How to manage app data, how to bring maximum efficiency?

In the context of the labor market increasingly competitive, attracting be suitable candidates had difficulty managing and effective exploitation of information, candidates also is a bigger challenge. Many businesses today are faced with the situation, candidate data is distributed, duplicated, stored on many different platforms leads to the lost potential candidates, hiring the wrong people or have to re-launch the recruitment process from scratch each time recruiting.

Therefore, the data management candidates not only help businesses recruit faster, more accurate but also create advantages for a long term in the optimal cost, increase the experience, candidates maintain the professional image of the brand recruitment.

The same Lac Viet SureHCS find out details in this article.

1. Overview of candidate data & management

1.1 candidate Data, manage data app, what is?

Data candidates not merely CV or job application. That's the whole information related to the journey of candidates in the process of interaction with business, including personal records history, application, interview point, the response of employers, the resulting capacity assessment, the level of fit with the company culture, even as data behavior when they interact on the channel recruitment. All these elements constitute the “data candidates” – a strategic asset if managed properly.

“Data management candidates” is the process of collecting, storing, arrangement, classification, retrieval, analysis, and security global information about candidates throughout life-cycle recruitment. Don't just stop at the record store on the computer or in email, data management, candidates also include ensuring that the data is updated continuously, there is a clear structure, easy lookup, and can be integrated with other systems such as software management recruitment (ATS), hr software (HRIS) or the platform, timekeeping, and payroll to sync data hr after candidates are recruited.

1.2 why businesses need to manage candidate data?

With respect to the organizations and enterprises are looking for information about data management candidates, the most important question is not “there is need to manage data, candidates don't,” which is “not managed, it will lose nothing?”.

• Reduce the waste of resources, time recruitment: A system for managing data candidates effectively help archive search profile in just seconds, significantly shorten the time, “time to hire” – the index reflects the rate of recruitment.
• Increase the quality of recruitment thanks to data accuracy: data Management good candidates synonymous with the business can track the entire history of application of the individual, including location, interview results, feedback ago. This helps the employer has angle of view more fully, avoid the omission of potential candidates or invited for an interview duplicate.
• Increased experience candidates, brand image, recruitment: candidates appreciate the business process, recruiting, professional, and quick feedback. A system of records management candidates focus on helping employers to easily update status, send timely feedback expressed with respect to the application.
• Increase the security, legal compliance: regulations on protection of personal data, such as GDPR in Europe or Decree 13/2023/ND-CP in Vietnam, require businesses to manage the storage of personal data in a secure way. A management system, candidate data standardization will help businesses control access, encrypt sensitive information, ensure compliance with legal regulations.
• Platform for analysis, planning, hr strategy: When the candidate data is collected, standardized business can trend analysis, recruiting, performance evaluation each channel recruitment or forecast staffing needs in the future.

In summary, data management, candidates not only help the business, “compact” the recruitment process but also opens opportunities to build strategic hr long-term based on real data.

That is why businesses today are towards the digitization task manager candidate profile in order to optimize costs, improve efficiency, increase competition on the labor market.

2. Candidate data, including managing the group information?

To effectively manage candidate data, enterprises need to identify clear groups of the core information in the process of collecting storage. The organization of data according to the group not only help recruiting department easy access, but also improve the efficiency analysis and evaluation of candidates, a comprehensive objective. Here are 5 group key information should be in the system management data applicants:

2.1. Personal information base

This is a group of data platforms, including: name, date of birth, phone number, email, address contact, location application. This information helps business identify candidates to ensure the communication is taking place convenient accurate throughout the recruitment process.

Illustrative example: If the candidate filing from 3 months ago for business, but not match, the system still kept informed to when there is a need to recruit new in the same position, employers can quickly find and contact candidates.

2.2. Information professional work experience

Includes content such as: the level of education, professional certificates, career skills, outstanding achievements, the process of the works before this.

Group data are important bases to assess the appropriate level of candidate with recruitment requirements. System data manager candidate should preferably allow the storage attached documents such as CV, job description, old, letter of introduction... help employers understand more about the abilities of real candidates.

