Who this is for
We provide recruitment agency software and technology for businesses whose product is people and whose records are personal: recruitment and labour-hire agencies, in-house hiring teams, and migration and employment services.
Typical starting points:
- An agency where each consultant keeps candidates in a private spreadsheet, so nobody knows who has already been called.
- A labour-hire firm that collects timesheets as photos sent by text, then types them into payroll and again into invoices.
- An in-house hiring team running every vacancy from a shared mailbox and a folder of CVs.
- A migration or employment service holding passports, visa records and qualifications as email attachments.
Job boards and a recruitment CRM (a system that tracks candidates, clients and placements) are among the systems we have built. Talent Tabloid and Talynx, our related businesses in this field, are described on the products page.
Common technology challenges in recruitment
- The same candidate recorded several times, with different details, across spreadsheets and inboxes
- CV details retyped by hand into the system, a client submission and a contract
- Timesheets arriving by photo, text and email, then entered again for payroll and for invoicing
- Work rights, licences and tickets expiring without anyone being warned
- Passports, visas and reference checks sitting in mailboxes that former staff can still open
- Clients phoning for an update because they cannot see where their vacancy stands
- No single view of open jobs, interviews, placements and fees for the month
How we help
Custom software
A recruitment CRM, or candidate and client portals added to the system you have, built around your own stages from first call to placement.
Websites
A careers site or job board with searchable vacancies and application forms that send each candidate straight into your system.
Business systems and integrations
Approved timesheets passed to payroll and to client invoices in Xero or MYOB, and placements passed from your recruitment system to accounts.
Mobile apps
An app for on-hire workers to accept shifts, submit timesheets and upload licences, with approval by the host supervisor.
Data and dashboards
Open jobs, submissions, interviews, placements and fees by consultant and client, without a weekly spreadsheet.
Cyber security
Multi-factor authentication, access by role, encrypted document storage and prompt removal of leavers' access.
A typical project for a recruitment business
| Stage | What happens |
|---|---|
| 1. Discovery call | A free conversation that follows one vacancy and one candidate from first contact to invoice, noting each system and spreadsheet they pass through. |
| 2. Plan and quote | A written plan and a fixed or staged quote agreed before work starts, including which candidate records will be migrated and which archived. |
| 3. Build and test | Work is delivered in stages with regular demos. A few consultants test each stage with sample candidates and jobs. |
| 4. Launch and train | A secure go-live, candidate and client records migrated with duplicates merged, and training for consultants, payroll and administrators. |
| 5. Ongoing support | Monitoring, updates and help, with changes as you add desks, clients or new kinds of placement. |
Systems we commonly integrate
These are tools we connect to, not products we resell.
Recruitment systems
JobAdder and Bullhorn are commonly integrated, so placements, contacts and timesheets reach your other systems without retyping.
Job boards
Vacancies advertised on job boards such as SEEK, usually through your recruitment system's own posting connection.
Accounting and payroll
Xero and MYOB: client invoices, contractor payments and pay runs created from approved timesheets.
Rostering and people systems
Deputy and Employment Hero, where on-hire shifts or employee records already live there.
Email and calendars
Microsoft 365 and Google Workspace: candidate emails filed against the right record and interviews booked into shared calendars.
Sales and marketing
HubSpot or the CRM your sales team uses, kept in step with client records in the recruitment system.
Privacy, records and licensing in Australia
Privacy. Recruitment runs on personal information: CVs, references, identity documents and, for migration services, passports and visa records. The OAIC's quick reference lists the 13 Australian Privacy Principles. Three matter most here. APP 3 applies higher standards to collecting sensitive information. APP 8 sets out the steps to take before personal information is disclosed overseas. APP 11 requires reasonable steps to protect personal information and, in certain circumstances, to destroy or de-identify it. Whether the Privacy Act covers a small agency depends on its turnover and what it does, and the OAIC's small business page lists the cases.
On-hire staff. If you employ the workers you place, the Fair Work Ombudsman says employers have to keep time and wages records for 7 years, and under Single Touch Payroll you report payroll information to the ATO each time you pay them.
Labour hire licensing. Victoria's Labour Hire Authority says providers must be licensed to operate legally in Victoria and hosts must only work with licensed providers. Queensland runs its own labour hire licensing scheme with a public register.
We build systems that keep these records and limit who sees them. We do not give legal or migration advice.
Questions from recruitment businesses
Should we buy a recruitment system or have one built?
For most agencies an established recruitment system is the right core, and the work is connecting it to payroll, accounts and your website. Custom software suits what no product covers, such as an unusual placement process or a client portal. IT consulting can compare the options first.
Can you connect timesheets to payroll and invoicing?
Yes. An approved timesheet can create the pay run entry and the client invoice line together, so hours are entered once. See business systems and integrations.
Can you build a careers site or a job board?
Yes. We build careers pages for a single employer and full job boards with employer accounts, search and applications.
How do you protect candidate documents?
We design the system so documents are stored encrypted, opened only by staff whose role needs them and removed on a schedule you set. Sign-in uses multi-factor authentication, and access is logged.
Can you move our candidates out of spreadsheets or an old database?
Yes. We run a trial migration, merge duplicates by rules you approve, and you check a sample before the old source is retired.
We hire only for our own company. Is this still relevant?
Yes. In-house teams need the same things on a smaller scale: one place for applicants, a tidy careers page and interview scheduling. Tell us what you use now.
