My Essential Hiring Software Evaluation Check-list for Small Business

dreamstime_xs_20095916As a Hiring Manager, Finance Manager or even Office Manager in a small business you may find yourself in the position of having to procure some recruiting software for your business. As an added complication it’s likely that you’ll be under pressure to keep costs down and deliver a working solution fast.

One way you can accelerate the process of hiring software selection is by using a pre-prepared check-list that can quickly steer you through the software evaluation process so you can make a swift, decisive and sound hiring software selection decision.

Essential Hiring Software Evaluation Check-list for Small Business

Advertising Jobs

  • System enables you to quickly and easily post jobs on the major jobs boards
  • Able to create a customized career website/microsite that aligns with your company brand where jobs can be posted and through which candidates can apply online for jobs
  • Can post directly to your company Facebook, Linked-in or Twitter pages


  • Has resume/CV parsing capability, meaning the system an automatically collect, import and electronically file resumes from email attachments, website applications forms, and a website inbox
  • Inbuilt Macros that enable you to automate a series of tasks or action into a single click of a button.


  • SMS functionlity enabling you send messages to candidates or clients relating to interview times etc…
  • Inbuilt mail-server so that you can send, receive, track all mail and correspondence within the system. You should also be able to automate group mailings such as receipt o resume acknowledgements, or rejection emails.
  • Inbuilt Macros that enable you to automate a series of tasks or action into a single click of a button.


  • Most recruitment is team based, involving multiple recruiters and hiring managers and so it’s vital that you find a system with collaborative features, in particular, the ability to share and edit documents via the system with other recruiters and hiring managers.

Event Management

  • Look for inbuilt event management functionality so you can plot, track and disseminate all the key events around recruitment, such as interviews, assessment centres and so on.
  • You should be able to quickly assign applicants to events, making them interviewees and include all the details of the interview, such as time, location, interviewer, job vacancy etc…
  • You need to be able to manage all the interview particulars within the system and not just your personal diary, so that the whole team can be aware of activity.
  • The system should be able to email you alerts and reminders of upcoming interviews, assuming you have included all the data.
  • There should also be a simple calendar system accessible by the team through which events/interviews can be viewed or added to the system.


  • The system should come with an array of powerful but standard reports such as compliance and any other useful hiring reports. This shows that the vendor has good sector pedigree.
  • The system should allow you to create custom reports


  • Look for a one-stop shop, e.g. that all the essential functionality is included in the base system and you don’t need to buy different modules to get full functionality.
  • These days the system should be pretty much web-based so it can support mobile working which is a staple of the modern, dynamic, hiring professional.
  • The vendor should have a track record of regular updates to the software to keep it ahead of the game and you should ask to see a product roadmap for future product updates.

Using the system

  • The system should be intuitive and easy to use. Ensure your team members trial the system and that there is a general consensus around user-friendliness.
  • 24 hour phone or chat support should be ideally provided. If not, then at the least it should be e-mail support with clearly advertised response and trouble ticket resolution times.

Several pieces of recruiting software of the market offer some or all of this functionality.

  1. Zoho Recruit (free for 1 user)
  4. Upwork (Has inbuilt talent pool of  freelance candidates)

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