Best CRM for small staffing agencies

As a small staffing agency with 20-50 people, managing candidate placements, tracking client relationships, and staying organized across multiple roles can be challenging. A Customer Relationship Management (CRM) system tailored for staffing agencies can help you streamline these processes by organizing candidate and client data, automating follow-ups, and tracking your recruitment pipeline—all in one platform.

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With the right CRM, you can improve efficiency, enhance client and candidate communication, and place top talent faster.

Что вы узнаете

In this blog post, we'll explore the best CRM options for small staffing agencies like yours, focusing on tools that help you manage placements and grow your agency effectively.

Почему вам нужна CRM

As a busy small staffing agency with 20-50 team members, leveraging the right CRM can transform your business operations, leading to better client relationships.

Проблемы без CRM

Managing a small staffing agency without a CRM present a lot of challenges that can hinder your growth and operational efficiency. Here are some common issues.

• Disorganization: Without a centralized system, keeping track of client and candidate information can become chaotic.
• Missed opportunities: Important leads and follow-ups can slip through the cracks, resulting in lost business.
• Inefficient processes: Manual data entry and fragmented systems slow down operations.
• Lack of insight: Without analytics, it's difficult to make informed decisions based on client and candidate data.
• Inconsistent communication: Maintaining clear and consistent communication with clients and candidates becomes challenging.

Преимущества CRM

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

• Centralized information: All client and candidate data is stored in one place, making it easily accessible.
• Enhanced efficiency: Streamline processes and reduce manual tasks, freeing up time for more strategic activities.
• Improved customer relationships: Maintain better client and candidate interactions through organized data and follow-ups.
• Better decision-making: Use data-driven insights to make informed business decisions.
• Increased sales: Track and manage leads more effectively, leading to higher conversion rates.
• Consistent communication: Ensure all team members have access to the same information, promoting uniformity in client and candidate communications.

Как оценить и выбрать CRM

With a lot of CRMs on the market to choose from, it can be hard to figure out which one meets your requirements best. To help you with your decision making process, we've put together these top tips.

1. 1. Определите свои требования For small staffing agencies with 20-50 employees, it's crucial to identify the key features that will streamline your operations. Look for functionalities like candidate tracking, job order management, client relationship management, and automated communication tools. Additionally, consider the scalability of the CRM to ensure it can grow with your business.

   Key features of a CRM for small staffing agencies

   • Automated processes: Streamlines tasks by automating repetitive workflows, allowing your team to focus on more strategic activities. This feature is crucial for small staffing agencies where efficiency and time management are key to success.
   • Contact enrichment: Automatically finds Leads, Candidates, Customers email addresses and contact information, enhancing efficiency. This ensures you have the most up-to-date information at your fingertips, reducing the time spent on manual data entry and research.
   • Structured pipeline: Tracks Leads, Candidates, Customers through defined stages, ensuring process clarity and effectiveness. A well-structured pipeline helps small staffing agencies manage their recruitment process more effectively, from initial contact to final placement.
   • Mail merge and mail sequences: Increases communication efficiency with follow-up templates and automated sequences. This feature ensures that no lead or candidate falls through the cracks, maintaining consistent and timely communication.
   • LinkedIn connection: Seamlessly imports Leads, Candidates, Customers from LinkedIn and tracks conversations within the CRM. Given LinkedIn's importance in the staffing industry, this integration can significantly enhance your recruitment efforts.
   • Analytics: Provides essential data analysis and predictive insights for better planning. This feature helps small staffing agencies make informed decisions, track performance metrics, and forecast future trends, ensuring long-term success.
2. 2. Budget considerations Balancing cost and return on investment is essential. While it might be tempting to choose the cheapest option, consider the long-term benefits of a more comprehensive CRM. Opt for a solution that offers a good mix of essential features without breaking the bank. Many CRMs offer tiered pricing, which can be advantageous for small staffing agencies with limited budgets.
3. 3. Short listing process Once your criteria and budget is clear, it's time to start researching. Read reviews on G2, compare price plans and consult with peers in the industry. Pay attention to customer support quality, ease of integration with existing tools, and the vendor's reputation. Shortlist a few vendors that meet your criteria and align with your budget and business needs.
4. 4. Get a demo Once you have a shortlist, take advantage of free trials to test the CRM platforms. Evaluate them based on usability, feature set, and how well they address your specific requirements. Involve your team in the trial process to gather diverse feedback. Compare your findings and choose the CRM that offers the best value and functionality for your small staffing agency. Get started with a demo of folk here to see why it's loved by agencies.

