATS Features

JobDiva is a cloud-based staffing and recruiting platform that caters to staffing agencies of all sizes. It’s best known for its built-in ATS capabilities, with an extensive range of tools designed to optimize applicant pipelines. A user-friendly candidate portal allows job seekers to apply for jobs, view calendars, upload resumes and create profiles.

Other noteworthy features are the job requisition management function and integrated search and candidate information management solution.

Why We Love It: The built-in ATS lets you find candidates with the required expertise using the “Skills by Years of Experience” search engine. Add the desired year range, area of expertise, location and pay range to create refined candidate shortlists.

Integration with Existing HR Systems: JobDiva has over 100 integration HR, background checks, vendor management, job board management and VOIP options. The system partners with apps like ADP, Asurint, CareerBuilder, Checkr and HireRight.

Base Price: Request a price quote on the vendor’s website.
Free Trial: Doesn’t offer a free trial.
Free Version: Doesn’t offer a free version.

Competitive Differentiators

• Hassle-Free Resume Management: Leave sorting thousands of resumes to the system and create precise candidate pools for suitable clients.
• Tailored Searches: Accurately locate top matches for open roles based on key filters like skills, expertise, location and educational background. Pay attention to qualified candidates by relying on a smart system that includes resumes with synonymous keywords in the search for top talent.
• Personalized Client Experiences: Always keep track of client relationships with access to detailed client history. Develop custom sales stages and marketing campaigns for different leads with a holistic view of sales milestones.

Primary Features

• Mobile Engagement Tools: Leverage the in-app texting capability to engage candidates and business contacts at relevant process stages. Use your preferred device to schedule interviews and notify candidates about status changes.
• Vendor Management System: Add, monitor and manage different vendors with a comprehensive view of history, communication and closed jobs. Track all your third-party suppliers and track real-time changes.
• Native Video Interview: Conduct remote interviews with candidates using a built-in video interviewing platform. Create and deploy pre-hire assessments to test candidates’ abilities. Enable collaborative hiring with the option to record and share responses with the team.
• AI Assistant: Improve candidate experience by using an AI-powered chatbot to engage potential hires, address doubts and streamline application submissions when your team isn’t available. Customize answers and typical responses to specified keywords and frequently asked questions.
• Outreach Tools: Leverage the texting tool to engage with candidates and clients from within the platform and the mobile app, including sending bulk texts to talent lists. At a time when candidates are less likely to answer phone calls, in-app texting lets you stay in touch with talent using the candidate’s preferred method of communication.

Limitations

• Can’t differentiate exact dates after importing data in bulk.
• Limited options to flag resumes based on availability.
• The email merge feature tends to become unresponsive.

Support

• Email: support@jobdiva.com.
• Phone: Contact the technical support team at 866-JOB-DIVA.
• Knowledge Base: The resource hub includes learning and training modules to help users implement and use the system.
• Tickets: JobDiva doesn’t include a ticket system.

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Other Popular Products

We’ve got the scoop on the five staffing software with our stamp of approval. But there’s more! We did some digging and found a handful of other options worth checking out:

Manatal

Manatal is a cloud-based ATS system with CRM and AI capabilities. This system offers advanced reporting capabilities that provide valuable insights into recruiting performance. This system is SOC 2 Type 2 compliant and offers single sign-on authorization and one-click login with log monitoring. Staffing agencies can manage their workforce and clients with features like candidate tracking, client management, job posting, resume management, time tracking, billing and invoicing.

Why We Love It: Candidate tagging and profile enrichment features make this vendor a solid option if improving candidate engagement is a top priority.

Integration with Existing HR Systems: This tool integrates with 2,500+ apps. Top options include Humaans, Sprout Solutions, LinkedIn, Indeed, Monster, Power BI and Codility.

Base Price: The monthly starting price is $15 per user.
Free Trial: Get a 14-day free trial with no credit details required.
Free Version: Manatal doesn’t provide a free plan.

Top Benefits

• Powerful Talent Matching: Gain smart AI-based recommendations based on multi-faceted hiring criteria like skills, experience, location and other qualifications.
• Candidate Profile Enrichment: Automatically parse details from resumes and enhance candidate profiles with AI-based search engines that scan and include social data.
• Advanced Security Settings: Ensure the right information is available to the right people. Secure databases by restricting specific users and granting access to other relevant groups. Manage access at various levels for teammates, managers and consultants.

