What is a Recruitment Management System?

A recruitment management system is a platform designed to automate and manage the entire recruitment process, including job posting, parsing resumes, scheduling interviews, selection, onboarding, and seeking candidate feedback. The system mainly streamlines the hiring process and improves recruiters' efficiency.

Recruitment Management Guide

What is Recruitment Management?

Recruitment management is the practice of hiring the right talent within a stipulated timeline. The process ranges from sourcing candidates, identifying and attracting them to attending interviews, selecting, hiring, and finally onboarding them on time. In addition to hiring, seeking feedback from new joiners, and conducting training to inform them about the company’s working style, upcoming goals and achievements, etc.


According to Mordor Intelligence, The market size of recruitment management software is increasing day to day. By 2024, it is estimated at USD 3.05 billion in 2024. During the forecast period (2024-2029), the market is predicting that it can make a hype to reach USD 4.89 billion by 2029, growing at a CAGR.

How do recruitment management systems work?

A recruitment management system works in typical flows, from planning to recruit the right talent to finishing the onboarding. Besides, it integrates with HRMS software to manage HRMS Payroll. Let’s discuss how the recruitment management system works during the candidate hiring process.


  • Job Posting

  • Candidate Sourcing

  • Candidate Screening

  • Interview Scheduling

  • Candidate Selection

  • Initiating Negotiation

  • Hiring and Onboarding


  • Job Posting


The recruitment management system helps recruiters write the vacancy post in the right format and then assists them in posting it on relevant pages, platforms, or social media channels. Consequently, Employers attract sufficient talent for those particular positions.


  • Candidate Sourcing


With the assistance of the recruitment management system, employers can smoothly identify potential candidates through various channels, numerous job search platforms, and social networks. Besides, existing employees can refer someone to any particular relevant platform through the RMS portal.


  • Candidate Screening


After posting a job, employers receive a pile of resumes from different portals; the right recruitment management system automatically analyzes and parses the resumes to obtain the relevant information before scheduling the interview process and initiating the candidate selection.


  • Interview Scheduling


The system automates the interview scheduling process by coordinating with the shortlisted candidates via mail or DM and scheduling the interview date and time on the candidate’s calendar to keep them engaged. As a result, the candidate’s interview time does not overlap between the two companies, and the employer properly maintains each candidate’s interview schedule data.


  • Candidate Selection


In many companies, RMS automates the assessments and tests according to the required post vacancy. Additionally, added data analytic features offer detailed information on recruitment metrics and assist employers in decision-making. Different recruitment management tools even automate the selection mail or offer letters to candidates and provide feedback.


  • Initiating Negotiation


This system also offers applicant tracking features through which recruiters can track the candidate’s performance and salary expectations throughout the hiring process. So, after selecting the candidates, employers have valuable insight into how to draft negotiation strategies effectively.


  • Hiring and Onboarding


The transition from candidates to employees occurs during the onboarding process. Recruitment management software also automates this process by sending welcome emails, distributing employee handbooks and annexures, and completing paperwork in lieu of HR professionals. It often tracks the progress of the onboarding tasks.


Besides, with employee self-service assistance, employers gain circumstantial visibility into the onboarding processes, and the RMS adds the icing on the cake by following up with new hires in a timely manner.

6 stages of the recruitment process?

The recruitment process has six prominent steps. HRs initiate the process by finding the best candidates for the relevant vacancy, and then they follow the consecutive steps to successfully connect candidates with the work pipeline.


The following six phases are,


  • Preparing

  • Sourcing

  • Screening

  • Selecting

  • Hiring

  • Onboarding


1. Preparing


The first step of the recruitment process is ‘preparing’. In this step, you need to focus on what kind of employee is suitable for your current vacancy, which skill set is appropriate for the vacant post, and which personality type you prefer. You can create a criteria list or a candidate profile with a comprehensive job description. Before initiating the sourcing process, it would help you categorize the candidates per your requirements.


Once you understand the required aspect, you can source candidates by developing an engaging job description that attracts top talents.


