Reporting & Data Analytics

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Data Management for Recruiters Defined

Today, data has become the pinnacle for understanding and improving success.  Data management systems and software solutions are designed to give easy access to data records. They also help optimize how team members use the data.  

Building an optimal recruiting and hiring tech stack requires data management and data analytics. These two areas are key pillars when selecting the right software solutions.

Data management solutions help hiring professionals. They can use these solutions to build visualizations, reports, and data models. These tools can also scale to any size requirement.

Here are a few tips on how you can boost talent engagement.

This Article Covers:

How Do Data Management Solutions Work?

An HR data management solution serves as an efficient way for hiring and recruiting professionals to manage candidate and employee information.  Data gateways are designed to work with tracking, communication, payroll and HR applications. This ensures that all employment data is managed effectively.

Data management service providers strive to create a system of record. This ensures the integrity of the information. Duplication and overlapping of data is reduced. Employee records are synced reliably with the HR tech stack.

Effective data management begins with collecting information during the recruiting and staffing process.  Data and documents are pulled from the application. They are correctly stored in the database. This database can be easily located using search functions.

Having a clear overview of the different processes for your business is key to success with data management and software solutions.  This ensures that you can set proper standards for who can handle your data and how they can use it.   

How does a Data Management Solution Aid Professional Recruiters?

Data solutions can enhance your recruiting and onboarding software. This modern improvement can benefit both your candidates and employees. It will enhance their experience.

Recruiting professionals use data management solutions to evaluate costs associated with candidate sourcing and client acquisition. This helps them create a better method for achieving their hiring goals.

Successful independent recruiters and recruiting firms streamline processes through unified data in their tech stack. . 

Recruiting metrics can include: Time to hire, Cost to hire, Candidate experience, Number of candidates per job posting, and the Average number of selected candidates per interview.

Recruiters can manage their information effectively. This enables them to track and enhance their document management, e-signing, certifications and contracting processes. The information is kept secure with controlled access.

Scale Your Hiring Process with Smart Data Integrations

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How Does a Data Management Solution Aid Corporate Recruiters?

Data solutions can enhance your recruiting and onboarding software. This modern improvement can benefit both your candidates and employees. It will enhance their experience.

HR professionals use data management solutions to evaluate sales, marketing, and corporate communications business development efforts.  

Companies with successful hiring processes use streamlined and intuitive functionality and safety protocols. They manage candidate, hiring manager, and employee information. This helps them to track and improve their process. 

These recruiting metrics can include time to hire, cost to hire, candidate experience, and the number of candidates per job posting.  

Companies can manage their information effectively. This enables them to track and enhance their document management, e-signing, certifications and contracting processes. The information is kept secure with controlled access.

What Are the Essential Functions of a Recruiting Data Management Solution?

Professional recruiters and corporate human resources professionals have access to many data management solutions. This makes selecting one a time-consuming process.  Not all data solutions on the market have the four features necessary for professionals. This makes it easier to pick the right solution.

Data Security:

Data Security is important. Recruiting professionals handle confidential information. To ensure privacy and control network access, top data management solutions provide various security capabilities and services.


Recruiting is about collecting a lot of data. This includes an applicant’s personal information, the reference data of an ideal candidate, and a client’s business information. We need a solution that will collect all this data efficiently. It must also provide fail-safe and secure system to protect proprietary data.

VPN Database Access:

Dedicated VPN access creates a secure environment for direct access to ad-hoc data capture.  This allows approved employees to retrieve data for custom reporting or export to approved systems. 


There is nothing worse than losing your data and documents.  Data management solutions are essential to preserve data. Proper backups must be created to create a fail-safe. 

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Which Systems need to Integrate with Your Data Management Solution?

Modern data management systems optimize the collection and reporting of information. However, they are only as effective as the systems they are integrated with.  Without the right integrations, system reports can deliver the wrong results.     

To avoid these issues, professionals should consider integrations with the following systems: 

Applicant Tracking Systems:

Applicant Tracking Systems (ATS) are software solutions to help Human Resources, Recruitment and Hiring departments. ATS streamlines the hiring process, making it easier for companies to quickly find and recruit the best candidates. Recruiters can benefit from combining an ATS and Data Management Tools. This enables them to create documents that are easily accessible. Additionally, they can quickly locate the data they need.

CRM & Marketing Automation:

CRM & Marketing Automation is a software solution. It manages interactions and communications between your company and: customers, potential customers, vendors, partners, employees.These systems are designed to help develop, track and automate all communications. This is to nurture relationships properly. Therefore, data from these interactions must always be accessible through data management software.


Payroll software automates the process of managing employee wages and tax deductions.  It is also used for tracking time off and benefits, creating an accessible portal for employees to manage their information.  Integrating payroll software with your ATS optimizes the onboarding process. 


Accounting software is essential for any business. It tracks cash flow, purchase orders, budgets, and other financial statements. All these components are part of the business’s technology stack.  Integrating these systems with your Data Management Platform can help automate financial management. This is achieved by properly storing all information and documents in one singular platform.

VMS Software:

Vendor Management Systems helps organizations manage their relationships with third-party contractors.  These solutions facilitate the contracting and management of these third-party relationships to deliver proper evaluations.  Integrating VMS software with Data Management Solutions helps create a better system for evaluating and tracking the performance of temporary and contract employees. 

HR/Workforce Management:

Human Resources Software is designed to help businesses manage their workforce. It ensures efficiency and compliance with business, state, and federal guidelines.  Systems are designed to simplify payroll, employee L&D, and communications. They usually work well with data management solutions.    


E-Signature Software provides a secure portal for capturing signatures. This is done through cryptography, which helps verify signatures throughout the document-signing process.  Building this integration with data management software helps store and process data effectively.

Ready to build the recruiting tech stack of your dreams?  

Our Top Priority Is The Integrity & Security Of Your Data


The SmartSearch recruiter reporting and tracking tools ensure that all activity in your recruiting processes is  recorded, tracked, and linked to the corresponding database sources.  

With this data-driven functionality, users can access information from simple at-a-glance reports, dashboards, and lists and record spotlights from approved devices to optimize the hiring process.  

If you’d like to learn more about how the SmartSearch Platform can create and improve your recruiting and onboarding process with big data, schedule a demo with our team below.