3 совета по внедрению CRM

At this stage, it's time to get familiar with your CRM. To make the most of your first few weeks with it, we suggest ticking off these three items as soon as possible.

1. Импортируйте свои данные в новую CRM-систему.

Transitioning to a new CRM can be seamless if you properly import your existing data. Start by exporting your current data as a CSV file from your existing CRM. Once exported, you can easily import this data into your new CRM, ensuring no valuable information is lost in the transition. This way, you don't need to add contact information manually.

2. Создайте свой первый конвейер

Setting up your first pipeline is a critical step in maximizing the benefits of your CRM. For small staffing agencies, this pipeline should include stages such as "New Lead," "Initial Contact," "Candidate Screening," "Client Interview," "Offer Extended," and "Placement Confirmed." These stages will help you track the progress of each candidate and client interaction, ensuring a smooth and organized recruitment process.

3. Привлеките свою команду

Finally, ensure your team is well-versed in using the new CRM. Conduct training sessions to familiarize them with the system's features and best practices. This will help in maximizing the CRM's potential and ensuring everyone is on the same page, leading to a more efficient and collaborative work environment.

The 5 best CRMs for small staffing agencies

1. народный

folk is a modern CRM platform for managing contacts, workflows, and relationships, offering customizable pipelines, AI-driven tools, and integrations to enhance deal management and prospecting. For staffing agencies with 20-50 people, folk CRM stands out as the ideal solution, providing the perfect balance of simplicity and powerful features that growing teams need.

Основные характеристики

• Обогащение контактов: автоматически обогащает контактные данные, находя адреса электронной почты и URL-адреса LinkedIn, что позволяет эффективно связываться с клиентами без ручного ввода данных или дополнительных затрат на услуги электронной почты.
• LinkedIn integration: Seamlessly import contacts from LinkedIn and Sales Navigator, track all your candidates within folk, and use templates for quicker, streamlined communication.
• Email integration: Full email sync compatible with both Gmail and Outlook, with access to templates, and tracking features, enabling users to manage all communications directly from the CRM.
• Функции на базе искусственного интеллекта: инструменты искусственного интеллекта помогают управлять контактами и отношениями, автоматизировать рутинные задачи и предлагать действия для повышения производительности.
• Integrations: Beyond Zapier and Make (to reach 6,000+ apps), folk offers an open API and native integrations including Kaspr, Allo, Salesforge, and PandaDoc. Gmail and Outlook are native email integrations.

Плюсы

• Простота использования: folk хвалят за интуитивно понятный интерфейс, который делает его доступным даже для пользователей без технических знаний, благодаря быстрой адаптации и минимальной кривой обучения.
• Все в одном: folk оптимизирует ваш рабочий процесс, позволяя импортировать контакты из LinkedIn, автоматически находить их адреса электронной почты, связываться с ними с помощью настраиваемых последовательностей писем и отслеживать взаимодействия в конвейере, устраняя необходимость в использовании нескольких инструментов и экономя время и деньги.
• Customizability: Custom fields, pipelines, dashboards, automation and workflows.
• Integrations: folk connects via its open API and native integrations (Kaspr, Allo, Salesforge, PandaDoc) and also works with Zapier and Make to access 6,000+ apps; Gmail and Outlook sync are native.

Минусы

• Reporting: folk includes advanced analytics and customizable dashboards (pipeline and stage analytics, revenue forecasting with weighted probabilities, and performance breakdowns by owner, channel, region, or any custom field).

