Best Executive Search Software in Recruitment

The executive search industry has more than doubled since 2015, making it a profitable niche to be an expert in. As a recruiter, you need the right tools to stay ahead of your competitors. Specifically, you need:

• A centralized platform to make managing clients and candidates easy
• Resume parsing, advanced search, and filtering features (like Boolean search)
• A tool for easy collaboration and quick feedback collection from clients and hiring managers
• A high-level, as well as a granular view of the whole candidate pipeline
• Easy automation for scheduling and candidate advancement

The right tool brings all of these features together, so you don’t blow your hiring budget on legacy ATS or several disjointed solutions. We’ve analyzed 10 such software, looked past their bells and whistles, and reviewed them based on pure functionality.

Let’s get started.

Top 10 Executive Search Software: A Quick Glance

How to Choose an Executive Search Software

You need the right recruitment tool to coordinate your executive search. But with so many options available, how do you choose the right software? Here's a step-by-step guide to help you make an informed decision.

Identify Your Needs

Create a list of challenges you wish the software to resolve and divide it into “needs” and “wants.” “Needs” include features that are essential for a potential software to have. “Wants” are those features you would find desirable but can do without.

Determine Your Budget

Keep in mind that your total cost of ownership includes not only the software, but also hardware, implementation, and support expenses. Consider cloud-based systems to save on hardware.

Determine the Payback

Estimate the “worth” of the time you can save and the productivity gains possible with the software. Assign a monetary value, for example, how many billable hours is it saving the company?

Get Referrals and Identify Standards of the Market

Ask your colleagues for recommendations and research systems used by leading search firms and firms of your size. This will give you a better understanding of the industry standards and help you identify the most popular and effective solutions.

Narrow the Playing Field to 3-4 Suppliers

Eliminate software without essential features or substantiated ROI. Consider the specialization, the depth of the product, the quality of customer support, and the use of future-proof technologies.

Get Input From Your Consultants and Researchers

Consult end-users to see both what inefficiencies plague your existing system and what features they have always wanted to have. This not only helps you identify areas for improvement but also fosters a sense of ownership and buy-in among your team.

Select Your Finalists

Ask for a demo. Evaluate the software’s interface and usability, training requirements, data ownership, and support options. Eliminate solutions that are too basic or overly complex for your needs. Sign up for free trials to test the usability of the product.

Consider the Required Data Import

Verify their experience in data import from your system, the expenses involved, and the availability of pre-defined templates. Ensure that the vendor has a clear and proven methodology for data migration to minimize disruption to your operations.

Make Your Final Decision

Remember to select a vendor you are comfortable working with. Ask for references, keep short-term rolling licenses in mind, and look for flexibility.

Top 10 Executive Search Software

Here’s a list of executive search software that makes it easy for you to manage candidate pipelines, evaluate potential hires, and extend offers.

RecruitingCRM

RecruitingCRM is a free executive search software that combines applicant tracking systems and customer relationship management functionalities. If you need software to complete basic tasks, RecruitCRM can take care of this for you. If your needs are more complex, our software can still be the right tool for you, carrying our simple, intuitive interface into the more complicated tasks.

What stands out: Engage candidates, clients, resumes, emails, and other crucial aspects of business from a free, single platform.

Key features and benefits

Candidate and Client Management:

• Efficiently manage candidates, clients, resumes, and emails from one centralized location.
• Access the software from any device, anywhere, ensuring that you never miss an opportunity.

Engagement and Communication:

• Create and send cohesive proposals to clients, to deliver a premium experience right from the start.
• Keep track of important emails, appointments, and events from the software so you never miss out on critical communication or deadlines.

Sourcing and Resume Parsing:

• Source candidates and clients directly from LinkedIn using the Recruit CRM Chrome Extension.
• Parse resumes from emails and request updated versions of resumes.
• Use our advanced search functionality to find the perfect match for the job, and send executive shortlists directly to the client for feedback.
• Utilize Boolean search, radius search, and powerful filters to refine your candidate searches.
• Save search queries to access relevant candidates and save hours every day.
• Search your entire database, including resumes and records, for a comprehensive overview.

Email Integration and Automation:

• Sync your email account with Recruit CRM to parse resumes received via email.
• Send bulk emails and track email opens to gauge candidate engagement.
• Create email templates to save time on repetitive tasks and improve consistency.

Interview Scheduling and Collaboration:

• Schedule interviews and add teammates with just a few clicks.
• Never miss important events or deadlines with a consolidated view of the entire pipeline.
• Collaborate with other recruiters to fill jobs faster with a shared marketplace.

