Industries · Recruitment agencies
Fill the rolebefore your candidatetakes another offer.
We build recruitment systems that connect job orders, candidates, submissions, interviews, offers and placements — so consultants move faster, clients get answers, and every fee is invoiced on time.
- Job orders
- Candidate database
- CV submissions
- Interview scheduling
- Offers & onboarding
- Placement tracking
- Fee invoicing
- Client portal
01Where placements slip
Speed wins mandates. Spreadsheets lose them.
In recruitment, the best candidate is usually talking to three agencies at once. The one that moves first, and keeps everyone informed, makes the placement.
01CVs live in inboxes, WhatsApp and personal folders
What happens
Candidates apply through job boards, LinkedIn, email and referrals. CVs get saved to a consultant's laptop or forwarded on WhatsApp, and the shared database is always behind.
What it costs
The agency pays to source the same people twice, strong candidates are forgotten, and when a consultant leaves, their pipeline leaves with them.
With one system
Every CV, from every source, is parsed into one candidate record with skills, notice period, salary expectations and history — owned by the agency, not the consultant.
02Two consultants submit the same candidate to the same client
What happens
There's no single record of who was sent where, so a candidate is put forward twice — or to a client who already rejected them last month.
What it costs
Fee disputes, embarrassed account managers and clients questioning whether the agency knows what it's doing.
With one system
Submissions are logged against the candidate and the job order, with ownership rules and a check that warns before anyone sends a duplicate.
03Interview scheduling is a chain of messages
What happens
Coordinating a candidate, a hiring manager and a panel means a dozen messages, rescheduled slots and someone forgetting to send the location.
What it costs
Days lost between shortlist and interview — enough time for the candidate to accept another offer.
With one system
Interviews are booked from the job order with the client's available slots, confirmations and reminders go out automatically, and feedback is captured on the same record.
04Offers stall between acceptance and start date
What happens
Once an offer is accepted, the documents, medicals, visa steps and notice period are tracked in a spreadsheet — if they're tracked at all.
What it costs
Start dates slip, candidates drop out during long notice periods, and invoices wait because nobody marked the start.
With one system
Every accepted offer becomes a placement record with each step, owner and due date — and the fee invoice is raised the day the candidate starts.
05Nobody knows which clients and desks actually make money
What happens
Billings are reconciled at month end from consultants' own spreadsheets, and replacement periods are remembered only when a client calls.
What it costs
Commission disputes, missed replacements and no clear view of which sectors or clients are worth more time.
With one system
Billings, pipeline value and replacement periods are tracked live by consultant, desk and client — with a warning before a replacement period ends.
02Recruitment platform preview
What your recruitment system could look like.
Move between the views a consultant, team lead and agency director would use every day. Every screen is designed per agency in discovery.
Illustrative interface with sample data — your system is designed around your desks, clients and process.
Illustrative demo · sample dataCan you see your desk running on it?
Build your recruitment system03Solutions
The parts of a recruitment system — chosen for your agency.
One record per candidate, owned by the agency
Candidate database
CVs from job boards, LinkedIn, email, referrals and your website are parsed into one searchable record — with skills, nationality, notice period, salary expectations, consent and every interaction.
- CV parsing from every source
- Duplicate detection
- Search by skill, sector and availability
- Consent and contact history
One record per candidate, owned by the agency
Candidate database
CVs from job boards, LinkedIn, email, referrals and your website are parsed into one searchable record — with skills, nationality, notice period, salary expectations, consent and every interaction.
- CV parsing from every source
- Duplicate detection
- Search by skill, sector and availability
- Consent and contact history
Not every agency needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that does the admin, so consultants can recruit.
AI in your recruitment system works on your own CVs, job orders and pipeline history. It reads, matches, drafts and reminds — consultants decide who to put forward.
AI never decides who gets shortlisted, rejected or hired, and it doesn't screen out candidates on nationality, age, gender or any other personal characteristic. Matches are suggestions for a consultant to review, messages to candidates and clients wait for approval, and access to candidate data follows each user's role.
- 01
CV reading
Consultant checks the recordA candidate emails a two-page PDF CV and a cover letter.The assistant extracts experience, qualifications, notice period and salary expectations into the candidate record, flags gaps and possible duplicates, and leaves anything uncertain for the consultant to confirm.
- 02
Database matching
Who in our database fits this new site engineer brief?Suggests candidates based on skills, experience and availability, with the reasons for each match — the consultant decides who to contact.
- 03
Brief to job advert
Edited before publishingTurn the client's call notes into a job advert.Drafts an advert and a structured brief from the notes, highlighting anything the client didn't specify, like salary band or working days.
- 04
Interview coordination
Invites sent after approvalSet up second interviews for the two shortlisted candidates.Proposes times that fit the client's slots and the candidates' availability, and drafts the invites and reminders for the consultant to send.
