What is an applicant pool?

The term “applicant pool” refers to the total number of applicants applying for one job. It doesn’t include the number of candidates you interview for a job or the total number of applicants you have for all jobs.

As an employer, you can maintain several types of applicant pools to find prospective employees with applicable knowledge and abilities, potentially decreasing time-to-hire.

6 types of applicant pools

Applicant pools serve as a resource for recruiters and managers to find the right addition for open positions. These pools vary based on the company’s size, industry and recruitment strategies.

1. General applicant pool

This type of applicant pool includes candidates who have submitted applications for various positions within the company. These candidates often have diverse skills and experience. Recruiters often draw from this pool to fill job openings across departments.

2. Internal applicant pool

Internal applicant pools include employees interested in furthering their careers within the organization. In some cases, these employees have completed leader development programs or applied for promotions. Keeping a well-maintained internal applicant pool helps the company promote from within.

3. External applicant pool

Many employers maintain a pool of qualified applicants gathered from various external sources, including experienced industry professionals, interns and previous hires.

4. Passive applicant pool

Passive applicant pools include qualified workers who aren’t actively seeking a job but may be open to new opportunities. These candidates typically work for other organizations and have desirable skills and experience. A passive candidate pool may help reduce time spent on onboarding and training.

5. Mixed applicant pool

A mixed applicant pool has internal and external candidates with skills suited for various positions. This provides a diverse selection of potential hires, ultimately helping recruiters and hiring managers make more informed decisions.

6. Niche applicant pool

A niche applicant pool includes candidates with skills, expertise and experience in a specific industry or role. This lets organizations quickly recruit the right hire in specialized areas, helping them meet critical and time-sensitive needs.

Creating and managing an applicant pool

If an organization wants more applicants for each opening, some simple tweaks can help hiring managers and recruiters attract candidates.

How to build an internal applicant pool

• Create an employee referral program: Implementing a referral program can have several benefits, including reduced onboarding time for the selected hire. To increase participation, consider offering a bonus to employees whose referral gets hired and stays in the position for at least six months.
• Internal job posting: Let current employees apply for open positions within the organization. This helps retain valuable talent and supports career growth.

How to build an external applicant pool

• Reach out via social media: Post job advertisements and share information about your company. Your next hire may see your posts and want to learn more about your organization’s opportunities.
• Send recruiters to job fairs: Create stronger connections with applicants by sending recruiters to local job fairs. They can answer job seekers’ questions and share more about the company.

Tips for managing applicant pools

• Partner with professional associations: Attend monthly events or connect with members via an online forum. As an added benefit, members of relevant professional associations may have the knowledge, skills and credentials your organization needs.
• Revise job advertisements: Edit the job description to appeal to potential applicants and clearly explain the benefits of working for your company.

Benefits of having a well-managed applicant pool

Having a well-managed applicant pool has various potential benefits, such as:

Faster recruitment process

An organized database of qualified candidates allows recruiters to quickly identify potential hires, which can reduce time spent advertising and reviewing applications.

Access to a wide range of candidates

Applicant pools may provide access to a wide range of candidates with various backgrounds and skill sets. Recruiters also help support your company’s commitment to inclusivity with diversity hiring.

Improved quality of hires

A curated database of pre-screened candidates can improve the overall quality of hires by leading to better job matches and retention rates.

Best practices for maintaining an effective applicant pool

Consider following these tips to improve the quality of your applicant pool without exceeding your budget.

Revamp the application process

High-quality applicants typically value streamlined application processes. To attract the right hire, make sure your application process is as simple and accessible as possible. Indeed Apply can be a good option.

Keep your job descriptions concise

Focus on the essential job functions, as your new hire will likely perform these daily. You might discuss non-essential duties, or those infrequently performed, during interviews.

Related: How to Boost Your Candidate Pool by Improving Job Postings

Be upfront about salary and benefits

Many employers include salary ranges in their job advertisements, as it can help align expectations early in the application process. You may also provide information about the company’s benefits package.

Highlight the company’s culture

An organization can improve the quality of its applicant pool by highlighting the company culture in all communications. For example, you might express its positive environment by offering excellent customer service or including employee testimonials on your company site.

FAQs about applicant pools

What’s the difference between the applicant population and the applicant pool?

The applicant population is the total number of candidates eligible for a job. The applicant pool is the number of candidates who applied.

What is a good size applicant pool?

A good-sized applicant pool includes a broad range of qualified candidates, large enough to provide options but manageable for a thorough review process.

How can I maintain engagement with my applicant pool over time?

Regular communication is important for keeping an applicant pool engaged. An organization’s hiring team can send regular updates about industry insights, including company news and job openings. Personalized communication, such as targeted emails, can also help inform applicants about upcoming opportunities.

How can I increase the size of my applicant pool?

You can increase your applicant pool in a number of ways. By using an employee referral program, partnering with professional associations, having your recruiters attend job fairs or reaching out to candidates through your company’s social media account, you can find quality candidates to add to your hiring pool.