Candidate Submission and Feedback:

• Submit candidates to clients and receive real-time feedback from hiring managers.
• Provide hiring managers with a direct link to give feedback, streamlining the process.
• Keep track of candidate progress and make data-driven decisions.

Reporting and Analytics:

• Access powerful reports to track key performance indicators and make informed decisions.
• Gain insights into your business performance and identify areas for improvement.
• Leverage data-driven insights to optimize your executive search process.

Jobs Page and Branding:

• Source candidates directly from your website with a customizable jobs page.
• Host your jobs page on your website, keeping everything under one roof.
• Strengthen your brand and attract top talent to your open positions.

Pros:

• Feature-rich free tier that is great for smaller businesses
• Advanced search capabilities and resume parsing
• Email integration and automation features
• Real-time feedback and collaboration tools
• Comprehensive reporting and analytics

Cons:

• May have a learning curve for users new to the platform

Best suited for:

• Executive search firms looking for a comprehensive, all-in-one solution
• Boutique executive search agencies seeking to streamline their workflow
• Firms that value accessibility, collaboration, and data-driven decision-making

Recruiterflow

Recruiterflow is a great choice for executive search firms because it combines a relationship-focused platform with a comprehensive set of features. This enables you to search databases quickly, use targeted communication, and easily identify top talent.

What stands out: Effectively sources candidates and tracks them through the funnel.

Key features:

• Applicant tracking system to manage candidates
• Client portal for seamless collaboration without leaving the platform, so no back-and-forth or email tag
• Advanced search functionality to identify top talent
• Sequences for streamlined communication
• Customizable and visual candidate pipelines for a clear overview

Pros:

• Relationship-centric approach, which crucial for executive search
• All-in-one solution, eliminating the need for multiple platforms
• Modern and intuitive interface for ease of use

Cons:

• Lacks a dashboard that tracks daily activities like interviews and pipeline updates

Best suited for:

• Executive search firms that prioritize relationship-building
• Agencies looking for a comprehensive, all-in-one solution
• Growing firms seeking a scalable platform to support expansion

Invenias Executive Search

Invenias Executive Search is an intuitive solution developed for executive search firms. Its goal is to make firms more productive and results-driven, offering a platform that is specifically set up to suit the unique workflow of an executive search.

What stands out: Serves as a useful repository to store candidate data and track conversations.

Key features:

• Capture high-value data, including likes, feedback, scoring, assessments, references, and referrals
• Create profiles from CVs, resumes, and online social business profiles and add information to it
• Generate automated reports on the effectiveness of your client deliverables and communication system
• Customizable reporting available for the key metrics you want to look at
• Native mobile app for iOS and Android, so you can recruit on the go
• Connect all stakeholders, including client hiring executives and candidates so they can communicate with you via the same platform

Pros:

• Purpose-built for executive search workflows
• Seamless integration with Microsoft Office
• Mobile accessibility for work on the go
• Robust data capture and management capabilities

Cons:

• Users have complained about lack of diverse integrations
• The software is poorly designed and is clunky

Best suited for:

• Executive search firms looking for a specialized, industry-specific solution
• Firms that heavily rely on Microsoft Office integration
• Agencies with a need for mobile accessibility and on-the-go work

Zoho Recruit

Zoho Recruit recognizes that executive search needs more discretion than other forms of hiring. They make it easy to find and engage passive talent and leverage employee networks to find the right fit.

You can also collaborate with clients (if you’re running an agency) or top-level management to build a skillset matrix before you even get started with the hiring process. This way you know exactly what to look for. Zoho AI also offers candidate matching against this skillset matrix, cutting your shortlist time in half.

What stands out: It offers extensive customization and automation, serving both in-house and staffing firms.

Key features:

• Source Boosters to find high-profile talent from job portals and social media sites
• Employee referral feature to leverage employees' networks
• Client portal for effective communication and consistent record-keeping
• Tracking of key metrics like age of job, time to fill, and time to hire
• Skillset matrix creation with AI-based candidate scoring and matching
• Smartphone-friendly career site builder for employer branding
• VMS portal for collaboration with other recruiters

Pros:

• Comprehensive toolset for the entire executive search process
• AI-powered features
• Emphasis on client communication and collaboration

Cons:

• Integration with other software is difficult
• You have to buy additional credits to schedule interviews
• No salary calculator, making its offer generation features less useful

Best suited for:

• Executive search firms and agencies looking for an all-in-one solution that doesn’t overlook collaboration and communication
• Recruiters who frequently collaborate with other recruiters and need a centralized management system

Vincere

What stands out the most with Vincere is its Live List feature. You can create executive candidate profiles on a micro-site that the client can access, and then add compliance documents, interview videos, and custom tags which they can access at their leisure.