2. Sourcing


The next step is ‘sourcing’. In preparation, you already have an overview of candidate profile selection and what you are searching for. In this phase, you must search for the suitable candidates for the vacant post. You can ask your existing employees to provide references or dig into the candidate pipeline or the internal network in the organization. Otherwise, you can advertise on social media platforms or job search portals if you require fresh talent.


Calculating the candidates you need to source is challenging. However, it is feasible to focus on healthy resourcing to acquire top talents quickly without wasting extra time.




During this phase, reviewing the applications received from various sources is necessary. It can be time-consuming, but it’s essential to scrutinize the applicant’s resumes accurately. Organizations often consider leveraging an applicant tracking system (ATS) and relevant employee management system to streamline this process. These tools can automate the screening process, saving time and improving the quality of candidate selection.


Once you’ve identified a list of potential candidates for the vacant position, it’s time to move to the next phase. It could involve sending invitation emails for quick phone interviews or extending invitations for in-person interviews. This step helps to narrow down the candidate pool further and progress the recruitment process.


4. Selecting


After the screening phase, you may have the shortlisted candidates to initiate the interview process. Next, the fourth phase has come around, which is ‘selecting’. In this phase, you can schedule the interview process accordingly and select the talents after reviewing their educational background, work experience, and related skills.


Before making the final selection, it is vital to assess whether the candidates align with our company culture and demonstrate a sense of responsibility towards their daily work obligations. This step is crucial in ensuring the right fit for our organization.


5. Hiring


After completing the hiring process and selecting candidates for particular roles, you need to connect with the selected candidates over direct calls or send emails with a ‘congratulation’ message and promptly provide a formal job offer. Once the candidates accept the offers, you proceed with the joining letters. Yet, sometimes, the negotiation process comes after accepting the offer.


6. Onboarding


The final phase of the hiring process is onboarding, where you welcome and integrate new employees into our company. Before you start the structured onboarding tasks, you negotiate with the employee, ensuring a fair and balanced approach.


During onboarding, you must also negotiate and inform candidates about company policies, employee-related rules and regulations, employee benefits, and product/project-related training and integration.

What are the top 7 features of Recruitment Management Software?

  1. AI-powered Schedule Automation

  2. Presence of Applicant Tracking System (ATS)

  3. Mobile Friendly User interface

  4. Analytics and Reporting

  5. Easy Integration

  6. Customizable Design

  7. Ample Storage Option


1. AI-powered Schedule Automation


Employers can face logistical challenges when screening candidates and scheduling interviews. An AI-powered recruitment process automates the time-consuming, repetitive work and provides a streamlined solution for resume screening, candidate sourcing and outreach, interview scheduling, etc.


Besides, the automation process is integrated with calendar applications like Google Calendar or Microsoft Outlook and seamlessly added to the candidates’ calendars as a reminder.


Furthermore, the AI-powered recruitment management system empowers candidates by allowing them to select interview slots that align with their availability. It eliminates the need for excessive back-and-forth communication and scheduling conflicts.


Recently, the Times of India stated that automation has become effective as it eliminates the juggling of multiple HR responsibilities. According to a recent study, by 2022, 40% of HR will be using the automation process in candidate recruitment, while 60% won’t be able to rely on hiring tools and AI assistance; they will still be doing the work manually.


2. Presence of Applicant Tracking System (ATS)


One of the essential features of a recruitment management system is an applicant tracking system and associate tracking tools. An application tracking system helps employers by automating resume shortlisting and evaluating the right candidate’s profile.


Moreover, after selecting talents, employers can initiate the onboarding process on time, as the ATS assists them in completing the task leading to onboarding.


3. Mobile Friendly User Interface


It is essential whether the recruitment management system is mobile accessible. Nowadays, no one puts effort into searching for jobs by sitting beside a laptop at the end of the day. They randomly open job sites and search for suitable employment using any relevant mobile application.


So, the modern recruitment management system should have mobile-accessible features like a smooth user interface and intuitive touch controls so job seekers can easily navigate and complete the application process by uploading essential documents from their cloud storage using their smartphones or tablets.


