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Updated May 15, 2024

Best CRM for Recruiting

Many CRM systems can be used for hiring and talent management — check out our picks below for the best CRMs for recruiting.

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Mark Fairlie, Business Operations Insider and Senior Analyst
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This guide was reviewed by a Business News Daily editor to ensure it provides comprehensive and accurate information to aid your buying decision.
Best CRM for Executive Search Recruiters
monday Sales CRM
monday sales CRM logo
  • Starts at $10 per user per month
  • Out-of-the-box recruiter workflows
  • Great range of recruitment apps
USALinks to monday Sales CRM
Visit Site
  • Starts at $10 per user per month
  • Out-of-the-box recruiter workflows
  • Great range of recruitment apps
Best CRM for Permanent Recruiters
HubSpot CRM
Hubspot company logo
  • Starts at $30 per month for 2 users
  • Intuitive candidate emailing system
  • Application to onboarding nurturing
USALinks to HubSpot CRM
Visit Site
  • Starts at $30 per month for 2 users
  • Intuitive candidate emailing system
  • Application to onboarding nurturing
Best CRM for Temporary Recruiters
Zoho CRM
Zoho CRM logo
  • Starts at $14 per user per month
  • Full agency recruitment CRM
  • High capacity for filling vacancies
USALinks to Zoho CRM
Visit Site
  • Starts at $14 per user per month
  • Full agency recruitment CRM
  • High capacity for filling vacancies
Best CRM for Sector-Specific Recruiters
Freshsales CRM
freshworks CRM company logo
  • Starts at $18 per user per month
  • Superb AI integration
  • Client & candidate lead scoring
USALinks to Freshsales CRM
Visit Site
  • Starts at $18 per user per month
  • Superb AI integration
  • Client & candidate lead scoring
Best CRM for Startup and Early Stage Scaleup Recruiters
Keap CRM
keap company logo
  • Starts at $159 per month
  • Excellent for lead generation
  • On-board communications platform
USALinks to Keap CRM
Visit Site
  • Starts at $159 per month
  • Excellent for lead generation
  • On-board communications platform

Table of Contents

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To select our picks for the best CRM software for recruiting, our small business HR experts conducted dozens of hours of research. This process included live demonstrations of leading CRM systems and in-depth interviews with company representatives. We followed these demos up with hands-on testing of each platform to see firsthand which were most effective for recruiting, hiring and onboarding new employees. We compared pricing plans to determine which were most cost-effective and provided the most value per dollar. We also looked for key features for recruitment, such as automatic alerts and notifications, detailed candidate profiles and seamless integrations with other tools like HR software. Finally, we examined customer reviews to determine how real-world users felt about each platform, and whether their experiences lined up with the ones we had during our testing process. Learn more about our methodology.

For recruitment agencies, the goal is to develop a stream of quality candidates to fill vacant positions quickly and successfully. To keep the recruitment process moving, candidates and employers take their cue on what they need to do next from the recruitment team. To be successful, you need to keep everyone in the loop with regular, informative and high-quality communications. Using a customer relationship management (CRM) system will help your agency stay organized and in control but which is the best CRM system for your recruiting team? Below, we’ve reviewed dozens of CRMs and we’ve chosen our top five CRM systems for recruiters.

Compare Our Best Picks

BND Ribbon
Our Top Picks for 2024
monday Sales CRM
HubSpot CRM
Zoho CRM
Freshsales CRM
Keap CRM
Rating9.5/109.3/109.2/109.4/109.4/10
Rating

$10 per user per month

$30 per month (includes two users)

$14 per user per month

$18 per user, per month

$159 ($29 for each additional user)

Starting price (paid plans)

14 days

14 days

30 days

21 days

14 days

Free trial for paid plans

24/7 email and chat

24/7 email and chat

24/7 phone and email with Enterprise plan

24/75 phone, email and chat

24/7 chat; 24/5 phone support

Customer support

Yes

Yes

No

Yes

Yes

Minimum seat requirement

Yes

Yes

Yes

No

No

Recruiter-related apps
0
0
0
0
0
Review Link
Scroll Table
monday sales CRM logo
  • The out-of-the-box workflows are easy to customize so they fit the complex needs of executive recruiters.
  • The range of recruiter plug-ins on monday.com’s app store is stellar and will help you provide a superior level of service to clients and candidates.
  • monday.com is competitively priced but you need to invest in a higher tier to access the most useful features.
Editor's Rating: 9.5/10
Visit Site

Placing top talent is lucrative but it requires precise selection, shortlisting and management of the process right up to the job offer and beyond. monday.com’s intuitive CRM is truly intuitive and flexible, providing executive recruiters with the tools they need to manage multiple, ongoing hires.

