Technology plays a critical role in helping staffing firms deliver faster, smarter hiring results. Whether you’re trying to fill a single role or manage a high-volume contingent workforce, staffing agencies use advanced tools to streamline every step of the process, from job posting to onboarding. Here’s how staffing firms like Doherty use these tools to make your hiring more efficient and effective.
Applicant Tracking Systems (ATS)
An Applicant Tracking System (ATS) serves as the central hub for staffing firm operations. These platforms allow recruiters to manage job postings, organize candidate pipelines, automate communication, and maintain compliance throughout the hiring process. AI-powered features in some ATS platforms can enhance candidate matching and screening, making it easier to find the right talent quickly.
Common ATS platforms used in the staffing industry include:
- Bullhorn – Scalable and fast, especially for professional and IT staffing
- Avionté – Popular for light industrial staffing, with integrated onboarding and payroll tools
- TempWorks – Local recruiting and staffing agency software, including a robust ATS, CRM, and Pay/Bill services
- JobDiva – Combines ATS and CRM functionality; strong in healthcare and tech
- Greenhouse – Widely used by corporate teams and boutique firms focused on tech and growth markets
By using an ATS, staffing firms can quickly identify qualified candidates, reduce time-to-fill, and ensure a consistent hiring experience across roles and clients.
Vendor Management Systems (VMS)
When employers work with multiple staffing vendors or have a large temporary workforce, a Vendor Management System (VMS) Â helps bring visibility and consistency to the process. A VMS serves as a centralized platform where hiring managers can submit job requisitions, track candidate submissions from different suppliers, and monitor associated costs and compliance. This is especially helpful for companies managing dozens or even hundreds of contingent workers across departments or locations. Many staffing firms support or manage VMS technology as part of broader Managed Service Provider (MSP) programs, allowing employers to streamline vendor communication, consolidate invoicing, and ensure that compliance standards are met across the board.
Job Promotion Through Third-Party Job Boards
Staffing firms boost visibility by promoting open roles across high-traffic job boards and industry-specific platforms, such as:
- Indeed  – The largest job board in the U.S., ideal for both hourly and salaried roles
- Google Careers  – Displays listings directly in Google Search, improving reach and discoverability
- Glassdoor – Combines job postings with employer reviews and salary insights
- ZipRecruiter – Distributes listings across 100+ job sites and includes built-in matching tools
- LinkedIn – Best for professional, technical, and executive searches
- Niche boards – Such as Dice (technology), FinanceJobs.net (accounting and finance), MarketingHire (marketing/creative), etc.
Instead of posting each job manually, staffing firms often rely on software integrations to promote listings across multiple boards at once, saving time and allowing for real-time optimization based on performance data.
How Staffing Firms Manage Applicant Flow
Posting a job is only one piece of finding your next great hire. In addition to managing job postings, staffing firms manage applicant flow by utilizing integrated tools that streamline and enhance each stage of the process from start to finish. This includes:
- Candidate Sourcing Technology – From resume parsing tools to people aggregators to sourcing automation platforms, staffing firms have a variety of robust candidate sourcing technologies to proactively identify viable candidates.
- Screening Questions & Skills Tests – Staffing partners manage screening questions, psychometric assessments, and even skills tests through platforms such as HackerRank or Criteria Corp to help filter applicants automatically and test for job-specific competencies.
- Built-in Dashboards – Built-in dashboards, sometimes powered by AI and machine learning, enable recruiters to monitor performance metrics and candidate activity in real time. Many of these tools also support features like automated messaging, chatbots, and interview scheduling, which are covered in detail next in the communication tools section.
- Candidate Verification Technology – Staffing agencies use automated background checks to reduce compliance risks and accelerate onboarding, which can be a major snag for internal teams managing large workforces.
Because staffing firms are deeply familiar with these platforms, they know how to use them to improve visibility and results. Letting a staffing partner manage this process not only saves time for internal HR teams but also increases the chances of attracting and hiring the right talent quickly.
Communication Tools That Enhance the Candidate Experience
Effective communication can make or break the hiring experience. To keep candidates informed and engaged, staffing firms use tools such as:
- Sense – Delivers personalized texts and emails throughout the hiring and onboarding journey
- Constant Contact – Used for branded communications like newsletters and job alerts
- Texting tools – Real-time SMS enables recruiters to confirm interviews, answer questions, and reduce no-shows
These tools ensure applicants receive timely updates about interview status, onboarding steps, or upcoming opportunities, improving responsiveness and reducing delays. AI-driven communication tools further enhance this process, offering tailored messaging that improves candidate engagement and satisfaction. Here are a few ways automation and AI play a key role in enhancing the candidate experience:
- AI-Powered Screening & Matching – AI tools help staffing firms analyze resumes and job descriptions to match candidates with roles more accurately and quickly. By automating the screening process, staffing firms can save valuable time while improving the quality of candidate matches.
- Chatbots for Candidate Engagement – AI-driven chatbots are integrated into staffing platforms to engage candidates in real-time. These chatbots answer candidate questions, guide them through the application process, and even conduct preliminary screenings. This ensures a smooth and responsive candidate experience.
- Automated Interview Scheduling – Automating interview scheduling with AI tools like Calendly reduces the administrative burden on staffing firms. These platforms sync with recruiters’ calendars and automatically find available time slots for both recruiters and candidates, speeding up the process and improving efficiency.
- AI-Based Video Interviews – AI-powered video interview platforms, such as HireVue or Spark Hire, assess candidate responses, speech patterns, and body language to provide deeper insights into a candidate’s potential fit for a role. These tools streamline the interview process and help reduce hiring bias.
- Data-Driven Decision Making – AI-powered analytics platforms help staffing firms track hiring trends, monitor candidate behaviors, and make data-driven decisions that align with market demands. These tools provide valuable insights to optimize recruitment strategies and improve overall hiring outcomes.
Mobile Accessibility for Job Seekers & Benefits for Clients
Today’s job seekers expect a mobile-first experience, and staffing firms deliver with apps and mobile-friendly platforms that let candidates search for jobs, apply, upload documents, view pay info, and complete onboarding, all from their phones. This is especially critical in high-volume industries, such as manufacturing and logistics, where many workers rely on mobile devices.
For employers, mobile-enabled staffing means faster outreach and stronger engagement. Job alerts are instantly delivered to qualified candidates, reducing time-to-fill. Once hired, workers can easily manage schedules, pay, and documentation, leading to smoother onboarding and more reliable team members.
The Bottom Line
Partnering with a staffing firm means you’re not just gaining access to talent; you’re tapping into a tech-enabled process designed to deliver results. By combining human expertise with powerful platforms, including AI tools, staffing agencies improve hiring speed, quality, and experience across the board.
Interested in learning more about the benefits of working with a trusted staffing partner? Grow your knowledge by checking out our Learning Center, or get connected with one of our employment experts today!
