How AI Powers and Optimizes the Recruitment Process

Recruitment has always had its challenges. It is expensive, time-consuming, and it can be hard to find the right candidate with the right skills for open positions. However, your team can get ahead of the curve using the latest AI technology throughout the recruitment process to find, screen, and secure the best talent in your industry. 

We’ll share with you how to develop your recruitment process to save time and resources while using advantageous AI methods to discover talent that might otherwise go unnoticed. You’ll learn how AI is transforming and enhancing the recruitment process, so you’re getting the best talent in a systematic way.

Why You Should Enhance Your Recruitment Process with AI

You already know that recruiting is difficult. Rather than repeatedly trying the same thing, it’s time to revolutionize your recruitment process with AI. Every aspect of recruiting improves with updated processes, but these are the most significant benefits you’ll see.

  • Improve Recruitment Process Efficiency

AI-powered candidate sourcing allows you to integrate your keywords and ideal candidate match points with its search tools. 

As the applicant tracking system searches social platforms, job boards, and other integrated sites, it will pull the top candidates for further screening and review. This allows faster sourcing and overall process efficiency improvement.

  • Improve Job Acceptance Rates

Even when you find the perfect candidate, they don’t always accept the position. Many recent hires state that transparent communication and a straightforward recruitment process helped them decide to come on board. 

AI recruiting tools enable you to deliver this experience to all candidates and hire more excellent talent through fast and automated updates.

  • Increase Team Diversity and Inclusion

Artificial intelligence tracks data from all candidate sourcing and recruitment efforts. You can reduce the effects of human bias in your recruitment process by setting specific hiring metrics and reviewing aggregated data through AI-powered tools. 

Additionally, you can utilize automated candidate matching to align internal and talent pool individuals with potential positions to round out teams.

  • Stand Out in the Job Market

The best candidate for any open position will likely be selective about what job they accept. Modern applicant tracking systems powered by AI recruiting tools ensure you quickly connect with top-qualified candidates to link them with the right jobs. 

Finding candidates faster through this process ensures you stand out as an early option and get ahead of other companies.

How AI Helps Through Every Step of the Recruitment Process

Recruitment is a challenging part of business, but it doesn’t have to be. Using AI tools to improve your recruitment process at every point will grant you the benefits discussed above.

Step 1: Preparing to Hire New Talent

As you prepare to hire new talent, you’ll be working to define the perfect candidate, decide how to find that candidate, and determine what metrics you will use to gauge their fit with your position. There are many factors in play between “hard” metrics like experience and “soft” ones like culture fit.

AI-powered predictive analytics will help your team set realistic expectations for your market, positions, and business needs. From assessing the probability of finding a candidate to determining a competitive salary for the job, AI-enabled tools help begin the recruitment process.

Step 2: Sourcing Talent

Sourcing talent is often time-consuming and expensive as recruitment teams want to find as many candidates as possible. This is one of the most intensely improved areas when implementing artificial intelligence in your recruiting process.

AI-powered tools harvest resumes from popular job boards while also searching talent pools internally for ideal candidates. Intelligent matching highlights similar candidates to those already selected, and the smart ranking also ensures no experience options are missed.

Step 3: Screening Candidates

Not every applicant is going to be a good fit for your position. Screening, especially with many applications, is labor- and time-intensive. However, it’s an essential and critical part of recruitment, so it’s hard to imagine how to further streamline this process.

Patience and interviews will be necessary, but AI-enabled screening can jumpstart the process. ATS tools in the Oorwin system rank candidates by your chosen metrics such as skills or experience. 

You also have the option to enable AI chatbots that pre-screen potential matches, further eliminating candidates that don’t fit your business needs. With AI-powered matching your team screen and rank candidates more efficiently than ever before.

Step 4: Selecting Qualified Candidates

Interviewing all potential candidates is next, once you’ve narrowed down your list. Resumes only reveal part of the story – your next job is to determine if their skills, experience, and characteristics make them an appropriate hire for the open position.

While interviewers need to be insightful with their questioning and analysis of each candidate, enhanced technology can still assist in this process. Customized applicant tracking workflows enable your team to set up guidelines for your recruitment process so the streamlined experience doesn’t leave anything to fall through the cracks.

Step 5: Hiring Top Talent

Finally, you’ll want to hire the best fit for the position. All the effort put into sourcing, screening, and selecting applicants will not go unused. 

AI-enabled recruitment tools monitor these selections and which metrics were most important, allowing the recruitment process to improve each and every time a new hire occurs.

Step 6: Onboarding Your New Hires

Onboarding new hires includes orientation, training, integration with the team, and much more. Every organization should have a detailed onboarding process, which can be included in your customized recruitment workflow.


Recruitment cannot be successful if these hires quickly leave their new positions. The information learned through the recruitment process should be tracked and applied appropriately during onboarding.


AI-powered search tools allow recruitment teams to quickly apply anonymous feedback gathered from applicants and new hires. Don’t miss out on this chance for constant improvement.

Start Saving With AI Today

Recruitment is critical to success. Failing to improve the recruitment process with modern technology creates a money pit filled with labor and lost profits. Improving the hiring process compels candidates to choose your company in a competitive job market. Why let resources go to waste?

Be smart with AI-powered recruitment tools. Request a demo with Oorwin today to see how we can help you customize a complete Applicant Tracking System for your recruitment needs.

What is Social Recruiting?

The Ultimate Guide To Social Media Recruiting

Social media is a great way to interact with friends and family. But it is also a valuable recruiting tool. In fact, 92% of employers comb through social media platforms to find new employees. As social media platforms have become more popular for recruitment, recruiters are finding it an effective way to get their jobs in front of more candidates. This allows them to explore new recruitment avenues.

Are you ready to get social? Let’s look at the power of social media recruiting,  and discover how leveraging a talent intelligence platform can take your social recruitment efforts to the next level.

What is Social Media Recruiting?

Social recruiting is the process of sourcing or recruiting candidates through social media platforms like Facebook, Twitter, LinkedIn, etc. This talent acquisition strategy treats social media profiles like talent ads or databases. Social recruiting is also known as social hiring, social recruitment, or social media recruitment.

