Best CRM for staffing agencies in 2024

As a staffing agency, managing candidate placements, tracking client relationships, and keeping up with multiple roles can be overwhelming without the right tools. A dedicated Customer Relationship Management (CRM) system can help you streamline your operations by organizing candidate and client data, automating follow-ups, and tracking your recruitment pipeline—all in one platform. With the right CRM, you can improve efficiency, enhance communication, and place top talent faster. In this blog post, we’ll explore the best CRM options for staffing agencies like yours, focusing on tools that will help you manage your placements and grow your agency effectively.

Why you need a CRM

As a staffing agency, leveraging a Customer Relationship Management (CRM) system can change how you manage your candidate pipeline. A CRM brings structure, efficiency, and insight, crucial for scaling your operations.

Challenges without a CRM

Without the right CRM in your tech stack, your staffing agency is likely to face these common challenges.

• Disorganization: Without a centralized system, managing candidate and client information becomes chaotic and error-prone.
• Missed opportunities: Important leads and follow-ups can fall through the cracks, leading to lost business.
• Inefficient processes: Manual data entry and tracking consume valuable time that could be spent on strategic activities.
• Lack of insight: Without analytics, understanding performance metrics and making data-driven decisions is challenging.
• Inconsistent communication: Keeping track of interactions with candidates and clients is difficult, leading to fragmented communication.

Benefits of a CRM

Fortunately, the right CRM can help you address these challenges, and provide some extra benefits.

• Centralized information: All data is stored in one place, making it easily accessible and manageable.
• Enhanced efficiency: Automated processes reduce manual tasks, freeing up time for more critical activities.
• Improved customer relationships: Track all interactions to provide personalized and timely communication.
• Better decision-making: Access to real-time analytics helps in making informed business decisions.
• Increased sales: Efficient lead and pipeline management result in higher conversion rates.
• Consistent communication: Maintain a seamless flow of information with candidates and clients, improving overall satisfaction.

How to evaluate and choose a CRM platform

1. Define your requirements

For staffing agencies, it's crucial to identify key features that align with your business needs. Look for functionalities such as candidate tracking, automated job posting, client management, and seamless integration with job boards and social media platforms. A CRM that supports mobile access can also be beneficial for recruiters who are often on the go. Start with these features.

8 features you need in your recruitment CRM software

1. Applicant Tracking System (ATS): Integrated ATS functionality to manage job postings, track applications, and streamline the hiring process.
2. Contact management: Robust contact management to maintain detailed candidate and client profiles.
3. Automation: Workflow automation to save time on repetitive tasks such as sending follow-up emails and scheduling interviews.
4. Reporting and analytics: Advanced reporting tools to track key metrics, monitor performance, and make data-driven decisions.
5. Mobile access: Mobile-friendly access to manage recruitment on the go.
6. Integration capabilities: Easy integration with job boards, social media, email, and other essential tools.
7. Customization: Customizable workflows and dashboards to tailor the CRM to your agency’s specific processes.
8. Compliance: Tools to ensure compliance with recruitment regulations and data protection laws.

2. Budget considerations

Balancing cost and return on investment is essential. While it might be tempting to opt for the cheapest solution, consider the long-term benefits and efficiency gains a robust CRM can offer. Evaluate if the CRM provides scalable pricing plans that can grow with your agency and offers a clear ROI through improved candidate placements and client satisfaction.

3. Selection process

Start by researching potential CRM vendors that specialize in staffing and recruiting. Look for reviews on G2 and case studies from other staffing agencies to gauge their satisfaction levels. Shortlist vendors that offer comprehensive support and training to ensure a smooth transition and ongoing assistance. Request demos to see the CRM in action and assess its user-friendliness.

4. Get a demo

Once you have a shortlist, take advantage of free trials to evaluate each platform's performance. Pay attention to how intuitive the interface is, the quality of customer support, and how well the CRM integrates with your existing tools. Compare the features, pricing, and overall value to make an informed decision that best suits your staffing agency's unique needs.

5 best recruitment CRM platform

Let's explore the best recruitment CRM in more detail so that you can make an informed decision.

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1. folk

Best for: All-in-one CRM solution for small to mid-sized staffing agencies looking for a user-friendly and customizable CRM solution.

folk is a modern CRM designed to simplify relationship management for recruitment and staffing agencies. It offers an intuitive interface and a range of features tailored to enhance efficiency and collaboration.

Key features

• Drag-and-drop interface
• Customizable workflows
• Integration with Gmail, Outlook and LinkedIn
• Automated reminders and follow-ups
• Detailed contact profiles with collaborative notes and reminders
• Integrated ATS through Zapier
• Mobile app
• AI-assistance to personalize bulk email campaigns with sequences to automate follow-ups

Pros

• Bring contacts from multiple email accounts and social media including Gmail, Outlook, LinkedIn, X, Facebook into one place.
• Create multiple candidate pipelines.
• Easy to implement without a steep learning curve thanks to an intuitive user-friendly interface.
• Export candidate search lists from LinkedIn straight into folk CRM.
• Mail merge and sequences so you can follow-up with candidates in one place.
• Create custom dashboards for multiple recruitment projects and assign reminders to colleagues so they know exactly when to follow-up.
• Create collaborative notes on each candidate so you can pick up where you left-off.

Cons

• Reporting isn't available in folk yet, but is coming soon.

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Price and plans

You can try folk for free with a 14 day free trial. After that, a monthly or annual subscription plan is as follows. 