Primary Features

• Applicant Tracking System: Gain a holistic overview of active applicants in lists and Kanban visualizations. Retrieve vital details like resumes, assessment scores and profiles and get tailored recommendations based on hiring criteria. Use the drag-and-drop feature to move applicants through the hiring phases.
• Recruitment CRM: Streamline recruitment advertising and candidate relationship-building with features like one-click job posting and custom workflows. Track leads, save vital contacts in the system and develop suitable email campaigns to manage communications with various stakeholders in one place.
• Talent Sourcing Tools: Connect with free and premium job boards from a single platform. Tailor your talent search with Boolean search strings and search filters to find the best candidates quickly.
• Reporting and Analytics: Access a leaderboard-style analytics dashboard to gamify and incentivize recruiting activities. View placements made, closing rates, and agency-specific reports like sales reports and forecasting. Create ROI-calculation reports to determine required resources.
• Branded Career Sites: Develop customized career sites based on client requirements and incorporate dynamic content like images and videos to engage potential talent. Capture and organize applicant data into uniform candidate profiles as applications start coming in.

Limitations

• Doesn’t include an interview scorecard feature.
• On-premise deployment is not available.
• Doesn’t have a built-in payroll system to calculate performance-based recruiting goals.

Support

• Email: support@manatal.com.
• Phone: Information not available.
• Live Chat: Get round-the-clock support 24 hours daily, Monday to Friday.
• Training: Receive free onboarding and training post-implementation.
• Knowledge Base: Access articles and user guides covering various functionality questions, instructions and API technical information. Videos covering implementation and feature explanations are also available.
• Tickets: Information not available.

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TalentReef

TalentReef is a cloud-based staffing software. This system covers numerous processes, including recruitment marketing, applicant tracking, candidate assessments, onboarding, training and development. Track vital hiring metrics and KPIs throughout the process in the analytics dashboard.

Why We Love It: TalentReef is ideal for hiring hourly or contingent workforces. The system offers volume hiring capabilities for recruiting in industries that require hourly or contingent employees.

Base Price: The starting price is $55.
Free Trial: Doesn’t offer a free trial
Free Version: Doesn’t offer a free plan.

Manage candidate communications and track active pipelines in TalentReef.

Top Benefits

• On-The-Go Recruiting: Manage recruitment tasks, review applications and communicate with candidates on your preferred mobile device. Use templated text messages to tailor communications, engage candidates throughout the process and reduce candidate drop-off rates.
• Enhanced Application Process: Make the application process a breeze for your candidates with the AI chat apply option. Let AI chatbots engage candidates with structured conversations that collect resumes, assess qualifications and schedule interviews.
• Improved Branding: Build tailored and SEO-optimized career pages for clients. Update display open roles with dynamic visuals on a mobile-responsive career site.

Primary Features

• Applicant Tracking: Facilitate various recruiting actions and organize active candidates into pipelines. Track candidate movement and initiate suitable actions like candidate assessments, interviews and background checks as required.
• Consolidated Dashboard: Track the end-to-end recruitment process from talent sourcing and applicant tracking to onboarding in a unified platform.
• Compliance Management: Adhere to various employment laws and regulations with frameworks designed to comply with local, state and federal hiring regulations. Collect digital, date-stamped signatures and automate the filing process.
• Integrated Onboarding: Enable smooth transitions from recruitment to actual employment. Collect the required forms and documents in a secure platform with I-9 and E-Verify.
• Recruiting CRM: Build robust talent pools of active and passive candidates. Retrieve contact details and older attached documents for quick context to develop tailored communication or re-engagement strategies. Create talent groups based on experience, proximity, interest and skills.

Limitations

• Lags while performing multiple functions simultaneously.
• The back-end HRIS has limited functionality.

Support

• Email: customerservice@talentreef.com.
• Phone: (866) 562-2774.
• Live Chat: Get round-the-clock support 24 hours daily, Monday to Friday.
• Training: Receive free onboarding and training post-implementation.
• Knowledge Base: Access self-training materials like articles, checklists, blogs, infographics and webinars in the knowledge base.
• Tickets: Ticket submission isn’t available.

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Zoho Recruit

Zoho Recruit is a cloud-based applicant tracking system and recruitment software. The platform offers features like job posting management, resume parsing, candidate tracking, interview scheduling and collaboration tools for staffing agencies. The user-friendly interface and cloud-based accessibility provide greater flexibility to source, track, and assess candidates seamlessly.

Why We Love It: Zoho Recruit’s AI-powered candidate matching feature stands out by automatically suggesting the best-fit candidates.

Integration with Existing HR Systems: Zoho Recruit has over 500 integration options in addition to the Zoho suite, which includes products like Zoho CRM, Zoho Zoho People, Zoho Mail and Zoho Analytics. Some top third-party integrations are Zapier, Evernote, Mailchimp, Criteria and Mercer Mettl.