Businesses can easily filter out groups of candidates have over 3 years experience in the industry, certified international English or skills in using specific software with just a few taps filter in the system.

2.3. Behavior feedback in the recruitment process

This information reflects the way candidates interact with business as: response time, email attitude in the interview, the time to interview, the level of cooperation in the selection rounds.

This is the “database software” to help employers assess not only the expertise but also measure the level of serious, goodwill of candidates to the position.

The saved behaviour interactive will help businesses drawn pattern reviews “potential candidates, but not ready”, from which the project re-connect to the match point.

2.4. Reviews review from the employer

Includes internal notes, test results and professional impression after the interview, the proposal is suitable or not suitable.

Group this data should be stored in a way that security system. If the business use the software manage data candidates have supported rating criteria (e.g., attitudes, skills, culture fit), the comparison between the candidate will be easy more objective.

Systematize the reviews help standardize the recruitment process, remove feeling. In addition, this information is also very good support in the phase of onboarding when applicants are accepted.

2.5. Status of application and interaction history recruitment

This information is for known candidates are at any stage in the process: a new application, waiting for interview, was eliminated, got the job, refuse to offer... at the same time, the system should also save the history of the times the application prior to that, the location was filed, the time applied.

Practical example: A candidate for each job application for accounting position last year, unsatisfactory because of the lack of experience, now back to filing new. If there is information history stored well, recruiters can evaluate the progress of candidates and make a decision better-informed.

3. 5 Ways to manage candidate data effectively for business

3.1. Manage candidate data manually (Excel, Google Sheets)

Methods data management candidates with Excel or Google Sheets is the storage form track records most common in small businesses, or new organizations began to build the recruitment process. The recruitment data entry candidates manually into the spreadsheet, with the market basic information such as name, position, telephone number, status interview, the candidates...

Advantages

• The cost is almost equal to 0: This is the most economical choice, because no investment in software or infrastructure complex.
• Easy to make new acquaintances use: interface Excel, Google Sheets is friendly with most of the personnel administration – recruitment.
• Flexible customization: can design the column chart, or the filter in accordance with the characteristics of recruitment each business.

Restrictions

• Easy-to-happen errors, duplicate data: When the number of candidates increases, the entry that the error rate is high. According to a survey by HR Daily Advisor (2023), about 64% of small businesses said they met the wrong data when records management with Excel.
• Hard to control, access to history interactive: Each candidate can undergo many rounds of interviews, the exchange via email is different, so the recording cannot be fully reflect that journey.
• Lack of confidentiality: the Excel File is easily share, download or edit does not control, the potential risk of leakage of personal information of applicants.
• Does not support data analysis: this System does not provide automatic reports such as conversion rate, applicants, effective source of recruitment or time enrollment average.

This method is suitable to businesses with less than 100 employees or the number of candidates average less than 50/month. However, when the scale recruitment increase or have multiple positions open at the same time, should soon move on to software ATS (Applicant Tracking System) to reduce data entry, increase accuracy, data security.

3.2. Data management candidates through Email storage folder (Outlook, Gmail, Google Drive, Dropbox...)

Here is how to manage common data Monday in medium-sized businesses, where recruitment activities began to scale but not sufficient investment resources systems specialist. Employers often receive CV through email, create a folder to store the profile, use the search tool (Search/Filter) to lookup when needed.

Advantages

• Familiar routine, ease of deployment: Every employer can use the mailbox work to receive feedback, hosted candidate profile.
• Focus on information exchange: The email contains interview schedule, feedback or questions of candidates to help HR can picture more clearly about the level of interest and interaction.
• Storage flexibility: can be combined with Google Drive or Dropbox to sort profiles by location, department or time enrollment.

Restrictions

• Hard synthetic data analysis: The statistical source candidates, effective recruitment channels or the rate of matriculation almost have to do it manually.
• Easy to lost or duplicate records: When more employers to join together, the sperm email or save the wrong folder happens often.
• No guarantee security: candidate profile can be accessed or shared outside of the allowed range if no process internal control.
• Not affiliated with the channel recruitment: recruiters have to manually enter or load profile of each email, cause loss of many time manipulation.

