10 Tools To Improve Recruiter and Hiring Manager Efficiency

Modern HR teams must constantly be innovating to have an edge in a highly competitive job market. Your own recruiting team might be considering new approaches to improve your hiring processes, like branching out to a new job board, trying new ways to reach passive candidates, or implementing tactics for re-engaging lost candidates. Don’t be fooled into any recruiting tool, our team has done the research to provide you with a good list of resources and hiring tools to help!

To help make time for these more nuanced hiring tasks, a number of new recruiting tools have emerged to help solve common hiring challenges, from eliminating bias in job descriptions to interviewing multiple candidates in a short period of time. These recruiting tools can help you identify and resolve inefficiencies in your recruiting process so you can focus on making the perfect hire.

Why do HR teams need more recruiting tools?

Before you start researching tools to add to your recruiting process, it’s important to prioritize the tools that will cover your basic hiring needs first. An ATS (applicant tracking system) is a solid baseline tool that any team that hires regularly can benefit from. It streamlines the administrative tasks that come with hiring, and ensures all information stays in a centralized database. This lets you focus on getting to know your candidates, rather than on tasks like filling in spreadsheets, keeping track of to-do lists, or searching through emails to find information.

Once you have a solid ATS in place, you can begin looking for additional tools that compliment, or even integrate with, your chosen ATS. These tools can help take your hiring to the next level, by layering on additional functionality such as sourcing, improving the candidate experience, or hiring a more representative team.

By integrating an ATS with other recruiting tools, you can make your life easier and improve your hiring at the same time. The combined power can help you deliver a better experience for job seekers from the moment they click “apply.”

The most helpful recruiting tools used by modern HR teams

To help you choose recruitment tools that will make a positive impact on your business, we’ve handpicked a few resources that recruiters and hiring teams are using to solve real-world challenges. These tools can be used individually or in combination with your existing software tools.

We’ll explain how each is used to recruit stronger candidates faster or with less administrative overhead. Then, we’ll share how some of the strongest HR departments have used several of them to improve their own hiring processes.

Speed up recruiting with chatbots

Artificial intelligence-powered chatbots are rapidly redefining how businesses interact with people online, saving teams immense amounts of time while resolving issues faster than humans. Chatbots also dramatically improve the efficiency and productivity of recruiters.

Tap into the power of chatbots to speed up your HR team’s recruiting processes.

Tool #1: Answer questions about open positions with jobpal

Your next best hire might be job hunting at 1:30 AM your time. But most hiring teams can’t afford to hire around-the-clock coverage to answer online applicant questions, identify qualified candidates, and schedule interviews. With jobpal, they don’t have to anymore.

Once activated, the jobpal chatbot can answer simple questions for potential candidates 24/7. It can also:

  • Describe open roles and their requirements
  • Collect and screen uploaded resumes
  • Recommend qualified candidates to your team
  • Schedule interviews with the candidates you’ve chosen to move forward with

Jobpal works across a variety of platforms, including your website, Facebook Messenger, and Skype.

At KellyOCG, a global recruiting firm, the HR team uses jobpal to speed up interactions with candidates and reduce the cost of hiring. Jobpal augments their recruiters which gives the HR team more time to speak one-on-one with the most qualified candidates.

Improve the quality of your applicants
with AI

This second group of recruitment tools also uses artificial intelligence—but for a different purpose. In this case, AI is utilized to improve the quality of your candidates.

This doesn’t just mean people with stronger skills: it also means a more representative selection of candidates. With these tools, you can work to reduce hiring bias, improve diversity, and ultimately create stronger teams.

Tool #2: Quickly screen your applicants with Ideal

Ideal is recruiting software that utilizes AI to pre-screen candidate profiles and resumes. The software evaluates applicants for your open roles using criteria you’ve established, then assigns each candidate a letter grade based on their fit. Candidates with an A are the most qualified, while those with a B are close, and so on.

Using Ideal allows your HR team to automatically screen a high volume of applications without missing any potentially qualified candidates. It also integrates with a large number of ATS’, so the value of Ideal is felt almost immediately.

Within just four months, Indigo Books & Music experienced a 71% reduction in cost per hire once they began using Ideal as part of their talent acquisition process. Plus, their recruiters increased their efficiency by over 300% thanks to the elimination of manual resume reviews.