Free Trial: Zoho offers a 15-day, full-feature free trial and a 45-day money-back guarantee.
Free Version: A free plan is available.

Zoho Recruit also secured a spot in our top five list of free recruitment tools. If that piqued your interest, check out our complete list of free options available right here.

Top Benefits

• Better Talent Pools: Elevate your recruitment game with cutting-edge source boosters, in-depth candidate evaluations and dynamic social media outreach to tap into the cream of the talent crop.
• Enhanced Communication: Improve candidate and client communications by seamlessly initiating phone calls and sending text messages through our integrated system, fostering a direct and personalized connection.
• DEI Focus: Use automated surveys to effortlessly gather crucial demographic insights from every candidate, ensuring compliance with EEO and OFCCP regulations while championing diversity and inclusion at every step.

Primary Features

• Applicant Tracking Tools: Streamline the hiring process, post jobs to multiple job boards and parse resumes to extract candidate information. Use the AI engine to calculate skill scores to top matches efficiently. Develop comprehensive candidate summaries and share them with clients.
• Recruiting CRM: Organize and use stored candidate information to enhance communication and engagement tactics to reduce time-to-fill and improve the quality of hires. Use skill-based candidate matching and multiple job postings for maximum visibility and bias reduction in the recruitment process.
• Multi-Channel Sourcing: Use the one-click feature to mass-publish job ads across various free, premium and niche job boards. Leverage robust talent sourcing tools like built-in Monster resume search and drag-and-drop profile feature to locate relevant candidates quickly.
• Reports and Analytics: Integrate with Zoho Reports to interpret data and create custom reports. Customize templates and create reports to include vital recruiting KPIs and candidate summaries, empowering your team to make better placement decisions and understand the business’s strengths.
• Client Management Dashboard: Keep clients in the loop with the designated client portal and provide key stakeholders visibility into the recruitment process. Let clients submit job requests, shortlist candidates and collaborate with recruiters for collaborative decisions. Track client email chains and meeting schedules in one place.

Limitations

• Lacks video interviewing feature
• Doesn’t automate reference checks
• The ATS feature doesn’t provide candidate assessments

Support

• Email: Information not available.
• Phone: (888) 900 9646. Fill out the “contact us” form to receive a call from the support team, available 24 hours a day, Monday to Friday.
• Live Chat: Get round-the-clock support 24 hours daily, Monday to Friday.
• Knowledge Base: Access self-training materials like articles, checklists, blogs, infographics and webinars in the knowledge base.
• Tickets: Ticket submission isn’t available.

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Essential Features

Recruitment and sales have a lot in common. Both processes start with prospecting leads and end with following up with converted leads.

When recruiting, your leads are potential hires, and your goal is to find the best possible talent for your clients. That sales mindset sets a traditional recruitment suite apart from a staffing system.

In addition to the basic recruiting functions, staffing platforms include the following features:

1. Applicant Tracking System (ATS)

The main component of staffing agency systems is applicant tracking capabilities. The ATS takes care of the bulk of crucial recruiting tasks, such as:

• Candidate sourcing
• Resume management
• Applicant evaluation
• Candidate tracking

In the most basic sense, the ATS manages the entire hiring process. They often leverage artificial intelligence and automation to accomplish this.

When looking for a top solution for your company, evaluate alternatives on how well you can configure recruiter workflows, automate applicant pipelines and process high-volume applicants.

2. Candidate Relationship Management (CRM)

Without clients, you won’t have a staffing agency business to run. So, ensuring you regularly engage and update your clients throughout the processes is important to keep them happy.

Daniel Evans, Director of Talent Acquisition at Health Recruiters, says this about customer relationship-building:

Success is built on effective client communication. Unlike in-house teams, we act as intermediaries, understanding the specific needs of [the industry] and talented professionals. Our role goes beyond matchmaking; we foster transparent communication channels, align expectations, and maintain lasting partnerships.”

Staffing agency solutions let you frequently communicate about placements and provide visibility to your clients. CRM tools allow you and your team to keep track of different client needs and their unique requirements.

Customer relationship management capabilities involve the following:

• Track and measure client relationships
• Provide tools to communicate
• Assign team members to customer profiles
• Identify areas to improve and prevent loss of revenue

3. Vendor Management System (VMS)

A built-in VMS in staffing solutions is similar to its cousin, vendor management software, since both manage third-party suppliers.

When it comes to staffing solutions, the VMS allows recruiters to match employers with contingent workforces through vendors and complete hiring transactions. The system lets you track suppliers based on specific project management requirements in statement of work (SOW) documents.

