CRM (Candidate Relationship Management)
A CRM is best used for building and nurturing relationships with potential candidates before they officially apply for a role. It helps create a proactive recruiting strategy.
Use a CRM when:
Sourcing Passive Candidates: Engage with individuals who may be interested in future roles but haven’t applied yet.
Talent Pipelining: Maintain relationships with candidates for upcoming hiring needs.
Employer Branding & Engagement: Send newsletters, event invitations, and company updates to keep candidates engaged.
Re-Engaging Past Applicants: Stay in touch with strong candidates who weren’t hired but may be a good fit later.
Networking & Referrals: Track and manage referral candidates from employees or industry events.
Personalized Outreach: Send customized messages to keep candidates warm before they enter the formal hiring process.
ATS (Applicant Tracking System)
An ATS is used for managing candidates who have formally applied for a job. It helps track progress through the hiring process and ensures compliance with recruiting procedures.
Use an ATS when:
Processing Job Applications: Store and review submitted applications, resumes, and cover letters.
Managing Interviews & Feedback: Schedule interviews, track hiring stages, and collect feedback from hiring teams.
Compliance & Documentation: Ensure that hiring decisions are well-documented and align with legal requirements.
Communicating Status Updates: Notify candidates about interview progress, rejections, or offer details.
Offer & Onboarding Coordination: Manage the final hiring steps, including sending offer letters and coordinating onboarding.
Key Differences & Best Practices
Feature | CRM | ATS |
Stage of Candidate Relationship | Pre-application | Post-application |
Purpose | Nurture relationships | Manage hiring process |
Communication Type | Engagement & outreach | Process & status updates |
Ideal for | Passive candidates | Active applicants |
Examples of Use | Career event invites, content sharing, talent pipelining | Interview scheduling, status updates, offer letters |
Best Practice: Integrate both systems to ensure a smooth transition from passive engagement (CRM) to the formal hiring process (ATS). A well-integrated approach helps maintain strong candidate relationships while ensuring a structured hiring process.
By understanding when to use a CRM versus an ATS, recruiting teams can ensure effective communication, improve candidate experience, and build a strong talent pipeline for future hiring needs.