Systems for Recruiters & Staffing Agencies
Helping good candidates and great employers find each other sooner.
The best candidates have three offers by Friday, and the hiring manager hasn't opened your shortlist email. Meanwhile you're chasing a temp's safety tickets, a missing timesheet and a reference. We build recruiters and staffing agencies the portal that puts candidates, clients and placements on one track, so you can spend more of the day actually recruiting.
Common challenges
What slows down Recruiters & Staffing Agencies
Shortlists that stall in email
You send three strong resumes. The hiring manager forwards them, gets busy, then asks a week later if they're still available. By then, they've often accepted elsewhere.
Document chasing for every placement
Safety tickets, First Aid, driver's abstracts, certifications, work permits, references. Each placement needs a pile of paperwork, collected by email and saved in random folders.
Timesheets on Monday morning
Temps send photos of paper timesheets, clients approve them late, payroll waits and your workers feel it when pay is short.
Candidates left waiting
People apply and hear nothing. Even the ones you don't place deserve a reply, because they could be next month's perfect fit and they remember how they were treated.
Job orders taken on a phone call
A client calls with a new role and you scribble the details. Pay rate, shift, start date and requirements are fuzzy until the candidate's already on site.
Your ATS doesn't face outward
Your applicant tracking system works for your recruiters. Candidates and clients don't see it, so they email you instead.
The solution
The system we'd build for you
Candidate portal
Candidates create a profile, upload a resume and documents, set availability and see the status of their applications without calling you.
Client portal with shortlists
Hiring managers log in to review shortlisted candidates, leave feedback, book interviews and approve offers, all with a timestamp.
Compliance document checks
Required documents per role with expiry dates, automatic reminders before tickets lapse, and a clear 'ready to place' status.
Digital timesheets
Temps submit hours from their phone, supervisors approve them in the client portal, and approved hours export to payroll.
Job order intake form
Clients submit new roles with rate, shift, location, requirements and start date, so every order starts complete.
Job board and careers page
Open roles published on your site with apply links, and candidate updates sent automatically at each stage.
Placement dashboard
Open orders, candidates in process, placements starting this week and expiring documents on one screen, working alongside your ATS where it allows connections.
Recommended package
Custom Portal
Staffing agencies move candidates, clients, placements and timesheets through one pipeline. Candidates need to upload documents, clients need to review shortlists, and temps need to submit hours. That's three kinds of logins, which means Custom Portal.
Popular add-ons for Recruiters & Staffing Agencies
Wherever you are
Just starting, growing or decades in.
Whether you haven't opened yet or you've been at it for decades, here's how we'd help at each stage.
Starting out
Just an idea, or brand new
Leaving an agency to start your own desk? Start Your Company sets up your agency's name and look, a domain and site with a careers page, business email and a LinkedIn page. Candidate intake comes first; the portal grows with your client list.
Growing
Busy and getting busier
Adding recruiters, a temp desk or a big industrial client? Candidate and client logins, document checks and digital timesheets keep the whole team working from one picture.
Established
Years or decades in
An agency with long-standing clients and a candidate database built over many years has real assets. Your ATS stays, and we add the outward-facing portal in phases so recruiters keep working while it comes together.
An example
What it could look like in real life
An illustration of how it could work. The business and details are made up for the example.
Picture a staffing agency in Kitchener-Waterloo placing general labourers, forklift operators and admin temps across the region's plants and offices. Shortlists go out by email, safety tickets sit in a shared inbox and timesheets come in as photos. We build a portal where candidates upload documents and see their status, clients review shortlists and approve hours, and the system flags expiring tickets before a worker gets turned away at the gate. Job orders come in through a form, and the owner watches placements and timesheets from one dashboard.
Questions we get
FAQ
Do we need to switch away from our ATS?
No. Your ATS stays the recruiting brain, and we can work alongside tools like Bullhorn or JobAdder where they allow it. The portal for clients and candidates sits on top, so recruiters aren't typing everything twice.
Can we handle permanent and temp placements in one system?
Yes. Perm searches get shortlist and interview stages, temp placements get documents, shifts and timesheets. Same portal, different paths.
Where are candidate documents stored, and who sees them?
Documents sit in secure storage with role-based access. Clients see only what you share for their candidates, and you decide what's kept and for how long, in line with your privacy obligations.
Can it handle a big industrial project with dozens of workers?
That's where it shines. Bulk onboarding, document checks per site and timesheet approvals by supervisor keep a large crew organized without a wall of spreadsheets.
Free 15-minute call
Great placements start with a smoother process.
Set up a free 15-minute call to walk through your workflow.
- Candidate portal
- Client portal with shortlists
- Compliance document checks