Data clean-ups consist of identifying and removing inaccurate, outdated, or redundant information from your database. It ensures that the data within your Recruit account remains accurate, reliable, and up to date. Over time, as your company evolves and your usage of Recruit expands, the need for data clean-up becomes increasingly essential for maintaining accuracy, compliance, and system performance.

How do I know I need a data clean-up?

• Your company has worked with Recruit for more than 2 years.

• Your company has gone through major growth since starting with Recruit.

• Your Recruit account has been upgraded to the Ultimate or Enterprise plans.

• The HR team has expanded or changed the roles of the team members.

• There are sources and processes in your account that are no longer used.

Data clean-up

At Recruit, we've prepared this guide to simplify the data clean-up process for you. Follow these best practices to identify and address the key settings that may require your attention.

Roles & permissions

1. Teammates’ roles

As an Owner or Admin in Recruit, it's a great practice to periodically review roles and permissions.

To do this, head over to the Teammates page and manage your teammates:

• Review existing teammates: Check their current roles and ensure everyone has the appropriate level of access.

• Reactivate and reassign roles: Update roles for teammates as necessary, whether they have recruiting or non-recruiting responsibilities.

• Deprovision teammates in SSO: If your company uses SSO, ensure all employees no longer with the company are deprovisioned in your SSO system. Once deprovisioned, their access to Recruit will be blocked, and they will be marked as “Deactivated by SSO” in the teammates page.

• Deactivate inactive teammates: For teammates who have been deprovisioned in your SSO system, deactivate their accounts in Recruit and reassign their tasks and roles to another active teammate.

2. Teammates’ permissions

After reviewing the roles of all your teammates, head over to Settings > Access > Permissions and decide who gets to see and do what.

• It helps you control user access levels to maintain secure and compliant data handling.

• It guarantees visibility and independent work with the necessary data while preventing unauthorized actions, for example, ensuring that the Interviewer's access to the candidate's evaluations is set according to your process.

3. Position hiring team

Reviewing your Hiring teams is closely related to reviewing teammates' roles and permissions, so why is it important to highlight this specifically?

While overall roles and permissions govern what each teammate can do within Recruit, the specific roles assigned to members of the position hiring team are critical for maintaining accurate data in reports and ensuring that each role within the hiring process is correctly managed.

• For each open position, go to the Team tab and confirm that it has the correct Hiring Manager and Lead Recruiter assigned according to the role you’re hiring for.

Data

1. Step and Position templates

Step templates standardize your recruiting stages, ensuring consistency and streamlined reporting. That's why Recruit recommends opting for step templates over allowing for custom steps and:

• Reviewing all step templates in the account

• Making sure they are all in the correct recruiting stage

• Editing/removing steps to align the workflow across the company

2. Candidate tags

Candidate tags allow you to categorize candidates, providing a quick and efficient way to narrow down your searches and making it easier to locate candidates. Tags are associated with the candidate's profile rather than specific positions; therefore, they are shared across all hiring processes. This means that any changes to a candidate’s tag in one position will automatically reflect in all others.

Over time, tags can become outdated or inconsistent. Regularly reviewing and cleaning up your candidate tags ensures that your tagging system remains relevant and effective.

To maintain a clean and organized tagging system, head to Library > Candidate tags and:

• Review existing Candidate tags and create new/remove tags as necessary.

• For similar or duplicated tags, merge them by giving them the same name.

• Make sure the Hiring team is aligned with the tag usage.

3. Position fields

For every position, Recruit includes default position fields like Position name, ID, and Location. You can then customize this list to include additional fields that deliver important information to prospective candidates or have additional dimensions for managing your positions or analyzing your reporting data.

You can find Position fields under Settings > Data > Position fields, where we recommend you:

• Mark required fields as Required to Publish.

• Enable the dropdown selection option where applicable. This ensures your hiring team can only add pre-approved fields to descriptions, preventing free-text entries.

• Review and edit position fields, adding/removing fields as necessary.

When editing position fields, you should consider Position templates, as these changes will be applied to the template as well and will affect future positions. Also, Recruit recommends you

• Ensure your team uses position templates

• Review your position templates, adding/removing as necessary

4. Disposition reasons

Capturing structured data on candidate rejections helps you spot trends in your recruiting process. In other words, managing your disposition reasons can help you understand why hires aren't being made and how to improve the process.

Ensure your team uses consistent disposition reasons by navigating to Settings > Data > Disposition reasons and verify that they align with your current recruiting process by:

• Reviewing your current list of disposition reasons

• Removing outdated reasons/adding new ones

5. Sources

Having a clear and accurate list of sources is important for performance analysis and budget allocation.

That’s why Recruit recommends managing your sources on the Sources page as a part of the data cleanup by:

• Defining the correct source types and contacts.

• Reviewing your sources.

• Merging/editing sources accordingly to eliminate duplicates.

6. Company locations

Accurate company location information is essential for including the correct setup of positions, publishing positions to job boards, and ensuring data alignment for reports .

For each of your company's locations, head over to Settings > Locations and:

• Review existing locations to confirm that the address is correct and complete.

• Remove old locations as necessary.

• Add new locations by filling in the name of the location, the language, and a different public name.

7. Meeting rooms

Efficiently managing meeting rooms within Recruit is key for scheduling automation, reducing the risk of double bookings or scheduling conflicts 📆.

Facilitate reservations with Recruit's scheduling features by navigating to Settings > Localization > Meeting Rooms and:

• Reviewing and updating meeting rooms to ensure all available rooms are listed and accurately described.

• Aligning meeting rooms with your company's locations, ensuring that each room is associated with the correct office or building. In In-person interviews, when the location is assigned to the interview, the Interview Location email template attribute of the invite will be the location assigned to the selected meeting room and not the position location.

8. Openings

Accurate Opening data is critical for generating insightful reports, as KPIs such as Time to Hire, Apply to Hire, and Time to Onboard are all derived from Opening information.

All open positions need openings and all of them can be edited. Here are Recruit’s recommended practices to enhance your management of Openings:

• Review all open positions to confirm they have the correct openings.

• Update openings with expected hire dates, reasons, and names according to your process.

• Use pool positions to keep a pool of candidates with no active hiring process.

• Review and edit Custom opening fields, adding/removing fields as necessary (Enterprise plan).