In recent years, this modern recruitment strategy has gained popularity among recruiters and job-seekers:

  • 56% of job seekers and 60% of recruiters use professional social media networks.
  • 62% of job seekers use social media channels to evaluate the employer brand of a company
  • 49% of professionals are following companies on social media with the intent to stay aware of their jobs.

The Importance of Social Media Recruitment In 2023

Using social media to get a new job has grown steadily for more than ten years. In fact, according to Glassdoor, 79 percent of job searchers utilize social media for their job search.

More than 84 percent of businesses use social media for recruiting, and another 9 percent plan to if they haven’t already.

1. Social Posts Improve the Visibility of Your Job Listing

Your job postings will undoubtedly attract eligible applicants, from those actively seeking employment to those lazily perusing their social media feeds.

2. Millennials are Already using Social Media to Look for Jobs

People utilise social media in the billions. Your job postings will undoubtedly attract eligible applicants, from those actively seeking employment to those lazily perusing their social media feeds.

3. Interaction on Social Media Platforms Boosts Brand Awareness

It’s probable that some prospects have never heard of your business. Your brand’s visibility and reputation can be enhanced by networking with those candidates and posting on social media.

What Are the Benefits of Leveraging Social Media for Recruitment?

Social media recruiting is an excellent way to expand your search beyond traditional job boards. Social media’s ease of use and popularity also makes it easy for your followers to share open positions with their networks. It also is a great way to increase your company’s visibility and emphasize your company culture via photos, videos, or employee interviews. Social recruitment has several other benefits for recruiters:

  • It allows you to reach passive candidates who aren’t active on job boards.
  • You can establish a personal connection with candidates.
  • Easily share information about your organization and current job openings.
  • Source targeted candidates with lesser cost and faster time when compared to traditional methods (like TV, newspapers, radio ads, etc.).
  • Lower your recruiting costs. Social recruiting is incredibly cost-effective when compared with traditional recruiting methods.
  • Traditional hiring techniques take more time than social media hiring techniques. This means that social media is the medium to consider when you have an open position that needs to be filled as soon as feasible.
  • They can see more about the potential hires on social media. By learning about the person’s personality, they can learn about their goals and what to anticipate from them after they hire them to work for their company.

10 Best Practices for Social Media Recruiting

Every company decides on its own social media recruitment strategy based on its employment requirements. But, here are a few best practices that will ensure you are maximizing your social recruiting strategy:

  1. It is crucial to establish a strong online presence that communicates the company’s goal and values because millennials and Generation Z look for information online. Because millennials value emotional connection, don’t just provide data.
  2. Even if it’s advantageous to be welcoming to everyone, you should focus on the proper demographics if you want to advance your plan. As a result, make sure that all of your social media pages are industry-specific, and focus on networking with influencers in your business.
  3. Implement various types of content on different platforms. For example, Instagram is ideal for employer branding videos, while LinkedIn is ideal for polls.
  4. Highlight company culture through your posts.
  5. Research where your ideal candidates spend time and energy. What are their hobbies and interests? This will help you relate to candidates and show that you care.
  6. Encourage your employees to give referrals and share the opportunities in their networks.
  7. Monitor and optimize your social media platforms regularly.
  8. Consistently post on social media platforms to engage your potential candidates.
  9. When organic efforts don’t produce the desired results, paid advertising is required because most social media sites let users utilise it to spread their message further.
  10. Create postings that are legible on all types of devices to advance your mobile recruiting strategies. Add social media-optimized images as well.


Social Media Platforms - What is Social Recruiting - Oorwin

What are the Top Social Media Platforms for Recruitment?

There are many social media platforms in today’s market. But it is of utmost importance that you choose the right platform to attract job seekers and find the right candidates.

1. LinkedIn

The most widely used social networking platform for hiring is LinkedIn. The website is equipped with capabilities that make posting jobs and receiving resumes exceedingly simple because it was created with professional networking in mind.. Since it was the first professional social network, LinkedIn provides a comprehensive perspective of a candidate’s professional background. Additionally, it offers information on their preferences, recommendations, and hobbies.

2. Facebook

Despite not being a specifically designed professional network like LinkedIn, Facebook’s sheer scale makes it an invaluable tool for recruiters. It offers a variety of opportunities to locate and contact with prospects, and its informal atmosphere can reveal something about someone’s personality outside of work. It includes a job board as well.


3. Instagram

The majority of the workforce, millennials, and Generation Z are enormous fans of Instagram’s visual approach. Despite being widely used, less than 10% of recruiters use this social recruiting channel, which creates a significant early mover advantage.


4. Twitter

Twitter is known for being succinct and to the point because of its character restriction of 280. Though Twitter has emerged as a trusted source for news and events, its shortness isn’t necessarily a bad thing. Twitter is used by everyone to interact with individuals around the world, from famous people to large corporations.


5. Forums

Several forums can be beneficial for interacting with a talent pool and conducting social recruiting. Popular forums like Quora, Stackoverflow, Github, and Glassdoor are helpful resources for social recruiting.

While Twitter, Instagram, and Facebook are great platforms for social recruiting. But career-focused platform LinkedIn is the clear winner. With more than 830 million members and 50 million people searching for open jobs weekly, LinkedIn is a fantastic resource for social recruitment.


How can a Talent Intelligence Platform help with social recruiting?

Artificial intelligence (AI) and machine learning (MI) offer many ways to expedite the social recruiting process, including AI-candidate search, resume harvesting, and identifying passive candidates. But a talent intelligence platform can also help with social recruiting. Here’s how:

  • Easily integrate with LinkedIn and other social media platforms.
  • Advanced search capabilities store and organize candidate contact information from social profiles quickly.
  • Automated communication tools to keep candidates in the loop every step of the way.

Learn more about the power of a talent intelligence platform by taking a product tour today or contact us on +91-8977801805 / USA: +1877-766-7946 to talk to our product advisors.

Rejecting Candidates : Best Practices to Follow

How to Reject Candidates

It can be challenging  when it comes to rejecting candidates. But, with such a high volume of applicants, interviewees, and prospective hires, you will likely be faced with the challenge of turning down several candidates each time you open up a new position. Because it is such a common and challenging task, it’s best to plan how to professionally and respectfully reject a candidate. This guide will provide tips and advice on how to leave a candidate, communicate with candidates with feedback, and implement a clear and well-defined applicant tracking process.

