Glossary for Staffing Technology


Analytics and Reporting

Utilizing CRM tools to analyze data and generate reports on key performance indicators, client engagement, and candidate placements. Staffing firms can benefit from a wide range of analytics to improve their operations, enhance decision-making, and drive business growth.

Read More →

Applicant Tracking System (ATS):

An ATS (Applicant Tracking System) for staffing is a software application specifically designed to streamline and automate the recruitment process for staffing agencies. Its primary function is to manage the entire hiring process, from posting job openings to sourcing candidates, screening resumes, scheduling interviews, and managing the overall workflow.

Read More →

Application Workflow:

The sequence of steps and stages that a candidate application goes through within the ATS, from submission to placement. Workflows can be customized to within an ATS to match the unique recruitment processes and workflows of the staffing agency.

Candidate Engagement:

Candidate engagement involves the active involvement and interaction of candidates throughout the recruitment lifecycle, including sourcing, application, and post-application stages. It includes personalized communication, timely updates, and opportunities for candidates to stay connected and informed about job opportunities. Effective candidate engagement fosters a positive candidate experience, encourages talent retention, and strengthens the relationship between the staffing agency and candidates.

Candidate Experience:

Refers to the overall journey and interactions a candidate has with the firm throughout the recruitment process. It includes initial contact, application submission, interview stages, and post-offer communication. Providing a positive candidate experience enhances the staffing firm’s reputation, attracts top talent, and fosters long-term relationships with candidates.

Candidate Pipeline:

Refers to the strategic process of sourcing, engaging, and nurturing a pool of potential candidates to meet current and future hiring needs. It involves continuously identifying and attracting qualified candidates through various channels, such as job boards, referrals, and networking events. The goal is to maintain a steady flow of qualified candidates who can be readily matched with job opportunities as they arise, ensuring efficient and timely placements for clients.

Candidate Portal:

Offering candidates a portal within the CRM to view job opportunities, submit applications, and track the progress of their job search.

Candidate Ranking:

Candidate ranking with an ATS (Applicant Tracking System) involves the process of evaluating and prioritizing candidates based on predefined criteria to identify the most suitable candidates for a particular job opening. This can include Weighted Scoring for specific skills or qualifications that carry more weight than others in the ranking process and past performance data such as previous interview feedback or hiring outcomes.

Once the ranking process is complete, recruiters can view candidates in order of priority, allowing them to focus their attention on the most promising candidates first. Candidate ranking with an ATS helps streamline the recruitment process, saving time and effort while ensuring that the best-fit candidates are identified and considered for the job.

Candidate Relationship Management:

Refers to the strategic approach of building and maintaining long-term relationships with potential and current candidates. It involves personalized communication, consistent engagement, and providing value-added services to candidates even when they are not actively seeking employment. The goal is to nurture a pool of talented individuals, fostering loyalty and trust, which ultimately enhances the agency’s ability to match candidates with suitable job opportunities.

Candidate Screening:

Assessing and evaluating candidates to determine their suitability for specific job positions. Technologies that integrate directly with the ATS for Staffing, such as chatbots and AI, can assist with automating portions of the candidate screening process.

Recruiters can create screening questions or assessments within the ATS to further evaluate candidates. The responses to these questions or assessments may contribute to the candidate’s overall ranking.

Client Portal:

Providing clients with access to a portal within the CRM where they can view job openings, track candidate submissions, and communicate with recruiters. Providing clients with access to a portal within the ATS to view candidate submissions, provide feedback, and track the hiring process.

Client Relationship Management:

Software or systems used by recruiting agencies to manage and maintain relationships with client companies that seek staffing services. Also commonly known as Customer Relationship Management software.

Customer Relationship Management (CRM) Software for Staffing:

Customer Relationship Management (CRM) software designed to meet the needs of staffing and recruiting agencies. A CRM is specifically designed to manage interactions and relationships with clients and candidates throughout the recruitment process. It typically includes features for storing contact information, tracking interactions, managing pipelines, and analyzing data to improve engagement and outcomes.

Read More →

Digital Transformation:

Process of implementing software that drastically transforms the operations of a staffing and recruiting business. A digital transformation for a staffing firm involves the comprehensive integration of digital technologies and processes to modernize and optimize various aspects of the recruitment and staffing business. This includes adopting digital platforms such as Applicant Tracking Systems (ATS), Customer Relationship Management (CRM) software, and AI-powered recruitment tools to streamline candidate sourcing, management, and placement processes.

Additionally, it may involve leveraging data analytics and automation to improve decision-making, enhance candidate experience, and increase operational efficiency. Ultimately, the goal of digital transformation in a staffing firm is to stay competitive, adapt to changing market dynamics, and deliver better outcomes for clients and candidates in the digital age.

Fill Rate:

The fill rate for staffing firms refers to the percentage of open job positions that are successfully filled with qualified candidates within a specified time frame.

Technology can play a crucial role in improving the fill rate for staffing firms in several ways.

Read More →


Connecting the ATS and CRM systems to third-party tools and platforms to ensure seamless coordination between candidate and client management. Third-party tools and platforms can include job boards, email, background screening, and credentialing, among others.

Invoicing Software:

Invoicing software for staffing firms is specialized software designed to streamline the billing and invoicing processes specifically tailored to the needs of staffing agencies. This software automates the creation, management, and delivery of invoices for services rendered, such as placement fees, contractor hours, or other staffing-related transactions.