This method is consistent with the business are in phase to standardize the recruitment process, there are about 200-500 records per month. However, when the volume of data increasing, email storage folder can not meet the demand for access analysis. Businesses should consider software deployment manager profile candidates to the entire CV, exchange history, status interview is synchronized on a single platform helps save time, improve efficiency of selection.

3.3. Data management candidates by software ATS

Software ATS – Applicant Tracking System is a dedicated tool to help businesses automate the entire recruitment process, from the stage of collecting profile data storage, follow the interview process to report the results. This is a tendency to be more business Vietnam and international applied thanks to the ability to optimize processes, help reduce the load volume data entry manually.

Outstanding advantages

• Automatically collect taxonomy profile: ATS System can connect directly with recruitment website, social networks, or other platform as VietnamWorks, TopCV, CareerBuilder,... help automatically stored profile as soon as candidates applied.
• Itinerary management candidates clear: Each profile is attached mode specific (application – interview – waiting for browser – matriculation), to help employers easily track progress.
• Save time, enhance performance: the Business of ATS use can reduce the average 50-70% processor time candidate profile thanks to features automatic filter CV, suggestions suitable candidate, remind interview schedule.
• Ensure security and legal compliance: ATS support distributed access, data encryption, comply with the rules on security of personal information (as Decree 13/2023/ND-CP in Viet Nam).
• Reporting, data analysis, recruiting: the System creates automatic reports about the candidates effective time enrollment average, the rate of matriculation,... help HR optimal strategy hr.

Practical example: software, LV SureHCS Hiring of Lac Viet allows businesses to scan CV automatically extract candidate information in a few seconds helps to save up to 70% of duration data entry, minimize errors. In addition, the system also supports the analysis pipeline to recruit help administrators determine the timely location to lack of applicants, the optimal plan selection.

Business can:

• Shorten the cycle recruitment.
• Increased experience candidates thanks to the professional process, quick feedback.
• Standardized hr data to create a foundation for the analysis and forecasting demand for human resources in the future.

3.4. Management resume software HRM

Different from ATS only focus on the stage of recruitment, HRM (software hr management overall) allows businesses to manage the entire lifecycle employees from the employees try to hr official. Data profile of applicants is directly linked with the distribution system other hr as attendance, payroll, training or performance reviews.

Outstanding advantages

• Contact information data throughout: record successful candidates can be transferred straight to the staff without the need to re-enter.
• Integration of entire hr processes to Help businesses seamless management from recruitment to performance management, route occupational welfare.
• Optimal resources management strategy: managers can track retention, human resources, recruitment costs or employee performance after the job.
• Minimize errors when the data processing: A system of HRM integrated help avoid duplication, loss of data when transferred between the parts.

Practical example:

Software SureHCS HRM of Vietnam not only helps to store profile candidates, but also automatically updates the information to the hr system after signing the employment contract, ensure data consistency and save time administrative processing.

Worth bringing back to business

• Help standardize hr data on a single platform.
• Increase work productivity of HR thanks to process automation.
• Provide aggregate reports to leadership decision-making personnel fast more accurate.

3.5. Manage candidate data technology, AI & Big Data

This is the most modern trends in the data management application combines the capabilities of machine learning (Machine Learning), big data analytics (Big Data) to predict, gave it a rating of potential candidates based on behavior, capacity, suitable with location work.

Outstanding advantages

• Automatic ranking, filtering profile: AI reads understand, CV, comparison skills, experience with the job description, hints, most suitable candidates.
• Duplicate detection, improving the quality of data: WHO can scrutinize thousands of profiles, delete data, sperm, updated with new information from open sources such as LinkedIn or job portal.
• Predict behavior, staffing needs: Big Data helps managers identify trends, recruiting, forecasting, human resources scarce or position risk high absenteeism.
• Advanced experience candidates: Chatbot recruit AI support auto-response 24/7, to help candidates always get status updates, profile quickly.

Worth bringing back to business

• Help employers make decisions based on data (data-driven hiring) instead of emotional.
• Save time, reduce cost of hiring the wrong person.
• Creating competitive advantage in attracting retain talent.

