Most placement agencies we meet do not have a candidate shortage. They have a tracking problem. CVs sit in Gmail, WhatsApp chats and a shared drive, recruiters keep their own Excel, and the owner finds out a candidate joined a client only when the invoice is overdue. A recruitment CRM gives each requirement, each candidate and each rupee of fee a clear trail.
What a normal day at a placement agency looks like
An account manager takes a new opening from a client, say six inside sales roles in Gurugram with a notice period cap. It goes into the system as a requisition with salary band, location and the client's own interview rounds.
Recruiters then source: old database first, then job portals, referrals and WhatsApp groups. Each shortlisted profile is screened on a call, notes go in, and the profile is sent to the client. From here it is mostly chasing. Interview slots, feedback, second rounds, salary discussion, offer, and the most nervous phase of all, the gap between offer and joining.
After joining, accounts raises the fee invoice with GST, and the replacement period starts counting. If the candidate leaves in week six, someone needs to know the agency owes a replacement, not a refund argument.
Three leaks a recruitment CRM closes
- Duplicate submissions. Two recruiters send the same candidate to the same client. The client notices, and your credibility drops. A duplicate check on mobile number and email stops this at the source.
- Silent offer drops. Candidates accept a counter offer and stop answering. A joining tracker with reminder calls in the last two weeks before the date catches most of these early, while you still have time to line up a backup.
- Unbilled placements. In busy months, joined candidates do not reach accounts. When a stage change to "joined" creates a billing task, nothing slips.
Numbers owners check every Monday
- Open requisitions by client and how many days each has been open.
- CVs sent, interviews held and offers made per recruiter.
- Expected joinings this month and fees not yet invoiced.
- Candidates inside their replacement period.
Overseas recruitment agencies usually add stages for passport, medical, visa and travel, and need document status visible to the whole team. Corporate HR teams care less about fees and more about time to hire per department. Both are set up from the same base with different stages.
Getting ready for a demo
Bring one live requisition and walk us through how it is handled today. Also keep a sample of your candidate Excel so we can plan the data migration, a list of your clients, and your fee terms and replacement rules. Tell us whether clients should see shortlisted profiles in a portal or only by email.
If your recruiters spend most of the day on calls, ask to see the calling and WhatsApp follow-up screens on the CRM demos page first. When you are ready, talk to our team for a walkthrough with your own process.