We were impressed at how many recruiter-specific CRM workflows come out of the box. You can create individual workflows for each vacancy or type of vacancy, from assigning a team member to arranging initial interviews or gathering references. We liked the top-down visualizations monday.com gives you on the progress of every position you’re hiring for ― choose from Gantt, timeline, chart and calendar formats.

The in-built omnichannel communications platform is excellent ― you can see all notes, emails and calendars related to a vacancy and even share them with your clients. The thorough reporting and analytics on the platform allow you to track metrics like top billers, forecast revenues and position splits. We loved the selection of third-party HR tools in the marketplace like CarbonRecruiting and Jobflows to build professional branded careers pages for your agency and its clients as well as post job ads directly on sites like Indeed as well as social media. [Are you looking for more recruiting tools? Check out our list of the best HR software.]

Hubspot company logo
  • HubSpot is a lightning-fast, customizable CRM capable of handling high volumes of complex vacancies with ease.
  • Many of the built-in tools only need slight repurposing to provide recruiters with the flexibility and speed of response they need.
  • To make the most of HubSpot, you need to be on the upper subscription levels which are expensive. You will also pay more if you have a large client and candidate database you want to email alerts to.
Editor's Rating: 9.3/10
Visit Site

Permanent recruiter charges fees of up to 30% of a candidate’s first-year salary. It’s no surprise then that employers want protection from recruiters in case of a bad hire. Candidates also need reassurance that they’re the right fit for a potential job and new employer. HubSpot’s ability to deal with complexity at scale makes it the best CRM for permanent recruiters.

On the candidate side, HubSpot excels. Build a detailed candidate database, segmenting and tagging applicants by availability, skillsets and more. Get HubSpot to fire off an email automatically to the best candidates when a new position opens. You can even set HubSpot’s lead scoring system to prompt a recruiter to call a particularly well-qualified candidate.

On the client side, meet and exceed the targets you’ve set. Speed up hiring by repurposing the lead nurturing tools to take candidates right through the process, using the comms tools to keep clients up-to-date. Sell your clients better by creating content that reflects individual clients’ cultures and brands to appeal to job seekers with the built-in marketing platform. You can also run rich email campaigns in your CRM, social media and pay-per-click campaigns from within the platform.

There are great recruiter plug-ins too like CandidateZip which allows you to add resumes to candidates’ records and IdentityCheck where Know Your Customer is a factor in recruiting.

Zoho CRM logo
  • Zoho Recruit is a high-volume applicant tracking system and recruitment process manager all in one used by 8,000 agencies.
  • Zoho CRM is a very popular and able platform that will simplify prospecting and closing new clients.
  • Many of the better features are only available on higher tiers. You also have to subscribe to Zoho CRM and Recruit to get the full range of benefits, pushing costs up higher.
Editor's Rating: 9.2/10
Visit Site

Temporary recruitment agencies have to find the right people fast and match them to short-term roles from an ever-changing talent pool. To recruit in quantity and at speed, Zoho’s feature-packed CRM is the best option.

Zoho CRM plus Zoho Recruit is powerful, versatile business management software. It has a full omnichannel marketing and communications platform so you can canvass and close clients by phone, email, social media and more from the one interface. When a job comes in, there’s one-click uploading of positions to multiple job boards and social media. We like how Zoho allows you to create custom-branded career sites in your agency name and your clients’ names too.

Zoho AI saves time by presenting only the most suitable candidates. From resume gathering to the hire itself, you can completely customize the recruiting process with tools like auto-scheduling updates to keep clients and candidates engaged and informed at every stage. We like how you can involve clients at all stages too from bringing them in on live video calls and interviews to selecting a shortlist.

The reporting and analytics on Zoho are first-class. Create custom CRM dashboards for yourself and your team to find out how well the team and individuals are performing. Add widgets to co-workers’ dashboards and run reports on a range of metrics from “time to fill jobs” to “offer acceptance” ratios.

freshworks CRM company logo
  • Freddie AI is included on all tiers and is great for client and candidate evaluation.
  • The built-in one-to-one communication and general marketing platform records all client and candidate interactions.
  • Freshsales Suite’s lower tiers don’t include many of the platform’s most useful features. You may also incur extra charges for higher uses of the platform.
Editor's Rating: 9.4/10
Visit Site

Recruiters for specific sectors like facilities managers and information and communication technology leaders need to know a lot about the industry and what clients want to see on candidates’ resumes. For boutique recruiters, we found that Freshsales Suite offered the optimum range of CRM features and customizations.

