How to structure and manage your CRM data
Our Candidate Relationship Management platform is the foundation for all the talent data you are collecting over time. The data can be clustered, enriched, and managed in different ways to fit your individual use case with the help of talent fields, talent pools, talent tags, and talent statuses.
Quick category overview:
Talent fields:
- Create custom fields to capture the unique information that matters most to your organization, such as skills, experience, and certifications.
Talent pools:
- Organize talents and employees into groups based on their shared characteristics or interests. This makes it easy to identify and target the right people for specific opportunities.
Talent tags:
- Apply labels to talents and employees to categorize them even further. For example, you could tag talents with "new grad," "2nd best" or "top performer."
Talent statuses:
- Track the progress of talents through their journey within the CRM. This helps you stay engaged and make informed decisions about each individual.
Possible administrations with each data category*
| Talent fields | Talent tags | Talent pools | Talent status | |
|---|---|---|---|---|
| Set category private / confidential (restrict visibility) | ❌ | ❌ | ✅ | ❌ |
| Manage the creation of each category as admin and super recruiter user | ✅ |
✅ ❌ Optional: Recruiters can create tags on the fly |
❌ | ✅ |
| Talents list | ||||
| Filter in the talent list | ✅ | ✅ | ✅ | ✅ |
| Bulk action on talents to add | ❌ | ✅ | ✅ | ❌ |
| Bulk action on talents to delete | ❌ | ✅ |
❌ ✅ possible within the to be removed pool |
❌ |
| Talents campaigns | ||||
| Filter recipients of talent campaigns | ❌ | ✅ | ✅ | ✅ |
| Talents data collection | ||||
| Add data from chrome extension | Filled out with talent profile data (CV parsing) | ❌ | ✅ | ✅ |
| Action after submitting a form |
✅ Collect / Enrich talent data with a form |
⚒️ Do-able with an automation |
✅ Add talent to a pool after submitting a form |
⚒️ Do-able with an automation |
| Automations | ||||
| Change of data as a trigger |
❌ workaround via form submission |
❌ | ❌ | ✅ |
| Filter talents affected by automation | ✅ | ✅ | ✅ | ✅ |
| Add data as an action | ❌ | ✅ | ✅ | ✅ |
*this table does not separate between the different users in our system. It only shows the technical functionality of each data category.
Recommended use (examples)
| Data Category | Comment | |
|---|---|---|
| Talent specific | ||
| Broad skills (e.g. engineering, design…) | Tags or pools | |
| Remote preference | Field or tags | Fields (structured data) |
| Tags if you need to communicate based on this data with campaigns | Tags | |
| Vacancies / Job specific | ||
| Manage a list of talents relevant on a specific open position | Pools | |
| Events | ||
| Manage a list of talents attending a specific recruiting event | Pools | |
| Manage the status of the talent on the event (invited / attending / rejected…) | Talent status | Ideally we will create new event-pools and attached statuses |
| Communication | ||
| List of talents eligible to certain communication | Pools, Tags |
Talent fields
Talent fields are used to specify information on talent that are sourced by talents (talents provided this information voluntarily to the company, e.g. by consenting to share their information from linkedin, or by filling out a form) or filled out by recruiters on structured data
We advise to use talent fields to enrich information concerning the talent, and not concerning your company’s activities / objectives.
List of standard talent fields:
Job interest, Current position, Address, Current company, Education degree, Country, Social media URL, CV, Salutation, Date of birth, Last contact date, Available after, Cover Letter, Education, Attachments, Salary expectations, Zip or City, Phone number, Education, Work experience, Certifications, Skills, Languages, Projects
Good examples of custom talent fields
- End of studies date
- Education level
- Location wishes
- Probation period
- talent rating / evaluation (⭐️)
Talent Pools
We recommend to use pools to sort and collect talents:
- When creating forms you can link them to a pool
- When having a specific job and you want to see which talents might be suitable, you can also connect that specific job to a pool
- Having pools for different use-cases can help you sort your data quicker and more efficient
Curious about all the functions of pools? Read more in this article
Talent tags
We advise to use talent tags to collect data that are:
- sourced / evaluated by recruiters
- persistent in time
Typical examples of tags could be
- job fields : engineering, design, finance
- industry experience : consulting experience, retail experience, automotive experience
- Fit evaluation : good fit
Talent status
We advise to use talent statuses to qualify how could the talent be motivated to apply to a position in your company (meaning how far the talent went into the nurturing process). Talent statuses should reflect level of engagement of the talent.
Ideally, talent statuses should be induced by a talent action, more than by the company’s action. For example, a good example of talent status could be induced by “the talent has opened a newsletter”. A poorer talent status could be “the talent has received a newsletter” (the action of sending the newsletter is done by the company, whereas action of clicking in a newsletter is done by the talent).
Most basic talent statuses could be
- Open
- in an application process
- hired
More specific talent statuses could be
- Open -
- First interest clue (one form is filled out)
- Interest confirmed by data collection (CV has been collected or professional ambition has been defined)
- Interest confirmed by Personal contact (email reply with a recruiter or physical contact at a career event)
- In an application process
- Hired