Talent Pool Software: Your CV Database, Ranked by AI

The talent pool software that finds the right candidate in your own CV database

ResumeRank is talent pool software that turns your past resume analyses into a reusable candidate database: every CV you have already scored on a role joins your internal talent pool, then the AI compares that pool against each new job and returns the matching profiles, ranked out of 100.

What you get out of it

Your CV database fills itself

Nothing to re-enter. Every resume analysed on a role automatically joins the talent pool, along with the candidate name, observed skills, years of experience, seniority level and the job they originally applied for. Duplicates are merged by email instead of piling up.

Search by role, not by keyword

You no longer type "Python developer Lyon" and hope the right CV shows up. You open a job, run the matching, and the software compares the title, description and your criteria against every resume in the database. Profiles surface towards the role, not the other way round.

Candidates you have already assessed

Every suggested profile arrives with a relevance score out of 100, a one-line explanation of the match, the observed skills, the distance from the job location and the history of the roles they previously applied to. You know who you are calling before you pick up the phone.

Less sourcing, more deciding

Before reposting an ad, look at what you already have. Shortlist, reject, or run a full analysis on the strongest profiles in one click. The resume that was sitting in a March application becomes a live candidate for the October role.

How it works

1. Sync the resumes you have already analysed

From the talent pool page, one button starts the sync. The software goes through every completed analysis, extracts the resume text, deduplicates candidates, then prepares intelligent matching in the background. You can leave the page: processing carries on.

2. Run the matching on a role

Open a job, go to the talent pool tab and click "Run matching". The software turns the job description into a vector, surfaces the closest profiles in your CV database, removes anyone who already applied to that role, filters by distance, then has the AI review the shortlist.

3. Work through the suggested profiles

You get a list of suggested candidates with their score out of 100 and a match summary. Open the resume, run a detailed analysis of that profile against this specific role, then shortlist or reject. Each profile carries a status: suggested, reviewed, shortlisted, contacted, rejected.

HR CV database: why a talent pool without matching is useless

Most HR teams already own a CV database. It is called "Recruitment 2025" on a shared drive, or it is the candidate tab of an ATS nobody ever opens. Storage is never the problem: the resumes are right there. The problem is getting them back out at the right moment.

Classic CV database software offers you a keyword search. To find a profile you therefore have to guess the exact words a candidate used on their resume: "project manager", "programme lead", "PMO", "project coordinator". One missing synonym and the right candidate stays invisible. You conclude your pool is empty and repost the ad.

Useful talent pool software works the other way round: it starts from the open role and looks for whoever in your database comes closest. That is exactly what the ResumeRank talent pool does. Jobs and resumes are turned into comparable numerical representations, which makes it possible to match a resume to a role even when no two words are identical. The AI then reviews the best profiles to assign a relevance score out of 100 and explain, in one sentence, why the candidate deserves your attention.

A CV database without matching is a warehouse: you file things in, you never get them out.
A CV database with matching is a live talent pool, queried on every new role.
The decision stays yours: the software suggests and justifies, you choose.

Build a CV database from your past roles in two minutes

Building a CV database usually starts with an endless import project. Here there is nothing to import: the raw material already exists. Every resume you analysed on a role left its full text in ResumeRank, along with the candidate name, observed skills, seniority level and years of experience.

The sync walks through those analyses and turns them into candidate records. Someone who applied to three different roles does not create three records: deduplication runs on the email address (or on the full name when no email is available) and the record keeps the list of roles they went through. Once the import is done, the software prepares intelligent matching by computing a vector representation for each resume, which is what makes search-by-role possible.

If you work with a connected ATS, the sync also pulls in applications coming from that source. The pool never scrapes anything else: no purchased databases, no social network harvesting. Your internal CV database only holds candidates who actually sent you their resume.

No files to re-upload: the pool is built from your existing analyses.
Automatic deduplication by email, with the history of linked roles.
Search by name, email, skills or last position, plus a seniority filter.
Processing continues in the background: you can close the page.

Talent pool: reactivate good profiles instead of sourcing again

The real cost of a hire is concentrated at the very beginning: writing the ad, publishing it, waiting, then screening dozens of applications that mostly miss the mark. Reactivating a talent pool removes that whole phase for the profiles you have already seen.

In practice, the talent pool tab on a role shows candidates from your CV database ranked by relevance, each with a score out of 100, the reason for the match, the last position held, years of experience, city and distance from the job. Candidates who already applied to that exact role are filtered out: you get fresh options, not duplicates.

Everything then happens on the same page. Open the original resume, run a full analysis of the candidate against this role, the same one you would run on an incoming application with its detailed score, then shortlist or reject. Selected profiles join your shortlist and follow the same validation flow as every other candidate.

This is where the time saved by automated screening compounds: 30 seconds to assess a resume, up to 80% of screening time saved, roughly 8 hours recovered out of 10 hours of weekly screening. A well-used pool adds the sourcing hours you no longer have to spend.

