Data Management

5 Mistakes That Ruin A Candidate Database

Andrew Buhrmann
September 25, 2023
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1. The Ghost Profiles: No Resumes, No Point

If you've ever spent time scrolling through your Bullhorn database, you may have stumbled upon what we like to call "ghost profiles"—candidate records with no attached resumes. These profiles aren't just incomplete; they're empty records that offer nothing to search on, effectively wasting your time and muddling your recruitment efforts.

Pro Tip: To bring these ghost profiles back to life, a simple strategy can make all the difference. Download the LinkedIn PDFs of these candidates and upload them to their empty Bullhorn profiles. This will not only give you something to search on but also transform these database cloggers into potential leads.

2. Missing LinkedIn URLs: A Simple Oversight with Big Impact

LinkedIn URLs serve as a vital piece of identity confirmation and a resource for additional information. When these are missing, recruiters miss out on a quick and reliable method for initial evaluations.

Best Practice: Make it a habit to add the LinkedIn URL whenever you add a new candidate to the database.

3. The Bulk Import Fiasco

Accelerating database growth is tempting, but without a structured strategy, it can become a nightmare. For instance, a field-mapping error once caused over 100,000 profiles to display incorrect locations, complicating searches indefinitely.

Lesson: Always import with caution, consistent with your best data practices.

Pro Tip: Before making a large import, always run a smaller test batch first to catch any errors.

4. Contact Information: A Non-Negotiable

How useful is a candidate profile without any means of contacting them? Short answer: it isn't. Even if they look perfect for a role, without an email, phone, or even a social link, that profile is a dead-end and a drain on resources.

Best Practice: Always complete at least one field for contact information on every profile you create.

5. Database Hygiene: More than a One-Time Effort

Data gets outdated; that's inevitable. But if your database has outdated information, especially outside your top-priority hotlists, you're risking both your reputation and your efficiency.

Pro Tip: Schedule regular database cleanups. Automate reminders to check the accuracy of your 'warm list' at least once a quarter.

Remember, these aren't just checkboxes but ongoing practices that make the difference between a reliable, efficient candidate database and one that hampers your performance. And in today's competitive market, you can't afford the latter.