How to choose the best tools for your staffing agency

We have already established that tools and technology help make the workplace more efficient and improve the employees’ productivity. However, you need to note that not all tech tools can be used. If you use the wrong ones, you’ll only end up having detrimental effects such as paying unnecessary costs, inefficient methodologies, and disrupted work productivity.

As such, agency leaders need to be very careful about what tech tools they introduce in their organization. It’s beneficial for your firm, but it also reflects on the satisfaction of clients and candidates. This research even states that “76% of staffing clients and candidates think a staffing firm using the most up-to-date technology differentiates them from the competition.

To help you decide what tech would be best for your agency, we’re sharing our thoughts and tips.

General Guidelines on What to Look for in a Recruiting Tools

Before going deeper into the topic, here’s a general guideline on what you should consider in such recruitment tools.

1. Functionalities

This is one of the most crucial aspects of a recruitment tool that you should look into. You have to consider both the functionalities that you need and then compare it to the functions that your chosen tool offers. Overall, yit should ease your hiring process and eliminate any tedious tasks for you to save time and effort.

Just keep in mind that all organizations have different needs. That is why it’s necessary to use tools that can match your company’s requirements accordingly. A tool that is made for large-scale businesses may not be effective for small startups. Base the functionality of the tool on what can bring out the best of your abilities.

Manatal is an excellent choice with our 360 recruitment solution. We can help you with the following:

  • Speeds up the entire recruitment process
  • Improves candidate experience
  • Helps reach more candidates across multiple channels
  • Centralizes all your recruitment channels into one platform
  • Makes it easy to find the right candidates in a large database
  • Reduces manual tasks through automation
  • Uses latest technologies such as AI to improve all aspects of recruitment such as screening and sourcing candidates
  • Improves quality of hire
  • Supports compliance with local regulations
  • Enables diversity hiring
  • Records all past interactions and communications with candidates, clients or hiring managers, and between team members
  • Integrates with a number of external solutions to allow the creation of an ecosystem
  • Makes collaboration amongst stakeholders easier and more convenient
  • Cloud-based: allows for fast and efficient implementation and easy access
  • Cost-efficient
  • Allows companies to brand themselves via career page

2. Integrations

As much as we want to only use a single tool, it’s inevitable that we would have to resort to using multiple ones to run the business. That is why it’s vital that you choose a recruiting tool that can easily interact with other systems smoothly.

Regardless if you want to transfer/import data, publish content on various job boards or social media platforms, or have seamless integration with payroll software, your new tool should be able to do so without any issues.

New users should be able to easily understand how these works without any inconvenience or lengthy training. The point is to make things more simple, after all. Here are certain ways on how you can check the usability of the new tool:

  • Inquire about a demo
  • Avail of free trial (if any)
  • Ask their support staff directly or read their FAQ guide

Manatal has a great API integration that makes it easy to connect other solutions that your company is using. You can read more about it here.

3. Support

Speaking of support, this is one of the guidelines that must not be overlooked. Whenever you have questions or concerns, their team should be able to help you almost immediately.

General support should be a big part of your decision-making because the right software makes usage light as a breeze. And whenever unexpected problems occur, they should readily assist you.

You can check the quality of their support by asking:

  • The average response time of their help desk or chat support
  • The availability of resource content or online guides
  • The point of contact in case of urgent matters (if any)

4. Cost

Money matters, especially in business. The price that you’ll pay for your recruiter tool should be able to support the functionalities that you need and, at the same time, provide quality services that can improve your hiring efforts.

Prices for such tools vary on a lot of factors. A number of users, add-ons, overall features, and many more. It wouldn’t make sense if you purchase one and it doesn’t help with the mentioned guidelines above.

It’s mandatory to avoid tools that:

  • Doesn’t provide functions that you require to recruiter better and faster
  • Doesn’t comply with GDPR, CCPR, PDPA, and other data compliance protection
  • Doesn’t allow you to integrate the tool with other systems

Match the price according to these perks and decide with your team if it’s worth getting. However, having a high price doesn’t always equate to higher quality. Some cheap options can also be just as efficient! For instance, Manatal starts at only $15/month/user but it doesn’t compromise the quality of output it gives to recruiters!

(RELATED: How to become and remain a successful recruitment agency)

10 Tips on Selecting the Best Tool for Your Staffing Agency

1. Do a free trial and check the results

As we all know, technology is rising and is becoming more and more a part of our work process. However, there are still some actions that cannot be done by a machine. Human touch is still needed to ensure quality and consistent output.

Run a trial and examine the results. Carefully check which projects or campaigns are benefitted by your chosen tool/s or if it’s best to leave the work to a human. Conducting a trial period would be advantageous for you to find out what’s the best solution to go with.

2. Align tool to company objectives

There are countless choices out there if you’re in search of a recruitment solution. To prevent yourself from selecting the wrong tool, it would be best if you’re 100% clear on your goals and objectives. 

When you know exactly what you need, you will be able to pinpoint the right tool for your team. Propel your search by narrowing down the choices to only tools that can truly be useful and that align with your company objectives.

3. Simplicity is key

It may be appealing for most to have tons of functionality. However, don’t be engrossed by that fact alone. Sometimes, it can also be too much. This will only lead to confusion, extra expenses, and longer working hours.

