In the world of recruiting, efficiency is a necessity.
Recruiters are expected to move quickly, manage massive volumes of candidate data, and still deliver personalized, high-quality interactions. That’s where TE Recruit by Top Echelon comes in.
During a recent Top Echelon Training Tuesday webinar session, Training and Support Manager Todd Bossler delivered a deep dive into the platform, covering everything from adding candidates to leveraging productivity tools and AI. While the session was framed as a “back to basics” overview, Bossler made one thing clear: even experienced users are often unaware of just how much the platform can do.
“There’s always something that somebody doesn’t know,” Bossler explained. “I’ll bet you there are multiple ways to do things in this system that you’ve never even heard of.”
This guide expands on that session, exploring every major capability discussed and why mastering them can transform your recruiting workflow.
The Foundation: Every Way to Add Candidates to Your Database
At the heart of TE Recruit is one critical function: building and maintaining your database. Bossler emphasized that understanding all the ways to add records is essential for maximizing efficiency.
Manual Entry: The Old-School Approach
The most straightforward method is manual entry. Recruiters can simply click “Add a Person,” upload a resume, and create a record.
“There’s nothing wrong with it,” Bossler noted. “But there are faster, more efficient ways.”
Manual entry still has its place, especially for one-off additions, but relying on it exclusively can slow you down significantly.
Email Parsing: Your Secret Weapon
One of the most powerful (and underutilized) features is email parsing.
Each user has a unique “parse email address.” When a recruiter forwards a resume to that address, TE Recruit automatically creates or updates a candidate record.
“The software is so smart,” Bossler said. “It checks if you already have that person. If you do, it updates their record. If not, it creates a new one.”
This feature eliminates duplicate entries and ensures your database stays current without any manual effort.
Bossler didn’t mince words about its importance:
“It’s simply magical. It’s your best friend. You need to use it.”
Browser Extension: Sourcing Made Seamless
For recruiters sourcing candidates online, especially on LinkedIn, the TE Recruit browser extension is a game-changer.
Once installed, it detects profiles and allows users to instantly add candidates to their database.
“With one click, that person is in your database,” Bossler explained. “And if they’re already there, you can update their record.”
This tool bridges the gap between sourcing and database management, eliminating the need for copy-paste workflows.
Outlook Add-In: Recruiting Without Leaving Your Inbox
For those who live in email, the Outlook add-in brings TE Recruit directly into the inbox.
Recruiters can log emails, attach resumes, and update records without ever leaving Outlook.
“It embeds Top Echelon right into your Outlook program,” Bossler said. “You can do a lot of your work right there.”
This integration reduces friction and keeps recruiters focused on communication rather than switching between tools.
Bulk Importing: Scaling Your Database Instantly
Sometimes, adding candidates one at a time isn’t practical. TE Recruit offers powerful bulk import options to handle large volumes of data.
Spreadsheet Importing
Recruiters can upload spreadsheets containing candidate or company information.
“Maybe you went to a trade show and got a list of attendees,” Bossler suggested. “That’s a perfect use case.”
The system maps fields and imports records efficiently, making it easy to capitalize on external data sources.
Bulk Resume Uploads
If you have a folder full of resumes, TE Recruit allows you to compress them into a ZIP file and upload them all at once.
“It’s not rocket science,” Bossler said. “Highlight the files, zip them, upload them. It’s that simple.”
Even large uploads can run in the background, allowing recruiters to continue working uninterrupted.
Let Candidates Come to You: Job Boards and Applications
Another powerful way to build your database is by letting candidates add themselves.
Built-In Job Board
TE Recruit automatically generates a job board that can be linked to your website.
When candidates apply, their information is added directly to your database.
“They’re adding themselves to your system,” Bossler explained. “And if they already exist, it updates their record.”
External Job Boards
Recruiters can also post jobs to platforms like Indeed, allowing candidates to apply externally.
This creates a continuous pipeline of inbound talent.
“It’s another way to add records without doing the work yourself,” Bossler noted.
Network Power: Expanding Beyond Your Own Efforts
For users of the TE Network, candidate sourcing extends beyond individual efforts.
Split Recruiting
By sharing jobs with other recruiters, users can receive candidates from network partners.
“It’s like having staff you don’t have to pay, unless you make a placement,” Bossler said.
TEN Jobs Feed
Jobs can also appear on other recruiters’ websites, bringing in candidates from entirely new audiences.
“That’s more eyeballs on your jobs,” Bossler explained. “And more candidates in your database.”
Productivity Tools: Working Smarter, Not Harder
After covering data entry, Bossler shifted focus to productivity, arguably the most impactful area for recruiters.
“We’re in a strange market,” he said. “You’ve got to make every second count.”
The Preview Panel: Speed Through Candidate Lists
The Preview Panel allows recruiters to view and edit candidate records without leaving a search results page.
“You don’t lose your place,” Bossler said. “You can fly through candidates.”
Users can quickly scan resumes, update information, and move through records using keyboard shortcuts.
“It’s freakin’ magic,” he added. “And so many people don’t even know it’s there.”
Timeline View: Total Visibility
Within the Preview Panel, the Timeline view shows every interaction and update associated with a candidate.
“Everything that happens on a record and who did it lives in your timeline,” Bossler explained.
This feature is invaluable for collaboration, especially in teams.
Automations: Eliminating Repetitive Tasks
Automations allow recruiters to trigger actions—like emails, texts, or tasks—when candidates move through pipelines.
“When you move someone to a stage, the system says, ‘Hey, don’t forget to do this,’” Bossler said.
These micro-efficiencies add up quickly.
“It’s saving you minutes every time,” he noted. “Why wouldn’t you use it?”
Automations can also be customized for hotlists, making them highly versatile.
AI-Powered Recruiting: The Future Is Here
One of the most exciting features in TE Recruit is its AI-driven search capability.
Smart TE: Automated Boolean Search
With a single click, Smart TE generates a Boolean search string based on a job description and runs it against your database.
“You didn’t have to write a stitch of this,” Bossler said.
The system identifies synonyms, extracts keywords, and delivers candidate matches instantly.
Not Perfect . . . But Powerful
Bossler emphasized that AI isn’t flawless.
“It’s not magic,” he said. “You still need to tweak it.”
However, it provides a strong starting point, especially for recruiters who struggle with Boolean search.
“It never messes up the syntax,” he added. “That alone is huge.”
Bonus Efficiency: Voice-to-Text Notes
One of Bossler’s favorite tips was a simple but powerful keyboard shortcut: Windows + H.
This activates voice-to-text dictation, allowing recruiters to speak notes instead of typing them.
“It’s just like your phone,” he said. “It’s magic.”
For recruiters logging dozens of notes daily, this can save significant time.
The Bigger Picture: Efficiency Equals Success
Throughout the session, one theme remained constant: efficiency drives success.
Whether it’s automating workflows, leveraging AI, or simply knowing all the available tools, TE Recruit is designed to help recruiters do more in less time.
“You won’t automate everything,” Bossler acknowledged. “But if you can save five or ten minutes on tasks you do all the time, that adds up fast.”
TE Recruit: A Comprehensive Platform
TE Recruit by Top Echelon is far more than a basic applicant tracking system. It’s a comprehensive platform designed to streamline every aspect of recruiting, from sourcing and data entry to communication and placement.
Yet, as Bossler highlighted, many users only scratch the surface.
“There’s always something new to learn,” he said. “And the more you know, the faster and better you’ll be.”
For recruiters looking to gain an edge in a competitive market, mastering these tools is essential.
