Data entry services for recruiting & staffing agencies

AssistBPO's data entry services for recruiting agencies turn resumes, screening notes, client job orders, timesheets and compliance documents into clean, searchable records in your ATS and spreadsheets, with a second-person QA check on every batch. Staffing data decays fast: candidates change numbers, duplicates pile up after every job fair, board applicants arrive with half-filled profiles and temp compliance documents expire without anyone noticing.

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This page Recruiting & staffing agencies Data entry services

How does data entry work for recruiting?

Your AssistBPO data specialist works your hours inside Bullhorn, JobAdder, Greenhouse or your ATS, plus Google Sheets or Excel, parsing resumes into structured fields, tagging skills and certifications, merging duplicates by phone and email, logging document expiry dates and entering job orders from client emails with the fee and start-date fields your billing depends on. Weekly reports for clients and account managers are built from the cleaned data rather than from memory. Each batch carries a count of records touched and errors caught, and the monthly QA scorecard samples 5 percent for accuracy.

What tasks does data entry cover for recruiting and staffing agencies?

  • Parse resumes into ATS fields: contact, skills, certifications, availability
  • Merge duplicate candidate records matched by phone and email
  • Enter client job orders with fee, bill rate and start-date fields
  • Log credential and right-to-work document expiry dates
  • Key approved temp timesheets into your payroll or billing system
  • Backfill source, stage and outcome on historic records for reporting
  • Build weekly client and account-manager reports from clean ATS data
  • Run a second-person QA check on every batch before sign-off

The KPI that matters here

Accuracy rate on QA-sampled records and the share of candidate records with all required fields complete. Both feed directly into how many past candidates your recruiters can find again.

What rules does data entry follow for recruiting?

  1. TCPA and CAN-SPAM for candidate outreach. Every outbound call, text and email to a candidate goes out with lawful consent and do-not-call scrubbing, inside the FCC's TCPA calling hours, with sender identification and an opt-out on each message under the FTC's CAN-SPAM Act.
  2. EEOC screening rules and record keeping. Phone screens use your approved question set only. Assistants never ask about age, family status, health, religion or any other protected characteristic, and screening notes are retained under the EEOC's record-keeping rule at 29 CFR 1602.
  3. Candidate data under UK GDPR, PIPEDA and the Privacy Act. For UK, Canadian and Australian agencies, candidate records are handled under UK GDPR (ICO), PIPEDA (Office of the Privacy Commissioner) and the Privacy Act 1988 (OAIC), with retention periods you set and deletion requests actioned inside your policy.
  4. Licensed agency decisions stay with you. Assistants prepare the paperwork and the agency signs. We never make placement decisions, negotiate fees or act where a state or country requires a licensed employment agent.

Recruiting software we work in

Also in use

  • Bullhorn
  • JobAdder
  • Greenhouse
  • LinkedIn Recruiter

See all 80 tools we work in

More for recruiting and staffing agencies

Other services for recruiting

Data entry in other industries

Frequently asked questions

How do you keep data entry accurate at volume?

Each specialist works from a field map agreed in onboarding, uses ATS parsing where it exists and keys the rest by hand. A second person QA-checks every batch against the source document before it is marked done, and the team lead samples 5 percent monthly for the scorecard. Error rates and record counts appear on the end-of-day report, so you see accuracy per batch rather than discovering a problem at a client review.

Can the specialist clean up years of old ATS records?

Yes. Cleanup projects run alongside daily entry: we agree the rules for merging duplicates, which record wins when details conflict, what to do with candidates who asked to be removed, and how to backfill source and stage from notes. Progress is reported weekly by record count. Most agencies pair a cleanup project with a standing rule set so the database does not decay again after the project ends.

Is candidate data handled securely during entry?

Data stays inside your ATS, spreadsheets and document store; nothing is copied to personal drives or local disks. Specialists are employed staff of the group under NDA, working on managed devices with MFA and monitored access. For agencies under UK GDPR, PIPEDA or the Privacy Act 1988 we sign a data processing addendum and follow your retention and deletion schedule for removed candidates.

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