Recruitment Agency Software You Describe: Job Board, Candidate CRM and Client Portal

Mythex lets a recruitment agency build its own job board, a candidate and client CRM that records who submitted whom, a portal where hiring managers review shortlists, and invoicing for placement fees and contractor timesheets. Describe your desks and process in chat and publish it with a real database.

Two markets, one shared spreadsheet

Every agency serves clients with roles and candidates with careers, and consultants move between both all day: sourcing, screening, submitting, booking interviews, negotiating and chasing start dates. Permanent placements are billed as a percentage of first-year salary with a rebate period; contractors need approved timesheets every week. When candidates live in a spreadsheet two consultants edit, records get overwritten and the same CV goes to the same client twice, which is how fee disputes start. Hiring managers sit on shortlists in their inbox while the best candidate accepts elsewhere. An agency needs ownership, a clear submission log and fast client feedback.

• Candidates with skills, salary expectation, notice period and right to work
• A dated log of every submission to every client
• A pipeline from sourced to placed for each job
• Shortlist feedback from clients in one click
• Weekly contractor timesheets approved by the client
• Placement fees with rebate terms recorded

What you can build for recruitment agencies

A job board that removes filled roles

Live ads with location, salary range and contract type, separate routes for employers and candidates, and your sectors clear from the homepage. Candidates upload a CV without making an account, and a role marked filled comes off the board immediately.

Build a website for my recruitment agency. A job board with location, salary range, contract type and sector on every ad, a CV upload form that needs no account, a separate employer page with a callback request, and consultant profiles by specialism. Filled jobs disappear from the board.

A candidate CRM with ownership rules

Each candidate carries skills, salary expectations, notice period and availability. Jobs belong to clients, and every submission is logged with consultant and date. If a colleague tries to send the same candidate to the same client, the app warns them first.

Make a recruitment CRM. Candidates have skills, salary expectation, notice period, availability and right-to-work status. Jobs link to clients. Each job has a pipeline: sourced, submitted, interviewed, offered, placed. Log who submitted which candidate to which client and when, and block duplicate submissions.

A client portal for shortlists and timesheets

Hiring managers sign in, see the shortlist for each role and leave feedback on each candidate: interview, reject, hold. Contractors submit weekly timesheets that the client approves in the same place. Everyone sees only their own records.

Create a client portal for my recruitment agency. Clients see shortlisted candidates for their open roles and mark each one interview, reject or hold with a comment. Contractors submit weekly hours and the client approves them. Each client sees only their own jobs and contractors.

Placement fees and contract invoices

Permanent fees calculate from the agreed percentage of salary and are raised on the start date, with the rebate period recorded. Contract invoices are built from approved timesheets at the agreed rate. Clients with several entities get invoices addressed to the right one.

Build invoicing for my agency. Permanent placements calculate the fee from salary and the client's agreed percentage, invoice on the start date, and record a 12-week rebate period. Contract invoices are created weekly from approved timesheets and the contractor's charge rate.

Interviews and contract end dates

Coordinate interview slots between hiring managers and candidates, send reminders, and list contracts ending in the next month so you talk to both sides about extensions before the contractor takes another role.

Make an interview scheduler for my agency. Hiring managers offer slots, candidates pick one, and both get a reminder. Show all contractors whose assignments end in the next 30 days.

Desk numbers per consultant

Open roles by client and age, submissions, interviews and placements per consultant, fees placed and invoiced each month, and the submission-to-interview ratio that shows who is matching well.

Build a dashboard for my recruitment agency: open roles by client and days open, submissions, interviews and placements per consultant, monthly fees placed versus invoiced, and contractors on assignment with end dates.

Candidate data and consent

CVs hold home addresses, salaries and work history, and candidates must agree before you share them with a client. Ask for staff logins with roles, private CV storage and a consent field on each candidate. Mythex builds those into the app; the data protection and employment agency rules where you operate are yours to follow.

• Consent recorded before a CV is shared
• Anonymised profiles for speculative sends
• CVs in private storage, not public links

Moving off the shared spreadsheet

Import live candidates first, the ones you have spoken to in the last six months, with owner and status. Then load open jobs and every submission already made, with the date, so ownership is clear from day one. Old candidates can follow later in batches.

Questions

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