4 Phases and Procedures of Rejecting Applicants

Rejecting candidates is more challenging than simply writing an email. It is essential to know how to reject candidates kindly and respectfully in each phase of the recruitment process. These four best practices can help in rejecting a job candidate.

Rejecting Candidates in the Application Phase

Many companies do not notify candidates that their application is not moving forward. However, if you decide to do this, it’s essential to be clear in your rejection email:

  1.   Let the candidate know that their application was not accepted. But also thank them for applying and remind them that they are welcome to apply for roles in the future.
  2.   Avoid same-day rejections. Wait 2-3 days before sending a rejection email to avoid any concern that you did not spend time vetting the candidate.
  3.   If you use an Application Tracking System (ATS), make sure you input the correct criteria and audit your system regularly to avoid accidentally rejecting candidates.
  4.   Automate your email writing process to avoid duplicate or repeat emails.

Learn more on how an Applicant Tracking System can help the hiring process here: AI-Enabled Candidate Matching.

Rejecting a Candidate after the Phone Screen

If you have decided that the candidate is not a good fit after a phone screen, it’s best to reject them in writing or via phone call within 1-2 days. Be clear about what disqualified them and express appreciation for their time. If the candidate has questions, be sure to answer them.

When sending your email, make sure to provide actionable feedback. Transparency benefits your employer’s brand and will aid in the professional development of your rejected candidates.

Rejecting a Candidate after the In-Person Interview

You have already developed a special relationship with the candidate at the interview stage, and they have interacted with your company several times. Rejecting candidates at this stage requires extra consideration.

It is best to proceed with a templated email that thanks the candidate for their time and reiterates that they were not selected. Refrain from giving them vague commentary that does not explain why they are not moving forward. Instead, focus on constructive feedback that will help them improve their candidacy for future roles.

Rejecting a Candidate after an Offer

It is always challenging to reject a candidate after you have offered them a job. But it occasionally needs to be done, i.e., after a background check failure. The best way to do this is to let the candidate know via phone. Calling the candidate will allow them to ask questions and understand the decision made.

When rejecting a candidate after an offer, remember that the company’s reputation is also on the line. Therefore, you should justify why you did not select the candidate and how their profile did not meet the job qualifications to receive closure. Rejecting candidates takes work. But it is something you will have to do throughout your career.

By following these best practices and being transparent with candidates, you can ensure candidates will not be discouraged from applying for future roles within your company.

Factors To Keep In Mind When Rejecting Candidates

Providing Feedback

For rejecting job candidates is to provide feedback to those candidates who were not selected. While giving specific feedback on why a candidate was not chosen may be challenging, providing general feedback on areas where the candidate could improve and can benefit both the candidate and the employer.

Being Consistent

It is essential to be consistent in how you reject candidates. This means that all candidates who are not selected should be notified promptly and in the same way (i.e., via email or phone call). This can help ensure that all candidates are treated fairly and that the recruitment process is as efficient as possible.

Considering the Candidate’s Experience

Finally, it is crucial to consider the candidate’s experience during the recruitment process. This means that the process should be easy to navigate, communication should be timely and responsive, and all candidates should be treated with respect and professionalism.


It is crucial to notify candidates of their status on time. All candidates should be notified of their status as soon as possible after making a decision and no later than a specified date. This can help ensure that all candidates are treated fairly and that the recruitment process is as efficient as possible.


Recruiters should be available to answer any questions or concerns the candidate may have and provide any additional information they might need. This can help ensure that all candidates are treated fairly and that the recruitment process is as efficient as possible.

In conclusion, rejecting job candidates is an essential aspect of the recruitment process, and it is important to follow best practices. By providing personalized rejection letters, communicating with candidates respectfully and tactfully, having a clear and well-defined applicant tracking process in place, providing feedback, being consistent, considering the candidate’s experience, being timely, following up and personalizing the rejection letters, the recruitment process can be professional, respectful, and efficient.

Frequently Asked Questions

How do you politely reject a candidate?

  • Begin with empathy
  • Gratitude is owed for their time
  • Make your response special
  • Tell them you’re still looking for other candidates
  • Give a constructive critique

What are the most common reasons for rejecting candidates?

The common reasons for rejecting candidates are standard resume templates, impersonal applications, Overqualified or Insufficient, Social Media Behavior, Absence of Effective Communication Skills, Nonspecific Responses, and Question Avoidance.

Enhance Your Travel & Expense Management with a Comprehensive HRMS

As business travel continues to pick back up, companies need to ensure their travel and expense management processes are ready for the demand. Travel and expense management is a process that monitors spending and streamlines the way employees expense work-related costs, like travel or office supplies. 

Traditional travel and expense management once required many messy, tangible documents. But modern tools, like a Human Resources Management System (HRMS), have considerably advanced travel and expense management. 

An HRMS system allows employers to develop expense policies and define the types claimed by employee or employee groups directly in the software. It also handles all recept submissions, while an expense dashboard creates, validates, or rejects them in just a click. Can your HRMS system do all of this? If not, it is time to explore your options. 

