The main workflow, step by step
The window follows one candidate from application to offer, with the recruiter and the hiring client on the other side. Choose a step to see its screen. The agency, the candidate, the client and the vacancy are invented for the demonstration.
Application
APP-51730Submitted- Vacancy
- Site engineer, rail project
- Profile
- Reused from an earlier application
- Documents
- CV and two certificates
- Consent
- To hold and share for this role
Off the pathAn application missing a document the vacancy requires can be saved but not submitted, and says what is missing.
Screening
APP-51730Shortlisted| Check | Result |
|---|---|
| Right to work | Document seen |
| Qualifications | Verified with issuer |
| Screening call | Notes recorded |
| Fit for the role | Shortlist |
Off the pathA candidate who does not meet a must-have requirement receives a polite decline, and can be kept for other roles with consent.
Client review
Vacancy V-2207Two selected| Candidate | Decision |
|---|---|
| Candidate A | Interview |
| Candidate B | Interview |
| Candidate C | Not this time |
Off the pathThe client sees only candidates who consented to be shared with that client, and never the agency's internal notes.
Interview
APP-51730Booked- Format
- Video, forty-five minutes
- Slot
- Chosen from the manager's calendar
- Preparation
- Brief and directions attached
- Reminder
- Sent the day before
Off the pathIf the candidate cannot attend, they can rebook once themselves, and after that the recruiter steps in.
Offer
APP-51730Awaiting reply| Item | State |
|---|---|
| Offer letter | Sent for signature |
| References | One received, one chased |
| Start date | Proposed, not confirmed |
Off the pathAn offer that lapses without a reply returns the vacancy to open and notifies the client the same day.
Who uses it, and what each role can do
Recruitment involves three parties, and candidates trust the agency with a great deal of personal information. The roles decide exactly who sees which part of it.
| Role | Sees | Can do |
|---|---|---|
| Candidate | Their profile, applications, interviews and offers | Apply, upload, book, accept or withdraw |
| Recruiter | Candidates and vacancies they work on | Screen, shortlist, schedule and make offers |
| Hiring manager at the client | Shortlisted candidates for their vacancies | Review, give feedback and choose |
| Compliance officer | Consent records and document checks | Verify documents and handle data requests |
| Agency manager | Pipelines, placements and recruiter activity | Assign vacancies and review performance |
When the work leaves the usual path
People change their minds, documents expire and clients go quiet. The portal has to keep every party informed through each of these turns.
| Situation | What the system does | Who decides |
|---|---|---|
| Required document missing or expired | Blocks submission or flags the profile | Compliance officer |
| Candidate withdraws | Closes the application and informs the client | Recruiter |
| Client gives no feedback | Reminds the hiring manager and alerts the recruiter | Recruiter |
| Interview missed | Offers one rebooking, then refers to the recruiter | Recruiter |
| Offer declined or lapsed | Reopens the vacancy and records the reason | Recruiter |
| Candidate asks for their data to be deleted | Starts the deletion process with its checks | Compliance officer |
| Same candidate submitted by two recruiters | Detects the duplicate and asks who owns it | Agency manager |
What it connects to
Agencies usually run a recruitment database already, and the portal must work with it. The links below depend on what that system exposes.
| System | What moves | Direction |
|---|---|---|
| Recruitment database or ATS | Candidates, vacancies and stages | Both ways |
| Job boards and careers page | Vacancies published and applications received | Both ways |
| Calendar | Interview availability and bookings | Both ways |
| Electronic signature | Offer letters and contracts | Both ways |
| Background or reference checks | Requests and results, where used | Both ways |
What a first release includes
Candidate account
A profile with CV, documents and preferences, reused for every application the candidate makes.
Applications and status
Applying to a vacancy in a few steps, with a status the candidate can check at any time.
Document and consent handling
Required documents per vacancy, expiry tracking and consent recorded per purpose and per client.
Interview scheduling
Slots offered from real calendars, with booking, one self-service rebooking and reminders to both sides.
Client shortlist view
A secure view where hiring managers see shortlisted candidates and record their decision.
Offers and onboarding handover
Offer letters for signature, reference tracking and a clean handover of the placed candidate.
Often added after the first release
- Timesheets for contract placements
- Talent pools and job alerts
- Video screening questions
- A mobile app for candidates
- Client self-service for new vacancies
What we need from you
- Your recruitment stages and what candidates are told at each
- The recruitment database you use and how it can be reached
- Documents required by role type and how consent is taken today
- How clients currently receive and answer shortlists
- A recruiter and a compliance contact to test with real vacancies
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us your application form and the stages a candidate passes through. We reply with a first release, what we would read from your database and a proposal. Start a conversation or book a 30-minute call.
Common questions
Is this a replacement for our applicant tracking system?
Usually not. Most agencies keep their recruitment database as the system of record and add the portal in front of it, so that candidates and clients have a proper experience. Where a team has outgrown spreadsheets and email and has no such system, the portal can include the recruiter side as well.
How is candidate consent managed?
Consent is recorded per purpose: to hold a profile, to be considered for a role and to be shared with a named client. Candidates can see and withdraw it. Privacy law on recruitment data differs by country, so the wording, retention periods and deletion process are agreed with your data protection adviser before launch.
What do clients see?
Only what you choose to share: shortlisted candidates for their own vacancies, with the documents you release and space for feedback. Your internal notes, other clients' vacancies and candidates who have not consented remain invisible. Each view by a client is logged.
Does it use AI to screen candidates?
Not by default. Automated screening of people is regulated in several jurisdictions and carries a real risk of unfair outcomes. Where you want assistance, such as summarizing a CV for a recruiter, we design it with a person making every decision and review the use with your legal adviser first.