Candidate Data in Recruitment Software

 min read
Updated on
May 5, 2022

Introducing Digital Intelligence in the Hiring Process

Cupboards overflowing with labeled folders, phones ringing every second of the day, voices overlapping one another - recruitment agencies back in the day looked something like this. Not only did they have to manually hunt down the contact details of prospective professionals they wanted to pitch to companies, but also assign tens of recruiters to communicate and manage the back and forth between these potential candidates and clients.

You’d think things will have changed in the past few decades right? Interestingly, most companies are still relying on manual paperwork-driven processes while hiring. A manual recruitment Management System (RMS) - coupled in a suite dubbed Recruitment Software -  can help ameliorate these issues. One of the biggest plus points of any recruitment software is its ability to gather recruiting process adds time, reduces efficiency and introduces problem areas like bias in the recruitment system. 

However, modern-day recruitment automation like Applicant Tracking System (ATS) and Candidate recruitment data and store it in a central database for easy analysis and reference. 

In this article, we will look at how the candidate data is handled by today's recruitment software solutions, why this syncing is the key to fast, effective, and quality hiring, and how organizations like Longlist can help in this regard.

How Candidate Data is Handled by Modern Recruitment Softwares

Recruitment data can be extensive - ranging from the candidate’s résumé and contact details to their health information and police/background checks. Recruitment agencies often can’t handle this massive amount of data very well (as depicted by a 2015 report from LinkedIn.) But with the dawn of recruitment software and tighter regulatory frameworks like GDPR, the candidate data storage these days is much more streamlined.

  • Candidate data is stored in a central repository or ‘database’, segregated by type. This means that resumes and contact information can be stored separately from miscellaneous information like skills.

  • Sensitive data like background verification and disability or health information are stored in an encrypted, access-restricted fashion.

  • Non-business records like retention period and current employment status can be stored in generic data stores.

  • Candidate data is synced with ATS/CRM software to apply changes simultaneously on both systems.

  • Candidate data is stored in a way that makes running complex queries and filters on them easier. This makes finding out the right candidate for a job much faster and improves the hiring quality.

Benefits of Having Candidate Profiles Synced to Your Recruitment Software

Let’s first look at how the manual hiring process works. 

Step 1: Organizations reach out to the hiring agencies with a job opening.

Step 2: These agencies gather details about this vacancy and post them on several job boards, both online and offline.

Step 3: They then manually gather the details of candidates that apply and store these details in paper files.

Step 4: Extensive manual sorting is needed to filter out the right candidates for the interview from hundreds/thousands of resumes.

Step 5: These candidates are then seeked via phone or email.

Step 6: Follow-ups of these reach outs are done manually, and their records are also kept in paper files.

Step 7: Any progress in the hiring process has to be also tracked manually.

Step 8: The candidates are subjected to exhaustive paperwork, and all the data gathered in such a way are stored manually.

Recruitment software does away with most of the manual activities in the hiring process via automation and candidate data syncing. Here’s how it benefits the agency:-

  • Recruitment software automatically posts job openings on job boards, gathers applicant details from there, and stores them in an easy-to-sort-and-filter repository.

  • Candidate data is synced with ATS systems to auto-update their hiring progress.

  • Candidate data is synced with CRM systems to auto-update their contact details and other information.

  • Candidate data is synced to have state-of-the-art technologies like artificial intelligence (AI) analyze them on a per-job basis and recommend the ones best fit for a job description.

  • Candidate data is further synced with interview and email scheduling tools to send them cold emails to inform them about different phases of the hiring process, schedule interviews, etc. - all done in an automated way without human intervention.

Recruitment software thus saves an enormous amount of time and introduces additional efficiency in the hiring system via candidate data syncing and intelligent automation.

How Longlist helps

Longlist is a modern recruitment software that works in tandem with your existing ATS/CRM software to provide cutting-edge benefits to your hiring process. Not only does Longlist let you dig out candidate details from its network in one click, but it also integrates with your inbox and uses its powerful parsing tool to automate candidate reach outs. Other top features of Longlist’s software includes - automatic follow-ups, a dashboard of pipeline-based email activity tracking to show the progress of email reach outs, and reengagements.

Better yet, Longlist provides all this via a Chrome extension that works with any other Chromium-based browsers (Brave, Edge, etc.) so it is largely platform agnostic. This makes connecting with potential recruits and clients much easier.


Recruitment software has changed the paradigm of the hiring process worldwide. As more companies continue to transform their hiring to an all-digital affair, we will see more features being added to the already long list that modern-day software suites come equipped with. Smooth integration with ATS makes sure that all candidate data like resumes and other preferences gathered from job boards can be stored in a central repository logically and is updated as and when a change occurs in their hiring progress. 

This central database of candidates also ensures better reach outs as and when a job becomes available, and the best people for a job are selected for interviews, increasing the quality of hire. If you are a hiring agency and want to transform your recruitment process to contemporary standards, look no further than Longlist. With its lightweight platform, and a super-convenient laundry list of features including smooth integration with your existing ATS/CRM software, Longlist is the one-stop shop for your recruitment software needs. Book a free trial now!

About the Author

Abhi K
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Abhi K

Abhi is the co-founder at Funded by US based OnDeck, Longlist is currently enabling 50+ businesses to increase their candidate and client reach outs, automating the workflow across stages. He has been an author of 30+ blogs and has been hosted in several podcasts mostly covering topics mostly around tech in recruitment. For someone who has worked in recruitment services set up and emerged to be a founder of a tech startup, Abhishek is emerging as a thought leader in the space. Overall Abhi has 12+ years of experience working in Recruitment, and HR Tech domains across 4 countries. He started his career with Sthree PLC after graduating from the University of Wales and then moved on to lead business growth for (funded by Sequoia). His other interests include fitness, meditation and music.

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