Read More →

Onboarding Automation:

Tools within an ATS that automate routing onboarding tasks, are intended to improve recruiter productivity and improve the candidate experience. It enables staffing firms to focus more time and resources on strategic initiatives and delivering exceptional service to their clients and candidates.

Platform Staffing:

Platform staffing models offer a comprehensive suite of features tailored to the needs of staffing agencies, including candidate sourcing from various channels, vendor management, talent pool management, automated matching and placement, client relationship management (CRM), billing and invoicing, and performance analytics.

Read More →

Payroll for Staffing:

Payroll software for staffing agencies is a specialized type of software designed to handle the complex and varied payroll needs of staffing firms. These needs often include managing payroll for a diverse and frequently changing workforce, which may consist of temporary, contract, and permanent employees across different locations and with varying pay scales.

Read More →

Recruitment CRM:

A recruitment CRM (Candidate Relationship Management) is a software platform specifically designed to manage and nurture relationships with candidates throughout the recruitment process. It functions similarly to a Customer Relationship Management (CRM) system but is tailored to the needs of recruitment agencies and HR departments.

Recruitment Management System:

Also known as an Applicant Tracking System (ATS). See definition above for more information.

Recruitment Marketing:

Recruitment marketing refers to the strategic approach of applying marketing principles and techniques to attract, engage, and nurture potential candidates for open job positions within an organization. It involves leveraging various marketing channels and tactics, such as employer branding, social media, content marketing, and targeted advertising, to create awareness about job opportunities and promote the organization as an attractive employer.

Recruitment marketing aims to build a pipeline of qualified candidates, enhance the employer brand, and ultimately improve the effectiveness and efficiency of the recruitment process.

Recruitment Software:

Recruitment software refers to a broad category of technology solutions designed to assist organizations in managing various aspects of the recruitment process. This software encompasses a range of tools and platforms, including Applicant Tracking Systems (ATS), Candidate Relationship Management (CRM) systems, recruitment marketing platforms, and other specialized tools.

Redeployment Rate:

The redeployment rate, in the context of staffing or recruitment, refers to the percentage of workers who are successfully placed in new roles within the same organization after the completion of their previous assignment or project. It measures the effectiveness of an organization’s internal mobility programs or strategies aimed at retaining and reassigning existing talent.

A high redeployment rate indicates that the organization is effectively leveraging its internal talent pool to fill new positions, thereby reducing recruitment costs and maintaining workforce continuity. An ATS (Applicant Tracking System) and CRM (Candidate Relationship Management) system can significantly contribute to improving redeployment rates by facilitating effective talent management and internal mobility within an organization.

Resume Tracking Database:

A resume-tracking database, also known as a resume database or candidate database, is a centralized repository where resumes and candidate profiles are stored and organized for easy retrieval and management. This database is typically part of an Applicant Tracking System (ATS) or a Recruitment Management System (RMS) used by organizations to streamline their hiring processes.

Same-Day Pay:

A compensation system where employees receive their wages or salary on the same day that they work. This system is typically facilitated by technology platforms or financial institutions that enable employers to process and distribute payments quickly, often through direct deposit or electronic transfer.

Staffing Agency Software:

Staffing agency software refers to specialized software solutions designed to assist staffing agencies in managing various aspects of their operations, from candidate sourcing and recruitment to client relationship management and billing. This is a broad term that includes solutions such as ATS, CRM, billing, and analytics, among others.

Staffing Sales:

Staffing sales refers to the process of selling staffing services to clients, typically businesses or organizations in need of temporary or permanent staff. It involves identifying potential clients, understanding their staffing needs, and pitching the staffing agency’s services as solutions to address those needs.

Read More →

Talent Acquisition:

The overall process of identifying, attracting, and hiring candidates to fulfill organizational staffing needs. Talent acquisition for a staffing agency requires a combination of recruiting expertise, communication skills, and industry knowledge to effectively match candidates with the right job opportunities while meeting the needs of client companies.

Talent Engagement:

Talent engagement in recruiting refers to the process of building and maintaining relationships with candidates to attract, nurture, and retain top talent. It involves actively engaging with candidates throughout the recruitment lifecycle, from initial contact to onboarding and beyond.

Read More →

Vendor Management System (VMS):

A Vendor Management System (VMS) is a software platform that helps organizations manage their relationships with external vendors, suppliers, contractors, and contingent workforce providers. VMS platforms are commonly used in industries such as staffing, IT services, and procurement to streamline vendor sourcing, contract management, and performance tracking processes.

A VMS helps organizations efficiently manage their vendor relationships, reduce administrative overhead, mitigate risks, and drive cost savings by optimizing vendor performance and ensuring compliance with contractual agreements and regulatory requirements.

Virtual Paycard:

A virtual paycard, also known as a virtual prepaid card or digital paycard, is a payment method that functions similarly to a traditional debit or credit card but exists only in digital form.

Workforce Management:

The overall strategy and processes involved in managing a flexible and contingent workforce. Refers to the strategic process of optimizing an organization’s workforce to achieve its goals efficiently and effectively. It encompasses various activities related to workforce planning, scheduling, time and attendance tracking, and performance management.

Workflow Automation:

Using CRM tools to automate repetitive tasks and streamline recruitment processes.