Цены и тарифные планы

Вы можете попробовать folk бесплатно в течение 14 дней. После этого действуют следующие тарифные планы:

• Стандартный: 20 долларов США за пользователя в месяц.
• Премиум: 40 долларов США за пользователя в месяц.
• Индивидуальная настройка: от 60 долларов США за пользователя в месяц.

2. HubSpot

HubSpot CRM — это удобная в использовании и масштабируемая платформа, предлагающая интегрированные инструменты для эффективного управления продажами, маркетингом, обслуживанием клиентов и операционной деятельностью.

Основные характеристики

• Marketing Hub: Includes email marketing, ad tracking, landing pages, and lead generation tools, crucial for attracting and managing leads and candidates.
• Sales Hub: Provides deal tracking, pipeline management, sales automation, and reporting, essential for converting leads into customers.
• Service Hub: Offers customer service tools like ticketing, live chat, and knowledge bases, ensuring excellent candidate and client support.
• Operations Hub: Syncs and automates business processes across different systems, streamlining operations for small staffing agencies.
• Lead scoring: Prioritize leads with predictive scoring to improve sales efficiency and focus on high-potential candidates.

Плюсы

• User-friendly interface: The CRM is known for its intuitive and easy-to-use interface, making it accessible for users of all skill levels in small staffing agencies.
• Comprehensive free plan: Offers a robust free version that includes essential CRM features, ideal for small staffing agencies with limited budgets.
• Seamless integration with marketing tools: Integrates smoothly with marketing, sales, and service hubs, creating a unified platform for managing leads, candidates, and clients.
• Automation capabilities: Provides powerful automation tools for tasks like email marketing, lead nurturing, and sales workflows, helping agencies save time and improve efficiency.
• Customizable dashboard and reports: Allows users to create customized dashboards and reports to track metrics and gain insights into business performance.

Минусы

• High cost at higher tiers: The pricing can become expensive as you move to higher tiers, which may be prohibitive for small staffing agencies as they scale.
• Limited customization in free plan: The free plan and lower tiers have limited customization options, restricting flexibility for growing agencies.
• Сложность расширенных функций: некоторые расширенные функции, такие как настраиваемые отчеты и рабочие процессы, требуют длительного освоения и могут потребовать дополнительного обучения.
• Email marketing limits: Email marketing functionality in the free plan is restricted by limits on the number of emails you can send, a drawback for agencies with larger lists.
• Дополнительные расходы на надстройки: многие полезные функции, такие как расширенные возможности CRM и интеграции, предоставляются в виде платных надстроек, что увеличивает общую стоимость.

Цены и тарифные планы

Prices and plans on HubSpot's CRM suite for an annual subscription are as follows.

• Стартовый пакет: 15 долларов США за пользователя в месяц.
• Профессиональная версия: 450 долларов США за пользователя в месяц.
• Enterprise: 1500 долларов США за пользователя в месяц.

3. Капсула CRM

Capsule CRM — это удобная платформа для управления взаимоотношениями с клиентами, разработанная для малых и средних предприятий. Она предлагает понятный, интуитивный интерфейс, который помогает пользователям управлять взаимоотношениями с клиентами, отслеживать продажи и эффективно организовывать задачи и коммуникации.

Основные характеристики

• 1 канал продаж,
• 50 настраиваемых полей,
• 30 000 контактов,
• Task management,
• Workflow automation.

Плюсы

• User-friendly interface: Capsule CRM offers a clean and intuitive design, making it easy for users to navigate and quickly access important features. This simplicity reduces the learning curve, making it an excellent choice for small staffing agencies.
• Contact and sales management: The platform provides robust tools for managing leads, candidates, and customers, helping agencies maintain a clear view of their relationships and sales pipeline.
• Параметры настройки: Capsule CRM позволяет пользователям настраивать поля, теги и конвейеры в соответствии с их конкретными бизнес-потребностями, обеспечивая гибкость в управлении данными и процессами.
• Возможности интеграции: Capsule интегрируется с различными популярными сторонними приложениями, включая G Suite, Microsoft 365, Mailchimp, Xero и QuickBooks, что позволяет пользователям создавать бесперебойный рабочий процесс между своими бизнес-инструментами.
• Affordability: Capsule CRM offers competitive pricing with a free plan for basic needs and affordable premium options, making it accessible for small staffing agencies.

