What is recruitment automation?

Recruitment automation is HR technology that empowers recruiting teams to automate time-consuming, everyday recruiting routines - it improves overall efficiency, productivity, and the overall quality of the candidates hired. HR software like Freshteam can enable forward-thinking businesses to reduce as much as 75% of the recruiter workload through recruitment automation.

Recruitment Automation Recruitment Automation

Why do companies invest in recruitment automation?

To make way for growth

Growth is a function of how time is spent. Fast-growing companies understand that and hence invest in HR technology that automates hiring workflows releasing time, resources, and undivided attention for strategy and innovation.

To embrace efficiency

Recruiting automation adds efficiency to business because it’s flexible enough for recruiters to set up everyday workflows that execute automatically based on pre-set rules, while also ensuring they are done faster, consistently and without any hiccups.


To redefine the overall experience 

Candidate experience is a language through which you show your prospective candidates what you are made of - it’s louder than the stories on your website. Recruiting automation enables you to offer a seamless experience free of human errors!

The myths about recruitment automation

Did you know that some people still believe that the earth is flat? Similarly, there are things people believe about recruitment automation that is absolutely not true which hence regresses their hiring success by years!

Myth #1 - Recruitment automation removes humanness. 

This is one of the most believed lies in recruitment automation. In reality, recruitment automation takes care of running repetitive transactional tasks such as following up, emailing, interview coordination, and more. It reduces recruiters' burden by 75%, making room for more humane stuff. 

Myth #2 - ‌Setting up recruitment automation is complex and cumbersome…

…Said those who have never really tried recruitment automation before! Here are three things people find out after they have signed up for recruitment automation for the very first time: 

1) Singing up for one takes less than a minute 

2) Initial setup is as simple as setting up any simple software or application 

3) Once set up, it makes everyday life simple, not complex. 

Myth #3 - Small and medium-sized businesses don’t need it.

Any forward-thinking business knows and understands the importance of a rock-solid tech foundation for steady and rapid business growth. One of the reasons why growing companies procrastinate on getting recruitment automation solutions is because they don't understand the difference it can create - Recruitment automation software transforms the way you source, process and hire candidates - it makes employer branding possible even when you are growing and set you apart in the job market for the experience you can provide.

Myth #4 - It is expensive.

With advancements in technology, recruitment automation software is now available and affordable to companies of all sizes. Most recruitment automation software allow you to pay only for what you use - and there are hardly any separate maintenance costs involved. 

However, the best way to answer this concern is by setting up a demo and understanding how different HR software actually caters to your needs - figure out the ROI by asking good questions, you can then invest in recruitment automation, guilt-free.

Myth #5 - You need experts to analyze data from automation tools.

The whole point of automation is to make a recruiter’s life easy. Yes, there are tools in the market that work the other way round - but the right tools will simplify a recruiter’s day and make even difficult tasks like reporting a piece of cake.

Recruiters don’t need special expertise to use or analyze data from recruitment automation tools - Good tools make insights available through an interface anyone can understand.

When should you use recruitment automation technology?

If you resonate if any of these problem statements, then it’s time, and you need that recruitment automation software.

How to automate the recruitment process?

 Identify what your immediate challenges are and what you’d like to automate.

Now that you know what can be automated in recruitment, map it to your current challenges and identify areas with maximum impact on business - for someone it could source more candidates, for someone else it could optimizing the scheduling of interviews and so on. Find out what that sweet spot is for you and start there.

Get approval and rope in the team involved.

Get your team onboard - walk in with a deck to show them why this idea would work - how it would simplify their lives, add value to the current strategy and help them succeed. Get their input and explain their role in the implementation to them. Create a channel where all communications during the initial rollout can be discussed.

If required, schedule a demo with your team and recruitment software providers and ensure your team doesn’t have any shadows hanging over their head.

Choose the right tool.

Here are some things to keep in mind while choosing the perfect recruitment automation software for your team: 

  • Check the list of features they offer. 

  • Find out about the support they offer - timings, channels, and if any cost is involved.

  • Visit their website and check if they have a decent trailing period where you can test the product and see if it is all it claims to be.

  • Read customer reviews from peers like you about the product on reliable sites like Capterra and G2crowd.  

  • See if it fits your budget - calculate what it would cost you now and as you scale. 

