The key factors behind the price of recruitment software

Category: Recruitment advices

30 June 2023

In today’s recruitment landscape, recruitment software plays an essential role for companies of all sizes; This software, also known as ATS (Applicant Tracking System), have revolutionised the way companies manage their recruitment process, offering increased efficiency, task automation and a better experience for recruiters and candidates alike. It is legitimate for users to understand the cost of this software, where recruitment software pricing.

If you don’t have time to read them all, here they are, in order:

The cost of developing features (developer employees)
The cost of deploying each licence and configuring each customer’s account (developer employees and technical support)
The cost of training and support (customer relations employees)
The cost of hosting and securing data;
As well, of course, as all the costs inherent in any enterprise

And to give you the information you’re probably looking for straight away: our prices start at €25/month per user licence, and are degressive.

In a nutshell: the importance of recruitment software in the modern recruitment process

Recruitment has become a complex and competitive process, requiring strategic management and a systematic approach. Recruitment software offers a range of features to help companies simplify and optimise their recruitment activities. These tools allow you to centralise applications, manage workflows, automate repetitive tasks, filter CVs, track applications, collaborate between members of the recruitment team, and much more. By incorporating these features, recruitment software makes it easier to source, select and hire talent, reducing the time and costs associated with the recruitment process.

Recruitment software is an investment for the company

When a company is considering adopting recruitment software, it’s natural to want to understand the factors that influence the price of this investment. The cost of recruitment software can vary considerably from one publisher to another, depending on a multitude of criteria.

In full transparency with our customers, in this article we explain all the cost factors involved in deploying recruitment software.

Recruitment software features and modules

What we ask of recruitment software above all are the functionalities needed to make the recruitment process, both to reduce costs, but also to reduce abandonment rates.

In-depth analysis of the standard functions offered by recruitment software

Recruitment software offers a variety of standard functions that form the basis of its capabilities. These features are designed to simplify and streamline the recruitment process. Here are some of the common features offered by recruitment software:

Application management: Recruitment software enables online applications to be centralised and organised, making them easier to sort and analyse. They offer tools for filtering CVs, performing advanced searches of the candidate database and creating candidate profiles. Consultez notre fonction de gestion des candidatures.
Automatic alerts and emails: ATSs often incorporate automatic alert and message systems: notification of application, change of status, automatic emails sent to candidates, etc. We are no exception to the rule.
Creation of CV libraries or candidate pools: Recruitment software sometimes offers to sort applications into different folders to make them easier to find. Jobaffinity has a complete CV library function;
Publishing job offers: This software makes it easy to create, personalise and publish job offers on various job boards, social networks and other platforms. Some systems even offer automated job posting functions. Consultez notre fonction de multidiffusion des annonces d’emplois.
Career portal : Recruitment software often offers a customisable career portal, where candidates can view and apply for vacancies, submit online applications, create profiles and track the status of their applications. We’ve set up Paradisiak to create careers pages on your websites.
Collaboration and communication: This software facilitates collaboration between members of the recruitment team; They allow you to share comments, rate candidates, organise interviews, schedule appointments and communicate with candidates throughout the recruitment process. Check out our collaboration, email and calendar synchronisation functions
Artificial intelligence: Generative AI is on everyone’s lips these days, and its very purpose is to save time. Some publishers of recruitment software are gradually starting to integrate it into their tools. You can use a ChatGPT directly in Jobaffinity to save time writing your emails or ads.

All these features require long development times by dedicated teams. Not only do these people need to be proficient in computer programming, they also need to be aware of user problems and the needs of recruiters. This is generally done in several stages:

Identifying customer needs (customer feedback, market analysis, monitoring developments, etc.)
Definition of modification requirements
UI analysis (how the interface should look)
Development of a test version
Testing and connection to other functions
Beta version provided to volunteer customers to preview features
UX analysis (feedback)
Adjustment
Final test version
Final adjustments
Deployment
Training for users

This obviously involves a full-fledged in-house development team, as well as the purchase of licences and hardware, and represents a lengthy period of development, testing and discussions with customers who want to benefit from the new functions as a preview.