10 Features Your HRMS Needs for Travel and Expense Management

Investing in an HRMS is a great way to improve processes and save considerable time. But your HRMS must include the right travel and expense management features, too. Here are a few features to look for in your research: 

  • Define expenses day-wise, month-wise, and other options
  • An employee self-service portal
  • Set your privileges with custom forms
  • Add expenses online
  • Raise travel requests anytime, anywhere
  • Submit travel bills online or offline
  • Rich configurations depicted for expenses based on specific criteria
  • Easy integrations and reconciliations with various systems

10 Ways HRMS Improves Travel and Expense Management

Managing travel and expenses is challenging, even on a small team. But the right HRMS platform streamlines travel and expense management like never before. It does so in the following ways: 

  • Easily manage and track business travel expenses
  • Include any employee travel or stay expenses
  • Manage employee expenses toward the company
  • Generate a complete overview of the expenses
  • Manage online any travel or expense requests
  • Deliver automatic notifications for any expense requests raised
  • Streamline entire expense management to make it more effective
  • Receive automatic notifications on the status of reimbursements
  • Save overall time
  • Increase cost-effectiveness

Discover the Power of Oorwin

Oorwin’s HRMS offers you all the above-mentioned features and much more to give your HR teams an added advantage to streamline your travel and expense management  processes. But the benefits don’t stop there. With Oorwin’s Human Resource Management System you can:

  • Increase employee engagement
  • Manage and allocate assignments over a single-window with automated reminders, real-time tracking, and easy task generation
  • Build a positive workspace culture
  • Organize all employee documents in one place with our dynamic folder management with automated expiry reminders for compliance
  • Automate the finance operations and invoicing methods based on the countries.
  • Improve productivity with modern time cards, timesheet reminders, exportable reports, and built-in OCR to scan invoices
  • Digitize the processes from employee onboarding to project completion

Top 6 Challenges Faced By Recruiters in 2023

 As a recruiter,  you’re expected to find qualified candidates to place into available roles that match their experience, skills, and background. You must also attend meetings, check references, collect documents, and maintain relationships with the company or client you’re hiring for. With so many variables, it’s no surprise that there are a number of challenges faced in recruitment. These challenges can become even more difficult when recruiters are working remotely. 

Recruiting teams must quickly adapt, refine processes, and create new ones to make interviewing and hiring work through any channel. As you know, remote work isn’t going anywhere. In fact, 70% of professionals agree that virtual recruiting is becoming the new standard. Utilizing technology to enhance recruiting is a must. Talent acquisition solutions, like customer relationship management platforms or an applicant tracking system, can reduce the time to hire by 40%

6 Major Challenges Faced In Recruitment and How to Solve Them

1. Remote Candidate Sourcing

Traditional recruiting methods, like job fairs, are no longer the most effective way to source candidates. Recruiters need fast recruitment methods to source the best talent possible. This can lead to various challenges in talent acquisition for several reasons, including increasing candidate skills gaps. As a recruiter, you’ll be sifting through candidates who don’t have the necessary skills for the job. This can be an arduous process. 

The Solution: 

Recruitment technology virtually (no pun intended) eliminates the hassles of in-person recruiting or manual job board data entry:

  • Virtual recruitment is highly effective when used with communication platforms like Microsoft Teams and Slack. Tools like video chat platforms and applicant tracking systems are excellent ways to conduct interviews and gather online assessments.  
  • Digital candidate sourcing and matching technology expedite recruitment processes like never before. An ATS can even be integrated with job boards. You can also use keywords from the job descriptions to automate candidate harvesting through social platforms, like LinkedIn. 
  • An HRMS (human resource management system) bridges the skills gap by offering customizable training and learning modules and mentorship opportunities for candidates of all skill levels. 

2. A Poor Candidate Experience

Creating a positive candidate experience is not one of the newer challenges faced in recruitment. But it has become  more difficult with the increase in virtual recruiting. It is vital to focus on improving the candidate experience because 75% of newly hired employees say that a positive experience influenced their eventual acceptance of the job. 

The Solution: 

The beauty of virtual recruitment tools is that they can make everything, from harvesting candidate resumes to requesting interviews, an automated, streamlined experience. It also promotes a transparent communication process, which is a great stress reliever for candidates. Automated tools are an accurate and fast way to connect the right candidates with the right jobs—without wasting time.

Here are a few other ways technology improves the candidate experience: 

  • An Applicant Tracking System can quickly connect qualified candidates with open jobs, saving candidates from unnecessary interviews or paperwork. 
  • A digital hiring management system can automate interview scheduling with the click of a button. This fast-tracks interview scheduling and assessment requirements without any back and forth. 
  • In turn, integrated interview feedback tools provide automatic feedback quickly, saving considerable time and stress for candidates and hiring managers. 

3. Making Data-based Recruiting Decisions

Most recruiters struggle to analyze data in a way that gives hiring managers options they can act on due to the unavailability of required tools. Trusting your instincts when hiring is, therefore, the biggest challenge faced in talent acquisition.

The Solution: 

Make the most of Al and automation in hiring. Artificial intelligence (AI) can be programmed to filter a sizable pool of applicants and only suggest those that pass the screening to the hiring team.

One can also use predictive analytics to keep ahead of the competition or talent war. By analyzing the data of current employees, recruiters can learn what to look for (or watch out for) in future hires. Finding out which skills, characteristics, and personality traits are linked to improved retention is further advantageous.

4. Overcoming Discrimination in Hiring

In order to choose the best candidate for the job, a company must provide all candidates equal opportunity. Additionally, it is required by law and is a great method to interact with others without discrimination. Implicit biases are one of the reasons why many organizations find it difficult to hire candidates from diverse backgrounds. By conducting objective hiring, your company will benefit from an inclusive staff and the right candidate for the job.

The Solution: 

The most straightforward answer, given the advent of hybrid recruiting, is to involve other team members in conducting interviews, either in person or electronically. ATS also has integrations with video-interviewing platforms to make recruitment more accessible. 

Employees always view candidates somewhat differently than recruiters do. They might see things that recruiters miss, such as hidden personality defects. Use personality tests to weed out biases so decisions are based on data instead of preferences.

5. Prioritizing Diversity and Inclusion

Demand for equity and inclusion in the workplace is louder than ever. Steps have been made in the right direction, but progress has been slow, leaving D&I as one of the most significant recruitment challenges. However, companies are finally accepting that this is an issue they must address, because: 

  • 77% of talent professionals agree that recruiting culture must prioritize diversity. 
  • 47% say that hiring managers are currently not held accountable for interviewing a diverse pool of candidates. 
  • 3 out of 4 American job seekers are selectively seeking out companies that are outspoken about empathy, diversity, and breaking down discrimination barriers. 

