Recruiting is no easy task in an increasingly globalized world. Open borders allow businesses to find the best candidates from all over the world to fill the positions. However, for a recruiter, this means more data to go through and more scrutiny in narrowing down for the best fit. On the other hand, when the talent pool is already narrow, you will find yourself competing with firms from near and far for those few best fits.
Efficiently using tools like candidate databases is crucial in current labor market conditions. Thus, let’s look at how to build and manage one to achieve good results in 2025.
What is a candidate database for recruiters?
A candidate database, also known as recruiting database, is just what it sounds to be. It’s a searchable database that stores all relevant data about active and passive candidates. Recruiters use candidate databases to have all the information about potential hires in one place, enabling them to fill the open positions as soon as possible.
Candidate databases for recruiters grow with time as more candidates are considered and hired. New hires remain in the database, and current employees can be added as internal candidates for other positions. Various software programs allow you to quickly source candidates from online recruiting platforms and add them to your databases.
How to search for candidates and how to build a candidate database?
Finding suitable candidates is all about data. Thus, you need to post jobs on all major sites and fill your candidate database with relevant information, from contact data to the recruit's qualifications and expertise. This involves two major steps.
- Candidate data collection, which includes logging all the data from the candidate's resume after initial pre-screening
- Candidate data enrichment, which means utilizing third-party sources to enrich data in your candidate databases
One of the best ways to source talent and enrich your data about qualified candidates at scale is to use public web data from professional networks. At Coresignal, we offer millions of employee data records from multiple business sources.
This data solution is especially popular among HR tech companies that build data-driven products for improving recruitment processes and companies that need to find talent at scale based on specific criteria.
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How to identify qualified candidates?
Recruiters use software programs to screen candidate resumes and identify those that qualify for the job. Probably the most common example of such a tool is an applicant tracking system (ATS). This system is among the most popular tools used by recruiters for every step of the hiring process, from screening to engagement and onboarding.
Applicant tracking systems boost candidate identification by looking for particular keywords in the skills and experience fields of the resume.
Example: Keyword to look for when recruiting a Software Developer
- Skills Keywords: React.js, Node.js, JavaScript, CSS, HTML
- Experience Keywords: Agile methodology, DevOps, Continuous Integration (CI), Continuous Deployment (CD)
- Certifications (if applicable): Certified ScrumMaster (CSM), AWS Certified Developer
The same candidate search methods can be applied using any database with candidate profiles. Such candidate trackers help recruiters easily find the right match for the position.
Eliminating candidates who do not fulfill the basic job criteria allows them to efficiently select those who show the most potential.
How to manage your candidate database?
Successful candidate database management involves using ATS and other third-party tools to quickly access the most important data. However, it also depends on how data-driven the mindset of the recruiter is and other stakeholders who will work with hiring data in various ways.
Managing the database also depends on its structure. Some candidate databases might present the information in Excel sheets or similar formats. This would have the advantage of making data easy to access and search even for new users. Other databases, however, might be more advanced, have more features or use additional software tools.
In any case, the main goal is keeping the data in order so that you know where to look for what information. By making sure that all new records go where they are supposed to be, you reduce your dependency on keywords and complex or boolean searches.
If, for example, skills data is the one your team most often reviews manually, knowing where to look for it can speed up the process even more than searching for keywords.
Data hygiene is a big part of customer database management. Let’s examine it more closely.
Data hygiene
Similar to personal hygiene, data hygiene focuses on maintaining data health through cleanliness. Proper management of a candidate database necessitates that the responsible team establishes stringent rules for the cleanup process.
Key rules for maintaining candidate data:
- Consistency in Data Entry
Ensure data is entered uniformly, adhering to the same format, and without missing crucial details. - Continuous Update of Contact Information
It's essential to regularly update contact data in candidate profiles. As people frequently change their phone numbers, email addresses, and other contact information, keeping this information current is critical to avoid wasting time trying to reach candidates through outdated contacts. - Candidate Enrichment
Utilizing third-party sources for accessing newer candidate profiles can significantly enhance the accuracy of your database. Candidate enrichment is a valuable tool for keeping your information up-to-date. - Avoidance of Duplicate Entries
Prevent the addition of duplicate entries to the candidate database. Applicants applying for multiple positions may lead to redundant information being stored. Identifying and removing duplicate entries is vital for accurately understanding your applicant pool's size and for efficient use of database space.
How to build a candidate pipeline and how to track candidates?
A candidate pipeline is a list of people in different stages of the recruitment journey that the HR team would keep in touch with to hire later. Maintaining a candidate pipeline allows recruiters to fill open positions quickly.
Building and keeping a pipeline of top talent for any position requires constant engagement. Initially, the core of your candidate pipeline could be made up of current company employees that might advance to other positions.
Thus, make sure to notify suitable candidates about the positions internally before you make them public. In addition to helping build a candidate pipeline, such internal communication also makes employees feel appreciated, boosting their loyalty to the firm.
External candidates should also be notified about positions that might interest them. Even when there are no suitable positions, keep engaging with the candidates via email or quick checkups regarding their career goals.
At the end of the day, building a candidate pipeline is all about organizing your candidate database. When you have the data, it is easy to know which potential hires your team should keep in touch with.
Sourcing passive candidates
Today, companies with many positions to fill cannot afford to review only active applicants. Data shows that 37% of workers in the U.S. are passive candidates, people who don’t actively look for a new position. Thus, it is pivotal to keep seeking out candidates who are not actively looking for a job.
Sourcing passive candidates starts with getting data about them. Older candidate profiles from online platforms could be used as the initial source. However, you can also get creative. Your ideal candidate probably has a job someplace else.
Therefore company data about other firms will also point you in the right direction. Once a candidate is identified, and you have substantial information about them in your database, you are ready to approach them and discover their career plans.
Why is building a candidate database important?
Candidate databases not only make recruiters' lives easier but also lead to better hiring results. In a fast-paced and often unpredictable business environment, preparation is everything.
Putting all the important candidate data in one place is a good way to prepare for future seasons of intensive employee turnover or when crucial positions need to be filled in a timely manner.
Additionally, the candidate-driven recruitment market makes the recruiting process extremely competitive. As a recruiter, you have to beat competing offers in time to attract the most qualified candidate to your company.
Summing up
A candidate database is the best way to ensure that the HR team can do its job efficiently and show great results. To build and manage a well-organized candidate database, you need accurate, fresh, and relevant data.
Thus, candidate enrichment and cleanup processes are your best friends when sourcing candidate data. A database with high-quality data on high-quality candidates allows for maintaining a stable candidate pipeline for every crucial job within the company.
