Compared to many organizations, recruiting firms see a large number of visitors for their headcount. Most of the people who walk through their doors of a recruiting agency are candidates for job opportunities. Having a visitor management system is essential to the proper functioning of an office who is continually inviting and receiving new people to meet with recruiters for fact-finding and screening.
Visitor management is also important to the candidates themselves. Minutes before a first interview, job seekers are often stressed, harried, paying extra attention to their look and attire, prepping themselves to answer interview questions and reviewing various job specifications. It is unnecessary to burden them with additional challenges like trying to determine how to find the recruiter they are meeting with.
Visitor management is the process through which an organization efficiently greets, tracks and attends to every guest, whether they are interview candidates, clients seeking new employees, vendor or the postman. Some organizations never really think about how they handle guests. They just allow people to walk in and talk to whomever is seated closest to the door. Some have a receptionist to greet people and point them in the right direction. However, for those organizations who have large numbers of visitors – e.g. hotels, hospitals and recruiters - having a visitor management system in place is truly essential.
A visitor management system is a conscientious strategy and standard system for handling all the guests who visit your organization. This includes being prepared for visitors in any way possible, logging each visitor and having detailed records of the visits. Since a recruiting office processes large numbers of possible candidates every day, it is vital to keep accurate records.
Using an electronic visitor sign in app offers a number of benefits that recruiters can use to their advantage.
When it comes to recruitment, some industries have a scarcity problem; there are far more open positions than there are qualified candidates. Since a recruiting office may very well be trying to woo a candidate away from an already comfortable position, it pays to build your employer brand. The image you project to candidates is the first – albeit indirect – impression that they get of their potential employer. Your clients are counting on you to be as professional and impressive as possible when searching for and interacting with candidates.
An electronic visitor management system can make that first impression a professional one.
This professional impression isn’t just for candidates; it’s for clients, too. They are hiring you to help them hire people.
When you have a client -- or a potential client -- visit your office, you want every single interaction to help ensure them you will use the most efficient tools to find the best possible candidates. When clients check in with your visitor check-in app they too will see the system work to immediately notify their host of their arrival. If they see the professional way in which candidates are handled in your business, they will have reason to be more confident in their choice to use your recruiting firm.
A digital check-in process is quite quick. And reception notifications are instantly send via voice call, text message, email, Slack or Hangouts.
The result is candidates know their recruiter has been notified. And recruiters, regardless of where they are in (or out of) the office will receive the notification in real-time.
Tracking applicants and candidates is a primary goal of recruiters. Applicant tracking systems (ATS) are the backbone of many recruiting firms. This software stores all the information about candidates, their resumes, their applications and much more.
The very best visitor management systems can be used in conjunction with applicant tracking systems to make the check in and application process even more efficient. Imagine the following scenario:
This sort of system shows the candidate that the firm values their time, allowing them to be active during their wait.
Your recruiters benefit too! Instead of scanning a resume in front of the candidate, they have all of the job seeker's relevant information already in the ATS when the candidates steps in the room. The data is in easy-to-ready digital form. Down the road, recruiters can easily see which candidates have been interviewed, who interviewed them and when.
One of the unique benefits of a visitor management system is that it handles walk-in candidates incredibly well. Such candidates are a blank slate for recruiting firms, and gathering all the pertinent information from them is important to do right away.
With electronic visitor registration, walk-ins will immediately be asked to check in. If your system is designed like the one described above, they would immediately get a link that would encourage them to sign in and complete their application. This ensures that you have them in your system from the start, instead of having to ask them to complete the application at a later time. This information increases your candidate pool when a job description matches their experience and skill set.
Not only would their information be in the system, but a member of your team would be notified of their arrival so they wouldn’t fall through the cracks.
Some modern visitor management systems have the capability of sending preregistration information to the candidate. When the recruiters in your office know a particular candidate is going to be arriving, preregistration provides an opportunity to jump start the whole process and make sure the candidates know what to expect.
Visitor management is about more than the visitor experience. The data your firm can collect by using a digital visitor log can be incredibly useful. Since the information is collected in a database, the data can be sliced in a number of ways to provide insight into what is happening in the office.
When checking in to a visitor management system, the candidate could be asked to provide the following information, useful for later analysis.
All this information taken together creates a record of who was in the office on any given date, with whom they met, and about what. Used in conjunction with the applicant tracking software, this data can be incredibly valuable.
Utilizing visitor management as a part of your recruiting strategy is simply smart. Between the superior data collection and analytical capabilities and the ability to make a great impression on your job candidates – and your clients – having a system in place offers multiple advantages.
Plus, most visitor registration software systems are designed to make your job easier and to bring efficiency to your recruiting firm. Used in tandem with your current reception strategies, an electronic visitor registration system can allow your employees to focus more time and attention on the people they bring in, instead of all the record-keeping that goes along with them.