Our development department now employs almost a dozen people.

Additional modules and customisations to meet specific business needs

In addition to standard functionality, many recruitment software also offers additional modules and customisation options to meet specific business needs, as well as links to third-party applications. We have negotiated advantageous rates on various business software packages connected to Jobaffinity.

Here are just a few examples (this list is by no means exhaustive – please visit our partners page for more information)

Analytics and reporting:Some recruitment software provides advanced analytics tools to track key recruitment metrics, such as time to hire, cost per hire, most effective candidate sources, etc. These reports help companies to assess the effectiveness of their recruitment process and make data-driven decisions. Nous avons intégré une fonction de reporting directement dans Jobaffinity.
Test and assessment integration: Some recruitment software offers integrations with third-party test and assessment providers. This enables recruiters to create and manage online assessments to evaluate candidates’ skills in specific areas. For example, we have a partnership with Goshaba to integrate the function into Jobaffinity
Parsing de CV :le parsing de CV consiste à demander à un robot de “lire” des CV pour en extraire toutes les informations intéressantes afin de les ranger et classer dans des fiches candidats de manière normée. This makes all the information readily available, with search and sort functions. It also allows CVs to be anonymised, if desired. See our CV parsing function;
Interview scheduling and management modules : These modules enable you to schedule and manage interviews with candidates, offering features such as automated appointment scheduling, synchronisation with recruiters’ calendars, interview reminders, etc. Find out more about Jobaffinity’s mail and calendar synchronisation;
Interface and workflow customisation: Some recruitment software offers the ability to customise the user interface and workflow to the specific needs of the business. This allows the software to be better adapted to the company’s internal recruitment processes and preferences. This is the case with our recruitment software, which allows you to choose what information is presented to you and in what order.

Each recruitment software supplier can offer different functions and modules. Don’t hesitate to ask us for a demonstration so that our sales team can discuss your specific needs with you.

It takes a considerable amount of time to set up these connections, including prospecting, commercial agreements and working with the development team of each tool to be connected to the recruitment software. And the integration of these new functions generally follows the same list of steps as in the previous section

Feel free to consult the page summarising all the features of Jobaffinity recruitment software.

Company scale and size

Another factor to take into account is the rate of use of the software, the number of people for whom accounts will need to be set up, the specifics of setting up each company or structure, training, support, not to mention the bandwidth or server space allocated.

Impact of company scale and size on the price of recruitment software

When it comes to determining the price of recruitment software, the scale and size of the company play a significant role. In general, the larger the company and the higher the volume of recruitment, the more expensive the recruitment software will be. There are several reasons for this:

Number of positions to be filled: Recruitment software is often priced according to the number of positions to be filled simultaneously. A large company recruiting for many positions at the same time will often need to invest more in recruitment software to meet its needs. We have chosen not to take this factor into account at Jobaffinity: whether you have 1 or 1,000 jobs (advertisements) per year, the price remains the same, there is no limit;
Volume of applications: Large companies tend to receive a high volume of applications for their job vacancies. Recruitment software must be able to manage this volume of applications efficiently, which can lead to additional costs, particularly in terms of bandwidth, computing power and storage. Here again, we have decided not to limit the number of applications, the price will remain the same.
Multiple users and recruiters: Large organisations often need to grant access to multiple users and recruiters to manage their recruitment process. This can lead to additional costs, as some recruitment software providers base their pricing on the number of authorised users. This is where the price factor will change at Jobaffinity, depending on the number of people (recruiters) who have an access account (note however that there can be an unlimited number of managers who can give their comments on a job application, as they do not need to have an account.

And lastly, our prices are on a sliding scale: the more licences you have, the lower the price.

