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How To Choose The Right Staffing Agency Software Every time

How To Choose The Right Staffing Agency Software Every time-1920

According to a CareerBuilder study, 77% of millennial clients plan to increase the service usage of staffing companies over the coming years. Therefore, staffing agencies are about to have the cup run over!‍ Naturally, to manage the recruitment process effectively, the plan is to invest in effective recruitment technologies like Staffing Agency Software.

Staffing Agency Software is a cloud computing technology that stores all your staff data from the pre-recruiting stage to the post-hiring time. There are different software in the market for the same purpose, yet, 67% of employers find it harder than ever to find the best talents in the market. Why? Because they don’t know which staffing agency software is right for them.

This expert blog aims to guide you through the process of selecting the ideal staffing agency software, highlighting key features, important considerations, and other relevant factors to help you make an informed decision.

What is a Staffing Agency Software?

In today’s rapidly evolving recruitment landscape, staffing agencies are increasingly turning to technology to streamline their operations and enhance efficiency. Staffing agency software is the cornerstone of a well-oiled staffing machine, making it easier for agencies to manage their workforce and clients like a well-tuned piano. With features like candidate tracking, client management, job posting, resume management, time tracking, billing and invoicing, and reporting, staffing agency software acts as the conductor, bringing harmony to the recruitment process.

Why do you need a Staffing Agency Software?

The need for staffing agency software arises from the ever-evolving and competitive nature of the recruitment industry.

Streamlined Recruitment Process

Staffing agency software automates and streamlines multiple aspects of the recruitment process, saving time and effort. It helps manage candidate databases, job postings, applicant tracking, and client relationships in a centralized and organized manner. This efficiency allows agencies to handle larger volumes of candidates and job orders without sacrificing quality.

Enhanced Candidate Management

Staffing agencies deal with a vast number of candidates, and manual tracking and management can be challenging. Staffing agency software provides tools for candidate sourcing, resume parsing, candidate matching, and communication management. These features simplify candidate management, enabling agencies to quickly find suitable candidates, communicate with them effectively, and track their progress through the hiring pipeline.

Efficient Job Posting and Distribution

Software designed for staffing agencies allows easy and automated job posting across various platforms, such as job boards, social media, and agency websites. This capability ensures maximum visibility for job openings and attracts a larger pool of qualified candidates. The software also provides features to schedule, track, and manage job postings efficiently, saving time and effort for recruiters.

Improved Applicant Tracking

Applicant tracking is a crucial aspect of staffing agency operations. Software with a robust applicant tracking system (ATS) enables agencies to track candidates’ progress, manage interviews, schedule follow-ups, and collaborate with team members. It ensures a systematic and organized approach to managing candidates, resulting in improved efficiency and better candidate experience.

Strong Client Relationship Management

Staffing agency software often includes customer relationship management (CRM) functionality. This feature allows agencies to track client interactions, manage accounts, and provide personalized service. Effective CRM capabilities enable agencies to nurture and strengthen client relationships, track client preferences, and deliver customized services based on client needs.

Time and Expense Tracking

For agencies specializing in temporary staffing or contract placements, tracking time worked and managing expenses is crucial. Staffing agency software offers features to track employee hours, manage timesheets, and handle expense reimbursements efficiently. This functionality streamlines the payroll process, ensures accurate billing to clients, and minimizes errors and discrepancies.

Data Analytics and Reporting

Data-driven hiring decision is essential for staffing agencies to measure their performance, identify trends, and make strategic business decisions. Staffing agency software provides comprehensive analytics and reporting features that enable agencies to measure key performance metrics, track candidate and client activity, and gain valuable insights. These insights help agencies optimize their processes, improve efficiency, and enhance overall performance.

Save Time and Money

Do we need to say more? Staffing agencies spend thousands of dollars annually on these sources. By using staffing agency software, you can stop this vicious cycle and save time and money. Automating manual processes like candidate tracking, resume management, and job posting can streamline your recruitment process and help you get the most bang for your buck.

Automating manual processes and reducing errors saves time and costs, allowing the agency to focus on growing the business.

How to Choose a Staffing Agency Software?

Evaluate your process and workflow

Doing this gives you a clearer picture of what you need from staffing agency software. For example, if your approval process is a labyrinth, you’ll want software with advanced approval and routing capabilities.

Size of the staffing agency

The size of your agency and the number of employees will play a big role in determining the scalability and complexity of the software solution you need. If your agency is a behemoth with hundreds of employees, you’ll need a software solution with robust reporting and tracking features. On the other hand, If you have a small team, you may only require essential features.

Clear understanding of what you need

Identifying the specific features and functionality you need will help you find a software solution that fits like a glove. Look for staffing software with all the tools you need to manage your agency. Check if it has tools for job postings, candidate tracking, resume management, interview scheduling, time tracking, payroll management, invoicing, and reporting.


Your budget and resource constraints will put a cap on the type of software solution you can afford. Keep in mind the cost of purchasing the software, implementing it, and maintaining it, along with ongoing costs like licensing and support fees.

By considering these factors, you can get a handle on your business needs and find a staffing agency software solution that fits like a glove and helps you achieve your goals.

Security and Compliance

Data security is of paramount importance in the staffing industry, given the sensitive nature of candidate and client information. Ensure that the software adheres to industry best practices and complies with data protection regulations such as GDPR or CCPA. Look for features like access controls, encryption, and regular data backups.

Ease of use

The software should be intuitive and user-friendly, with a clean interface that minimizes the learning curve for your team. Consider software that offers training and support resources to help your staff get up to speed quickly. A mobile-responsive interface can also be beneficial for on-the-go access.


Choosing the right staffing agency software is a critical decision that can significantly impact the success of your recruitment operations. By considering the key features, important considerations, and other relevant factors discussed in this expert blog, you can make an informed decision that aligns with your agency’s unique needs. Remember, finding the right software is an investment in your agency’s growth, efficiency, and long-term success in an increasingly competitive market.

If you are a large staffing agency or hire in bulk, you can begin your search for an ideal staffing agency software with Arya by Leoforce. Book a demo today to see how it can accelerate your recruitment process.



  • https://www.ismartrecruit.com/blog-choose-staffing-agency-software

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