A new job arrives. Before choosing where to advertise, check what your existing candidate records can tell you.
Database-first recruitment means making that search an explicit step. Treat the results as people to assess: their experience, availability and preferences need checking against the current brief. Use the process below as a suggested routine for your desk.
Start with the job brief
Agree the role, location, working pattern and essential experience with the client. Separate genuine requirements from preferences and record any questions that still need an answer.
For a temp booking, include dates and availability. For a permanent role, include the candidate's stated expectations and the client's interview process. Give colleagues enough context to understand why someone belongs on the working list.
Search from more than one angle
Try the skills and experience in the brief, then relevant wording in CVs and notes. Check location and working preferences where those records are available. Review the search criteria if a known, relevant candidate is missing.
Talisman's recruitment CRM supports natural-language, CV, profile, skills and location search, alongside working lists and relationship history. Use the search approach that fits the information your agency actually records.
Treat a match as a starting point for review. Open the record and check the evidence behind it before deciding who to contact.
Check what is current
Look at the latest conversation, previous applications and recorded availability. Identify which details need confirming: preferred work, location, rate or salary expectations, and whether the person is considering a move.
Check communication preferences and the consultant responsible for the relationship. Record confirmed updates with enough context for a colleague to understand them. Resolve suspected duplicates through your agency's agreed process, preserving the relevant history.
Keep the shortlist attached to the job
Record who you considered, why they appear suitable and the next action. As conversations progress, update the job's working list and the candidate record so another consultant can pick up the work.
Where you use AI assistance, check its suggestions against the brief and source records. Confirm the configured actions, approvals and exception handling with your team. The consultant decides who progresses and what the client receives.
Our AI evaluation guide offers practical checks for reviewing that assistance.
Decide where to search next
After reviewing the database results, note what is still missing. That gives you a specific brief for external sourcing, advertising or further client clarification.
If you want to compare sourcing approaches, agree the period, roles and outcome definitions first. Include the team's search, checking and follow-up effort. Keep the original candidate source distinct from the route used to find them for this job.
Use the recruitment KPI guide to agree definitions before comparing results. Judge the process on the candidates and work it produces for your agency, with the evidence retained on the records.