Professional Services
Recruitment & Staffing Suite
Fill roles faster, never lose a placed candidate, and keep every client informed without lifting a finger.
A full operating system for a recruitment or staffing agency. It covers the complete billing cycle: from the moment a new vacancy lands, through sourcing, screening, and shortlisting, to interview scheduling, offer management, and post-placement redeployment. Speed-to-submittal and consistent client communication are where agencies win or lose repeat business; this suite makes both automatic, then layers on compliance collection, candidate redeployment, and client status reporting so consultants can focus on relationships rather than administration.
A starting configuration to test against the business's actual evidence and operator constraints.
Illustrative failure hypotheses
Questions for the audit to verify
Consultants spending hours writing job specs and adverts from scratch for every new vacancy
Manual CV sifting means the shortlist arrives days after the role opens, losing the best candidates to faster competitors
Candidate outreach sent manually in batches, letting warm talent go cold between touches
Interview scheduling consuming an hour of back-and-forth per role via phone and email
Submittals put together ad-hoc without a consistent format, reducing client confidence
Placed and lapsed candidates sitting dormant in the database, never redeployed
Clients left without updates between submittals, prompting avoidable chasing calls
Proposed starting point
A pilot hypothesis to review
Designed role · approval required
CV Screener & Ranker
Reads every inbound CV against the vacancy criteria, scores each candidate, and delivers a ranked shortlist to the consultant.
Agencies typically spend half a consultant's day manually sifting CVs; deploying the screener in week one cuts shortlisting time visibly and immediately, making the value of the platform impossible to miss.
Designed playbook
Proposed work streams and roles
These are configuration ideas to test during an audit. They are not autonomous workers or evidence of a live deployment.
Forma Core
Runs under every suite. The shared operating spine: front desk, follow-up, reputation, owner reporting, cash, and content.
Designed role descriptions ↓Close ↑
Front Desk
Captures and triages every inbound (email, web form, missed call, DM), then replies, classifies, and routes it to the right place.
Follow-Up Engine
Runs persistent, polite multi-touch follow-up on every quote, no-show, and stalled enquiry until it converts or is cleanly closed.
Reputation Engine
Asks happy customers for reviews at the right moment, drafts replies to every review, and routes negative feedback to a human first.
Owner's Digest
Compiles the weekly (and on-demand) operating picture into a plain-English brief: what happened, what's at risk, what needs a decision.
Money Flow
Issues and chases invoices, tracks AR aging, and reconciles payments so nothing slips and cash comes in faster.
Content Engine
Turns the brand kit into a steady cadence of social, email, and blog content, ready for one-click approval.
Roles & Sourcing
Turn a new vacancy brief into a live, well-advertised role within minutes.
Designed role descriptions ↓Close ↑
Job-Spec Writer
Converts a vacancy brief or intake call notes into a polished job specification and multi-channel advert copy.
Job-Board Publisher
Publishes approved vacancy adverts to all configured job boards and LinkedIn simultaneously, and refreshes listings before they go stale.
Candidate Screening & Shortlisting
Screen, score, and rank every applicant so consultants see only the best-fit candidates.
Designed role descriptions ↓Close ↑
CV Screener & Ranker
Reads every inbound CV against the vacancy criteria, scores each candidate, and delivers a ranked shortlist to the consultant.
Candidate Outreach Sequencer
Runs personalised multi-touch outreach sequences to shortlisted and pipeline candidates so no warm talent goes cold.
Interview & Placement
Coordinate interviews end-to-end and produce polished submittals that win client confidence.
Designed role descriptions ↓Close ↑
Interview Scheduler
Eliminates scheduling back-and-forth by coordinating interview slots between candidates and hiring managers automatically.
Submittal Builder
Assembles a consistent, branded candidate submittal pack for the client, covering the shortlist with anonymised profiles and a consultant recommendation.
Compliance & Onboarding
Chase and verify every document needed before a contractor or permanent hire can start.
Designed role descriptions ↓Close ↑
Compliance Collector
Chases and verifies all pre-start compliance documents (right-to-work, references, qualifications, and contracts) so no placement is delayed.
Client Management & Redeployment
Keep clients informed and bring placed candidates back to the desk before they find their next role elsewhere.
Designed role descriptions ↓Close ↑
Client Status Reporter
Sends clients a regular vacancy progress update so they feel informed without the consultant spending time on update calls.
Candidate Redeployment
Identifies placed and lapsed candidates approaching contract end or at risk of moving on, and re-engages them before they find their next role independently.
Measurement design
Candidate measures to baseline
These labels do not claim a result. The audit must define the source, window, method, baseline, and owner before a metric can support a pilot decision.
Time-to-shortlist
Hours from vacancy intake to a ranked shortlist in the client's hands, the primary speed measure for the desk.
Submittal-to-interview rate
Percentage of submitted candidates who secure an interview, reflecting shortlist quality and client alignment.
Time-to-fill
Calendar days from vacancy open to offer accepted, the headline metric clients use to evaluate agency performance.
Candidate redeployment rate
Percentage of placed candidates placed again through the agency. High redeployment means compounding revenue from existing relationships.
Compliance completion before start
Percentage of placements fully compliant before the start date. Missed compliance means delayed placements and client frustration.
Avoidable client chase calls
Client-initiated update calls per active vacancy per week, reduced by proactive status reporting.
Connector boundary
Availability is scoped per controlled pilot
Connector names in the internal playbook are planning inputs, not a public integration promise. Current code-live readers are bounded and require account-specific verification before use.
See the commerce pilot boundaries →Audit first
Validate the playbook against your operation.
Pricing, scope, data access, review boundaries, and success measures are agreed in writing before any paid work.
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