CV database and GDPR: retention periods and candidate rights

A CV database is personal data processing, and the recruiter remains the controller. Two questions always come up: where is the data hosted, and how long may it be kept?

On the first point, ResumeRank data is hosted and processed in France, in Paris. Your resumes are not shipped to a distant infrastructure to be "enriched" by a third party, and the pool only contains applications you actually received.

On the second point, the rule is yours to set. The French data protection authority recommends keeping an unsuccessful candidate file no longer than two years after the last contact, unless the candidate agrees otherwise. A candidate can exercise their right of access, rectification or erasure at any time (GDPR articles 15, 16 and 17). The retention periods ResumeRank applies to your account and to analysed resumes are detailed in our privacy policy.

Good practice: tell candidates, in the acknowledgement email, that their resume may be kept in your talent pool and reused for other roles, stating the retention period and how to request deletion. One extra sentence in your template, and your CV database is compliant.

Hosting and processing in France (Paris).
No purchased or scraped profiles: only the applications you received.
Recommended retention: two years after the last contact.
Access, rectification and erasure rights apply to every profile in the pool.

Talent pool: included in the Pro and Enterprise plans

The talent pool is not a paid add-on: it is included in the Pro and Enterprise plans, at no extra cost and with no pool-specific profile cap. Your monthly analysis quota sets the pace, since every analysed resume joins the pool.

The Pro plan is $29 per month ($24 per month billed annually) and includes 200 analyses per month, per-role analysis, LinkedIn enrichment and professional PDF export. The Enterprise plan is €89 per month (€72 per month billed annually) and adds 500 shared monthly analyses, a team workspace, ATS integrations and API access.

The pool is reserved for the Pro and Enterprise plans: without a history of analyses, a CV database would have nothing to index anyway.

Spreadsheet CV database, ATS CV database and the ResumeRank talent pool

Spreadsheet CV database, ATS CV database and the ResumeRank talent pool
	Excel / Drive CV database	CV database inside a classic ATS	ResumeRank
Search by role	Ctrl + F and manual filters: you search for words, not profiles	Keyword and status search: you have to guess the right terms	You start from the job: the AI compares it to every resume in the pool
Profile scoring	None. You reopen resumes one by one	Rarely: ranking follows application date or status	Relevance score out of 100 plus a sentence explaining the match
Reactivating on a new role	Manual, if someone remembers the right file	Possible, but profile by profile and role by role	A talent pool tab on every job, with matching candidates already ranked
GDPR	Scattered files, local copies, no traceability	Varies by vendor and hosting location	Data hosted and processed in France (Paris), documented retention
Price	Free, but paid for in screening hours	Bundled into the ATS subscription, often priced per seat	Included from $29 per month (Pro), €89 per month on Enterprise

Frequently asked questions

How do I build my CV database with ResumeRank?

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There is nothing to import by hand. From the talent pool page, start the sync: the software goes through every completed resume analysis, extracts the text, the candidate name, observed skills, experience and seniority level, then creates one record per person. If an ATS is connected, its applications are pulled in too. Processing runs in the background, so you can leave the page.

How many resumes can my CV database hold?

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The pool has no quota of its own: it grows with your analyses, since every resume analysed on a role joins it. Your plan therefore sets the tempo, with 200 analyses per month on Pro and 500 shared monthly analyses on Enterprise. In the interface, profiles are paginated 20 at a time, with a search on name, email, skills or last position, and a seniority filter.

How do I find the profiles that fit a new role?

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Open the role, go to the talent pool tab and click "Run matching". The software turns the title, description and your criteria into a vector, surfaces the closest candidates in your CV database, removes anyone who already applied to that role, applies a distance filter when the job is geolocated, then has the AI review the selection to assign a relevance score out of 100 with a short justification.

How long can I keep resumes in my CV database?

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You remain the data controller, so you set the retention period. The French data protection authority recommends keeping an unsuccessful candidate file no longer than two years after the last contact, unless the candidate explicitly agrees. Tell candidates in your acknowledgement email that their resume may join your talent pool and be reused for other roles. Access, rectification and erasure rights (GDPR articles 15 to 17) apply to every profile, and the periods ResumeRank applies are set out in the privacy policy.

How is the ResumeRank CV database different from an ATS?

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An ATS runs the process: postings, stages, statuses, candidate communication. ResumeRank is not meant to replace it. The ResumeRank CV database is there to assess and to retrieve: it scores every profile against a role and proactively surfaces the pool candidates that fit the brief. The two work well side by side, and the ATS integrations on the Enterprise plan are precisely what feeds the pool from your existing tool.

Which plan includes the talent pool?

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The talent pool is available on the Pro and Enterprise plans at no extra cost. Pro is $29 per month ($24 per month billed annually), Enterprise is €89 per month (€72 per month billed annually) with a shared team workspace.