Effective candidate management, should we only use Excel?

If you are a recruiter, you must always have a headache when you do not know how to manage candidate profiles effectively. Candidate profiles are considered as valuable assets of enterprises in the battle to find talent. Especially when there is a shortage of candidates right now. However, there are still many businesses that use quite traditional methods. It is to manage candidate records in excel because of its convenience and popularity. But is this an effective method of management? 

Quản lý sao cho hiệu quả
Manage candidate profiles effectively

Method of managing candidate records using Excel 

Currently, Excel is still the most popular and simple tool for recruiters. Because the software does not depend on the developer, users can manually set the fields according to their needs when working. However, Excel has many disadvantages that are difficult to overcome compared to a professional recruitment software. 

  • Process slow and elusive data comprehensively

When using Excel to manage personnel, the data will be fragmented in many different places such as: personnel list management file, employee leave tracking file, contract management file, salary management, etc. … Besides, the data on the Excel file will quickly become obsolete due to the inability to automatically update over time. This leads to wasted time and effort to process information.

Nhân viên mệt mỏi
Staff tired of records
  • Easy to cause errors by human manipulation

Operations such as data entry, review and editing in Excel are all done quite manually. Employers have to invest a small amount of time to enter data. Mistakes are inevitable. Especially in case there are too many people editing the same excel file.

  • Poor security

Excel files do not have high security capabilities like other management software. So it is very easy to lose data. The candidate's data will contain a lot of important personal information such as photos, identity cards, tax codes, salary levels, etc. Therefore, if the information is leaked to the outside, it will have an impact. negatively affect the individual candidate and the company's activities. Conversely, if many people are using the same online form. If someone clicks the wrong operation, it can corrupt all the data on the Excel file. So it's very difficult to control.

  • Unable to scale as the company grows in size

When a business grows bigger and bigger, the number of employees increases, the human resource database will become huge. In other words, as the business expands, managing employee records using excel will not be possible. This will be extremely difficult for the users and management of them.

Method of managing candidate records by Human Resource Management Software

Inadequacies when using Excel have encouraged many businesses to change the method of managing candidate records. In which, applying digital conversion is the most selected. Perhaps because of the efficiency and uniformity that comes from the "store" of common records and comes with other utilities of human resource management. 

CoffeeHR is a Cloud-based HRM human resource management solution for small and medium businesses. Not only large corporations with high budgets, SME businesses can fully optimize data management, speed up recruitment and create momentum at the cost of a cup of coffee. So, how will CoffeeHR manage candidate profiles? 

  • Centrally manage and unify candidate profile data.

With CoffeeHR, all information about candidates is stored on the enterprise's own "data warehouse" system. Information from recruitment rounds will no longer be scattered in each Excel folder as before, but gathered in a single platform. Employers will easily look up and create Talent Pool for businesses. Thereby making the most of potential candidates, quality CVs for present and future. 

Quản lý hồ sơ ứng viên bằng phân loại CoffeeHR
Manage candidate profiles by classification
  • Automation makes it easy to store and manage candidate profiles. 

Besides, CoffeeHR integrates with many major recruitment websites such as Vietnamworks, TopCV, Careerbuilder, LinkedIn, etc. When candidates apply for jobs through these sources, their information and CVs will automatically be transferred to the data center and analyzed. classified according to the table of recruitment criteria. The Human Resources Department no longer wastes time and effort entering each information into Excel. From there, focus more on selecting the most suitable talent. At the same time, avoid many errors of previous manual operations.

  • High security of candidate records

With Excel, it is possible to lose or send data to the outside. In contrast, with CoffeeHR, the security level is enhanced because all data and reports are stored in the system under the management of the Enterprise. From there, the disclosure or loss of information will be minimized. Ensure the safety and privacy of candidates as well as employers

  • Intelligent recruitment index analysis system

Businesses can easily analyze recruitment data through CoffeeHR's intelligent automatic Dashboard system. Administrators promptly track and capture indicators of the number of candidates, recruitment efficiency and even recruitment costs. Thereby planning recruitment strategies in line with future orientations. 

Báo cáo về hồ sơ ứng viên CoffeeHR
Report on candidate profile

This is the outstanding advantage of CoffeeHR solution in managing candidate profiles. And that is also the reason why many large corporations and SME businesses are choosing to use it. No more barriers from Excel, recruitment activities become more agile, accurate and efficient. This makes it easier to scale up and create momentum for growth. 

  • Integrate other HR management tools 

CoffeeHR offers a comprehensive solution for human resource management. From Recruitment, Onboarding, Organizational Strategy Planning, Payroll Timekeeping to Supporting building corporate culture. 

The case management feature is just a small piece of software. CoffeeHR still provides many other tools to make the entire recruitment process of enterprises run smoothly and effectively. 

CoffeeHR has more than 10 years of accompanying many businesses and corporations. Contact now to optimize Human Resource Management for your Business.
Hotline: (+84) 97 306 0459
Facebook: CoffeeHR – HR Coffee

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