What stands out: Extensive list of features that make it easy to collaborate with clients, from gathering feedback from them to scheduling retainer invoices.

Key features:

• Easy to adjust invoices, schedule them, and send them to clients
• Integration with LinkedIn makes it easy to find and add candidates with a few clicks
• Candidate matching for streamlined executive recruiting
• Branded client portal for securely sharing candidate documents
• Comprehensive reporting suite designed specifically for executive search
• Integration with multiple leading apps to augment executive search workflows

Pros:

• Purpose-built for executive search, with features like retainer management and client portals
• AI-powered search and auto-match capabilities for efficient candidate sourcing
• LiveList feature elevates client collaboration and service

Cons:

• It is difficult to customize reports and features
• Users have reported that onboarding the software is difficult

Best suited for:

• Recruitment agencies specializing in executive search and C-suite placements
• Firms looking to streamline their executive search process and improve client collaboration
• Companies aiming to enhance their professional image through branded client portals

FireFish

Firefish helps you track passive candidates, so even if your ideal employee is not looking to change roles now, you’ll know when they do. They also let you save your Boolean searches so you can find your candidates that much quicker.

Their features let you future-proof your recruiting process, as many of them help you hire better executives down the line, by keeping tabs on their career trajectories very easily.

What stands out: Their features help you with current and future hiring needs, meaning you can plan well into the future.

Key features:

• Contract generator for creating, editing, and sending electronically signed contracts
• Passive candidate tracking to build and manage a network of passive candidates
• Task management for automating alerts, triggers, and follow-up actions
• Advanced candidate search using Boolean and filtered searches
• 2-way Outlook Integration with Microsoft Office 365 for seamless email and calendar syncing
• GDPR workflow to ensure data safety and compliance

Pros:

• Intelligent passive candidate tracking to build and manage a strong network
• Automated task management to prioritize activities and nurture relationships
• Seamless integration with Microsoft Office 365 for improved productivity

Cons:

• Users have reported the software to be slow at times

Best suited for:

• Executive search firms looking to streamline their search process
• Agencies aiming to expand their black book strategy (build a list of potential hires) and engage passive candidates

Loxo

The primary goal of Loxo is to simplify the recruitment process by becoming the only platform you need to simplify your workflows, so you can build relationships with top talent. The software was created as an all-in-one platform, which eliminates the need for a separate ATS or CRM.

What stands out: Fulfils most recruiting needs within their free tier.

Key features:

• Chrome extension to add candidate profiles with one click
• Automatically add candidates to campaigns based on where they are in the hiring funnel
• Automated recording of activities (like emails sent or interviews conducted) so you’re always on track with everything
• Offers a large talent directory with 1.2 billion professionals you can shortlist with hyper-specific filters
• Loxo Outreach + Outreach GPT allows you to drop candidates into the funnel and automate personalized communication with them
• Offers a high-level view of the full hiring funnel

Pros:

• All-in-one platform eliminating the need for multiple tools and subscriptions
• Significant time savings through automation and streamlined workflows
• Access to a vast talent database with real-time updates
• Intuitive user interface and easy-to-use features

Cons:

• Users have reported that their search feature is very ineffective.

Best suited for:

• Organizations looking to simplify their recruitment tech stack
• Recruiters seeking to improve efficiency and reduce time-to-hire

Clockwork Recruiting

Clockwork is a comprehensive online platform built for executive recruiters and search firms. The platform is designed to optimize the entirety of the search lifecycle, from business development to growing the firm and team.

What stands out: It’s intelligently designed based on in-depth recruiting knowledge.

Key features:

• Streamlined client and team collaboration throughout the search process
• Leveraging insights and proprietary talent intelligence based on past relationships and work
• Built-in methodology to eliminate roadblocks such as poor client relationships, inefficient search teams, and difficulty accessing meaningful data
• Professional services to accelerate success, including training, data services, and custom development

Pros:

• Tailored specifically to the unique needs of executive searches
• Based on a proven methodology to drive superior results
• Offers a complete solution covering the entire search lifecycle
• Provides best practices, thought leadership, and training for running an effective search process
• Offers professional services to help firms get the most out of the software

Cons:

• The resume parse tool is ineffective according to users, which is a vital feature for executive recruiters.