According to Ricky Torres, Human Resources Operations Manager at 3M, when it comes to vendor management, staffing firms are like Swiss army knives with tools for many jobs and industries. He says,

It’s important for staffing firms to keep good relationships with people who find jobs for people. It changes all the time, unlike relationships that stay the same within companies.”

A VMS portal is vital to streamline the managerial, financial, legal, compliance, security and administrative tasks of sourcing contractual or contingent workforces and service providers.

In other words, a VMS provides tools to manage the managerial, financial, legal, compliance, security and administrative tasks of sourcing contractual or contingent workforces and service providers.

Consider evaluating different options based on the following factors:

• Ability to find and hire the right mix of contingent, geographically dispersed workers.
• Accurate match based on job requirements and applicant qualifications.
• Reporting features that involve vital KPIs like the quality of hires, vendor performance, contract specifications and client requests.
• Workflow and transaction automation.

4. Accounting and Payroll

Accounting and payroll features care for the two financial streams at staffing agencies. The accounting feature manages client billing, for example, automating the invoicing process. The payroll features take the burden of managing and doing employee payroll off your plate, saving time to focus on other less tedious tasks.

The specific capabilities of accounting and payroll tools vary from one staffing solution to the next, but their sole purpose is to decrease human error and optimize payroll processes.

5. Analytics and BI Reporting

Analytics and reporting provide actionable insights to improve client and candidate management processes. Regarding staffing agency solutions, these reports typically contain insights about employee productivity or the average time to fill an open position. A robust BI reporting module must include the following:

• Analyze placement success rates and gain insights into your recruitment strategy.
• Evaluate the availability and distribution of specific skill sets within candidate pools and the ability to match suitable candidates for client needs.
• Calculate ROI for clients and analyze financial performance.
• Measure key metrics like time-to-fill to identify weaknesses in recruitment processes and enhance overall efficiency.
• Monitor compliance with industry regulations and remain in adherence to legal standards.
• Generate interactive reports and use data visualizations that aid decision-making.

6. HR Software Integrations

Consolidating your databases and office apps into one platform makes work much simpler and more manageable. With everything in one place, you have better visibility and can save time switching between platforms.

• Third-Party Integrations: Sometimes staffing vendors partner with external job boards, HR systems and other tools to provide ready-made connections, often limiting customization.
• API Integrations: Imagine if your applications are always in sync. If you act on one app, all the other apps are in the loop. That’s what API options do – seamless data transfers, ensuring agility with real-time updates and adaptability.
• Single Sign-On: Unify logins for multiple systems with one set of credentials. For staffing agencies managing various tools in their daily operations, single sign-on reduces login fatigue and centralized user authentication for heightened security.

Popular integrations for staffing software include:

• Email Integrations: Managing emails from your staffing platform improves internal collaboration and streamlines communications with applicants and clients. Some staffing agency solutions don’t provide email integration features, while others offer advanced capabilities like sending mass emails.
• Calendars: Connecting your staffing solution with company-wide calendars and planners helps schedule appointments more efficiently and keeps scheduling conflicts at bay. Certain vendors also provide the option to integrate interview scheduling tools that allow applicants to organize interviews in their preferred time slots.
• Job Boards: Connect the platform to multiple job boards, career sites and auto-post job ad campaigns to source candidates more efficiently. Identify top-performing talent sources and create effective job ad campaigns to access broad talent pools.
• Social Media Platforms: Social media integration is vital if connecting with potential hires on LinkedIn and other social platforms is a vital part of your recruitment strategy. Some systems have advanced tools that allow you to comb social media sites for passive candidates.
• Third-Party VMS: Certain vendors don’t provide built-in solutions. So, choosing a vendor that can sync the two systems is wise. If you have an existing VMS or find a staffing system that’s best for your company but doesn’t provide VMS capabilities.
• Background Check Software: Integrating a reputable background check provider can save you a lot of time conducting background searches. Background verification tools automatically vet potential hires and check the integrity of their references to maintain compliance.
• Candidate Relationship Management Tools: Unlike customer relationship management, candidate relationship management retains top talent by focusing on positive candidate experiences and strengthening relationships. Integrating recruitment CRM tools lets you engage active applicants, reconnect with past applicants, and include passive candidates in the selection process.

7. Compliance Frameworks

Navigating compliance is no small feat for agencies. Mistakes are a luxury you can’t afford, especially when contending with state-specific laws and international standards when hiring a global workforce.

A key component of staffing software is helping you keep a vigilant eye on labor regulations and compliance standards by automatically adjusting to changes in labor laws.