  • The user interface of the tool will decide how you and the team will experience the product - do they have a smart and intuitive UI? 

  • Do they integrate well with the other tools you use in the business ecosystem? 

  • Finally, check if they comply with regulations and promise data security.

Make a rollout plan.

  • Look at recruitment automation from every stakeholder’s point of view and make the communication required to help them adapt it - hiring managers, interviewers, employees, recruiting team, etc.

  • Create help documents that come in handy when the rollout is deployed.You can also check if your recruitment automation software provider already has this for you.

  • Identify and reward users who show trust and excitement towards the new software -you can get their help to positively influence the other team members.You can even turn them into the ‘go-to’ team members in the initial phase when the others are figuring out the software.ew tool. 

  • Don’t forget to get feedback from your users and solve their concerns. If required, involve your software service providers in the process. 

  • Most important : Check usage metrics to see how the team is embracing is the tool. The last thing you want to do is be paying for a tool that no one considers using. 

How can recruitment automation software help?

Automate candidate sourcing

Candidate sourcing isn’t an easy job! It requires understanding what your hiring managers or the organization is really looking for and aligning your search to find candidates who will be worth your hiring team’s time. The first step to this is amplifying your reach to a wide pool of quality candidates.

Manually distributing your jobs to various portals can be exhausting and ineffective. Instead, with recruitment automation, automate the distribution of your jobs to multiple job boards and other portals like the career site or social media in a single click. It frees up your time and helps you focus on the other important things.

For example, you can use the time freed up from job distribution to review your sourcing strategically - think about which job boards you want to source from, figure out how to optimize your hiring spend, test and identify the best way to word your JDs for talent attraction, build a career page which showcases your company’s strengths and attractions, and more. Read in detail

Automate pre-screening

Recruiters spend large chunks of their time screening piles of resumes or applications just to find candidates who can make it to the initial rounds. Recruiting automation like Freshteam can help achieve that at least 40% faster.

For example, you can set up an automation that will advance or reject candidates based on certain criteria - visa status, city of residence, certifications, university, qualification, age, years of experience, etc.

For further screening, especially during high-volume recruiting, you can also automatically send them a pre-assessment test when they reach a specific stage! Read in detail

Simplify interview coordination

Hello Autopilot, please notify all stakeholders (candidates, hiring managers and panel members) when a marketing candidate is moved to the technical round. It’s as simple as that. You’ll be surprised at how much more your recruiters can accomplish when simple but time-gulping to-dos are checked off their list. Read in detail

Candidate communication

Timely communication throughout the hiring process is one of the key influencing factors when it comes to candidates' experience. With recruiting automation, recruiters can send out the right communication at the right time, with a simple one-time setup.

Everyone loves examples, right? Here’s another one. It’s a common complaint in the recruiting world that candidates don’t hear back from recruiters but what if rejected emails were automated based on the interviewer or recruiter's feedback? It will make a huge difference to how candidates in the outer world perceive your employer's brand (without spending a dime!). Read in detail

Update other systems

You can trigger a webhook to update information in other software systems you use. For example, when a candidate is hired, you can trigger a webhook to the payroll system of the candidate’s details. 

Save great candidates for later

Recruiters lift mountains to find impeccable candidates but they might not always fit the currently open roles. It’s impossible to however keep track of these candidates manually without shedding sweat. Freshteam recruiting automation makes it seamless.

On the right is an example to help you visualize. The automation first reads the reject reasons on the candidate profile, when the reject reason is overqualified, it automatically archives them to the talent pool. Read in detail

Add tags

It’s one thing to save candidates for later, it’s another thing to make them easily discoverable! Using recruiting automation, you can organize your candidates for better findability - automatically add tags to a candidate profile before archiving them to the talent pool.

For example, if you are archiving overqualified candidates, you can add a tag that describes the role they should be screened for or interviewed for at a later time. Read in detail

Reporting and insights

At the core of business growth is data-backed optimization of business operations. A team that’s not measuring and reporting is definitely stunting its own growth. 

Recruitment automation removes the manual work and inaccuracy in reporting and helps you generate reports automatically at periodic intervals. You can therefore make decisions that really move the important recruitment metrics in your favor - candidate pipeline reports, candidate sourcing reports, rejected reasons reports, employee absence reports, and more.

It’s truly the foundation for a winning team. Read in detail

7000+ businesses trust Freshteam for recruiting