The Solution: 

As a recruiter, you have the opportunity to set an example and be a catalyst for change. By educating recruitment teams, committing to an ongoing review of processes, and actively working to add inclusivity at every level, recruiters can overcome this challenge. Technology, like an applicant tracking system, can help recruiters do this in a few ways: 

  • Rethink existing recruiting and hiring processes – diverse interview panels will help recruiters hold each other accountable. Data-based reporting can help keep recruiters on track to their diversity goals.
  • It allows you to comb through recruiting trends using talent analytics and reporting methods. This helps you determine where hiring biases have been the most prevalent. In turn, it helps you avoid following this same pattern. 
  • An applicant tracking system (ATS) also helps reduce bias by utilizing a specific set of metrics in recruitment. By utilizing artificial intelligence and relying on data, you eliminate the risk of human bias. This can be done through key features like anonymous feedback, filters powered by AI algorithms, and the ability to “hide” specific demographic data. 

6. Standing Out in a Volatile Market

In the recruitment space, there’s always discussion about whether it’s an employer’s or a candidate’s market. While most assume that the current recession means it’s an employer’s market, leaning back on this mindset will cause recruiters to miss out on key talent that will bring in and boost revenue. While this is one of the less apparent challenges faced in recruitment, it remains one of the most impactful.

The Solution: 

Candidates are being selective in their job search – not just taking the first job that comes their way. This is a recruiting trend that we will continue to see, so recruiters must do everything in their power to attract and retain the best talent. This is best done with a modern, AI-powered Applicant Tracking System that can quickly and accurately connect qualified candidates with the best jobs. 

This platform allows recruiters to find the best candidates quickly, increasing the odds of securing the right talent before another company. It can also scour resource pool employees through keyword analysis, offering recruiters a chance to scoop qualified candidates up before they hit the job market. These tools not only streamline scheduling and data entry processes, but also provide instant interview feedback, resume analysis, and more.

Oorwin as an AI-enabled platform takes care of all the aforementioned challenges. Sign up for a free trial to solve them today.

How to Choose the Right HRMS: Top 7 Features

For any organization to scale up, it needs more than just a good plan. It needs human resources to be properly aligned with the organization’s mission and vision. To achieve this alignment, you must leverage a talent intelligence platform equipped with a Human Resource Management System (HRMS). This software solution will play an important role in ensuring your HR team’s processes are more productive, effective, and simplified.

Top 7 Features of an Effective HRMS

It’s true that leveraging HR software can help you increase operational efficiency, allowing your company to focus on growth and expansion. But this is only possible if you choose the right solution with the most innovative features. 

Each HRMS feature must perfectly suit your company’s needs. To help you choose the right solution, we’ve compiled a list of the top HRM solution features.

1. Employee Information Management

A comprehensive HRMS should include a directory of employee profiles with the following details: 

  • Demographics and identifying information
  • Job title
  • Salary
  • Banking and tax details
  • Insurance plans

Your HRMS should also provide an employee self-service portal to view & update their information. This keeps all employee information as current and easy to access as possible. 

2. Recruitment & Hiring Management

A major perk of an HRMS is the automation of time-consuming hiring tasks. Automated workflows speed up the candidate sourcing, screening, and communication processes, allowing recruiters and human resources teams to hire and onboard new employees quickly.

3. Employee Benefits Management

Managing employee benefits is another important aspect of HRMS. Proper benefits administration for health insurance, life insurance, travel concession management, or any others should be successfully handled with the system.

4. Time & Attendance Management

Automated Time and Attendance helps HR teams in many ways. It saves time and money by eliminating the manual processes involved in attendance. It also automatically tracks each employee’s PTO, sick time, and vacation in one easy-to-access location.

5. Invoice & Expense Management

The beauty of an HRMS is in its automated capabilities. An HRMS system will automatically process invoices and expenses and track all account changes. Built-in OCR abilities easily scan and manage invoices, while QuickBooks integrations expedite and organize all invoice and accounting-related tasks.

6. Learning & Training Management

Regular training and professional development opportunities are an integral part of workforce development. That’s why an HRMS includes learning management systems pre-loaded with educational resources, like professional certification management.

7. Comprehensive Reporting & Analytics

From employee onboarding to retirement or exit, a wide range of reports need to be delivered by the system. Usage of filters and BI tools generates drill-down custom reports that help to inform the organization’s decision.

To maximize your talent management efforts, your system needs to be as comprehensive as possible. Oorwin’s Talent Management Solution provides an  HRMS that includes all these features—and so much more. Learn more about Oorwin’s HRMS platform by requesting a demo today

7 Stages of the Full Recruitment Life Cycle

Recruiting is the lifeblood of any staffing organization. It is therefore critical for any staffing business to develop a strategy to consistently attract and retain quality talent while ensuring maximum resource utilization. One of the most effective ways of increasing profitability and staying ahead of the curve is by designing a strategy around the recruitment life cycle.

As such, any effective staffing strategy must include sales, recruitment, and human resource management processes of a company. 

Now, let us take a deep dive into what a recruitment life cycle is and learn how you can leverage it to achieve your business goals.

What is the Recruitment Life Cycle?

The recruitment life cycle is the process that begins with a need or requirement for a candidate and ends when the candidate is successfully hired or placed. It encompasses everything from that first moment that you decide you need a new employee to the process of onboarding your new hire.  

Once we reach the end of the full recruitment cycle, it starts all over again. This allows your to systematize your recruiting process. It also lets you constantly tweak your recruitment process so that you are making fewer mistakes and hiring increasingly outstanding employees. 

The stages of the recruitment process help hire every single employee. Whether you are looking for part-time employees in your customer service department or your next CEO, this process can maximize your odds of finding that outstanding employee. 

Importance of the Different Stages of the Recruitment Process

Recognizing the significance of each hiring and staff selection stage to meet an organization’s HR requirements is the key to discovering great employees.Therefore, creating a transparent recruiting process that makes the most of the time available is essential. The business loses money every day that a position remains unfilled.
All stages of the recruitment process can now be completed successfully and swiftly, thanks to technology. Thanks to current software options, you can automate processes and quickly screen prospects.

7 Stages of the Full Recruitment Life Cycle

Now, let’s take an in-depth look at the six stages of the recruitment life cycle. No one stage is more important than the other. Rather, they all work together to help you find and hire great employees for your company. 

When describing these stages of the recruitment process, we are going to discuss them in the context of a company trying to fill one open position. That said, you can apply this same process if you are trying to fit multiple positions.