Here are some common regulations that a system tracks:

• State and Federal Labor Laws:
  • Monitoring Equal Employment Opportunity (EEO) guidelines.
  • Ensuring compliance with the Americans with Disabilities Act (ADA).
  • Adhering to affirmative action requirements for federal contractors.
  • Complying with state-specific employment laws and regulations.
  • Ensuring compliance with healthcare and benefits regulations laws like the Affordable Care Act.
  • Ethically conducting background checks and drug testing.
• Onboarding Documents and Tax Filing:
  • Verifying Form I-9 documentation for eligibility.
  • Facilitating W-4 compliance for tax withholding.
  • Manage and store essential onboarding documents securely.
  • Complying with Occupational Safety and Health Administration (OSHA) regulations.
  • Adhering to state and federal wage and hour laws.
• Data Protection and Security:
  • Complying with data protection laws like the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
  • Implementing measures to safeguard candidate and employee data.
  • Managing consent for data collection and processing.

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How SelectHub Can Help

While our list of top staffing solutions is a good starting point, testing the waters for yourself is wise. Ultimately, the best software for your company is one that addresses your talent requirements and empowers your team to do what they do best.

If you’re ready to get started, our free resources will help you throughout the process.

1. Identifying your software requirements – Consider using our free requirements template to identify and organize system capabilities most important to your business.
2. Shortlisting your options – Selecting the top vendor can be confusing with many available options. If you need help shortlisting your top choices, consider using our customizable vendor comparison matrix. All you need to do is add your company’s details, set the industry to “staffing agency” when prompted and let the framework recommend software tailored to your requirements.
3. Creating your framework – Still, if you think a DIY approach is more your style, check out our lean selection methodology for evaluating software, in which we share the nine critical steps of an innovative and guided software selection process.

FAQs

While we’ve covered everything you need to know about staffing solutions, from our top five choices to benefits to system essentials, making the right choice can still feel daunting.

To help you prepare, we’ve compiled a list of popular questions summarizing the key considerations to remember during your software search:

1. What are the essential staffing software features?

In addition to the basic recruiting functions like job posting, resume parsing, candidate matching and interview scheduling capabilities, a robust staffing system includes applicant tracking, vendor management and candidate relationship management features.

Report builders, analytics and integration options with other HR systems are vital functions to consider.

2. How do I implement staffing software, and what should I expect during the process?

While the implementation process varies from vendor to vendor, the process typically involves migrating data, setting up administrative accounts, creating workflows and training employees.

Here’s a beginner’s tip: work closely with the chosen vendor to ensure a smooth transition. Some level of disruption in your recruitment process during this period is normal. Once the dust settles, the benefits of using staffing solutions to streamline client communications, candidate evaluations and internal payrolls will ultimately outweigh the short-term inconveniences.

3. How can I ensure staffing software integrates with my existing HR systems?

Staffing agency software can connect with existing HR systems, recruiting tools and productivity apps. However, testing the waters before committing to a purchase is always good practice. Evaluate how well your alternatives connect with existing tools and ask your vendors about the IT requirements for seamless integrations.

4. How much do staffing solutions cost?

While actual costs depend on the chosen systems, most vendors charge per user monthly or annually. Here’s what subscription plans typically cost:

• Basic Plan: $10 to $50
• Premium Plan: $50 to $100
• Enterprise Plan: $100 to $300

Other factors like workforce size, depth of features, candidate pools, open roles, operations and additional functions also affect pricing.

Some vendors also charge one-time setup, additional training, or customer support fees. So, evaluate your budget based on your company’s specific needs to make the optimal investment.

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Next Steps

This concludes our comprehensive breakdown of the best staffing software on the market. A better understanding of your options is key to conducting a guided software search. If you need some help deciding, use our free recruitment software comparison report to find an ideal vendor that best caters to the specifics of your business.

We’ll hand over the microphone to you: have you used any of the solutions on the list, and if so, what was your experience like? Did we miss a vendor that you think belongs on the list? Let us know in the comments.

SME Contributors

Daniel Evans is the Director of Talent Acquisition at Health Recruiters, a healthcare staffing and recruiting organization that facilitates connections between medical and dental professionals and healthcare institutions. With over 20 years of experience in human resources and recruitment, Daniel is a seasoned professional with a wealth of expertise in talent acquisition.

Ricky Torres is a Human Resource Operations Manager at 3M, a U.S.-based multinational conglomerate. Torres is a lead contributor for SMB Guide and a SHRM-certified professional with two master’s degrees in Business Management and Human Resources Strategic Management. His HR expertise shines across past HR and consultancy positions in several Fortune 100 companies like AT&T and Amazon.