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Software for recruitment agencies that takes the admin off your consultants.
A good consultant spends the day on the phone with candidates and clients. The admin waits regardless: reformatting CVs, writing up calls, booking interviews across three diaries. Recruitment CRMs like Bullhorn or Vincere hold the data. For agencies with about 10 staff and up, we build the software that does the work around it, ready to use from day one like a standard product, made for your desks, at the price of a standard solution.
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- Typical size
- 10 to 80 staff, permanent and contract desks
- Common software
- Bullhorn, Vincere, JobAdder, Firefish
- Focus
- CVs, shortlists, interviews
- Start
- Free intro call
Admin around every placement
| Process | Today | With custom software |
|---|---|---|
| CVs and candidate profiles | Every CV gets reformatted into your template by hand, with contact details removed before it goes to the client | AI reads the CV, fills your branded profile, removes the contact details and adds a summary against the role for the consultant to check |
| Screening calls and shortlists | Notes in a notebook, and the shortlist email gets written at the end of the day | With the candidate’s consent, the call becomes a summary in the CRM and a draft shortlist for the client |
| Interviews and feedback | Emails back and forth between candidate, client and consultant, with feedback chased by phone | Time slots come from the diaries, confirmations and reminders go out automatically, and feedback is requested after each interview |
What stays in your recruitment CRM
We don’t build a new recruitment CRM. Candidates, jobs and placements stay where your team works:
- Profiles, call notes and interview dates land in your CRM. Bullhorn advertises an open API, and Firefish publishes API documentation. With any CRM, we check before we start what your licence allows.
- Job boards and multiposting stay as they are. We start where the applications arrive.
- Bullhorn and Vincere now ship AI features of their own. If those cover your process, use them, and we build where they stop.
- For the contract desk, missing timesheets, references and right-to-work documents get chased automatically. The checks themselves stay with your compliance team.
Candidate data and who decides
- No candidate gets rejected by the AI. It sorts and drafts, and a consultant decides.
- CVs and call notes are personal data. They’re processed on servers in the EU wherever possible and never used to train public models.
- A call only gets summarised if the candidate agreed to it at the start.
- How long candidate data is kept follows your retention policy.
Standard, extended or custom?
If your CRM’s own AI and automations already cover the work, keep it that way.
| Recruitment CRM alone | CRM plus marketplace apps |  Custom software next to it | |
|---|---|---|---|
| Fits when | your desks work the way the CRM expects | one app from the marketplace covers the missing step | you have your own templates, desks or client processes that no app covers |
| Cost | licence per user with the vendor | CRM licence plus a subscription per app | built in sprints, no extra licence per consultant |
| When something changes | you wait for the vendor | each app follows its own roadmap | we change templates and rules |
Effort and getting started
CV formatting or interview scheduling is often a single two-week sprint from €4,900. The first prototype comes after the intro call, built on a real, anonymised CV from one of your desks.
At handover you get documentation of which data flows where, and we train your consultants on the new steps.
Related
Frequently asked questions
Do you replace Bullhorn or Vincere?+
No. Your CRM stays the place where candidates, jobs and placements live. We take over the admin around it.
Can it put CVs into our exact template?+
Yes, with your logo and your rules on what gets removed. The consultant checks every profile before it goes out.
Do candidates know AI is involved?+
When a call gets summarised, the candidate hears it at the start and can say no. How you mention the rest in your privacy notice is your call, and we’ll help with the wording.
We run on HubSpot rather than a recruitment CRM. Does that work?+
Yes. The same building blocks connect to HubSpot or Pipedrive, as long as your plan includes API access.
Next step
Let’s take the next step. Now.