Best suited for:

• Executive search firms looking for a comprehensive, end-to-end solution
• Firms seeking to improve client relationships and team efficiency
• Companies aiming to leverage data and insights from past work

iSmartRecruit

iSmartRecruit provides a centralized repository for maintaining executive profiles, conducting communication with executives, and fostering team collaboration. It offers a complete range of tools to conduct the search process with customized workflows.

What stands out: Offers a wide range of AI features that can parse resumes, profile match, and help with pipeline management.

Key features:

• Comprehensive executive database with detailed profiles and contact information
• Job posting and distribution features to reach a wider audience
• Advanced search and filtering capabilities to quickly find suitable executives
• Customizable workflows for managing the entire recruitment process
• AI-powered search and matching to improve new hire fit and easy shortlisting
• Collaboration tools for team members to share feedback and evaluations
• Integration with email and calendar for efficient communication and scheduling
• Mobile accessibility for on-the-go access

Pros:

• Tailored specifically to the needs of executive search and headhunting firms
• Offers a wide range of features to streamline executive recruitment
• AI-powered search and matching capabilities to improve efficiency
• Customizable workflows to suit specific organizational needs
• Emphasis on executive relationship management and collaboration
• Integrates with various recruitment marketing, social media, and job board platforms

Cons:

• You’ll have to train your team to get the most out of this software, which is time-consuming.

Best suited for:

• Executive search and headhunting firms looking for a comprehensive solution
• Agencies aiming to streamline their executive search process and improve efficiency
• Recruiters looking for a mobile-friendly solution with on-the-go access

Talentis Global

Talentis is a cloud-based solution that focuses on helping you build a strong database of competitors. It makes it easy to find and engage with candidates, by simplifying data maintenance.

What stands out: Combines AI to give your normal recruiting functions an edge.

Key features:

• Unique filters that let you find what you’re looking for faster
• Uses ChatGPT to search across 550 million public profiles, expanding the candidate pool beyond the user's LinkedIn network.
• Google Chrome extension provides context-sensitive CRM information while browsing, saving time with relevant data accessible in a single click.

Pros:

• Combines a powerful CRM with advanced candidate-sourcing capabilities
• AI-driven search across a vast database of public profiles, reducing reliance on LinkedIn
• Chrome Extension that provides context-sensitive information while browsing the web
• Free demo, trial, and training, allowing users to experience the software before committing

Cons:

• As a relatively new product, it may have a smaller user community compared to more established solutions
• Some users may require time to adapt to the innovative features and approach

Best suited for:

• Executive search firms looking for a modern, AI-driven solution that combines CRM and candidate sourcing
• Recruiters seeking to reduce their reliance on LinkedIn and expand their candidate pool

How is Recruiting Executives Different?

Hiring is more individualized when you’re looking to fill executive positions. Why is that, and what makes executive recruitment so challenging?

Higher Stakes

You need to find people with the right skills and experience to fill every role, but the stakes are higher when it comes to executive hiring, where you need to find the right personality to lead the company to success. A mismatch between your new executive hire’s persona and the company culture can derail progress and cost millions in bad leadership.

Specialized Experience

Unlike “regular” recruitment, where you’re looking for professionals with a few years of experience, executives must have been around the block a few times. They must know the market well, and understand competitor strategies and industry regulations.

Discreet Communication

You also have to factor in how the confidentiality aspect is different in executive search. Most of the top executives already work for some organizations, and they are not necessarily looking for another place to work. You have to be very discreet while contacting potential candidates to avoid risking their current positions or raising unnecessary concerns.

Niche Soft Skills

Although technical skills are necessary, they are not sufficient. Executives need to possess excellent communication skills, strategic thinking, and the ability to lead and inspire teams. You need to have a keen eye to spot these traits in the first place.

Advanced Assessments

The assessment phase is more grueling when you’re conducting an executive search. You have to analyze a candidate’s personal experience through interviews, assessments, and evaluations to ensure that a particular candidate is the right fit. The hiring of an irrelevant executive could cost a company millions in the form of turnover, damaged reputation, and lost market share.

Which Software Do You Go With?

Selecting the executive search software to use for your recruitment activities is a critical move with lasting consequences. Employ the steps listed in this guide to evaluate your alternatives in a structured manner while ensuring you select software that meets your company’s specific needs.

Engage with your team closely, conduct thorough research into the features and abilities of each software, and evaluate the vendor’s knowledge and support.

RecruitingCRM is the ideal choice for you if you need executive search software that is extensive, easy to use, and cost-effective. Sign up with RecruitingCRM for a greater chance of finding the right executive for your client.