Is Your CRM or ATS Holding Your Data Hostage?

One of the first recruitment agencies where I worked many years ago, had a very toxic environment where we could never trust the colleague sitting next to us in fear they would steal our candidate or client information. 

Most recruiters would only put candidates or clients into the database once they already had a contract in place or candidate in the interview in process and even then, the information would be minimal and not help in a future search.

Even on the actual database, there were locked or off-limit profiles that we could not access since they were protected by other senior recruiters, higher in the food chain.  So there was no cross-selling, no data sharing and no effective way to find the people you needed when you did a search.  

While this may not be a reflection of your organization with hyenas hording data and polluting the entries, there is a very high chance your data is being taken hostage by the CRM or ATS itself.  

Too Much Data to Process

For both agency and internal recruiters, finding the data they need and delivering it to the right people is becoming more challenging.  Even if you have a very open platform of sharing data in your organization, even the best CRM or ATS platforms are only as good as the customization an organization can develop.  

In a recent video call with Sergei Makhmodov, CEO  at Daxtra Technologies, APAC, he mentioned that many of their customers were finding it more difficult to not only manage the data but actually collect and enter all the data into their databases.  Sergei says:

Keeping your candidate data current and up to date has always been one of major bottlenecks in any recruitment process. Candidate data is like a carton of milk – it ages very quickly, turning talent databases into “candidate graveyards” and forcing recruiters to heavily rely on paid job boards and other suppliers for candidate sourcing. 

He goes onto say that frankly, this is a ridiculous waste of effort and money – we are seeing that 60% to 80% of the candidates who apply to recruiters’ jobs posted on job boards are, in fact, already on their in-house databases. On one hand, getting repeat submissions is great, because you are getting valuable updates on your candidates’ work situations. But on the other hand, without an accurate automated deduplication, these candidates just end up as duplicate records on the database making it even more difficult to navigate. Or they simply don’t get loaded on the database at all. And because candidate data is not routinely updated, recruiters often don’t even bother searching their databases, instead preferring to pay third parties (again!) to search and download more of the same candidates they already have. 
Daxtra effectively addresses this problem through our embedded Capture & Nexus Search systems that are already compatible with over 300 vendor CRM/ATS systems. Our clients report dramatic shifts in the numbers of placements that originate from their own databases – from as low as 5-10% prior to deploying DaXtra’s automation, to as high as 60-70% after the automation is in place. And if you do the math, it is quite staggering how much money can be saved!

So not only is the data becoming more difficult to find and share, it is still a daunting tasks to actually collect all the data from the various entry points.  Sergei and I talked at length on the pain points that both agencies and internal recruiters have with managing data and it is more important than ever to be able to have the right tools to manage data. 


For more information about the powerful tools Daxtra provides, visit the link below:


DAXTRADaxtra offers a suite of cost-effective add-on plugins and powerful stand alone features to enhance an existing CRM or ATS.  They offer probably one of the most advanced and practical search functions on the market. Very effective for managing large amounts of data.

Balancing (AI) Artificial Intelligence with Human Intelligence

There are a lot of good ATS and CRM systems on the market that are trying to keep up with the trends and help organizations manage data more effectively and many of them are utilizing AI to do that. 

While I am not a huge fan of relying only on AI (for example to screen resumes), I think there is a fine balance between what AI can do to help the human side of the business find the data they need and get it to the right people.  

Choosing the right tools to find the data is the challenge and below is a list of some of the more advanced platforms that I have used that are quite effective to manage, share and process data for the new age of recruiting:

SALESFORCE:  While quite complex for the average user to customize for recruiting, the platform is quite powerful to track and manage clients and candidate data and implement external plugins like forms, social media tools, etc. 

LOXO:  Probably one of the simplest tools to use with their drag and drop technology.  Very easy to track the progress of candidates in the pipeline and has easy-to-view profiles.

TAMAGO DB:  Built for recruiters, it has plug and play features that don’t need too much customization.  For smaller databases where you really want to focus on search and selection and tracking progress, this is a pretty good tool.

VINCERE: This platform has improved a lot over the years and has a lot of built-in functions specifically for staffing agencies.  Very simple to use and does not require too much customization.

ICIMS: This platform is very useful for organizations that are using vendors and having candidates apply directly.  There is a lot of functionality to promote open positions and also has add-ons for onboarding new hires.

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