Минусы

• Limited advanced features: Compared to some of its competitors, Capsule CRM lacks more advanced features such as in-depth analytics, comprehensive automation, and complex reporting capabilities. This can be a limitation for larger staffing agencies.
• Базовые возможности электронного маркетинга: хотя Capsule интегрируется с инструментами электронного маркетинга, такими как Mailchimp, его встроенные возможности электронного маркетинга относительно просты. Пользователям, которым требуются более продвинутые функции электронного маркетинга, возможно, придется полагаться на интеграцию с сторонними сервисами.
• Ограниченная поддержка клиентов: Capsule CRM в основном предлагает поддержку по электронной почте и через онлайн-центр помощи. Отсутствие живого чата или поддержки по телефону может быть минусом для пользователей, которые предпочитают немедленную помощь или более прямые варианты поддержки.
• Scalability concerns: While Capsule CRM is great for small to medium-sized businesses, staffing agencies that are rapidly growing or have more complex CRM requirements might find the platform less scalable as they expand.

Цены и тарифные планы

Годовой план подписки Capsule выглядит следующим образом.

• Стартовый тариф: от 21 доллара США за пользователя в месяц.
• План роста: от 38 долларов США за пользователя в месяц.
• Расширенный план: от 60 долларов США за пользователя в месяц.
• План Ultimate: от 75 долларов США за пользователя в месяц.

4. Zoho

Zoho — это CRM-система с сильным акцентом на продажи. Она обладает функциями организации рабочего процесса, управления процессом продаж и автоматизации рабочих процессов. Есть также функции для маркетинговых команд, включая управление мероприятиями и сегментацию клиентов.

Основные характеристики

• Lead and contact management: Efficiently manage leads, candidates, and customers, tracking all interactions and segmenting contacts for targeted campaigns.
• Sales automation: Automate repetitive sales tasks such as lead tracking, follow-ups, and deal management to streamline operations.
• Customizable dashboards and reports: Create and customize dashboards and reports to gain in-depth analytics on recruitment performance and client interactions.
• Multi-channel communication: Integrate email, phone, social media, and live chat to manage all candidate and client interactions from one platform.
• Workflow automation: Automate routine tasks and processes to improve efficiency, freeing up time for more strategic activities.

Плюсы

• Affordability: Competitive pricing makes it accessible for small staffing agencies with limited budgets.
• Customization: Extensive customization options allow agencies to tailor the CRM to their specific needs, including custom fields and workflows.
• Integration with Zoho suite: Seamless integration with other Zoho products creates a comprehensive ecosystem for managing different business functions.
• Многоканальная коммуникация: поддержка электронной почты, телефона, социальных сетей и живого чата, что позволяет агентствам управлять всеми взаимодействиями с кандидатами и клиентами с одной платформы.
• AI-powered features: Zia, the AI assistant, provides intelligent insights and task automation, helping to improve recruitment and client management efficiency.

Минусы

• Steep learning curve: Extensive customization options can be overwhelming for new users, requiring a significant time investment to master the platform.
• Сложная настройка: первоначальная настройка и конфигурация могут быть сложными, особенно для агентств, не имеющих технических знаний или специальных ИТ-ресурсов.
• Проблемы с производительностью: Периодические сообщения о низкой производительности, особенно при работе с большими наборами данных или сложными операциями, могут снижать продуктивность.
• Feature limitations in lower tiers: Lower-priced plans may lack advanced features, pushing users to upgrade to more expensive tiers for essential functionality.
• Data migration challenges: Migrating data from other CRMs to Zoho can be difficult and time-consuming, often requiring manual adjustments.

Цены и тарифные планы

Бесплатный тариф Zoho ограничен тремя пользователями. Для получения дополнительных функций и мест необходимо оформить годовую подписку по следующим тарифам:

• Стандартный: 14 долларов США за пользователя в месяц.
• Профессиональная версия: 23 доллара США за пользователя в месяц.
• Enterprise: 40 долларов США за пользователя в месяц.

