How to Know When It’s Time to Upgrade Your Staffing Software

Staffing software equips agencies with the tools and solutions needed to streamline staffing processes and manage payrolls for various clients. Essential features of staffing software typically include sourcing, onboarding, applicant tracking, data analytics, timesheets, payroll management, and reporting.

The ideal staffing software should align with your current needs and be flexible enough to adapt to your business’s future requirements. If your current solution doesn’t meet these criteria or fails to provide a fully digitized experience, it may be time to switch.

Wondering how to determine the right time to make the change? Let’s explore the key signs:

1. Inefficient Staffing Process

The main purpose of staffing software is to streamline daily operations and ensure seamless transitions between processes, eliminating the need for manual intervention or semi-digitized workflows.

Your staffing software should centralize all applicant data—from job requisitions and interviews to onboarding and payroll management—without complicating the process.

If your current software doesn’t offer comprehensive automation to structure workflows effectively, it’s time to consider a solution that empowers your team to handle high volumes of applications and work orders with minimal manual effort.

2. Missing Paperless Employee Onboarding

Modern staffing software should facilitate paperless onboarding, which reduces costs, saves time, and increases efficiency.

Paperless onboarding enables your team to create and manage documents digitally, eliminating the need for printing and scanning while securely storing confidential information. This approach enhances accuracy and ensures consistency throughout the process.

As remote work and locum jobs grow in popularity, relying on outdated or semi-automated onboarding systems could hinder your agency’s growth.

3. No Employee Self-Service Functionality

If your staffing software doesn’t allow employees to manage their profiles or update information, it’s not living up to its potential.

Self-service functionality in staffing software reduces human error, enhances employee engagement, and provides staff—whether onsite or remote—with the flexibility to access schedules, profiles, and other data through a dedicated dashboard.

This feature lightens the load on your HR team, enabling them to focus on strategic tasks while ensuring smooth communication with employees.

4. Lack of Seamless Communication Tools

A robust staffing software should include a dedicated communication feature, such as a team chat app, to facilitate seamless interactions between workers, regardless of location or team size.

In today’s era of remote work and the growing gig economy, such features are essential. They enable employees to access critical data and execute tasks efficiently from the safety of their homes using a smartphone or other devices.

Does your current software meet this need? If not, it’s a clear indicator that a change is necessary.

5. Manual Timesheet Management

If you’re still relying on traditional methods for timesheet management, it’s time to upgrade.

Staffing software with time management capabilities prevents buddy-punching and time fraud, ensuring 100% accuracy in tracking attendance and work hours.

This technology is far more efficient than manual timesheet entries, reducing errors and lifting the administrative burden from your HR team. With less time spent on timesheet management, they can focus on sourcing and hiring top talent for your clients.

6. Outdated or Unintuitive Interface

One of the most common complaints about staffing software is a clunky or overly complex interface.

Modern staffing software should provide a user-friendly, intuitive experience for both staffing managers and candidates. If your current solution feels outdated or difficult to use, it could be slowing down your operations and frustrating your team.

Let’s Wrap Up

Choosing the right staffing software is a critical decision for your agency’s success. Start by evaluating your current solution against your immediate needs and future goals.

Consider essential features, budget, and scalability to ensure you invest in a solution that supports long-term growth.

At Vars Health, we specialize in helping agencies transition to innovative staffing software that meets their unique needs. If you’re ready to explore a better solution, connect with our team today to learn more.