Maxhire

What is Maxhire?

It is a Recruiting software and CRM for executive recruiting firms and staffing agencies.

Features: It has various essential features that are used on a regular basis. They are given below in
detail:

1. People Records: Maxhire has a track of people records and there are several other functions
integrated to this feature. They are:

a) Finding People records: This features enables you to track any candidate by searching with
various criteria like Last name and first name, email, phone number, etc.
b) Candidate profile: The Candidate Profile tab displays a profile of the candidate, including
current pipeline status, personal and work contact information and important notes.
c) Personal Data: The Personal Data tab displays personal information about the candidate,
including home address and email, education, family and confidential data and additional
education/notes.
d) Work Profile: The Work Profile tab displays a profile of the candidate's employment history.
e) Viewing custom placement forms: Using the form designer, you can now create custom
placement forms available in the placement record. This allows you to create your own on
boarding and assignment start forms with any data points you need to collect. You can
create an unlimited number of custom fields and add them to the forms.
f) Importing resumes to create candidates: You can create new people records for candidates
by clicking the Create New Person button in the toolbar and entering the candidate's
information. However, if you are working from a resume, it is much quicker and easier to
import the resume and allow MaxHire to extract the data for you. When an existing
candidate sends you an updated resume, you can also have MaxHire reimport the data from
the new resume to update the candidate's work profile.
g) Importing contacts from LinkedIn: You can export your contacts from your LinkedIn account
and then import them into your MaxHire database.
h) Importing outlook contacts: You can import contacts from Outlook into MaxHire using the
Import Selected Contact or Import an Entire Folder of Contacts features in the Outlook
menu.

2. Tracking Activity: Maxhire has a bunch of tracking activities and most essential ones are listed
below:
a) Creating all call lists: You can create lists of companies or people to cold call in MaxHire
using the Saved Lists functionality. This allows you to develop lists of people or company
contacts to cold call and to schedule follow-up activities for calls when necessary. You can
preview information about the person or their resume/documents without opening the
record. When calling a list of people, Call Mode will automatically record call logs without
repetitive data entry. When you use the hotlist/worklist/reject options in a saved list, call
 logs are automatically created in the background. The logs are used in the new Weekly
Metrics dashboard to track conversion rates for outbound business development calls.
b) Creating Call Logs: MaxHire integrates all the features you need to efficiently enter and
track your call logs. You can quickly and easily add call logs for employers and candidates
and track the results in your Activity Log and Calendar.
c) Taking Notes: Quick notes allow you to add notes to company or people records. You can
add notes directly from the record, or by right-clicking on a record in a list and selecting Add
a Quick Note. You can also use the scratch pad to take temporary notes from anywhere in
MaxHire.
d) Creating Reminders: You can set alarms or To Do's on activities in MaxHire to remind you
when they are due. You can add reminders directly from the record, or by right-clicking on a
record in a list and selecting Add To Do.

3. Email: Maxhire provides the best practices for email and SMS and many more functions
integrated to it.
a) Sending Email: You can send outbound email from within MaxHire, but you will continue to
receive inbound email in your existing email program (for example, Microsoft Outlook). You
can also configure your outbound email settings to send email from MaxHire using your
Outlook so that all outbound email appears in your Outlook Sent Items folder.
b) Sending attachments: All documents in MaxHire are located in the MaxHire database. To
send a file as an attachment, the file must be linked to a company or people record in
MaxHire. You can send files that are already attached to a record, or you can select a file
from your computer or network and attach it to an existing record in MaxHire before
sending it.
c) Replying and Forwarding: You can Reply, Reply To All and Forward email messages using
MaxHire. This will automatically create an activity record in MaxHire. You can import email
from Outlook, use the MaxHire Outlook Add-In component, or reply to or forward emails
which have already been imported into MaxHire.
d) Sending bulk email: Bulk email (or mass email) allows you to send a separate email message
to a large group of people. This is especially useful for sending identical information to
multiple employers or candidates. You can use merge fields to personalize the email for
each recipient.
e) Opting Out of Bulk Email: Before sending bulk email, ensure that you are in compliance with
anti-spam legislation for your area. All bulk email messages must include instructions for
recipients on how to opt out of the mailing list in order to comply with anti-spam regulations.
f) Formatting HTML Email: MaxHire supports HTML formatting for email and job descriptions.
This allows you to personalize your email and job descriptions with inline images, text
formatting, and other HTML elements. You can also copy and paste information from a web
site directly into an HTML email worksheet or job order.
g) Using email Templates: Email templates allow you to create templates in MaxHire for
emails that you use frequently. Templates can include images, HTML formatting,
attachments, merge fields and more. You can also set up a signature for all outgoing email
and faxes in your Personal Settings.
4. Job Orders: This provides various set of operations to work with different jobs and their
relative functionalities.
a) Creating a Job Order: Job orders are linked to company records. To create a new job, look
up the company record first in the company area. In the Main tab, enter the job title, job
type, and job description in the appropriate fields. Required fields are marked with an
asterisk (*). MaxHire supports HTML formatting for job descriptions. This allows you to
personalize your job description with inline images, text formatting, and other HTML
elements.
b) Advertising Jobs: After creating a new job order and assigning desired skills to the job, you
can advertise it on your candidate portal or various job boards. You can also create custom
auto-responses for applicants and have recruiters and account managers automatically
notified by email when new candidates are processed.
c) Finding and Organizing Jobs: Finding and organizing jobs in MaxHire is very similar to finding
and organizing company or people records.
d) Duplicating Job orders: The Duplicate Job function allows you to copy an existing job,
change any information necessary, and save it as a new job. Using the old job as a template
saves time by eliminating the need to re-enter information.