Recruitment life cycle stages

 Recruitment Process Step 1 – Preparation

The first stage of recruiting talent is preparation. In this stage, you are defining the ideal candidate and preparing your search for that ideal candidate. There are plenty of factors that you will want to likely consider.

For one thing, you and your team will need to settle on the skills, education, and experience that are desired for that open position. While this may seem obvious on the surface, it’s important to sit down with your team and agree on the specifics.

Along with these “hard” skills and experiences, you may also be looking for “soft” factors. These can include personal characteristics and other factors that fit in with your company’s culture. Once you have settled on these qualities, you’ll want to write a job description that clearly outlines these requirements.

 Recruitment Process Step 2 – Sourcing

Next is the sourcing stage. Here, you will want to be searching for both active and passive candidates. Candidates can come from anywhere, so you’ll definitely want to cast a wide net.

Some of the places where you can source candidates include your website, social media websites (like LinkedIn), and job boards. Employee referrals are also an outstanding source of potential hires. 

 Recruitment Process Step 3 – Evaluation of Applicants

The third step is to assess the process at a fundamental reporting level by looking at what are known as conversion rates or click-through rates. This is the quantity or proportion of people who advance to the following phase. You can re-evaluate if a step excludes too many people unnecessarily if it has a high fallout rate.

All of this process management will contribute to a better candidate experience, which will aid in advancing qualified applicants all the way to the hiring stage. The ratio of clicks to applications on your job postings is one of the greatest KPIs to monitor. In the recruitment process, an adequate ATS will convert candidates quickly.

 Recruitment Process Step 4 – Selecting

Selecting is the fourth stage. This is when you actually interview the candidates. It’s important to remember that a candidate’s CV only reveals so much. You’ll want to ask detailed questions about the candidate’s experience, skills, and knowledge about your company.

Behavioral interview questions can also be insightful. Finally, depending on the position, you may need to conduct reference checks or formal background checks.

 Recruitment Process Step 5 – Selection

Selection is the fifth stage. This is when you interview the candidates. It’s important to remember that a candidate’s CV only reveals so much. You’ll want to ask detailed questions about the candidate’s experience, skills, and knowledge of your company.

Behavioral interview questions can also be insightful. Finally, depending on the position, you may need to conduct reference or formal background checks.

 Recruitment Process Step 6 – Hiring

The sixth stage is hiring. At this stage in the recruitment process, you’ll choose the qualified candidate you want to hire. While this can be difficult, you must make a decision based on the role you are hiring for.

Once selected, you will submit a formal offer letter to your candidate. You should also be willing to answer any questions the candidate has before he or she accepts the offer.

 Recruitment Process Step 7 – Onboarding

Finally, onboarding is the seventh stage. Upon the candidate accepting your offer, you will want to start familiarizing him or her with your organization and team.

This may include a formal orientation, mandatory training programs, and an organized lunch with the new hire and their colleagues. Don’t slack on this stage, as it is imperative to the future success of your new hire.

Tools to Manage the Full Recruitment Life Cycle

With this background in mind, let’s talk about some helpful tools that can help you manage the recruitment life cycle. You may already have some of these tools in your workflow.

Recruitment Tools - 6 Stages of Recruitment Life Cycle - Oorwin

If so, that’s great! You can supplement those tools with others mentioned below. If not, we recommend that you implement the following tools to help you with your work.

To start, you’ll want to invest in a high-quality Applicant Tracking System (ATS). ATS is a helpful tool that can help you manage every stage of the recruitment process. For instance, you can easily search through candidates in your database and easily communicate with large groups of applicants. Investing in an ATS is a fabulous idea.

Next, think about investing in candidate search engines. This is more of a playful way in sourcing potential talent in the marketplace. No matter the position you are trying to fill, these candidate search engines can help you find interesting candidates. From there, you can reach out to those candidates directly.

From there, you’ll want to familiarize yourself with job search engines. Job search engines like Indeed can be great platforms to post your open positions. While we don’t necessarily recommend one job search engine or another, we encourage you to experiment with them. You may find your next great hire from one of these platforms.

Finally, seriously consider creating an internal employee referral system. Studies show that some of the best hires come from referrals from current employees. You can also leverage this benefit—so long as you work to create a referral incentive system. Incentives can be everything from bonuses to some other non-monetary incentive.  – Check G2Crowd top recruitment tools here.

Leveraging the Full Recruitment Life Cycle

The recruitment life cycle represents just one part of the staffing business. 

As you likely know, most staffing companies have resource pools with a set of skills, experience, qualifications, etc. Each day that a resource pool candidate spends on the bench, the staffing business loses money.

To ensure full utilization of the source pool, staffing companies must track employee performance, skill shortages, and industry trends.

Staffing companies need to deploy emerging technologies such as artificial intelligence (AI) that can help them stay competitive and ahead of the curve by offering timely, accurate, and data-backed insights on hiring trends, bench management, skills shortages, and employee performance.

Ultimately, when the recruiting life cycle is effectively dovetailed into your staffing business, it can go a long way in accomplishing all of your strategic goals.

The recruitment life cycle is an essential component of any staffing business. No matter the size of your company, we encourage you to leverage the recruiting life cycle in your day-to-day work. By doing this, you can substantially increase your chances of accomplishing all of your strategic staffing recruiting goals.

Oorwin to the Rescue

With an integrated approach to the staffing business, Oorwin helps you maximize profitability effectively dovetailing sales, recruitment, and HR processes.

Want to give Oorwin a try? You can request a product tour here.

HRIS vs HRMS vs HCM – Exploring the Differences Between HR Software

Platforms, tools, and systems that help manage the work of an HR department are essential in every company. HRIS, HCM, and HRMS are all excellent HR technologies that companies use for managing recruitment and human resources processes, as well as every other type of people-related activities.

HRIS, HCM, and HRMS are truly useful, but what do they actually mean? How and when to use them? And what if the difference between them?

Exploring the Differences Between HR Software

In this article, we will learn what each of these terms means and why they are beneficial for any company. 

