ATS & CRM
Candidates, clients and opportunities, with the history intact.
One set of records, properly related, so a person you met two years ago is findable and the reason you did not place them is still on file.
The person
- Occupation Bookkeeper · Senior
- Location Fortitude Valley QLD 4006
- Open to Part time, four days · confirmed 12 June
- Skills Xero, MYOB, payroll, BAS
- Consent Contactable · no employer approaches
History
- Candidacy Senior Bookkeeper, Newstead. Placed, guarantee ends in 9 days
- Candidacy Financial Accountant, Milton. Withdrew, wanted four days
- Call 11 minutes about the four-day arrangement
- Note Referee available from Monday
- Pool Brisbane part-time finance
What changes
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Nobody is lost between roles
The candidate relationship is its own record. A role closing does not archive the person with it.
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The reason survives
Why someone withdrew, why a client passed, what they said they wanted next. Recorded when it was obvious, available when it is not.
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Search works because the data has shape
A controlled vocabulary rather than free-form tags typed six different ways by four different people.
Start to finish
The same person, across three years.
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They apply for a role
The application arrives from your job page, is deduplicated against what you already hold, and creates or merges the candidate. Email first, then phone, with anything softer queued for a person.
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They do not get that one
The candidacy ends with a reason. The candidate record keeps the reason and the relationship.
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You keep in touch
A call, a note, a change of circumstances. The timeline is on the person, so the next recruiter to open it inherits context rather than a name.
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A role comes up that fits
They surface in a search because their skills, location and work pattern are structured fields rather than sentences in a CV nobody re-read.
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You place them
The placement, the guarantee window and the aftercare attach to both the person and the client.
Seven record types, deliberately distinct
A person is not an application, and an application is not a placement.
The distinctions below are what let you answer “who did we put forward for this last year, and what happened” three years later.
| Record | What it is |
|---|---|
| Candidate | A person, with their experience, preferences, consent and history. Exists independently of any role, and outlives every one of them. |
| Client | A business you work with, and the commercial relationship you have with it. |
| Contact | A person at a client. Kept separate from Candidate, because the same person is often both. |
| Opportunity | A role you are working, with structured requirements rather than a pasted description. |
| Candidacy | One candidate against one opportunity, with its own stage, owner and history. |
| Submission | The moment you presented a candidate to a client. The point the client’s clock starts. |
| Placement | The outcome: start date, fee, guarantee period and the aftercare that follows. |
Controls
Keeping the data worth having.
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Controlled vocabulary
Occupations, skills and seniority come from a taxonomy the search compiler reads.
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Deduplication on import
Every importable record carries its source system and id, so a re-run updates rather than duplicates.
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Merge review
A soft match goes to a queue. Merging two people is very hard to undo.
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Ownership
Records have owners, and activity records who did it, including on a shared desk.
Related
Questions
Can the same person be a candidate and a client contact?
Yes, and they stay two records deliberately. A candidate you placed who is now hiring is common and valuable, and merging the two would put their job search into a record their staff can see.
How do tags work?
There is a controlled taxonomy for the things search depends on (occupation, skills, seniority) and free tags for everything else. Free-form tagging as a primary classification degrades into forty spellings of the same word.
What are pools?
Saved groups of people you keep coming back to: a market, a skill set, a location. A pool can be built from a search and refreshed, or curated by hand.
Is there a limit on candidate records?
Yes, and it is generous: 5,000 on Basic and 50,000 on Pro. Storing rows is not what costs money, so the limits sit where the real costs are.
Ready when you are
See Recruited on one of your live roles.
A demo against a real role tells you more than a feature list. Bring one, and we will walk it through the platform with you.
We reply within one Australian business day.