What is resume management?

Resumes are a great way by which you can identify quality talent but they have a major problem: recruiters have a hard time managing and organizing these resumes to pick the relevant ones. 

Often called resume management software, but known by many other names - resume sorting software, resume filtering software, resume database management software - the concept is the same: they’re software used to source, collect, parse, organize and store the resumes in a central database. Perhaps, resume management system predominantly focuses on cutting down manual work involved in organizing the plethora of resumes that come in. 

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What can I expect from this piece?

Managing multiple resumes at a time might seem daunting, so in this page we’ve broken down what resume management is, when is it effective to use a resume management software, best practices of resume management and how you can use it to cultivate a coherent resume screening process from a time consuming one. Then, we’ll dive into the different features you need to look over while choosing a resume database management software for your business. Let’s get started.

Why do businesses choose a Resume Management Software?

recruitment management software is one of the rapidly developing software in every business that allows organizations to streamline resumes and hence the candidate inflow. With the prominence that recruitment software has been gaining in the market, automated resume management has become an indispensable part of it.  

Put simply, resume management is all about giving more time for the recruiters to focus on other recruitment tasks rather than wasting time streamlining every single candidate's resume. If you post ten different job postings in one go, you end up receiving hundred different resumes for every posting you make. Don’t you? The real question is, how are resumes shortlisted at large companies that make numerous job postings every month or every week?

The beauty of resume management is that every action, right from sourcing resumes to notifying your hiring team about an update, happens automatically. Contemplating the time involved in going back to your google drive or excel sheet and juggling tabs every time you want to rediscover or reiterate a candidate, resume management software saves you a crazy amount of time. 


Who needs a Resume Management Software?

But do I really need a resume management software? Well, to be precise, if you are looking to hire more and more candidates and would like to do it efficiently, then,  yes! you do.  A resume management software is usually integrated with an ATS. Simply put, a good ATS should always work in tandem with resume management software. Studies suggest that recruiters spend almost 46% of their time organizing and sorting candidate resumes. And, it is believed that analyzing resumes is the most painstaking bit in the whole resume screening process. Hence, a resume supporting ATS would be a right fit for all the enterprises with an overflowing recruitment pipeline.

Choosing the best resume management software for your business

You can get the most out of your resume management system if it has the following capabilities. Essentially, these capabilities are nothing but features you can utilize in order to implement the best practices that can help transform your resume screening process.

Let’s look at 5 use cases worth automating and the features that address the bottlenecks of a resume sorting in a workflow.


Resume sourcing

As a recruiter, you know you can’t downplay your resume sourcing game when that is one of the substantial steps to resume management. Sourcing is the process of finding candidates to fill in your open job positions. When you post jobs on multiple platforms your candidates apply through a variety of mediums. You might find it really hard to keep tabs on multiple platforms through which you receive resumes.  Chances are that, sometimes, you might even miss out on checking certain platforms and end up noticing it past the deadline. Sometimes, applicants send their resumes through email attachments or, you may simply have to whitelist the sourcing channels that you trust. Downloading and uploading resumes every time you receive one is next to impossible. This is when a resume management tool covers you. Whenever there is an attachment in your mail, it scans and parses the resumes which absolutely saves you a ton of headaches.


Resume Parsing

Every job opening is unique and so is every resume. Recruiters spend an ample amount of time manually reviewing every application every time they are looking to invite a candidate for an interview. The result? You end up reviewing the same set of resumes each time. The goal of every resume review is to aggregate the skills, contact information, and all the other basic details of every candidate to avoid last-minute hiccups.  The best way to go about this is to create candidate profiles that hold only the most basic and important information about them that will help you review their applications whenever you need it in a glance! This is where an HR resume management software shines -- A good AI-driven software should be able to convert every profile into a candidate. Your recruitment team no longer has to hustle entering candidate details manually.


Resume Tracking

You’re done with sourcing and capturing the candidate resumes. So, what next?  You want to know where your candidate resumes are coming from. This is nothing more than getting to know which job posting platform is working best for you. An ideal resume management software should help you figure out if a candidate applies via Indeed or social media etc. The URL tracking could help you understand that. 


Resume Uploading

Automatic scanning and parsing of resumes are all nice but eventually, you want to migrate your old candidate resumes into your ATS too. Imagine filling in every detail from your candidate resume or going for a toss by choosing not to upload these resumes at all. Either way, it is a loss of time and/or opportunity. That’s when you might want to consider using a software to bulk import your candidate resumes into your ATS. Besides, resume management software could also allow your vendors to post specific jobs on your behalf instead of you doing it all the time. 


Reduce duplicate applicants

Some candidates apply for multiple job postings with the same or different mail IDs and create nothing but email clutter. This implies wastage of resources such as online assessments and loss of opportunity to other potential candidates. You can avoid this unnecessary clutter by implementing a resume sorting software that could easily differentiate an already existing candidate from a new one.


Resume Database

You receive tons and tons of applications every day and you have all of them converted into candidate profiles in your hand. But a resume management software’s job doesn’t stop there. It is crucial to not miss out on any candidate profile whether or not they make it to your organization today. Saving the candidates’ profiles in your database helps you outreach just one place whenever you need to contact a candidate. A resume database software ensures all your candidate resumes are stored in one place. You no longer have to run through stacks of papers or excel sheets to find what you want to find. A simple search fetches you the right candidate.

And now, it’s easy to see why large companies invest in employee recruitment software especially when you see the amount of time they get to save through automated resume management.


Talent Pool

You might be looking for a potential candidate in spite of having a handful of them in your database. As a recruiter, it is important for you to understand and value every candidate’s talent. Having a talent pool in place lets you save candidate profiles and search for candidates when you have a job opening relevant to their skills alleviating your candidate hunting pain.

For example, a candidate might apply for a marketing job on seeing your job posting whose resume seems to align more with business development. A recruiter might often overlook when it comes to noticing such minute nuances in skills. A resume management software could easily help you identify the right talent, tag their profiles with appropriate skills, and save them to a pool of candidates you can consider in the future. 

A resume management software not just limits itself to organizing and storing resumes but also gives the hiring team more context at any point in the interview conversation. If you have handled the first level of screening through mails, then, the next round of screening is handled by, say some panel from your hiring team, then, it should be easy for them to comprehend the context. A resume manager software is great at keeping all the panel members in the know, throughout.

Benefits of Automated Resume Management Software

Pre-screening candidates 

Pre-screening is crucial in order to pick the right set of candidates before proceeding with the interview cycle. A resume management software evaluates the candidate profiles based on their skills, education, and experience that helps classify and organize your candidates in their respective categories. This avoids confusion and ensures you are processing the resume of relevant talents only.


Reduced time to hire

With a resume database and talent pool, look no further to find the right set of candidates for your offer.  Also, your hiring panels run out of context every time there is a progression in the interview pipeline. Keep them all in the know every time there is an update in the process. This avoids unprecedented perplexities during the hiring cycle.


Manage the sheer volume of resumes

Whether you receive a thousand applications for a single job posting or a hundred applications for every job posting, your resume management system has got you covered. No more counting on sheets and docs!

They love us. You will too.