Here’s what you’ll learn in this article:

  • HRIS meaning: Human Resource Information System
  • HCM: Human Capital Management
  • HRMS: Human Resource Management System
  • The difference between an HRIS and HRMS system
  • The difference between an HRMS and an HCM system
  • HRIS vs. HRMS vs. HCM

We will cover these details and help you choose the right one based on your business needs. 

The 4 Top Benefits of using HR software

Employees are the driving force of a company. Managing the recruitment, keeping a database, and continuously improving the company culture based on the team’s feedback is essential in order to build a well-working organization with motivated employees.

Human resources affect every department in a company, and HR software helps to improve all processes. There are many benefits of implementing HR software in your workplace, and here are five of the main ones.

1. Productivity

The most essential benefit that HR software can provide is productivity within the HR department. It helps to automate a huge number of HR functions, such as payroll, benefits administration, absence management, and compensation systems. By doing so, the HR team is able to focus more on other issues like attracting new candidates and employee training strategies.

2. Improving employee experience

A user-friendly and well-designed human resources software helps to engage with employees by providing a clear and transparent system that they can also use. It gives your organization the possibility of avoiding using dozens of different software, as everything is in one place. A structured, smooth, and flexible system improves and experience of the employees in the company.

3. Security

HR systems are cloud-based software that protects the precious data of your employees and provides access from anywhere using your computer or device. Every kind of document can be managed in a human resource platform from knowing who reads what to reducing paperwork.

4. Reduced Errors

As HR software provides the possibility of automating most activities, the probability of making errors is less. With HR software, there are no misplaced decimal points or misspelled names. A human resource software automates the most common processes such as payroll information.

Meaning of HRIS: Human Resource Information System

A A human resource information system (HRIS) is a software or an online platform that helps manage most human resources operations of a company, with a focus on people, procedures, and policies.

An HRIS is a data-driven system, that houses master employee data and provides digestible information and insights to the organization. Human resource information systems have an employee database at their center with functional tools to be applied to them.

HRIS is focused on personnel tracking and recruiting but also tracks employee working times and monitors workflows to help the organizations’ development process.

The main features of a human resource information system:

  • Database management (employee work permit information and tax data)
  • Time and labor management
  • Absence management
  • Benefits administration and management
  • Self-service portals and the possibility of updating personal information 
  • Workflows
  • Employee interface
  • Talent acquisition and retention
  • Training and development
  • Applicant tracking options
  • Automating routine HR actions (holiday requests, review scheduling, feedback collecting, training tracking, performance, and development)

Meaning of HCM: Human Capital Management

Human capital management (HCM) refers to the management of employees in an organization. This type of system suite includes all the features offered by HRIS and adds talent management capabilities to it.

A human capital management system typically provides tools for talent acquisition, talent management, and talent organization to provide ways to better manage HR actions from onboarding to performance tracking, compensation to offboarding.

It holds together different features and tools such as payroll documents, timesheets, productivity analytics – making it easier for companies to organize and track everything employee-related. All in all, HCM can be tailored to each organization to support its activities and actions. Human capital management can also be considered as a strategic approach that contains all the practices, processes, and systems used for people management and development.

The main tools available in an HCM system are: 

  1. Workforce acquisition:

    About applicant tracking systems, their benefits, and main features, read our previous article here.

  1. Employee management:

    • Time and attendance tracking
    • Performance management
    • Building and developing company culture
    • Managing and optimizing the employee life cycle
  2. Talent optimization:

    • Career pathing
    • Competency tracking
    • Succession planning
    • Learning and development, training
    • Budgeting
    • Compensation
    • Employee engagement features.

Meaning of HRMS: Human Resource Management System

Human Resource Management Systems (HRMS) typically offer all the features of an HRIS and also include the capabilities of an HCM. When investing in an HRMS system, you can expect to access everything included in an HRIS and HCM, plus a payroll system and some tools for more efficient labor management.

An HRMS includes the following features:

  • Most common features and capabilities of an HRIS and HCM systems
  • Automated payroll processing and wage calculations
  • Time management
  • Labor management

By having a well-built process for time and labor management, organizations can increase their productivity and efficiency. So an HRMS is the most complex software of every HR tool.

HRIS VS. HRMS: What is the difference?

HRIS and HRMS systems are very similar in function and means. Most of their features and modules are the same – such as personnel tracking, absence management, training and development management tools, workflows, benefits administration, and recruiting tools. 

Both human resource information systems and human resource management systems automate HR tasks and processes and functions as a summarizing platform for workforce information.

An HRIS or HRMS collects master employee data, such as names, contact details, and social security numbers. These are essential to be collected and safely stored together with payrolls and benefits administration. In short, any HRMS or HRIS serves as the core of HR and workforce data management.

The main difference between the two software is the complexity of the tools they provide. HRIS is more basic, focusing on the most essential details while HRMS is a bit more complex and extended. An HRMS system usually includes all features of an HRIS with additional tools and features. While an HRIS system might be an ideal pick for a smaller company, a modern, well-designed, and user-friendly HRMS incorporates every kind of HR-related software and application, making a more effective flow regarding the HR actions.

What is the difference between an HRMS and HCM?

HRMS is a tool that supports HR actions in an organization by providing a clear and easy-to-use platform to manage recruitment, performance, and administrational tasks.

On the other hand, HCM refers to a management system that covers all HRIS tools and processes under its umbrella, offering a much more expansive functionality than HRIS or HRMS. HCM can also be considered as a strategic approach as it summarizes the combination of different HR software and tools to manage the entire employee life cycle, from developing talent pipelines for future recruitment to offboarding and pensions.


HRIS, HCM, and HRMS systems are very similar in their essence. The most important is that all of them deal with the human resource department, with the workforce or employees, and all related issues and concerns like employment, recruitment, orientation, training and development, payroll and benefits, performance analysis, and other work-related services to the employees.

HRIS and HRMS are the most similar, as they are both software with similar features, one including more complex features than the other. Compared to these, HCM is the most diverse, as it refers to a comprehensive HR software suit.

The borders between HRIS, HRMS, and HCM systems are weak, as many times people use these names as each others’ synonyms. So going through the features and benefits of software before investing in it is essential. The system you choose totally depends on your organization’s needs, size, and goals. Each software helps to be more efficient and productive.