• Standard: $20 per user, per month. 
• Premium: $40 per user, per month.
• Custom: Starts from $80 per user, per month.

2. Bullhorn

Best for: large-enterprise teams

Bullhorn is a leading CRM and operations software for the staffing industry. It is designed to handle the end-to-end recruitment process, from sourcing and nurturing candidates to placement and management.

Key features

• Integrated ATS and CRM
• VMS integration
• Automated data capture
• Customizable dashboards
• Mobile app

Pros

• Bullhorn is specifically designed for staffing agencies, ensuring it meets the unique needs of the industry.
• Extensive automation capabilities help reduce administrative tasks and improve efficiency.

Cons

• Clunky user interface. Bullhorn’s extensive features can be overwhelming for smaller agencies or those new to using a CRM.

Price and plans

Bullhorn's price and plans are not available unless you request a quote, suggesting a steep investment.

3. Nimble CRM

Best for: Small to mid-sized staffing agencies looking for a cost-effective and social media-integrated CRM solution.

Nimble is a simple yet powerful CRM that combines contact management with social media integration. It is ideal for agencies that leverage social media for candidate sourcing and engagement.

Key features

• Sales-first CRM
• Unified contact management
• Social media integration
• Email tracking and templates
• Pipeline management
• Mobile app

Pros

• Nimble’s ability to integrate with social media platforms makes it easier to source and engage with candidates.
• Offers a cost-effective solution for smaller agencies with budget constraints.

• Easy to set up and use, making it suitable for agencies without a dedicated IT team.

Cons

• Lacks some of the more advanced ATS functionalities found in other CRMs.
• Offers fewer customization options compared to more comprehensive CRMs.

Price and plans

Nimble offers one price plan that comes as a monthly or annual subscription.

• Annual: $24 per user, per month.
• Monthly: $29.90 per user, per month.

4. Zoho CRM

Best for: mid-sized staffing firms

Zoho CRM is a customer relationship management software known for its extensive customization options and integration capabilities. While its main product is sales-focussed, it offers a recruitment specific product through Zoho recruit.

Key features

• Zoho recruit has ATS and CRM in one product
• Workflow automation
• Customizable modules and fields
• Integration with Zoho suite and third-party apps
• Advanced analytics and reporting
• Mobile app

Pros

• High level of customization allows agencies to tailor the CRM to their specific needs.
• Seamless integration with a wide range of applications, enhancing overall productivity.

• Offers competitive pricing with a wide range of features.

Cons

• Can be complex to set up and may require time to fully leverage all features.
• Some users report that customer support can be slow or unresponsive.

Price and plans

Free plan limited to three users suitable for small businesses. After that, an annual subscription plan is as follows:

• Standard: $14 per user, per month
• Professional: $23 per user, per month
• Enterprise: $40 per user, per month

5. HubSpot CRM

Best for: Recruitment agencies looking for a free, scalable CRM with robust marketing and sales tools.

HubSpot CRM is a popular choice for businesses of all sizes due to its free tier and extensive marketing and sales capabilities. It is suitable for agencies looking to integrate their CRM with marketing efforts.

Key features

• Free CRM with unlimited users
• Email tracking and templates
• Marketing automation
• Sales automation
• Sales pipeline management
• Detailed analytics and reporting

Pros

• The free plan is highly functional, making it accessible for agencies with limited budgets.
• Strong integration with HubSpot’s marketing and sales tools enhances overall recruitment efforts.

Cons

• HubSpot CRM lacks some specific ATS features that dedicated staffing CRMs offer.
• Advanced features and integrations may require purchasing additional modules or plans.

Price and plans

For those who want to move away from the free forever plan, there are price plans depending on use-case as follows. There isn't a recruitment-specific hub option but there is a generic CRM suite.

• ‍Starter: $15 per user, per month.‍
• Professional: $450 per user, per month.‍
• Enterprise: $1,500 per user, per month.

Conclusion

While Bullhorn, Nimble CRM, Zoho CRM, and HubSpot all offer robust solutions for staffing agencies, folk stands out for its simplicity, flexibility, and relationship-driven approach. Unlike more complex CRMs, folk allows staffing agencies to customize workflows, automate repetitive tasks, and focus on building strong client and candidate relationships without unnecessary complications. For agencies looking for a user-friendly, adaptable CRM that prioritizes efficiency and connection, folk provides the ideal balance of power and ease of use. Try folk today for free.

Need a helping hand? Use our free tool to find your perfect CRM match.

More resources

• folk pricing

Frequently Asked Questions

What do staffing agencies use as a CRM?

Staffing agencies typically rely on CRMs like folk, Bullhorn, Nimble CRM, Zoho CRM, and HubSpot to streamline their processes, manage candidate and client relationships, and automate administrative tasks. folk stands out because of its simple yet highly adaptable design. It allows staffing agencies to create custom workflows tailored to their specific processes without being overwhelmed by complex features. folk focuses on building relationships and offers flexibility to meet the unique demands of the staffing industry.

Do I need a CRM?

Yes, a CRM is crucial for staffing agencies to stay organized, maintain relationships, and efficiently manage candidates and clients. A CRM helps:

How does folk's CRM help staffing agencies?

folk’s CRM helps staffing agencies by providing an intuitive, flexible platform that can be customized to meet their unique needs. By offering a streamlined, relationship-focused approach, folk ensures that staffing agencies can efficiently manage their operations and build strong connections without the burden of overly complicated systems.