Internal tools — Recruitment agencies
Internal dashboards for recruitment agencies
Recruitment agencies track candidates, manage interview pipelines, update clients, and place people — all while running several active mandates at once. Most do it across spreadsheets, email threads, and calendar apps that were never designed to work together.
- Service
- Internal tools
- Industry
- Recruitment
- Provider
- Aiki Labs, Vienna
- Delivery
- Build, host & maintain
The problem
How recruitment operations break down at scale
A small agency can run on spreadsheets and shared inboxes. A growing one cannot. The same workflows that worked for ten placements a month start failing at forty — not because the team is working wrong, but because the tools were never built for this.
Candidate pipeline managed in spreadsheets
Each consultant has their own spreadsheet or mental model of where candidates stand. There is no audit trail, no owner per stage, and no visibility for anyone except the person who built the sheet.
Interview scheduling is manual email coordination
Arranging interviews means emailing the candidate, emailing the client, waiting for responses, finding a slot that works, and sending confirmations manually. For four interviews this is tolerable. For forty it is not.
Clients have no visibility without an update call
Clients want to know where their vacancy stands. Getting that information means the consultant stopping work to write an email or take a call — every time, for every client.
Placement data lives in consultant inboxes
When a consultant leaves, the history of their placements, candidate relationships, and client notes goes with them. There is no institutional record of what happened.
The solution
What a purpose-built recruitment dashboard looks like
These tools replace the spreadsheets, email threads, and calendar workarounds with a single system. Consultants see their pipeline. Managers see across the team. Clients see what they need — automatically.
Candidate pipeline dashboard
A visual pipeline with every active candidate, their current stage, owner, next action, and notes — accessible to the whole team, updated in real time, with a full history of every stage transition.
Interview coordination system
Availability is collected automatically, slots are proposed to both parties, confirmations are sent, and reminders go out before each interview. The consultant is notified at each step without managing the process manually.
Client progress portal
Clients log in to see exactly where their vacancy stands — which candidates are in which stage, upcoming interviews, and recent activity. No email required. No update call. The information is always current.
A worked example
What this looks like for an agency with five consultants
About forty live vacancies, consultants who each built their own tracking sheet, and clients who ask for updates by phone. The build usually runs in that order.
A typical build for this sector, not a specific client engagement.
Rebuild the pipeline as shared stages
Every candidate sits at a stage with an owner, a next action, and a full history of transitions. Consultants tend to be sceptical of the history until the first time it settles who spoke to whom and when.
Automate the interview arrangement
Availability is collected from both sides, slots are proposed, confirmations and reminders go out. Coordination that scaled badly past a dozen interviews stops needing to scale at all.
Open a client view
Clients log in to see their vacancy: candidates by stage, upcoming interviews, recent activity. The weekly update call becomes optional.
Consultants get back the hours that went into coordination and status reporting. The agency also stops losing placement history when someone leaves, which is the point owners tend to raise once the first one is solved.
Common questions
Questions we get from this sector
Can we migrate the candidate data we already have?
Does the client portal expose candidate personal data?
Can it parse CVs into candidate records?
Does the cost rise as we add consultants?
Get started
Ready to talk about your recruitment project?
Book a free 30-minute call. We will map your workflows and tell you exactly what to build — and what the realistic impact looks like.