Talent Ecosystem: CRM Channel

Table of Contents

• Why should I use CRM?
• How do I add candidates to CRM?
• Tabs in CRM Channel
• FAQ

Your org's Findem Talent Ecosystem is made up of 7 hiring channels, one of which is CRM (Candidate Relationship Management system). In this article, we'll discuss candidates that fall into this channel, why, how and FAQs around configuring your CRM channel.

Once you have the CRM tab enabled, you will see it across the application, as well as a new section in the Searches tab for CRM. 

Why should I utilize the CRM channel for candidates?

The Findem CRM is used to cultivate and manage talent pools for proactive hiring. It allows you and your hiring teams to quickly identify sources of candidates and nurture talent communities for future opportunities. By using the Findem CRM, recruiters can present qualified candidates at the hiring manager intake meeting, thus streamlining the hiring process. Think of it like a contact list your team can share among each other.

Below are just a few reasons your team might see value in utilizing Findem's CRM:

1. Cost-effectiveness: Utilizing candidates from your CRM can be more cost-effective than seeking external candidates. You've already invested time and resources in sourcing, screening, and engaging with these individuals. Leveraging this existing pool of talent reduces the need for additional recruitment spending.

2. Time-saving: Candidates in your CRM have already expressed interest in your company and potentially applied for positions in the past. This saves time on sourcing and initial screening since you're starting with a pool of pre-vetted candidates.

3. Faster hiring process: Since these candidates are already familiar with your company and have likely gone through some level of screening, the hiring process can be expedited. You can skip certain steps, such as initial phone screens, and move directly to interviews or assessments.

4. Quality of candidates: Candidates in your CRM have already demonstrated some level of alignment with your company culture and values. They may have been referred by current employees or have previous experience that makes them a good fit. This can lead to higher-quality hires compared to candidates sourced externally or through inbound applications.

5. Retention and engagement: By maintaining a relationship with candidates in your CRM, even if they were not selected for previous roles, you can keep them engaged with your company. This can lead to better retention rates if they are eventually hired, as they already have some familiarity with your organization.

6. Talent pipeline: Your CRM serves as a talent pipeline for future hiring needs. By consistently nurturing relationships with candidates, you can build a pool of qualified individuals who can be tapped into when new positions open up. This proactive approach ensures that you always have access to a pool of potential candidates, reducing the time-to-fill for critical roles.

Utilizing your CRM allows for a more strategic and efficient approach to talent acquisition. It maximizes the value of previous investments in candidate sourcing and provides a competitive advantage in attracting and retaining top talent.

How do I add candidates to my CRM channel?

Any candidate can be added to your company's CRM channel directly through the candidate's profile or by uploading a list of candidates via CSV.

Once added, all candidates will appear in your CRM. To get to the main CRM channel, where you can moderate talent communities, nurture campaigns and more, click the CRM icon from the left-hand menu.

Uploading Candidates Via CSV

To upload candidates to your CRM tab via CSV file, you can use one of the templates below (attached to this article as well as in the platform) depending on the source you're pulling data from.

To get started, simply fill in the applicable fields with the candidate values you want to upload, then:

1. Head to the CRM menu from the left-hand navigation on your dashboard, click Imports > Import People.
   
2. Select the import type as Multiple Candidates, then from the dropdown, choose the import type (in this case, Gem).
   
3. Upload your completed CSV file and enter an optional Display name. Click Import.

Tabs in CRM

Candidates 

The Candidates tab is the main list of all added candidates from across your Findem team. You can:

• View each candidate's enriched profile
• See how each candidate was imported (the source they were added from)
• Filter to show specific candidates based on a number of attributes
• Add candidates to your marketing contacts or reach out to them directly
• Add candidates, either one at a time or in bulk, to talent communities
• Export candidates to your ATS

Update a candidate's CRM status by expanding their enriched profile, clicking the CRM icon and changing the status in the dropdown. Statuses are configured in the CRM Preferences tab (more on that below). 

Talent Communities

One of the most common purposes of grouping users into a CRM is to add them to a talent community. Talent communities are groups of potential candidates who may have expressed interest in your company or its opportunities but may not be actively applying for specific roles or currently in consideration for an active role.

