Software package

Recruitment agency package

A recruitment CRM with vacancies assigned to consultants, a structured candidate database with skills tags, shortlists submitted to clients, interview scheduling, placement records with fee notes, optional weekly timesheets and a client portal, ready to configure around your desks and fee terms.

Custom build Concept demo

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Who it is for

Built for

A good fit

Permanent and temporary recruitment agencies from a two-person boutique to a multi-desk firm with a dozen consultants and resourcers. It suits directors who want to see the pipeline across desks without asking, consultants who need a candidate record they can search by skill in seconds, resourcers who register candidates and chase timesheets, and hiring managers at client firms who would rather review a shortlist in a portal than in an email thread.

Also worth knowing

It is less suited to in-house talent teams, which need requisitions and interview panels rather than fee notes, and to job board operators, which sell listings rather than place people. Both have their own packages. Agencies that need a payroll hand-off in a specific bureau format or margin reporting per consultant should look at the custom service first.

The operational problem it solves

How it runs, step by step

A consultant on the permanent desk takes a call from a client's finance director at nine: a management accountant, hybrid, start within two months.

She opens a new vacancy against the client record, picks the fee terms already on file, and the role appears in her pipeline and on the agency website within the hour.
A search of the candidate database by skills tag, location and availability returns eleven profiles; she checks three, sees that one was submitted to this client by a colleague five weeks ago and is still under that colleague's ownership, and leaves him out.
The shortlist of four goes to the client through the portal with her notes, and the submission is recorded against each candidate.

The finance director reviews the shortlist that evening on his phone, marks two for interview and leaves a comment on a third.

The consultant offers interview slots the next morning; both sides confirm and the invitations land in the right diaries.
Across the office the temp resourcer is approving Friday's timesheets: workers submitted hours from their phones, site managers approved them over the weekend, and the two queried lines are resolved by lunchtime.
When the accountant accepts an offer a fortnight later, the placement record takes the salary and start date, calculates the fee from the client's terms, and raises the fee note on the start date, with the rebate period visible to the director on the placements report.

Features

What the package does

The package is organised as modules that follow a vacancy from brief to fee note: clients and vacancies, candidates and search, shortlists and interviews, placements and billing, and timesheets and the client portal. Each module below lists what it does; the comparison table shows which package variant includes it.

Clients and records

Client records with contacts and fee termsEach client has its contacts and agreed fee terms recorded once and used wherever a placement is made.
Client portal for vacancies and shortlistsClients log in to see vacancies, shortlists and give feedback. Available as an add-on.

Workflow and tasks

Vacancies with consultant assignment and pipeline stagesEvery vacancy is assigned to a consultant and moves through pipeline stages the whole desk can see.
Shortlists and submissions with ownershipBuild shortlists and record submissions to clients, with who submitted which candidate kept on record.
Interview scheduling with confirmationsArrange interviews and send confirmations to both candidate and client.

Directory and reviews

Structured candidate databaseCandidates are held with skills tags, availability and attached CVs, so a search by skill or availability finds them.

Listings and search

Candidate registration and applications from your siteCandidates register and apply to jobs from your public website and arrive in the database without re-keying.
Public job listingsShow current vacancies on your own website so candidates can browse and apply.
Multi-posting to job boardsPublish a vacancy to connected job boards from one place. Available as an add-on.

Billing and payments

Placement records with fee calculationRecord a placement and calculate the fee from the client terms, with a fee note ready to send.
Weekly timesheets with client approvalCandidates submit timesheets, clients approve them, and pay and bill lines are produced. Available as an add-on.

Compliance and records

Candidate documents with expiryStore documents with type, date checked and expiry, so lapsed documents are easy to spot.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Client records with contacts and fee terms	Not in this variant	Included
Vacancies with consultant assignment and pipeline stages	Not in this variant	Included
Structured candidate database	Not in this variant	Included
Candidate registration and applications from your site	Included	Included
Shortlists and submissions with ownership	Not in this variant	Included
Interview scheduling with confirmations	Not in this variant	Included
Placement records with fee calculation	Not in this variant	Included
Candidate documents with expiry	Not in this variant	Included
Public job listings	Included	Included
Weekly timesheets with client approval	Not in this variant	Optional
Client portal for vacancies and shortlists	Not in this variant	Optional
Multi-posting to job boards	Optional	Not in this variant