4. Analytics and Reporting


Before integrating any recruitment management system, it is essential to recheck whether it has features offering robust analytics and reporting functionalities. Understanding candidates’ essential data, analyzing it, and generating timely reports is a big task. Employers make mistakes or numerous mismanagement, and data swiping occurs while recruiting candidates.


These features help human resource professionals track key candidate performance metrics, such as candidates’ off rate, time to file, source of hire, cost-per-hire, etc. It provides valuable insight into the candidates’ data and allows them to make data-driven decisions and optimize strategies smoothly.


5. Easy Integration


Before committing to a subscription, it is vital to review the recruitment management software and ensure it offers easy integration. A recruitment management system and associated ATS tools foster cross-functional team engagement in the selection process. These tools are pivotal in facilitating the process by easily sharing candidate profiles with management. They also allow external stakeholders and experts to participate in the candidate hiring process.


The collaborative approach streamlines the process when HR hires top talents or managerial experts and creates transparency within the organization’s hiring practices.


6. Customizable Design


The recruitment management system ensures customizable branding, including modifying application forms, dashboards, and candidate portals to enhance usability and ensure a cohesive brand experience. It helps improve the candidate’s knowledge and maintain your brand identity throughout the interview process.


Moreover, this feature assists the HRS in adjusting the system’s settings to align with the unique recruitment strategies, improving efficiency and candidate engagement.


7. Ample Storage Option


Employers may face challenges handling, managing, and storing vast amounts of applicant data during hiring. Though they successfully handle the selected candidate’s data, it becomes a nightmare for them to hold the candidate’s information, which can be effective for future recruitment.


Recruitment management software saves recruiters time by providing ample storage options. Hence, they can securely store the rejected candidates’ documents and other important information in cloud storage.

What are the benefits of Recruitment Management Systems?

During hiring, a recruitment management system streamlines the entire process and automates the HRs’ repetitive work so they can focus on other administrative work during candidate recruitment. The HR software for recruitment has its own set of appealing features; some of the advantages are as follows,


  • Cost Effective


The entire recruitment process is time-consuming and costly. From the initial step, like planning for hiring, to onboarding the right talent for the relevant position, it costs a sound amount for each hiring. A right recruitment management system with all features automates HR tasks like candidate screening, sourcing, interview scheduling, and schedule onboarding. So, organizations do not have to spend extra money on each task; they take the subscription to recruitment software and automate the entire process.


  • Enhance Hiring Rate


Hiring top talent manually is time-consuming and troublesome, as employers can reach out within certain limitations. Moreover, they face challenges due to lacking a diverse search field within a specific timeline. As a result, they have to choose a random average candidate for a good position.


The recruitment management system RMS helps HR with diverse search opportunities, which attract 4x more genuine candidates and maintain a data-driven approach in every hiring phase.


  • Increased Candidate Experience


Employers’ main objective during recruitment is to find the right candidate among the many applicants. Similarly, when a candidate moves to change jobs, he applies to many companies. In this case, innovative branding and a smooth application process help to remind the candidate of the particular brand.


A hiring management system creates innovative branding and provides a relaxed and automated user experience to candidates while they apply for jobs. The system takes just a few minutes to complete the application, compared to the hours spent on other platforms, ensuring a positive user experience, thus leading to high-quality applicants in the talent pipeline.


  • Hiring Top Talents


A recruitment management system ensures high-end features like automated job posting, resume parsing, AI-driven candidate matching, etc, which assist employers in identifying the qualified or relevant candidates for the vacant position.


The system integrates with different job portals and social media platforms to expand the reach and visibility of job postings. With outstanding branding, the system helps attract more applicants, which creates a broader and more diverse candidate pool.


  • Efficient Hiring Process


A recruitment management system smoothens the hiring process by creating an effective and transparent process to find genuine candidates and improve the quality of hires. The system offers features and functionalities that automate the primary tasks like candidate sourcing, screening, scheduling interviews, and selecting relevant candidates during hiring.