When a new position comes in, promote it with up to 5,000 emails a day to promote your agency. Freshsales Suite allows you to segment candidates so you only share the role with qualified applicants.

The platform makes it easy to plan, create and publish social media content to build your brand among clients and candidates. We like how the system logs all phone and email communications with clients and candidates, allowing you to build up a history with each one. You can also get in touch by short message service (SMS), WhatsApp and social media with the right plug-ins.

We were impressed at how the contact scoring feature helps recruiters choose relevant candidates based on factors like location, previous companies, previous job titles, education, specific skills and more. The on-board artificial intelligence (AI), Freddie, also offers suggestions with its results getting better over time as it analyzes the outcomes of previous predictions.

We thought the reporting features on the platform were excellent too, allowing managers to analyze co-worker performance, marketing campaign responsiveness and more to get better results in the future.

keap company logo
  • The ability to connect with clients and candidates by phone and email with every contact tracked is very useful.
  • Users have a great deal of control over how the platform operates thanks to its easy-to-use workflow automations.
  • At $159 for three users with each extra user costing $29, it’s not the least expensive platform. You may also incur additional charges depending on your level of use. However, with all its features, it represents great value for money.
Editor's Rating: 9.4/10
Visit Site

If you’re on your own or have a small team of people, it can be difficult to keep up with workloads, especially if there’s a sudden surge in requests to fill client vacancies. Keap CRM is a superbly capable CRM ideal for keeping smaller firms organized and in control.

Keap’s lead generation tools stand out for prospecting new clients. Buy an email marketing list of prospects to promote your agency via the built-in bulk email software. Keap has email segmentation tools that allow you to create separate, more targeted lists to get better results.

Build your email list further by grabbing client details from the customizable forms you place on your website. The forms offer a great way to start building a database of future candidates too. Use the lead nurturing features to stay in touch with clients by phone and text until they send you a vacancy. Use the very same tools to alert qualified applicants to a job they might be interested in.

We were impressed by how Keap reports back to you on both lead generation and nurturing, showing you which approaches work best.

You can create custom workflows and automations for the recruitment process itself with the sales pipeline tool on Keap. Letting Keap manage necessary but unproductive tasks saves time. You can also set reminders for colleagues to chase up clients and candidates at different stages, you keep the process moving quickly toward the end goal for each vacancy. We like how easy it is to book appointments and interviews via the platform, plus there’s automated invoicing too for when you make a placement.

Costs of Recruiter CRMs

The subscription tiers for the CRMs covered in this article are:

ProviderNumber of TiersLeast Expensive Option and PriceMost Expensive Option and Price
monday.com4Basic: $10 per user per monthPro: $72 per user per month; Enterprise: Request a Quote
HubSpot4Free tier: $0; Starter $30 per month for two users.Enterprise: $5,000 for 10 users
Zoho CRM (plus Zoho Recruit)3CRM Standard $14 plus Recruit Standard $25 = $39 per user, per monthCRM Ultimate $52 plus Recruit Enterprise $75 = $127 per user, per month
Freshsales4Free tier $0.
Growth: $18 per user, per month
Enterprise: $69 per user, per month (billed annually)
Keap2Pro: $159 per month (billed annually)Max: $229 per month (billed annually)

You may also have to pay for access to functionality through third-party apps or for standalone features from a vendor like $12 for video interviewing per job spot on Zoho Recruit. There may be set-up, implementation and training charges too. For example, HubSpot charges $750 for its onboarding service on some tiers.

TipTip
Trying to compare CRM software to choose the best platform for your business? Check out our helpful comparison pages.

Key features of recruiter CRMs

The following are eight important CRM features that you should specify when selecting a platform for your business.

1. Candidate sourcing

CRMs that integrate with job boards and social media platforms open agencies to a much wider pool of talent. Your placement ads are more likely to be seen by active candidates ready to switch jobs as well as passive candidates weighing up such a move. Agencies can also experiment with ad content and placements to figure out which campaigns will work out the best in the future.