- 05
Placement follow-ups
Which candidates haven't heard from us during their notice period?Lists accepted offers with no recent contact, ordered by start date, with a short check-in message drafted for each.
- 06
Plain-language reporting
How did the engineering desk do against target this quarter?Answers from your own billings and activity data, with the figures and the placements behind them.
05A day with ORCHESTR
A consultant's Wednesday, two ways.
- 08:15Applications already parsedOvernight applications are parsed into candidate records, matched to open job orders and flagged as new or duplicate.
- 09:45Submission checked instantlyThe system shows the candidate hasn't been submitted to this client, logs the submission and sends a formatted CV.
- 11:30Interview booked from slotsThe candidate picks from the client's available slots; confirmations and reminders go out automatically.
- 14:00Feedback on the recordFeedback is logged on the submission straight after the call and the candidate is updated the same afternoon.
- 16:30Check-ins promptedThe placement tracker prompts a check-in, with a message drafted and the start-date steps visible.
- 18:00Director sees the monthThe director sees billings, starts and at-risk placements by desk on one screen.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with the tools your agency already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Job boards & sourcing
- LinkedIn (where available)Job board feeds and email applicationsCareers page forms
- Messaging
- WhatsApp Business APIEmailSMS gateways
- Calendars & video
- Google CalendarMicrosoft 365 / OutlookZoomMicrosoft Teams
- Documents & signing
- Google DriveOneDriveE-signature tools (where available)
- Accounting & payroll
- Zoho BooksQuickBooksXeroPayroll exports
- Data
- Existing ATS (via API or export)Spreadsheets & exportsBI tools
07How we build your system
Built around your agency — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the agency.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Faster shortlists
Candidates are found in your own database before anyone starts sourcing again.No awkward duplicates
Submission rules protect relationships with clients and between consultants.Candidates who stay warm
Reminders and check-ins keep candidates informed from first call to first day.Fees invoiced on the start date
Placements, replacement periods and invoices live on one record, so nothing waits for paperwork.A database the agency owns
Every CV and conversation stays with the business when people move on.Clear numbers for leadership
Billings, activity and conversion by consultant and desk, without month-end reconciliation.
09Possible use cases
How different agencies could use it.
Examples of what we could build — not completed client projects.
Retained searches, properly documented
Long-list research, confidential shortlists, client reporting and staged retainer invoicing for a small team of partners.
Hundreds of candidates, one pipeline
Bulk sourcing, trade tests, medicals and visa-step tracking for large hiring projects across construction and facilities clients.
One database, several specialisms
Finance, engineering and sales desks sharing one candidate database with ownership rules, plus desk-level billings and commissions.
Placements that keep billing
Contractor assignments, client-approved timesheets and payroll exports alongside permanent recruitment.
FAQs
Recruitment questions, answered.
Professional services
01We already have an ATS. Why build something custom?
Off-the-shelf ATS products are built for a generic process. If yours works, we can build around it — adding the placements, invoicing or reporting it lacks. If it's holding you back, we can replace it. Either way, the recommendation comes after we've seen how your desks actually work.
02Can we import our existing candidate database?
Yes, from your current system's export or API, spreadsheets and CV folders. We map fields, remove duplicates and agree what moves before launch, so consultants start with a clean database rather than an empty one.
03Does it pull applications from job boards and LinkedIn?
Applications that arrive by email or job-board feeds can come in automatically. LinkedIn and individual job boards each have their own access rules, so we confirm what's possible for your accounts during scoping rather than assuming.
04Can it track visas and labour approvals for placed candidates?
It tracks each step as a status — documents collected, medical booked, application submitted, approval received — with owners and due dates. It doesn't connect to government systems; your team or the client's PRO completes those steps, and the system records progress.
05How is AI used with candidate data?
To read CVs, suggest matches, draft adverts and messages, and answer questions about your own data. It never makes hiring or rejection decisions, and it isn't used to filter people out on personal characteristics. Consultants review and approve everything it produces.
06How is candidate privacy handled?
Access is role-based and enforced on the server, consent and contact history are recorded per candidate, and you decide retention rules. Hosting location and any data-protection obligations that apply to your agency are agreed during scoping.
07Can clients see shortlists and give feedback directly?
Yes, through an optional client portal or secure shortlist links. You choose what each client sees — anonymised profiles, formatted CVs or full records.
08Does it work for temporary and contract staffing too?
Yes. Contractor assignments, rates, timesheets and approvals can sit alongside permanent placements, with exports for payroll and invoicing.
09How is a recruitment system priced?
We quote after a discovery call, once we know the desks, modules, integrations and data migration involved. Hosting and support terms are agreed separately in writing.
Start here
Let's mapyour desks.
Tell us how your agency recruits today. We'll show you how one system could connect candidates, clients and placements.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your agency runs today.
- 03If there's a fit, a written scope and quote — no obligation.
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