You can set up various communication forms with different talent communities, allowing you to build relationships with potential future candidates.

For full documentation on using talent communities in Findem, check out this article!

Imports

The Imports tab contains a list of all imported candidates. An imported candidate can be added via resume upload, CSV file or LinkedIn. You can also create a blocklist. Any users added to the blocklist will not be considered or searched in your Findem database. 

Imported candidates automatically get added to your Findem database and will be searched when creating a Project.

Import types:

• One user at a time (Single Candidate): Add the candidate's name, LinkedIn profile URL and applicable contact info to get them added to the database. If you don't have a LinkedIn profile, you can use the combination of name and applicable contact info (email) instead. Optionally, you can upload the user's resume. This is recommended as it will help Findem turn out better results and increase probability the user will be searched for an applicable open role.
  
• Bulk add via resume(s) or CSV (Multiple Candidates): Here we can bulk add users to the Findem database via one or more resumes or CSV file. Findem allows 3 file templates to be used for CSV upload. Note, when uploading candidates via CSV, you're able to use Gem or LinkedIn templates even if your CSV export isn't coming from one of those systems. Use whichever format maps to your data the best.

Note:

All templates support custom CRM fields as long as you have the custom field set already in CRM preferences, and give the column the same name as the field.

• Match the appropriate fields from your export list to one of the 3 CSV files templates:
• • Findem's own template: Use this as the standard when you're not pulling candidates from an existing source like LinkedIn or Gem. If you're pulling users from an ATS for example, simply match the field values with the download CSV before re-uploading.
  • LinkedIn Recruiter Project: Use this when exporting a list of users from a LinkedIn Recruiter project
  • Gem: Use this when exporting a list of users from Gem. The field values needed are defined below. Note, all field values are optional and do not need to be formatted a specific way. It's worth noting that either a valid email address or LinkedIn profile will be required in order to populate an enriched profile in Findem:
    • First Name: Candidate's first name
    • Last Name: Candidate's last name
    • Company: Current company name
    • School: The most recently attended university
    • LinkedIn: The candidate's LinkedIn profile URL
    • Phone Number: Primary candidate phone number. Any format of numbers if fine to include here
    • All Phone Numbers: Any other applicable phone numbers the candidate has. Note: Format must be ["[phone]", "[phone]"]
    • Title: Current or previous job title
    • Location: Current job location
    • Primary Email: Candidate's primary email address
    • All Emails: Any other applicable email addresses the candidate has. Note: Format must be ["[e-mail]", "[e-mail]"]
    • Last Note: Any recruitment notes you'd like to include on the candidate; any previous notes from the ATS 
    • Nickname: Optional name if candidate goes by another name
    • Sourcer: Name of sourcer
    • Time Sourced: e.g.: 2021-10-20 14:53 EDT
    • Replied to Last Sequence: e.g.: 2021-08-11 17:49 EDT
    • Added to Project By: Who initially added the candidate to the project
    • Added to Project: The date and time in which candidate was added to the project in format: 2024-03-20 14:28 EDT
    • Reviewer Names: Reviewer names if applicable
    • Review Verdicts: Review verdicts if applicable
    • Review Times: Review times if applicable
    • Greenhouse URL: The applicable Greenhouse URL in the format: https://app.greenhouse.io/people/123456
      
• Import from LinkedIn Connections: You can import a candidate from LinkedIn here. Use the file template included to match the appropriate fields from your export on LinkedIn.
  

Note the Advance Options will allow you to take quick action on the imported candidates, including: 

• Adding candidate tags
• Shortlisting to new or existing projects
• Add to new or existing candidate communities
• Add to marketing contacts

Nurture Campaigns

Similar to campaigns for shortlisted candidates, nurture campaigns are fully customizable, and allow you to maintain contact with potential candidates for future roles at your company.

Create newsletters or rolling campaigns to interested candidates.

Note that the unsubscribe link cannot be removed for CRM campaigns. It will be set by default irrespective of the org settings for unsubscribe. Depending on org-wide settings, users are able to toggle unsubscribe links on or off for Project campaigns.