2. Client outreach

The right CRM allows you to manage email and telephone marketing campaigns from within the software. Use these channels to showcase your agency specialties and nurture prospects until they become clients. Some CRMs also provide the tools to run employer branding campaigns that can attract more qualified candidates to apply.

3. Omnichannel communications

Built-in email, phone, SMS and messaging channels ensure more seamless interactions with clients and candidates on the platforms they want to communicate with you on. CRMs record all interactions, helping you to build individual histories for clients and candidates so that you can understand them better. This makes your interactions more direct and personal, leading to greater trust and loyalty to your agency.

4. Vacancy promotion

Much recruitment has now moved online and many CRMs now feature direct or third-party plug-ins direct to job sites like Indeed as well as social media and pay-per-click marketing. Target your ads so they’re only likely to be seen by suitable candidates, reducing the cost per new resume. Run reports on previous campaigns to see which ads and platforms yield the best results.

5. Applicant and job tracking

With multiple jobs at different stages at any given time, a CRM allows recruiters to see where every placement is in real time. Set reminders and automations to make sure candidates do not fall through the cracks and clients stay informed of progress. The AI, now present in many CRM systems, can also help you identify bottlenecks in the recruitment process and suggest ways to overcome them.

6. Workflow automations

CRMs simplify the complex recruitment process, streamlining repetitive tasks like scheduling interviews and sending follow-up emails. You can set up workflows for every placement ensuring that clients and candidates receive consistent treatment and colleagues can stay on top of their workloads. AI can now even predict candidate suitability, saving recruiters time they would have spent sifting through multiple resumes.

7. Financial management

Stay on top of credit control, payment tracking and invoicing with a recruiter CRM. Send accurate timely bills with chase-up reminders to maintain good cash flow. Many recruiter CRMs now interface with accounting software and expense apps that help in overall agency budget management.

8. Reporting and analytics

CRMs record everything, With that data, you can measure open rates, click-throughs and leads from your market campaigns. Recruiting teams can track key performance indicators like time-to-fill and applicant-to-offer ratios. Agencies can analyze trends over time to see if performance is improving, finding areas where there are opportunities for improvement going forward.

Choosing a Recruiter CRM

So that you choose the right CRM for your recruitment agency, follow the five steps below.

1. Set your requirements

To start, look at all the points in your recruitment process from candidate sourcing to final placing to identify where you can improve performance and efficiency.

Make a list of the features you’ll need like applicant tracking, candidate relationship management and integration with job boards and social media.

Bottom LineBottom line
Many CRMs help companies adhere to external legislation. For example, there are now Health Insurance Portability and Accountability Act-compliant CRM platforms that healthcare firms can adopt to provide them with the legal protection they need.

2. Develop a shortlist of candidates

Now, start reviewing the sites of CRM vendors to determine if they have the functionality you need either natively or have access to third-party plug-ins. Not every CRM will have the features you need and others will but they’ll be difficult to adapt.

As you’re handling personal and business data, check out the data security and privacy safeguards of each CRM. Consider the size and activity of your agency now and what you might need in the future. If you use other business apps and software and they’re important, check to see whether the CRM platforms you’ve shortlisted can connect to them to avoid duplicating work.

3. Test-drive your top choices

Many CRM vendors offer free trials. Use them to examine for yourself how each CRM handles key recruitment tasks and workflows and see how difficult it is to change them to the way you want them. Put in a few calls to the customer service team to test how quickly they respond and how helpful they are.

If your vendor doesn’t offer a free trial, ask one of their reps to demonstrate to you and your colleagues who’ll be using the system how their CRM works. Have a list of adaptations ready and ask the rep to demonstrate to you how they would change the CRM’s workflows or settings to achieve the desired result.

At this point, it’s likely that a few of the potential CRMs will fall off your list.

4. Compare quotes against your budget

From the vendors still on your list, get detailed pricing on their CRM which reflects all the features you need. Ask about set-up fees and charges for ongoing support and maintenance. Find out exactly how long they want you to commit for and understand how much any cancellation policies will cost you.

Get quotes for two or more vendors so that you can create a competitive bidding environment. If your agency is larger, you may be able to secure a discount from a vendor for your commitment.

5. Check out customer reviews

Before signing up, check for online reviews, specifically for comments from other recruitment agencies to understand how suitable the CRM is for recruitment agencies. Your vendor will have been on their best behavior during a free trial so look for information on the system’s reliability, customer service and overall value for money from live customers in the field.

