How to Use Recruiting Automation to Identify and Attract Qualified Candidates

According to a study by Randstad, nearly 80% of HR departments say they have a hard time identifying qualified job candidates.

This carries big implications for your organization, as an inability to source quality candidates ultimately prevents your organization from building the team it needs to grow.

But there’s good news: You can use recruiting automation to increase your pool of candidates, spot the most qualified ones faster, and interview each more thoughtfully.

We’ll walk you through 3 specific recruiting automations that we use ourselves, but first, let’s align on what we mean by the term and explore why it’s important.

Related: How to apply automation in talent acquisition

What is Recruiting Automation?

Recruiting automation is the use of automation to streamline recruiting processes end-to-end.

It involves the use of business events (what we call triggers) to deliver real-time outcomes (what we call actions). These outcomes include sharing a new job posting in a chat platform or generating an offer letter once a candidate is chosen by the team. 

Note: In the past, recruiting automation was defined as a line of technology that can help recruiters automate specific tasks. This technology, in and of itself, doesn’t allow you to use event-led automation to streamline entire recruitment processes. As a result, our definition allows recruiters to realize more of the benefits in the section that follows.

Why is Recruiting Automation Important?

The key benefits revolve around time savings, better outcomes, and improved experiences:

 It saves recruiters time

Recruiters perform a variety of manual, time-consuming tasks every day. This can be anything from coordinating interviews across their team to creating an offer letter. With recruiting automation, recruiters no longer have to perform a lot of these tasks, helping them focus more of their time on important responsibilities, like interviewing candidates and analyzing resumes.

It amplifies recruiters’ efforts

When they use automations that involve referrals, they’re motivating colleagues to be more involved during the recruiting process. This increases the chances that recruiters attract high quality candidates and it allows them to begin interviewing faster.

It provides candidates with a better experience

Recruitment automations can be geared towards providing delightful experiences—whether it’s sending swag through a platform like Sendoso or simply ensuring that interviewers show up prepared and on time for their interview. These automations can help your organization stand out from all of the places a candidate interviews with, and it can improve your reputation as an employer.

It allows for less bias

As you’ll soon learn, you can use recruiting automation to streamline your screening process. As it does this, it focuses solely on the candidate’s credentials while ignoring personal identifiers, like ethnicity, gender, and age. This helps your team avoid, at least in part, subconscious biases that can influence your perception of candidates. And while this doesn’t guarantee that you’re able to build a team from diverse backgrounds, it should go a way in helping.

It enables a shorter time-to-hire

Now that your recruiters can avoid many manual tasks and source more candidates with the help of colleagues, they can shorten the interview cycle across open positions and fill each role faster. This should not only save your organization a significant amount of time, but also lower its costs per hire (which, according to the Society for Human Resource Management, is $4,129).

Related: What is HR automation and why is it important?

3 ways to Automate Your Recruitment Process

Here are just a few approaches we’ve seen success with:

1. Increase referrals by instantly sharing job postings with employees.

Your team can often provide the best job candidates. The problem is, they don’t know which positions you’re looking to fill.

You can inform them in real time and in a way that’s visible by using the following recruitment process automation:

How to use recruiting automation to increase referrals.

Essentially, once a job is posted in a talent tracking system like Greenhouse, Workbot (our enterprise platform bot) posts the job in an internal chat platform, like Slack. Your employees can review the postings and once they want to refer someone to a specific job opening, they can easily do so directly in the chat platform (which Workbot adds to Greenhouse).  

We’ve seen a ton of value from using this automation at Workato. Jessalyn Klein, the Head of People and Culture at Workato, shares why:

“(Through the automation) We’ve increased our number of referrals and the quality of our candidates. Our employees can now act as an extension of the recruiting team, which is critical in supporting our growth.”

2. Uncover the best candidates quickly by automating the screening process.

Based on a study by Glassdoor, the average number of people who apply to a corporate job is 250. This makes the process of combing through resumes and identifying the best candidates  incredibly daunting. 

So how can you surface the best applicants in a way that’s quick and easy? By adopting this workflow automation:

How to leverage recruiting automation to spot the best candidates.

Workbot evaluates candidates’ applications based on the criteria that lives in the Greenhouse job posting. If the candidate meets the criteria, Workbot posts their resume in your company’s chat platform; and if the candidate doesn’t meet the criteria, they’re automatically marked as rejected in Greenhouse.

Though a few unqualified candidates may pass through this initial screening, a significant number won’t. This saves your recruiters hours of their time and it allows them to focus on bringing in the most qualified candidates.

Related: Two approaches for automating the screening process

3. Prevent no-shows from interviewers by sending them an automatic reminder.

As a recruiter, there’s no situation more stressful than a colleague forgetting about their interview. It not only hurts your relationship with the candidate, but also hurt your chances of recruiting them successfully—as they’re likely in the market for just a few days.

Here’s a look at how you can avoid no-shows:

How you can use recruiting automation to prevent interviewers from no-showing.

Based on when the interviews are scheduled in your applicant tracking system, Workbot will remind employees 24 hours as well as 15 minutes before their interviews via chat or email. Workbot will also include resources on the candidates in the messages, including their resumes. That way, your colleagues can easily prepare for their interviews and run them effectively.

With this system in place, your recruiters can avoid worrying about poor candidate experiences—all without lifting a finger.

Learn more about these recruiting automations by watching our webinar, 5 Hacks to Hire Top Talent Faster.

Now that you know what recruiting automation is, why it’s important, and how you can implement it, you’re ready to attract higher quality candidates!