What is more, a human resource management system not only helps your organization manage HR-related tasks but also provides a positive experience to your employees and candidates who’re just about to join your team. Each software provides an easily understandable and user platform that digitally supports the onboarding process and employee management.

Oorwin offers a comprehensive platform for all your recruitment and human resources need with timesheets and expenses analysis, assignment management, and document management. Try our 7 days trial today!

Frequently Asked Questions

Is HRMS the same as HRIS?

The short answer is no. While some HRIS systems provide functions like payroll and attendance, others offer enhanced capabilities such as performance management and reporting.

What is an example of HRIS?

5 Steps to Build Your Candidate Engagement Process

Artificial intelligence. Machine learning. Automation. These are just a few ways technology has helped companies evolve their recruitment process. But despite these advancements, it still takes companies an average of 1-2 months to fill a position. Why? Because employers aren’t implementing an effective candidate engagement process.

What is Candidate Engagement

Candidate engagement is a critical aspect of the recruitment process. It refers to the level of interaction and communication between a company and job candidates throughout the hiring process, from the initial job posting to the final job offer. In today’s job market, where competition for top talent is fierce, effective candidate engagement can be the difference between attracting top candidates and losing them to your competitors.

One of the main reasons why candidate engagement in recruitment is so important is that it helps to build a positive candidate experience. When candidates feel engaged and valued throughout the recruitment process, they are more likely to have a positive impression of the company and may be more likely to accept a job offer if one is made.

How to Build Your Candidate Engagement Process

A candidate engagement process is one of the most vital components of recruitment. This process is the hook that will attract qualified candidates to open positions—and motivate them to continue through the recruitment and hiring processes. Here are five steps you can take to ensure you are effectively engaging your qualified candidates.

Define Your Company’s Value Proposition

The first step in the candidate engagement process might surprise you. Before engaging potential hires, you must understand what your company brings. It’s important to review your company’s values, goals, and culture and develop a unique value proposition for candidates. For many companies, this is called their employer brand.

Once you clearly understand your company’s value, you can effectively communicate this to potential candidates through your employer branding strategy. A solid employer branding strategy includes creating quality content that helps candidates understand what it is like to work for your company. This content should give your candidate insight into your company culture and allow them to envision their future employment. What’s more engaging than that?

Understand Your Candidate’s Needs

To effectively achieve candidate engagement, you must clearly understand who your qualified candidates are and what they need from their future employers. This gives you insight into whether your needs and theirs will align. This step also gives recruiters a clear sense of why candidates might want to leave their current organization. With that valuable information, they can tailor the conversation to touch on unique topics for each potential hire.

To truly understand your candidate’s needs, you must

  •   Ask the right questions
  •   Identify the alignment between their needs and the role
  •   Analyze all of the information you receive, even if it doesn’t seem relevant

Empower Your Hiring Managers

When moving through the candidate engagement process, the hiring manager is a crucial recruitment team member. They are responsible for working with the team to identify potential candidates and maintain relationships with them. To empower your hiring managers, you must ensure they have the resources they need to be successful and the training to engage with potential candidates effectively. Use metrics and tracking methods to measure the success of your candidate engagement efforts. This could include surveys, data analysis, or interviews with candidates.

Leverage a Talent Acquisition Solution

If you are serious about candidate engagement in the recruitment process, you must implement and leverage a talent acquisition solution. An effective talent acquisition solution will help your HR team continuously engage candidates with a branded career portal. The right solution will also enable your team to:

  •   Readily source and screen candidates with the right fit using intelligent candidate matching and ranking
  •   Readily manage your job applicants based on interest and skill
  •   Manage resume submissions using an applicant tracking
  •   Initiate interviews with interview management tools
  •   Seamlessly onboard candidates using digital onboarding tools

By simplifying these processes, you save time and resources that can be used to further engage your candidates and achieve a better understanding of their needs and qualifications. Continuously optimize and improve. Regularly evaluate your candidate engagement process and make adjustments as needed. Test new strategies and techniques and continuously strive for improvement.

Automate Your Hiring Process

The final step in building an effective candidate engagement process is to automate your hiring process. You must have solutions to seamlessly onboard candidates using digital onboarding tools. This will ensure that candidates experience a simple hiring process and can be used as a selling point when considering multiple opportunities.

Additional Strategies to Consider when Building your Candidate Engagement Process:

  • Communicate regularly and transparently. Keep candidates informed at every process step, and be responsive to their questions and concerns. Clear, timely communication will help to build trust and positive relationships with candidates.
  • Provide value to candidates. Share information and resources to help candidates advance their careers, such as job search tips, industry insights, or training opportunities. This can help to establish your company as a valuable resource for job seekers.
  • Leverage technology. Use recruitment software and tools to automate and streamline your candidate engagement process. This can help to speed up communication and provide a more efficient and effective experience for candidates.
  • Personalize your approach. Customize your communication and engagement efforts based on each candidate’s individual needs and preferences. This can help to create a more personalized and effective candidate experience.
  • Keep it human. Even with technology in recruitment, remember to keep the human touch, show empathy and tailor your approach to the candidate’s needs.

By following these strategies, you can create a more effective and efficient candidate engagement in recruitment that will help you to attract, engage, and retain top talent for your organization. Remember that effective candidate engagement is a continuous process that requires monitoring, analysis, and improvement to be effective.

For more information on how to improve your candidate engagement process from a singular platform, take a product tour today. 

Frequently Asked Questions

What is candidate engagement in the recruitment process?

Candidate engagement is the procedure and assessment of ongoing face-to-face, text, or mail communication with your candidate pool. Engagement could be measured in terms of email opens, text replies, job views, or job applications for staffing.

How do you create a candidate engagement?

  • Make your workplace, roles, and culture exciting.
  • Confirm and inform whenever possible.
  • Establish a strict deadline and follow it.
  • Fill in the insurmountable gaps using chatbots and technology.
  • Create interesting processes.

Why is candidate engagement important?

Elite recruiters work hard to fully engage candidates, force candidates to learn more about the recruiting company, and convince them to seriously consider an employment offer.