Differences in pricing depending on the number of users and recruiters

The price of recruitment software can vary depending on the number of users and recruiters authorised to use the platform. Some providers offer packages with a limited number of users, while others offer rates based on the number of active users or access licences.

We have made the simple choice of transparency and no surprises: a price determined by the number of recruiters who have access to the Jobaffinity management interface.

You therefore need to determine the number of users/recruiters who will need access to the recruitment software; Large companies with several recruitment teams spread across different departments may need recruitment software with multiple access licences, which may influence the final price. Note that you can ‘compartmentalise’ access via the different user levels. In this way, the recruiter from franchise X will only have access to jobs and applications from franchise X, and not from franchise Y or Z. The main administrator, on the other hand, will be able to see them and, why not, transfer applications to one or other of them if this is relevant.

This means that with rates based on the scale of the business (the number of recruiters), the price increases progressively as the business grows and recruits more. This can be advantageous for growing businesses, as they will only pay for the features and resources they really need at each stage of their expansion.

Deployment and hosting options

Finally, one of the last sources of cost is the way in which software is deployed and data is hosted.

Costs associated with different deployment options (cloud, local, hybrid)

Depending on the different recruitment software, there are different deployment options to consider. The most common are deployment in the cloud (such as Jobaffinity), deployment on site (local) and hybrid deployment, which combines the two. Each of these options has specific financial implications that need to be taken into account:

Cloud deployment: Cloud deployment has become popular due to its flexibility, ease of implementation and low maintenance. In this case, the recruitment software is hosted on the supplier’s servers and users access it via the Internet; The costs associated with this option generally include a monthly or annual subscription fee, which can vary depending on the number of users, the functionality required and the storage capacity required. This is the Jobaffinity solution which, as we saw above, is based solely on the number of users and nothing else.
On-site (local) deployment : Some companies prefer to host the recruitment software on their own in-house servers, which gives them greater control over data and security. However, this option can require significant investment in licences, hardware and server configuration and maintenance. Not to mention, of course, hiring system administrators capable of keeping the server up and running at all times. The costs associated with on-site deployment can also include support and software upgrade fees. Fewer and fewer solutions work this way.
Déploiement hybride : Le déploiement hybride combine à la fois le cloud et une installation locale. This enables the company to take advantage of the benefits of the cloud while retaining certain elements on site, such as sensitive databases or specific integrations. The costs associated with this option depend on the distribution of functionality and data between the cloud and the local infrastructure.

Advantages and disadvantages of each option and their impact on the price

Each deployment option has its advantages and disadvantages, and they can also have an impact on the overall price of the recruitment software:

Cloud deployment: Benefits include ease of implementation, flexibility, automatic software updates, ease of remote access and reduced maintenance costs. However, costs can rise as the number of users or storage requirements increase. At Jobaffinity, only the number of users counts towards the price.
On-site (local) deployment: Benefits include greater control over data and security, tighter integration with internal systems and increased autonomy. However, initial costs are generally higher due to the purchase of licences and hardware, and maintenance can be more complex and require technical resources involving several hires.
Hybrid deployment: This option offers a combination of the benefits of cloud and on-premises deployment, providing flexibility and further customisation. However, it can lead to additional costs associated with managing two environments and coordinating between them.

While it is essential for businesses to assess their requirements in terms of security, flexibility, internal resources and budgets, in order to choose the deployment option best suited to their needs and financial constraints.

As for security, we host all data in compliance with the RGPD in France by Claranet. For those who believe that data is safer on their premises: this is only true if you have a dedicated infrastructure, as very few companies have truly secure servers on site.

Support and maintenance

The software, access and hosting are all very good. But you need to learn how to use the software, know the tips and tricks to save you time, and have people on hand to help you if you need it.