5. Sourcing Candidates: One of the major essential functionalities of Maxhire is that it allows you
to source candidates from its own database.
a) Using Key words to search existing data: After entering a new job order, you can search the
MaxHire database for existing candidates who match the desired skills assigned to the job.
b) Attaching candidates to jobs: Attaching candidates to a job order creates an application
record (a link between the person and the job order) and allows you to track applicants
through the various stages of the hiring process.
c) Drag and Drop Sourcing: When searching for resumes directly on supported job boards and
online resume databases, drag and drop sourcing is the most efficient method of capturing
resumes in MaxHire. It provides the highest quality data extraction and well formatted
resumes attached as word docs. If you do not need to search multiple boards at the same
time, use drag and drop sourcing. If you need to search multiple sites at the same time, use
online resume searching.
d) Emailing jobs to the candidates: You can advertise jobs by emailing job orders to potential
candidates already in the MaxHire database so they can apply to the jobs online through the
candidate portal.
e) Searching online resume databases: If you would like to search for resumes directly on a
job board like Monster or Careerbuilder, you can import the resumes from the job board
into MaxHire either by emailing the resume from the job board (if the job board has a
forward resume feature) or by just copying the resume text and importing from the
clipboard.

6. Searching Techniques: There are various kinds of searching techniques Maxhire provides. They
are given below:

a) Using the keyword search matrix: The Keyword Search Matrix allows you to search the
MaxHire database using various combinations of keywords.
 b) Using the advanced search: Advanced Find is a powerful and flexible search tool that
enables you to perform detailed, specific searches in the MaxHire database. You can view
search results by keyword combination, and search within found records to further narrow
your results.
c) Saving and automating searches: You can save and automate any search in MaxHire.
Previously saved searches are available in the Explorer pane under Saved Searches. Searches
can be set to automatically run at a certain frequency, and you can choose to have alerts
sent to you by email when new results are found. Automated saved searches can also be
displayed on your MaxHire desktop.
d) Using Boolean keywords: In any of the free text searches, you can use Boolean keywords
such as AND, OR and NEAR. Boolean is a logic system. Use the following Boolean operators
to enhance your free text search:
o Using AND between terms retrieves records containing both terms.
o Using OR between search terms retrieves records containing either term.
o Using NEAR between terms finds records with the keywords in close proximity to each
other.
e) Searching for companies: You can search for companies in MaxHire using the Basic
Company Lookup, the Advanced Company Search or the Keyword Search Matrix.
f) Searching for jobs: You can search for jobs in MaxHire using the Basic Job Lookup, the
Advanced Job Search or the Keyword Search Matrix.

7. Outlook Integration: Maxhire can be integrated with Microsoft Outlook for more convenience
to work and manage things.

a) Add-In for Real Time Email Integration: The MaxHire Outlook Add-In component is a
toolbar program in Outlook that communicates with your MaxHire data in the background.
The add-in allows you to automatically import email into MaxHire and attach it to the
appropriate record. This creates an audit trail of inbound emails for the people in your
MaxHire database. The add-in also can automatically create new candidate records in
MaxHire using resume extraction from applicant emails you receive (i.e. job board
responses) for people who do not already exist in MaxHire.
b) Outlook Synchronization: Outlook synchronization in MaxHire is field-level synchronization
between your MaxHire calendar and your Outlook calendar. Synchronization includes any
contacts linked to an activity or interview. This feature is useful if you are entering
appointments in Outlook and in MaxHire and need to see appointments in both programs. If
you use a smart phone such as an iPhone or a Blackberry and have it synchronized with
Outlook, the MaxHire synchronization creates end-to-end syncing from MaxHire all the way
through to your mobile device via Outlook. It's a very productive combination.
c) Importing Outlook Contacts: You can import contacts from Outlook into MaxHire using the
Import Selected Contact or Import an Entire Folder of Contacts features in the Outlook
menu.