4. The main activities in data management candidates

4.1. Collect candidate data from multiple sources

In the environment, recruitment, modern, candidates not only filing through a single channel. They may come from different backgrounds such as:

• The recruitment page downloads (VietnamWorks, TopCV, JobStreet...),
• Recruitment website of the company,
• Media campaigns on social networks such as LinkedIn, Facebook,
• Email directly sent to the personnel office,
• Introduction internal from current employees.

Challenge reality: If there is no integrated system, each data source will exist discrete, making recruiters take time synthetic crafts, easy going missing or duplicate information.

4.2. Standardized classification of candidate information

After data is collected, the next step is standardized, i.e. put all the records of a unified format, avoiding deviations such as lack of market information, date format, heterogeneous or abbreviation difficult to understand.

Further, it is classified, the system automatically attaches the label (tag) or group records according to the criteria:

• Position applying for: Help filter profile for each department quickly.
• Qualifications/skills: Filter candidates according to the requirements specific job (for example: proficient in Excel, PMP certification...).
• Geographic area: grouping of candidates according to the areas of work desired (HCMC, HANOI, Danang, vietnam...).
• Relevance: Based on the criteria defined as: “fit height”, “need to add track”, “not appropriate”.

4.3. Storage data security

In the context of the legal provisions on protection of personal data is increasingly strict, the storage data security candidates become mandatory element, not merely competitive advantages.

The risk is usually met if not better security:

• Candidate profile leak via email, drive or internal chat application.
• Personnel no responsibility is allowed to access, modify data.
• Not clear who has edit or access the information at any time.

Solutions to modern standards:

• Decentralized access data by role: Staff recruitment, head, hr director will have various rights with respect to data.
• Journaling edit (audit trail): All operations update, delete, export the data are recorded clearly.
• Set the storage time and auto-delete records according to legal regulations (usually 6-12 months if the candidate is not admitted).

4.4. Label, rating, internal notes

When working with large number of candidate profiles, ability grouping, quickly and manage the recruitment status is a key factor. The label (tag), notes: internal evaluation team recruitment is not “overload” of having to remember or revise the information manually.

The type label downloads:

• “Potential candidates”
• “Did interview round 1”
• “Waiting for the exchange offer”
• “Do not fit – lack of skills”
• “Hold for another position”

System management data applicants modern allows to attach multiple labels for a record to support the research according to specific needs (for example: find all the candidates, “potential” each applied position “business”).

Internal notes include:

• The result of each interview round: the strength and weakness candidates according to each criteria (communication, handling situations, skills, expertise...).
• Personal comment from the interview: record the impression, get the help the next round have complete information to decide.
• Status candidates: are negotiating, refuse to offer, waiting for the appropriate time...

4.5. Re-use data, build Talent Pool

One of the common mistakes of business is to use only data candidates for a recruitment then... forgot. Meanwhile, the candidates are not admitted today may become suitable in the future.

Re-use what is data?

• When businesses re-open a position, the system automatically filters you have applied for a similar position before.
• Employers can view the profile, reviews, history exchange to decide whether to approach the non-members.

Talent Pool is what? Is the data bank of candidates that quality business proactive retention, grouping and maintain the relationship. Can be:

• You have applied but not yet suitable time.
• Candidates due to internal employee referral.
• Candidates create profiles through the landing page recruitment.

4.6. Analysis data report recruitment

Data management candidates not only to store but also to create strategic value. Data, if analyzed properly will help your business:

• Understand the candidates are effective.
• Detect points of congestion in the recruitment process.
• Optimal duration, the cost for each location.

System management data candidates effectively need to have the ability to:

• Create quick reports in real time (the number of applicants, the proportion of matriculation, time enrollment average...).
• Compare the results between the channel recruitment.
• Track the performance of each location or department recruitment.
• Forecasting human resource needs based on the number of candidates available in the Talent Pool.

5. The secret to data management candidates for effective HR

Data management candidates not merely storage profile, which is the process of strategies to help businesses make maximum use of resources recruitment. In the digital era, businesses need to approach modern, proactive, flexible to ensure data is always complete, accurate and ready to be used at the right time. Here are 6 practical solutions, suitable for any scale of organization:

So how to manage data candidates of science? Here are 6 optimal way that every business should apply now.