You should select a recruiting tool that has ease of use and doesn't need lengthy training before you could use it. Be smart about your choices!

4. Functionality is still the most important

Functionality is something you should look at, albeit its simplicity. Using technology just for the sake of it means nothing if it doesn’t help you.

To test the capability of its features, you should ask yourself these questions:

  1. Does it help improve the work processes and ensure quality output?
  2. Does it have a function that addresses the client’s needs?
  3. Does it promise a great return on investment (ROI)?

When you can answer these questions positively, then that means that you’re on the right lane.

5. Do your research

Again, there are plenty of tools that you can use in the market. Most of them would tell you that they’re the best in the field and have a persuasive sales team to influence your decision, however, you have to do your own research. Only you know what’s best for your company. 

After you narrow down your choices, make an evaluation of the tools. Identify its strengths and weaknesses. You can also rely on online reviews, do trials, or ask their sales team for a demo. All these can increase your knowledge about the product and lead you to the best one.

You should brainstorm with involved people in your team, as well. Those who will be using it should be familiar with what they can work with. The more brains put together, the better!

6. Avoid tools that doesn’t allow you to integrate easily with other software

Going back to the previous point, tools that don’t allow you to integrate themselves easily to other systems should be avoided. It’s quite expected that you’ll be using multiple software in your process. That is why one that permits interconnectedness is ideal.

Take your time in thinking about what tools you are using or going to use. This tech roadmap should guide you in determining how you can easily link them together minus all the nuances and redundancies.

Again, Manatal’s API integration can be useful in this regard.

7. Don’t be shy to consult with others

Apart from your own team, don’t be afraid to talk to people in the same industry. Exchange knowledge and learn from each other.

You’ll surely receive insights from them on what works or what doesn’t. These people can be from online groups, forums, or even networking events. You can even hire a consultant who does this for a living. They, along with other professionals in the industry, are often well-aware and up-to-date with the changing recruitment trends.

8. Match it with your company culture

Company culture is important to have a healthier and more productive workplace. How people treat each other and what the company stands for aren’t just what makes it up. It’s also the technology that you use.

Your recruitment tools should make a difference and help the staff improve their ways of working. It should make their lives easier to produce more quality output that they will be proud of. This adds value to the company culture. If it doesn’t, then it’s best to disregard it.

9. Don’t fall for the “shiny object syndrome”

The “shiny object syndrome” basically means being enamored with one major functionality only and disregarding its other features. This is bad because you’ll be blinded by what you really need.

For example, one tool allows you to post on any job board anytime. This is a great asset to acquire, but it shouldn’t be the only one. Learn to balance one key highlight with the rest of its usage. Otherwise, you might end up picking a tool that doesn’t quite hit the mark.

10. Think thoroughly about the final decision

After all these tips, be realistic and think thoroughly about your final decision. It would help if you outlined what you need and what you’ll get from the tool. Does it satisfy you, your team, and your superiors? If yes, then proceed.

Once you get the right tool for your company, you’ll be surprised at how it can bring revenues tenfolds.

Best Tools to Use for Staffing Agencies


Our intuitive tool is an all-in-one solution that has great AI capabilities that screens resumes for you in mere seconds.

It screens hundreds and thousands of CVs and parses data to help you find the right candidate for a certain job. It gets relevant data and fills out the talent’s profile, which the recruiter can view until he/she sees any fit.

Manatal is a great Applicant Tracking Software, plus it is highly advanced in so many ways. For one, it has dual functionalities of an applicant tracking system and recruitment CRM (customer relationship management)– allowing you to focus on the sales front of the business for recruitment agencies, as well.

(LOOK: Manatal as one of the Top-Rated HR Software in 2021)


Cyma is a payroll software solution. It is very flexible and is designed for volume payroll processing and unique markets that process complex payrolls. This makes it very ideal for staffing agencies.

Cyma supports all common pay frequencies, including Daily, Weekly, Bi-Weekly, Semi-Monthly, Quarterly, Semi-Annually, and Annually, and can process multiple pay frequencies and multiple checks for employees simultaneously. 

Additionally, CYMA can track extensive detail for each employee, including status, hourly rate or yearly salary, email address, job code, and more. Users can also easily manage each client separately, with each client set up to best suit their needs.”

Reference checks aren’t the only thing you can automate. The artificially intelligent assistant can handle repetitive administrative tasks like scheduling, call transcription, and follow-up emails. That leaves your staffing firm’s personnel with more time to do strategic, high-value work.”


When we say that there is AI for almost everything, we mean it. Did you know that there is also a tool that can help you improve your company branding?

Textio is an incredible asset to have that helps you create copy that addresses your target market. If Grammarly is more concerned with (obviously) grammar, Textio is more focused on tones and word usage based on your audience.

It also checks the way you write if it’s easy enough to understand by your market. You’ll get a text score to determine if you’re doing good or not. This is something to consider if you truly want to make an impact based on your writing alone.

Liked what you read? Click here to read more of our insights on recruitment and HR technology, or here to explore our 14-day free trial.

Similar posts

June 27, 2022

Types of HRIS Systems to Know About

June 27, 2022

Why You Need a Hiring Platform for the 10 Most In-Demand Jobs

June 27, 2022

Entering the Future of Recruitment

Try Manatal for free during 14-day with no commitment.

No credit card required
No commitment
Try it Now