Advantages of a recruiter CRM

Choosing the right CRM will give you a number of advantages over your competitors in the eyes of both clients and candidates. The six greatest advantages include the following.

1. CRMs centralize your data

CRMs centralize all job, client and candidate data in one place. All team members operate from the same information and have a clear history of all interactions. This knowledge makes follow-ups more personal and leads to stronger relationships. It also reduces the risk of data loss and the need for multiple spreadsheets and databases.

2. CRMs support better communication with clients and candidates

Based on that central database, all calls, emails and messages are stored with clients and candidates. You can communicate directly with end users from within the platform knowing that it will form part of a client or candidate history. You can set automated responses and reminders to improve response times and enhance the quality of your interactions, boosting the value of your agency brand.

3. CRMs provide better candidate sourcing

CRMs allow efficient searching of multiple databases and they can bookmark potential candidates for upcoming jobs. The ability to post adverts and content on job sites and social media is excellent for engaging with passive candidates too. CRMs greatly simplify and improve candidate sourcing.

4. CRMs streamline workflow

When you’re dealing with dozens of clients and jobs and hundreds of candidates at a time, there is an escalating chance of human error if you don’t use a CRM. CRMs assist agencies in streamlining and standardizing processes to suit their specific requirements, enabling quicker placements, satisfying client and candidate demands and reducing the chances of damaging your brand.

Did You Know?Did you know
Once an offer has been made to a candidate, you can instruct your CRM to prompt a colleague to apply for an employee background check if one is needed for the role.

5. CRMs provide data to support decision-making

The reporting and analytic tools in CRMs help agencies understand recruitment trends and patterns better. With clear data, agency leaders can make strategic decisions on where the growth markets are, which routes to market work best and on how they can improve agency performance on an individual and team level. They also give insights on how to enhance and simplify internal processes for a better client and candidate experience.

6. CRMs offer scalability and flexibility

Recruitment agencies grow. They can add new business divisions to target specific areas of opportunity. You can amend and adapt the right CRM to grow and change with your agency. They ensure you can deliver a consistent experience at all times to maintain brand standards to end users at all times.

Recruiter CRM FAQs

The CRMs recruiters use range from specific CRMs targeted at their sector to adapted general CRMs. Most recruiters prefer existing general CRMs because it can be much easier to adapt their workflows and processes to your agency’s needs compared to recruiter-specific CRMs.

To choose a CRM for your recruitment agency, you should first identify what you want the CRM to do. This might generate more inquiries from clients, attract more candidates and handle the selection and interview process more efficiently. Check which CRMs have the functionality both built-in and via third-party apps that you need.

Many CRM vendors offer free trials so you can test-drive the system to see if it’s suitable for you. Ask a rep at the vendor to demonstrate how they would adapt the system so that it delivers the results you want. Check online for other reviews of the platform to see what other users’ experiences have been. When you have your final shortlist, get quotes from the remaining vendors and use those quotes to try to secure a better deal for your agency.

A recruiting CRM allows you to manage all areas of your agency more smoothly from attracting clients and candidates right through to the interview process and invoicing. It allows you to stay in control and organized, no matter how many jobs you’re placing applicants for at any one time.

With most modern CRMs, you can set your own processes. You can add workflows to your CRM for different types of jobs and different clients. You can link your CRM to your website and marketing tools to drive in more candidate resumes and client inquiries. Running a recruitment agency is complicated and process-orientated and a CRM can reduce your workload and improve your overall efficiency.

CRMs are important for recruitment agencies because they help streamline the many processes that occur between generating new leads, attracting new candidates and matching applicants to the right jobs. You and your colleagues can see at a glance the progress of every placement and many CRMs now use AI to filter through applications so that you put forward the right candidates faster.

author image
Mark Fairlie, Business Operations Insider and Senior Analyst
Mark Fairlie is a telecommunications and telemarketing expert who has spent decades working across advertising, sales, and more. He is the former co-owner of Meridian Delta, a direct marketing company that he successfully sold to new management in 2015. Through this experience, Fairlie gained firsthand knowledge of the life of an entrepreneur, from conceiving a business idea to growing a company at scale to transferring ownership. In the time since, Fairlie launched a second marketing company as well as a sole proprietorship. He has expanded his purview to include topics like cybersecurity, taxation and investments as they relate to B2B business owners like himself.
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