1. Focus, candidate data on a single platform
2. Screening candidate profile
3. Segment database candidates
4. Link with LinkedIn or other platforms recruiting other
5. Store the candidates not active
6. Update data continuously

5.1. Digitized data sync candidate

In many businesses, candidate data is often scattered across multiple systems, such as email, Excel, Google Drive or the recruitment platform, different kkhông only cause loss of time when searching for that also reduce the performance recruitment of heterogeneous information, difficult to follow. Instead of storing paper records, Word file, Excel or folder discrete business should switch to platform software specialized to manage candidate data in a centralized way.

Each profile candidates from CV, letter of application, feedback interview to the email exchange is automatically saved into a single system, can search quickly by name, skill, job position or status recruitment.

Actual value:

• Discount 70-90% of the time record search.
• To limit errors and lost data.
• Easily share information between the relevant department (recruitment, specialized departments, personnel synthesis).

5.2. Screening candidate profile

In the environment, recruitment, competition, getting hundreds, even thousands, of resumes for each position is not rare. However, large quantity is not synonymous with high quality. If there is no screening process science, business can take too much time to find the right candidate, even miss talent, or recruiting the wrong people, causing large losses in terms of time – cost.

Solutions for business:

• Set screening criteria clear: Before beginning, record reviews, businesses need to identify the important criteria such as experience, skills, qualifications, and salary expectations. This will help narrow the search, focus on the potential candidates the most.
• Application software ATS LV SureHCS Hiring: Integrated system ONE auto scan, CV, identify keywords related and evaluate the appropriate level of candidates based on job requirements. Thanks to that, employers can significantly shorten the duration refinement that still ensure the quality.
• Standardized assessment of candidate: The classification of records according to the level of potential (For example: satisfactory – Needs further consideration – Not suitable) help HR easy make decisions, track the recruiting process in a systematic way.

5.3. Section access data closely

A system of data management effectiveness should be decentralized mechanism clear – who is what to watch, edit, and what is responsible for the action. This is especially important with sensitive data such as personal information, reviews candidates or agreement recruitment.

Actual value:

• Protect personal information of candidates, avoid data leakage.
• Minimize the risk of errors due to manipulation in addition to the authority.
• Meet legal regulations on data privacy, personal data, such as Decree 13/2023/ND-CP.

Illustrative example: employee recruitment can view the entire data, but chief expertise is accessible only records related to the location they need to recruit.

5.4. Automation sorting, tagging candidates

An intelligent system has the ability to automatically classify records according to criteria such as the position, experience, skills, work area, appropriate level... by tagging (tag) for each profile. Instead of having to tune in each CV to filter out candidates know Japanese, the system can auto-suggestion list has been tagged “JLPT N2” or “manufacturing”.

Solution data management app for businesses:

• Classification of candidates according to specific groups, such as work location, experience, industry, skill. This helps HR fast approaching suitable candidates when recruiting.
• Mark the level of the potential of candidates under each group as:
  • Candidate – can be invited to interview immediately.
  • Potential candidates – Lovely track to weigh in the future.
  • Candidates not match – Need additional skills or experience before the next chance.

Actual value:

• Save time screening crafts.
• Increased accuracy when searching for suitable candidates.
• Suggestions the profile potential untapped right time.

When integrated AI system can learn from the behavior of recruitment ago to propose suitable candidates according to each specific location.

The segment data to help businesses be more active in recruiting, shorten the search time applicants and built a system Talent Pool effectively, ready to serve the increasing demand for long-term.

5.5. Integrated with recruitment channels are used

Currently, applicants can submit resumes through many channels: recruitment website, fanpage, email, LinkedIn, platform's internal business... If the data is not collected automatically synchronized on a system, employers will have to handle manually each channel, causing dispersion omission candidates.

Use hiring software has the ability to connect multi-channel, data acquisition candidates automatically help every CV is stored in standard right format can access instant.