Besides, recruitment HR software ensures the organization’s brand awareness, encourages candidates to join the company, and even assists employers in automating the reference method during recruitment.

Why does your organization need a Recruitment Management System?

With the latest recruitment trends, integrating and working with a recruitment management system (RMS) becomes mandatory. An RMS streamlines and automates repeating recruitment-related tasks, such as job posting, resume parsing, candidate tracking, etc. It mainly diminishes the administrative workload and reduces hiring duration.


Consider why your organization needs a recruitment management system to avoid the manual process.


  1. Recruitment software saves HR time and effort by automating the primary HR tasks and responsibilities, such as candidate searching, screening, scheduling interviews, etc.

  2. The hiring software can attract more candidates from diverse backgrounds since its search perimeter is practically limitless.

  3. Additionally, It introduces data-driven decision-making and continuous process improvement that assist employers in better talent choices.

  4. The RMS also introduces an HR chatbot, which provides seamless communication and collaboration opportunities and boosts the organization’s employer brand.

  5. A subscription to recruitment software is a one-time investment, so employees don’t have to pay separately for every step during initiating recruitment for every candidate.


Overall, an RMS optimizes operational efficiency and elevates the quality of hires, giving organizations a competitive edge in the talent market.

How to choose the Right Recruitment Management System for your organization?

Before integrating the recruitment management system, one of the to-do tasks is to go through the factors and choose the reason for integrating the recruitment software. Before making your decision, just read over the points below,


  • Understand Your Need

  • Analyse Company Budget

  • Check Out Features

  • Think about ROI

  • Best AI Assistance

  • Listen to Reviews


  • Understand Your Need


Before integrating randomly, visit your recruitment process and identify what you require and don’t. If you understand what is tripling up in your recent hiring strategies and what can be rectified, you can consider your first step towards finding the right solution.


  • Analyze the Budget


After analyzing your ultimate requirement, the second essential task is to check your budget before planning the upcoming integration process. You must spend money alongside your business spending, so looking for a solution that balances features and affordability is essential.


  • Check Out Features


Once you are aware of your needs and budgets, you should explore the features available in your chosen recruitment software. Visit different software platforms and analyze whether their features suit your needs. You can also check whether the features provided streamline your work process and save valuable time.


  • Think about ROI


One of the primary purposes of recruiting top talent is to drive positive business results and enhance productivity. So, before integrating a hiring system, it is essential to check whether it reduces cost, minimizes time, and provides data-driven solutions or whether you can start work, which results in a positive outcome.


  • Best AI Assistance


The latest feature in recruitment software is AI assistance with the system software. An AI-enabled system automates repetitive tasks such as candidate searching, screening, inviting and scheduling interviews, and onboarding during recruitment. Besides, it provides a 360° view of talent acquisition practices and lets them free from tedious administrative work during candidate recruitment.


  • Reviews and Analysis


Finally, take some time to review the testimonials delivered by the other HRs or recruiters who have already used the system. They may provide you with valuable insight about whether it works well or if you should seek other support.

Top 5 Recruitment Management System (RMS) to Streamline Your Hiring

Worldwide, there are numerous recruitment management systems and related recruitment software that offer various features to improve efficiency, enhance the candidate experience, and streamline the hiring process. By using the tools, organizations can manage their recruitment needs and build stronger teams.


1. Pocket HRMS


Pocket HRMS is a comprehensive platform with powerful recruitment management features. It is the best hiring software that aims to simplify and automate businesses’ hiring processes.




  • Effective applicant tracking and management

  • Job posting automation and Resume Parsing

  • Innovative recruitment workflows and candidate assessments

  • Multiple job portals and social media platform integration

  • Data-driven decisions with analytics and reporting




Pocket HRMS, the best hiring software, offers a robust and scalable solution that helps businesses manage recruitment efficiently, reduce hiring time, and improve hiring decisions’ quality.


2. Zoho Recruit


Zoho Recruit is among the best recruiting software solutions for recruitment agencies and corporate HRs. It offers extensive features to streamline hiring, from job posting to onboarding.