What is the difference between rolling campaigns and newsletters?

A rolling campaign dispatches emails to members of the talent community according to a rolling schedule. Regardless of when they were added to the campaign, recipients always receive the first email.

Newsletters distribute emails to entire talent communities on predetermined dates. Recipients added after these dates will only receive future scheduled emails, unlike the rolling campaigns that send past emails. A newsletter is similar to a newspaper. You wouldn't send someone a newspaper from three weeks ago with outdated content. A new subscriber will only receive the latest content.

Analytics

The Analytics tab provides valuable insights into how your talent communities are performing.

CRM Preferences

Fields: The Fields menu allows you to configure default fields you want displayed in your CRM.

Statuses: As mentioned above, here you can configure CRM statuses. CRM statuses allow your team to organize candidates in a number of ways. For example, you can create a status title "Approved by John" so that your team members can see that you (John in this example) have seen and approved the candidate. Or you could have a status that says "Contacted" so that everyone knows you've contacted the candidate before. Dates will be shown on each status as well to see when it was last updated.

Candidate Sources: This allows you to choose which sources your CRM candidates are pulled from. By default, each option is chosen, but say you want to exclude ATS candidates, simply click Exclude on your ATS option, and the candidate list will remove all sourced from your ATS. Manually imported candidates and those from your talent communities will always be a part of your CRM.

FAQ

Q: What should I include in the Newsletter for talent communities? 

A: There are a lot of great ideas you could be communicating with prospects. Here are just a few: 

1. Company News: Share company achievements, new projects, or other news. This can help keep them interested in your company and its developments.
2. Educational Content: Share relevant industry news, blog posts, or other educational content. This shows that you're committed to their professional growth, not just filling a role.
3. Invitations to Events: Invite them to webinars, online events, or meet-ups relevant to their field. This can help them feel part of your company's community and keep them engaged.
4. Surveys: Send them surveys to understand their current job situation, career aspirations, or feedback about your hiring process. This shows that you value their opinion and are seeking to improve their experience.
5. Follow-ups: Regularly follow up with them to check in on their current job status, and reiterate your interest in considering them for future roles.

Q: How do I determine if my talent communities are successful? 

A: Here are some metrics we recommend tracking over time:

• Number of Talent Communities (Pools): Measure the total number of talent pools created. Aim for a steady increase in the number of talent pools over time.
  • Month 1 - Three talent pools per recruiter
  • Month 2 - Seven talent pools per recruiter
  • Month 3+ - All of the recruiters’ TC’s should be in Findem
• Talent Community Growth: Track the number of candidates added to each talent pool over time. A growing talent pool indicates successful sourcing efforts.
  • 10 new candidates add to each talent pool per month
• Nurtured Candidates: Monitor the number of nurtured candidates in each talent pool. These are candidates who have been engaged with through campaigns and are potential future hires.
  • Engage 10 new candidates per talent pool per month
  • Nurture to active conversion within the ATS (Turning prospects into applicants)
• Campaign Conversion Rate: Measure the percentage of candidates who respond to or engage with your campaigns. This indicates the effectiveness of your outreach efforts.
• Time to Fill from Talent Community (Pools): Monitor the average time it takes to fill a role with a candidate from a talent pool. A decrease in this metric over time indicates the effectiveness of the talent pool in speeding up the hiring process.
• Hires from Talent Community (Pools): Track the number of hires made from candidates within the talent pools. A higher number indicates the effectiveness of the talent pool strategy.
• Campaigns Run: Keep a count of the total number of campaigns run. This helps in understanding the volume of your outreach efforts.
  • 3 active rolling campaigns per month

Q: What is the purpose of adding Tags to the community? 

A:You can leverage Tags when you're relying on CSV files to additionally sort and filter talent communities, ensuring each community is as high quality as you need.

Q: How can I block candidates from CRM?

A: From the three dots next to a candidate's name, click Block. Note, you can only do this if your org has CRM enabled. Otherwise, contact our Support team to add candidates to a blocklist.