Roles and permissions

Who does what

Director
- See the pipeline, placements and fee notes across every desk
- Set fee terms, rebate rules and candidate ownership periods
- Manage consultant accounts and desk assignments
- Run placement and activity reports
Consultant
- Open and manage vacancies for their clients
- Search the candidate database and build shortlists
- Submit shortlists, arrange interviews and record outcomes
- Create placement records that raise fee notes
Resourcer
- Register candidates and maintain structured profiles and documents
- Advertise vacancies to the website and connected boards
- Chase and approve weekly timesheets
- Flag expiring candidate documents
Client
- See their live vacancies and shortlists in the portal
- Mark candidates for interview and leave feedback
- Approve or query temporary worker timesheets
- Download fee notes and bill summaries
Candidate
- Register and maintain their profile, CV and availability
- Apply for advertised vacancies
- Confirm interview slots
- Submit weekly timesheets when working as a temp

Example screen

Concept demo

Concept demo of the recruitment agency pipeline showing vacancies by stage, consultant, client, days open and submission counts.

The vacancy pipeline as a consultant sees it: live roles grouped by stage from brief to placed, the owning consultant and client on each, days open, and the submitted-candidate count with interview dates.

Scope and options

What is included and what is extra

In the base package

Client records with contacts and fee terms
Vacancies with consultant assignment and pipeline stages
Structured candidate database with skills tags, availability and attached CVs
Candidate registration and job application from your website
Shortlists and submissions with ownership tracking
Interview scheduling with confirmations to both sides
Placement records with fee calculation and fee notes
Candidate documents with type, date checked and expiry

Common add-ons

Weekly timesheets with client approval and pay and bill lines
Client portal for vacancies, shortlists and feedback
Multi-posting to connected job boards

Needs custom work

Payroll bureau export in a specific format
Gross margin reporting per desk and per consultant
Migration from a CRM with non-standard data structures

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

The package runs on your own hosting or on hosting we manage for you; the choice is made in the proposal and can change later. In both cases you own the code and your data. Clients, vacancies, candidates, CVs, placements and timesheets can be exported at any time in standard formats, and nothing in the package stops you moving it to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates to the platform and its dependencies, monitoring of job board posting, email sends and accounting exports, backups, and a monthly window for small configuration changes such as a new fee term, pipeline stage or document type. Larger changes are quoted as change requests against the original scope.

Pricing model

Priced per proposal.

The package is sold as a one-off setup and customisation, with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of desks and consultants, the add-ons selected, the accounting and payroll systems to connect, the volume of candidate data and CVs to migrate and whether you host it yourself. Your proposal states each line separately.

Software package

Custom build Concept demo

Variants

Client records with contacts and fee terms
Vacancies with consultant assignment and pipeline stages
Structured candidate database with skills tags, availability and attached CVs
Candidate registration and job application from your website

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How does candidate ownership work between consultants?

When a consultant submits a candidate to a client, the submission is recorded with a date, and the director sets how long that submission gives the consultant ownership for that client. Another consultant searching the database sees the ownership flag before sending the same person.

When is the fee note raised?

On the trigger the director sets per fee term: typically the start date, or acceptance of the offer. The placement record carries the rebate period, and the placements report shows which fees are still inside it.

How do temporary workers submit hours?

With the timesheet add-on, workers enter hours per shift from their phone against the assignment, the client approves or queries each line, and approved hours become pay and bill lines at the agreed rates ready for export to your payroll and accounting systems.

Can clients see other clients' candidates or vacancies?

No. The client portal shows a hiring manager only the vacancies and shortlists for their own organisation, and candidate details are limited to what the consultant chooses to release with each submission.

Does it carry out right-to-work checks?

It records them. A document type, the date it was checked, its expiry and the person who checked it are stored against the candidate, and the resourcer sees what is missing or expiring. Deciding what a candidate needs and whether a document is acceptable remains with your team and your own advisers.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our listings, forms, bookings and orders modules for each agency, and the example on this page is a labelled concept demo rather than a live client system.

We need approved hours sent to our payroll bureau in its own format. Is that included?

The timesheet add-on produces pay and bill lines in a standard export. A bureau-specific format or an automated weekly transfer is custom work handled through the custom recruitment agency service.

Get a quote for Recruitment agency package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.