Tool #3: Use Textio to create stronger job descriptions

Textio uses AI to evaluate your job descriptions before you publish them. The tool scores your description from 0 to 100 (with 100 being the best possible score), then identifies and explains opportunities for improvement, including:

  • Language that can bring in more qualified applicants
  • Changes in tone that may encourage more female applicants
  • Phrases that can attract underrepresented candidates

Textio works in a variety of locations: your HR team can use Textio’s web interface to evaluate copy-pasted job descriptions, or they can add on a convenient browser extension to enable evaluations in Gmail or on LinkedIn.

Visual computing leader NVIDIA found that job descriptions scoring a 70 or above in Textio are filled 17% faster than those created without the Textio evaluation. Descriptions scoring a 90 or above are filled up to 50% faster. A score of 90 also brings in 28% more female applicants.

Tool #4: Remove gendered words from job ads using a Gender Decoder

Some of the language HR teams use in job descriptions is unintentionally exclusive. Using specific words may result in a job being unintentionally “coded” for a man or a woman.

This simple Gender Decoder tool by Kat Matfield gives you the ability to quickly double-check your job descriptions for gendered words using any browser before you post it to your careers site. Simply paste your text in the box on the Gender Decoder website, click the “check this ad” button, and you’ll receive a list of any masculine- or feminine-coded words you can edit before your job posting goes live.

Recruit qualified candidates from internal referrals

Your team members often know talented people who may be looking for roles similar to those you’re looking to fill. Because current employees have typically worked with a wide variety of talent in the past, the best candidates for open positions often come via referrals from your team.

Standardizing the referral process—and implementing rewards for making referrals—benefits both your HR team and your employees. These tools can help you fill open roles with qualified candidates even faster.

Tool #5: Reward referrals with Teamable

Teamable creates a talent pool from your employees’ connected social media networks—like LinkedIn, GitHub, and Facebook. Recruiters can search the pool for candidates who meet your qualifications and request “warm” introductions from your team.

What makes Teamable stand out from other referral tools is its built-in reward system. Your HR team can assign a cash bonus to any open role and reward it to employees who successfully refer a new hire. Employees can also send an HR-approved email to their contacts about job openings or pass a friend’s contact information directly along to a recruiter.

Lyft is one of the biggest users of Teamable, with an 80% adoption rate among employees at its San Francisco headquarters. The rideshare company started using this candidate sourcing tool in 2015 to refer new team members and credits it with a 100% increase in hires from qualified referrals.

Tool #6: Get more internal referrals with RolePoint

RolePoint‘s talent acquisition tool gives employees who refer candidates from previous jobs or their social networks an inside look at their progress. The tool has detailed employee-facing analytics, so the referring employees—not just your HR team—can see:

  • Who they’ve referred
  • Which jobs they’ve referred candidates to
  • How many times their unique links have been clicked
  • How many total referrals they’ve made
  • How many referrals have resulted in a hire

Additionally, when connected with your ATS, RolePoint can keep your employees updated on the status of their referrals, including which candidates have been reviewed by HR, scheduled interviews, or received offers.

National full-service wireless provider U.S. Cellular integrated RolePoint directly with their ATS, so their employees could search open jobs for potential referral opportunities. After adopting the tool in mid-2017, the HR team saw their hires from referrals increase from 10% to 18.5% within the first 90 days. By the end of the year, one out of every five hires was an employee referral.

Test candidates’ skills quickly

Some roles require you to verify a candidate’s knowledge or hands-on experience. Testing tools can help you not only confirm the information on their resume, but also place candidates in a role where they’re most likely to find success.

Tool #7: Administer over 1,000 tests via Interview Mocha

If your HR team needs to test a candidate’s skills, Interview Mocha probably has you covered. This website has over 1,000 ready-made tests spanning a wide variety of industries, programming languages, software, and aptitudes, including:

  • Language proficiency
  • Online marketing skills
  • Sales tools
  • Accounting
  • Database administration

You can also add your own questions to tests or create a custom test from scratch with the help of Interview Mocha’s support team.