The role of customer support and maintenance in the price of recruitment software

Customer support and maintenance play an essential role in the effective use of recruitment software. Recruitment software suppliers offer different levels of support and maintenance options, which can influence the overall price of the software. Here are some important points to consider:

Training: Training users to use recruitment software can be done in different ways, via documentation, video tutorials or video conference training. At Jobaffinity, we have all three.
Customer support: Customer support may include telephone, email or online platform assistance. It enables users to get help with technical problems, questions about using the software or requests for additional functions. Some providers offer 24/7 customer support, while others may offer specific time slots. The level of customer support can vary, and some providers offer additional support packages at extra cost. At Jobaffinity, you don’t have to pay anything extra for access to support, which is available from Monday to Friday.
Maintenance: Maintenance includes software updates, bug fixes and ongoing improvements to the recruitment software. Keeping the software up to date is essential to ensure that it works properly, is secure and complies with new regulations. Some providers include maintenance in the subscription price, while others may charge extra for major updates or customised maintenance. At Jobaffinity, all updates are free.

At Jobaffinity, that’s 6 people on hand to provide training, assistance and support.

Different levels of support and maintenance options offered by suppliers

Recruitment software suppliers often offer several levels of support and maintenance options, tailored to companies’ needs and budgets. Here are some common examples:

Basic support: Basic support can include e-mail assistance or an online help centre, with predefined response times. This level of support can be included in the price of the basic subscription to the recruitment software.
Premium support: Premium support offers priority access to customer support, with faster response times and may include telephone support. This level of support is usually available at extra cost.
Regular maintenance: Regular maintenance includes regular software updates, bug fixes and minor improvements to the software. These updates are often included in the subscription price.
Customised maintenance: Some providers offer customised maintenance options, which can include bespoke updates, dedicated support or specific features requested by the business. These customised maintenance options may incur additional charges.

The level of support is an important point to take into account: you think you’re saving money only to realise after a few months that you have to pay something extra to have a problem corrected or to have access to the latest features.

At Jobaffinity, all training, maintenance and support are included from the outset in the basic subscription.

At any time, if you need a specific development that is not currently provided for by the software, or to add access to a third-party tool or a new job board or application, you can call on our services. If this requires significant development, we’ll give you a quote, otherwise we’ll set it up free of charge.

Switch to recruitment software to optimise processes and cut costs

As you will have realised, the costs of recruitment software are determined by the time to develop its features and deploy customer accounts, employees available for training, maintenance and support as well as server costs.

For a modern recruiter, the use of recruitment software has become a necessity to optimise the recruitment process. Throughout this article, we have explored the various factors that influence the price of recruitment software, but it is just as important to highlight the reasons for using such software.

Efficiency and time savings: Recruitment software offers automated functions such as application management, job posting, talent sourcing and candidate tracking. This enables recruitment teams to save valuable time by reducing administrative tasks and concentrating on higher added-value activities.
Better data management: Recruitment software centralises all information relating to the recruitment process, such as CVs, interview notes and recruiter feedback. This makes it easier to search for and retrieve information, improves collaboration between team members and ensures that decisions are based on concrete data.
Improving the candidate experience: Good recruitment software offers a user-friendly, intuitive interface that enables greater responsiveness with candidates, making it easier for them to interact with the company. Features such as online application, status updates and transparent communication enhance the overall candidate experience, strengthening the employer brand.
Informed decision-making : Thanks to the reporting and analysis features built into recruitment software, businesses can track and evaluate key performance indicators, such as recruitment time, application success rate and cost of hire. This data provides a clear picture of the effectiveness of the recruitment process, enabling informed decision-making and strategic adjustments to be made where necessary.
Regulatory compliance: With data privacy and non-discrimination regulations becoming increasingly stringent, well-designed recruitment software can help businesses comply with legal requirements. It facilitates the management of sensitive candidate data, guarantees the confidentiality of information and reduces the potential legal risks associated with the recruitment process.

Using recruitment software helps to improve efficiency, optimise data management, offer a positive experience to candidates, avoid missing out on talent, provide real follow-up and, above all, save considerable time.

If you’re still not convinced, don’t hesitate to request a free demonstration of our software!

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