Vacancy, candidate and client submission
The recruiter tracks submissions by vacancy separately from the shared profile. After interviews, they can see who is waiting for client feedback and who has been told the decision.
Custom Development
CRM for Recruitment Agencies
A recruiter may coordinate several interviews for one vacancy, and a candidate may consider several roles at once. We’ll design a recruitment CRM that links each submission to a specific vacancy and the client’s decision.
What holds up a vacancy after candidates are submitted
- CVs are scattered across email, spreadsheets and messaging apps, making it hard to find the right person.
- A candidate who didn’t fit one vacancy may be ideal for another, yet nobody thinks to revisit their profile.
- Interview schedules, feedback and employer responses get lost in correspondence.
- Employer clients have little visibility into progress, and recruiters spend time explaining it.
- Once the vacancy is filled, the relationship with the client company stalls.
Vacancy records, recruitment stages and guarantee replacements
These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.
Interview records and responses
The recruiter records the agreed time, response needed and next step. Client comments can be kept separate from internal recruitment notes.
Guarantee replacements
The account manager tracks the contractual guarantee period and the status of a replacement request. The new submission links to the original vacancy with its own history.
Additional Features
- Client access to candidate submissions
- The account manager can decide which submissions and profile fields an employer representative can see. Internal notes and submissions for other clients stay separate. Access is reviewed under the agreed rules when the assignment closes.
- Follow-up after the candidate starts
- The recruiter can schedule separate calls with the candidate and employer after the start date. If the date changes, follow-ups move with it. An onboarding issue gets an owner and a decision before the replacement process starts.
- Reasons for recruitment delays
- The lead sees how long each stage takes at vacancy and submission level. Client holds, pending responses and reopened vacancies can be tracked separately from recruiter time. The candidate source carries through to repeat submissions.
CRM Workflow Examples
How teams can divide responsibilities and handle exceptions after rollout.
The client delays interview feedback
The recruiter sees the pending submission and the last client contact. The recruitment lead helps agree on a deadline, and the candidate receives an update.
A candidate declines after receiving an offer
The recruiter logs the reason and discusses next steps with the client. The vacancy goes back to sourcing, while authorized staff retain access to notes on previous candidates.
What to Include in the First Release
For the first rollout, we’ll work through one vacancy with several recruiters. A manager accepts the brief, a recruiter handles submissions, and the client provides feedback through the agreed channel. We’ll check resubmission, withdrawal of consent and reopening a vacancy for a replacement.
Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.
Discuss the First PhaseDevelopment FAQ
Can one candidate be in several pipelines?
A candidate can have one profile and a separate set of stages and access permissions for each submission. A decision on one vacancy leaves the other pipelines intact.
How do we track a guarantee replacement?
The placement record can hold the start date and agreed guarantee terms. A replacement search links back to the original assignment to keep the history.
How do we migrate CVs and remove duplicate candidate profiles?
We’ll agree which fields to match and how to handle contact details, submission history and permissions to use the data. Recruiters will review uncertain matches manually. A trial migration will check that CVs and stages remain linked to the right vacancies and that access restrictions carry over.
What determines the scope of a recruitment agency CRM?
We’ll review assignment types, submission stages and how employers provide feedback. We’ll also determine whether you need a client portal, calendars, CV migration and replacement tracking. Cost and sequencing can be estimated once we understand the workflows and data sources.
Let’s Discuss Your CRM
Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.