By testing a candidate’s strengths during the recruiting process, your team can determine where they fit best at your organization—even if it’s not at the exact role they applied for. Saving the test results in your ATS will allow you to revisit high-scoring candidates for future openings and potentially reach out for a new interview with a tool like Mya.

Human Resources company ADP was able to hire a Release Engineer much faster by utilizing five of the pre-made tests in the Interview Mocha library. These tests were a way to quantitatively test concrete skills, which allowed their HR team to narrow the field from over 240 applicants to eight qualified candidates quickly.

Tool #8: Test development skills with HackerRank

If your HR team regularly hires developers, HackerRank is an ideal choice for testing their knowledge and experience. The platform offers off-site coding challenges that can be sent to candidates, as well as to CodePair, their platform that enables live interviewing and real-time problem-solving.

Development teams helping with the interviewing process can use HackerRank’s 1,500 questions about more than 35 programming languages or create their own tests from scratch. They can also review test results for quality or potential plagiarism.

Booking.com used HackerRank when it wanted to reliably double the size of its development teams. The team set a baseline score for their coding challenges, and each candidate who met or exceeded that score on HackerRank was invited to a face-to-face interview. This drastically reduced the amount of time needed to pre-screen candidates via traditional programming tests, like whiteboard demonstrations.

Tool #9: Use Weirdly to look for matching values

Weirdly isn’t a traditional skill testing tool; instead, it asks applicants a series of questions to determine how well their values, objectives, and goals match those of an open role. By asking candidates about what matters most to them—for example, working in a team or achieving goals alone—you can get a much better idea of their work style before you even meet.

One caveat: hiring for culture fit can be smart, but it’s not the only thing your HR team should look for. You shouldn’t use “culture fit” as a way to hire candidates with the exact same values and opinions as you, as this may not help you improve diversity in meaningful ways. Tools like Weirdly are best when they’re used to match candidates with the requirements and demands of open roles, just as Countdown described here.

Schedule interviews without the back-and-forth

This final group of tools can help your HR team schedule interviews with candidates more easily. They help eliminate the confusion that comes with new candidates using different calendar tools, or remote workers being located in multiple time zones.

Your ATS should offer interview scheduling capabilities, but these additional options can add an extra layer of sophistication to the process to improve your efficiency and time management.

Tool #10: Schedule interviews with My Ally’s AI assistant

My Ally‘s AI scheduling assistant, Alex, acts like a recruiting coordinator. Alex can schedule interviews, book conference rooms, and even reschedule meetings.

Thanks to Alex’s natural language processing, candidates often don’t realize they’re talking to a smart assistant. Also, Alex can use text messages, email, or online chat—whichever medium is fastest and most convenient for your candidates.

After Outcome Health added My Ally’s smart assistant to their lineup of recruiting tools, they were able to move candidates through the pipeline 300% faster and hire 200% more candidates each week. They were also able to integrate Alex directly into their ATS, saving even more time for recruiters and hiring managers, and improving the candidate experience.

BONUS TOOL #11: Let candidates choose their own interview times via Calendly

Calendly is a smart browser extension HR teams and candidates use to identify suitable interview times. After integrating with your preferred calendar tool, Calendly:

  • Generates a unique scheduling link that can be sent to candidates
  • Allows candidates to book their own interview time
  • Automatically blocks out the chosen time on your calendar
  • Sends both you and the candidate a confirmation email, plus a link to reschedule if necessary

The tool is especially useful for hiring teams recruiting across multiple time zones. Since Calendly automatically shows your availability in a candidate’s local time zone, there’s no confusion about when a scheduled meeting is actually taking place.

Use these tools to improve your recruitment processes

Your ATS is the backbone of your hiring process. Strengthen your recruitment process by adding other recruiting tools that easily integrate with it. Not only will it make your ATS more powerful, but it will help you more effectively recruit better candidates.

Give one of these proven recruiting tools a try to take your hiring to the next level.

RapidHire Tool is a unique pay package calculator that can really empower your team and improve speed-to-market with their candidate placements.



RapidHire Tool is a mobile-friendly web-based application for recruiters and staffing agencies.  This pay package calculator allows customizable and accurate pay package calculations that managers can control, recruiters can access anywhere, and RapidHire expedites the entire offer process to increase SPEED to market – and we all want to feed our hungry recruiters with good PBJs.

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