Staffing companies were responsible for the placement of 13 million workers into the US job market in 2023. Each week 2.5 million temporary workers are employed by staffing companies on a contractual basis. Temporary staff play a crucial role as contractual jobs have increased in a post-COVID world. The market size for gig economy was $556.7 billion in 2024, however this number is expected to rise to $1,847 billion by 2032.
At the same time technology has impacted the manner in which companies manage their employees. Digitalization has exponentially improved workflow, productivity, and efficiency leading to lower costs and higher profits. The incorporation of technology is an ongoing process, not a one-off. The complexity of hiring and managing temporary workers make the use of software even more important.
If you are looking for temporary staffing software for your agency, certain features are necessary. You cannot do without them. However, before we examine these features, let us consider the requirements of a temporary staffing agency and how they can select software accordingly.
Selecting a Temporary Staffing Software
Hiring temporary staff does entail its fair share of difficulties. Aside from the usual recruiting, onboarding, training, and managing of employees, the process is made more challenging due to the temporary nature of employees and the consistency with which new employees are constantly being hired.
Temporary staff generally do not have fixed working hours. This is because their remuneration is task-based rather than being time-based. It is more common to track their productivity as opposed to their clock-in and clock-out time.
Additionally, temporary workers may or may not be present on-site. Many temporary workers work remotely, a set up that is becoming more and more common even among full-time employees. So, companies need a software that can handle large amounts of data easily. The software must be flexible to account for the constantly changing number and types of employees being hired.
5 Features You Need in a Temporary Staffing Software
Now you are ready to choose a staffing software appropriate for your needs. Here are the five features you need to make sure are included:
- User-Friendly Experience with Optimum Customer Support
Not specific to temporary staffing software, however a user-friendly interface is necessary for seamless integration and ease of use in routine operations. A well-designed software must be intuitive and require minimal training to use.
In addition to this, there must be excellent customer support to troubleshoot any issue that may arise. It is extremely frustrating when an otherwise good software comes with poor customer support because it undermines convenience and can greatly disrupt the smooth working of the business.
- Automated Recruitment, Tracking, and Scheduling
Business hiring temporary staff need a constant flow of workers to fill positions. This means that the workflow consists of continuously receiving resumes, going over these, shortlisting candidates, and matching them to tasks based on their specific skill sets. The sheer volume and consistent nature of recruitment makes it challenging.
An ideal software must be able to handle the bulk of work. Automated shortlisting of candidates based on the keywords present in their resumes is very useful. Integration of AI to match appropriate candidates to the appropriate tasks is also essential. This streamlining of the recruiting process will greatly reduce the workload. The initial interview, post-screening, can also be done through an AI chatbot to narrow down candidates further. In-person interviews can be held with a significantly shortlisted number of applicants.
- Applicant Tracking System (ATS)
The software should include an ATS (applicant tracking system) to keep tabs on employees who get hired. Due to variation in staff, duration of employment, remuneration, and skills, it can be extremely hard to evaluate each candidate's performance. ATS embedded software allows you to determine each worker's productivity. The system tracks and saves key performance indicators.
The ATS stores essential data and analyzes it to create reports. Software-generated reports contain data in a form that is easily comparable and understandable. The ATS makes it easy to determine remuneration and make important decisions with regards to retaining or rehiring temporary staff. It is also invaluable in calculating commission-based payments or other productivity-linked methods of payment.
- Cloud-based Infrastructure
Cloud-based software is the most advanced type of software. This is because cloud computing offers many additional advantages. Data integrity is maintained as cloud computing is much more secure against physical threats, data theft, or destruction.
Additionally, cloud-based software is much more flexible allowing for greater customization options. They are also more superior in terms of scalability and can accommodate businesses of any size, while allowing for real-time staff management capabilities.
- Stringent Security Measures
Finally, security is a major decisive factor. Any software must be equipped with the most stringent security measures to prevent data theft, cybersecurity breaches, or cyberattacks. Business data is of a sensitive nature and must be protected under all circumstances.
Temporary staffing companies, in particular, have a database of hundreds of thousands of applicants and a lapse in security can lead to data theft on a large scale. Identity theft, phishing scams, and extortion, only a few examples of what might happen in case staff data is stolen.
Protecting trade secrets and information that applicants have entrusted to the company is integral. Choose a software with advanced security features, such as encryption, multi-factor authentication, and strict access control. Make sure these options are available in the software you wish to select for maximum security.
Digitalizing Staff Management
Human resource management is a relatively nascent concept in business. Employers have only recently realized the significance of staff recruitment, training, and motivation in the past few years. However, with the introduction of digital technologies, HRM has evolved significantly.
It has had a major impact, particularly, on the management of temporary staff since hiring and tracking their performance have always been a challenge. With software and AI capabilities, this task is made much easier. It is only a matter of choosing the right software or customizing one to your needs and you can effectively manage a workforce of any size.
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