  • CV parsing and storage

  • Smooth workflows and email templates

  • Multi-channel job searching

  • Advanced analytics and reporting

  • Integration with Zoho apps and third-party applications




Zoho’s customizable workflows make it a versatile tool for various recruitment needs, ensuring an efficient and organized hiring process.


3. TalentRecruit


TalentRecruit leverages artificial intelligence and machine learning to optimize the recruitment process. Its data-driven approach aims to enhance the hiring experience for recruiters, candidates, and managers.




  • 24/7 assistance

  • AI-based genuine candidate sourcing and matching

  • Effective Pre-screening and assessment tools

  • Effortless Automation

  • Availability of an Employee referral platform with innovative features




AI-driven algorithms help find suitable candidates efficiently, reducing the time and cost of hiring and improving the hiring quality.


4. FactorHR


FactorHR is an award-winning best-recruiting software HR platform trusted by major companies like Tata Steel, Wipro, and Mercedes-Benz. Its recruitment module helps organizations find the perfect fit quickly, whether through direct or referral hiring.




  • Resume Parsing and bulk document upload

  • Availability of duplicate detection tools

  • Powerful social media platforms assistance

  • Comprehensive applicant tracking, automating interviews

  • Customizable Job Posting




FactorHR’s extensive features and integration capabilities make it an effective tool for managing all aspects of recruitment, from job posting to candidate selection.


5. GreytHR


GreytHR offers a flexible and user-friendly platform to smoothen the recruitment process for businesses of all sizes. Its modern features cater to the needs of fast-paced hiring environments.




  • Applicant tracking system (ATS) with advanced features

  • Advanced job posting and resume parsing

  • Recruitment workflows

  • Availability of various job portals and social media platforms

  • Real-time analytics and advanced reporting




GreytHR’s outstanding interface and automation tools help recruiters efficiently manage large volumes of applications, enhancing the overall hiring process and the candidate experience.


Two main factors affect recruitment: internal factors and external factors.


The Internal factors include,


  • Company’s recruitment policies

  • Human Resource Practices

  • Size of the Organization

  • Total cost of the hiring process

  • The company’s growth and expansion


The external factors include,


  • Trending Market scenarios

  • Employment Rate

  • Competitors Position

  • Company’s Social Image

A recruitment management system is a powerful tool that streamlines the entire candidate hiring process, from candidate sourcing to seeking feedback. Here are details on how an RMS not only improves candidate experience but also significantly enhances company productivity.


  • Recruitment management software provides a user-friendly interface that simplifies the application process during candidate hiring. Candidate can smoothly submit their application without encountering any technical issues.

  • The RMS software ensures automated email notifications and keeps candidates updated with their application status, whether it is viewed or awaiting a view. It maintains transparency within the workplace. 

  • RMS auto-adds the candidates’ names and other details during tailoring mail, reducing the candidate’s uncertainty and increasing engagement.

  • The RMS platform is mobile responsive so that candidates can review their status anytime.

  • RMS accelerates the candidate screening process through an auto-screening technique. It reduces hiring time by automating responses to candidates.

  • RMS often auto-collects the candidates’ feedback about the hiring and onboarding process to enhance future interactions.

Yes, recruitment management software can easily be integrated with other software applications. Likewise, Pocket HRMS recruitment software can easily be integrated with any HRMS and related HR tools.

Yes, the recruitment management system involves robust security protocols like encryption, access controls, two-factor verification, case-sensitive password access, etc. It introduces compliance with candidate personal data protection regulations like GDPR by maintaining audit trails and managing consents efficiently. For example, with Pocket HRMS, you can be absolutely confident about the security of your company data as we use Microsoft Azure Cloud, which provides 256-bit enterprise-level security.

Yes, training is required before integrating the recruitment management system into your system. However, rest assured, the system is designed for easy navigation and understanding. In this training, the employers get acknowledged for using the software and related tools and how to navigate them systematically.


The training can be self-paced online tutorials or in-person workshops from the software distributors. We, Pocket HRMS, provide a detailed description of the RMS system before integration.

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