5. Pipedrive

Pipedrive — это веб-CRM для малых предприятий, предлагающая управление лидами, автоматизацию, интеграцию с электронной почтой и настраиваемые конвейеры для оптимизации продаж.

Основные характеристики

• Lead and deal management: Centralized tools to manage leads, candidates, and customers, allowing quick action on potential placements.
• Sales automation: Automate repetitive tasks such as candidate follow-ups and lead routing, freeing up time for more strategic activities.
• Email integration: Sync emails, use templates, and track communication directly from the CRM to keep all interactions in one place.
• Advanced reporting and analytics: Gain insights into performance with real-time analytics and custom reports, helping to forecast placements and revenue.
• Customization and security: Tailor pipelines and fields to fit your staffing process, with robust security measures to protect sensitive candidate and client data.

Плюсы

• User-friendly interface: Easy-to-navigate interface that simplifies managing leads, candidates, and customers.
• Sales pipeline focus: Visual approach to tracking candidate placements and client interactions effectively.
• Customization: Highly customizable to align with your agency's specific workflows and processes.
• Affordability: Competitive pricing makes it accessible to small staffing agencies without sacrificing essential features.
• Automation features: Streamline repetitive tasks like follow-up emails and candidate tracking, boosting productivity.

Минусы

• Limited advanced features: Lacks some advanced CRM features like extensive marketing automation and AI capabilities.
• Basic reporting in lower tiers: More in-depth reporting requires upgrading to higher-tier plans.
• No built-in email marketing: Requires integration with third-party email tools for marketing campaigns.
• Price increases with add-ons: Costs can rise quickly with additional features or integrations.
• Limited project management features: Primarily focused on sales and lacks robust project management tools.

Цены и тарифные планы

Годовая подписка на Pipedrive предоставляется на следующих условиях.

• Базовый план: от 24 долларов США за пользователя в месяц.
• Расширенный план: от 44 долларов США за пользователя в месяц.
• Тарифный план: от 79 долларов США за пользователя в месяц.
• Enterprise plan: Starts from $129 per user, per month.

Заключение

Choosing the best CRM for your small staffing agency is a critical decision that can significantly impact your efficiency and growth. For teams of 20-50 people, folk CRM emerges as the clear winner, offering the perfect combination of intuitive design, powerful LinkedIn integration, and comprehensive automation features that growing staffing agencies need. Whether you opt for the user-friendly design of Capsule CRM, the customizable features of Zoho, or the sales-focused approach of Pipedrive, each platform offers unique strengths tailored to different needs. However, folk CRM specifically addresses the challenges faced by mid-sized staffing agencies, providing scalable solutions that grow with your team. Evaluate your specific requirements, budget, and long-term goals to select the CRM that aligns best with your agency's objectives. Remember, investing in the right CRM can streamline your processes, enhance client and candidate relationships, and ultimately drive your business forward. Try folk for free now.

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Часто задаваемые вопросы

What is the difference between an ATS and a CRM?

An ATS handles job postings, applications, and screening. A CRM manages relationships, pipelines, and communications with clients and candidates. Agencies often use both: ATS for hiring workflow, CRM for business development and nurturing.

What features should a CRM for small staffing agencies include?

Key features: contact and company records, stage-based pipelines, email sync and sequences, LinkedIn capture, automation and reminders, analytics and forecasting, permissions, easy imports, and integrations (native, Zapier, or API) to connect tools and scale.

How much does a CRM cost for a small staffing agency?

Entry plans run about $14–$40 per user/month; mid tiers $40–$80; advanced $80+. Examples: folk $20–$40, Capsule $21–$75, Pipedrive $24–$129, Zoho $14–$40, HubSpot higher on pro/enterprise. Annual billing often lowers the per-user price.

What is the best CRM for a small staffing agency?

Best depends on team size, budget, and workflow. For 20–50 people, choose a CRM with LinkedIn integration, email sequences, and simple pipelines. folk fits this use case with enrichment, automation, and fast setup.