Actual value:

• Do not miss any profile.
• Easily track the results of each channel recruitment.
• Increase the ability to respond quickly to candidates, raising experience recruitment.

5.6. Store the candidates not active

Not the people who are willing to get the right at the time of application, but that does not mean they are no longer of value to the business. The storage and data management candidates “do not operate” good help businesses available for a human resources quality when there is recruitment needs in the future.

Business doesn't remove data that should classify candidates into groups such as “potential candidate”, “candidate is not appropriate” or “candidate declined the invitation”. 

5.7. Update data continuously

In the recruitment process, not always business, also found suitable candidates immediately. Many potential candidates may not meet the full requirements at the time of application, but is ideal choice in the future. However, if their data are not updated often, employers can inadvertently miss this unique opportunity. Please email periodically for updates to the situation of the candidates or to introduce new opportunities accordingly.

6. Common problems when business is not good management, candidate data

In many businesses today, especially the organization of small and medium, the storage data management candidates still craft, teen the system. Not only affect the efficiency of recruitment before the eyes, but also create long-term risks in strategic hr. Here are the typical problems:

• Data is distributed, duplicated or misplaced: A candidate can apply through many different channels such as email, company website, your recruitment intermediaries or social networks. If no system manager data candidates focus, the business is very easy to see the status of records is hosted scattered, overlap or even overlooked. This makes recruiting department to make from scratch in each round of recruitment, wasting time and resources.
• Difficult to re-use record for the recruitments following: If candidate data is stored only in email or Excel file, the access back to use for the first recruit after almost not feasible. Meanwhile, a system of data management, good candidates can help employers quickly filter out groups of candidates had applied, relevant experience, significantly shorten the bracelet initial screening.
• Risk of violating regulations security of personal data: The storage of information, candidates don't follow standards, such as share CV via the chat tool internal send a file through email without encryption, or save paper records is not a security can cause the enterprise in violation of the legal provisions as Decree 13/2023/ND-CP on protection of personal data, in Vietnam or GDPR in Europe. Consequence: Business not only face the risk of administrative fines which also affects the prestigious recruitment if candidates reflect or when a dispute arises.
• Take a lot of time reviewing and evaluating candidates: When data is not clearly organized, each recruitments become a process again from the beginning: screening, assessment and review of case notes from the interview old (if available). The lack of historical information applications that employers must make decisions based on rating feeling, lack of grounds.

7. Data management candidates with comprehensive software LV SureHCS Hiring

For businesses that are looking for a solution to manage candidate data effective, easy to deploy and in accordance with the actual recruitment activities in Vietnam, software management recruitment LV SureHCS Hiring is a reliable option.

Developed by News corporation Lac Vietnam, LV SureHCS Hiring is not merely a storage system profile, which is the platform management recruitment, integration, help in business:

• Automatically collected data candidates from multiple sources like email, website, social networks, floor employer.
• Classification tagged smart candidates, support rapid screening accuracy.
• Create a Talent Pool internally, helps maintain business bank potential candidates to serve long-term.
• Visual reports, trend analysis, recruiting, decision support quick base.
• Integrated process for onboarding, helps to convert applicants to staff official in a smoother way.

In particular, LV SureHCS Hiring is designed in accordance with enterprise-friendly interface, easy to use, high security, support deployment according to the individual needs of each organization.

Not only saves time, improve the quality of recruitment management system, data, candidates also is a strategic tool to help businesses build Talent Pool, behavior analysis, recruitment and compliance with the legal regulations increasingly demanding about the security of personal data.

Instead of handling discrete, modern businesses should invest in technology solutions specialized as LV SureHCS Hiring – software recruitment management integration support, collecting, storing, sorting and exploitation data management candidates a comprehensive, intelligent flexible according to the actual demand.

CONTACT INFORMATION:

• Solutions talent management & Human resources comprehensive LV SureHCS
• Hotline: 0901 555 063 | (+84.28) 3842 3333
• Email: [email protected] – Website: https://www.surehcs.com/
• Headquarters: 23 Nguyen Thi Huynh, P. 8, Q. Phu Nhuan, ho chi minh CITY. Ho Chi Minh