Build a recruitment system around your mandates, your pipeline and your fee terms.
The fee is earned on joining day. It is kept only if the candidate is still there when the replacement period ends.
Most agencies watch the first half of that closely and the second half not at all. Meanwhile two recruiters send the same profile to the same client, and a joining date slips without anybody ringing. Every evening ends with numbers being copied into a status sheet.
At GullySystem we put together the pipeline and the placement ledger around your own fee terms. The duplicate check, the interview workflow and the client portal sit around them.
Recruitment businesses we can build for.
A three-recruiter desk filling support roles and a firm doing retained searches are paid in different ways, and how you are paid decides what the system counts. If your people stay on your own rolls and the client is billed for their time each month, that is staffing, and the staffing companies page covers it.
- Recruitment consultancies
- Executive search firms
- Recruitment process outsourcing firms
- IT recruitment agencies
- Non-IT and volume hiring agencies
- Campus hiring partners
- Healthcare and nursing recruitment agencies
- Overseas placement agencies
- Manpower supply contractors
- Freelance recruiter networks
- In-house talent acquisition teams
- Job portals and marketplaces
- Agencies with offices in more than one city
- Agencies running retained and contingency desks together
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
Mandates and job descriptions
Every requirement with its own commercial terms on it, because those terms decide what a placement is worth.
- Client and contact person
- Role and job description
- Number of positions
- Location and work model
- Salary band the client will pay
- Fee basis, whether a share of annual pay or a fixed amount
- Replacement period agreed
- Credit period
- Recruiter or team assigned
- Priority
- Target closing date
- Mandate status
A closed or withdrawn mandate is marked as such the same day, so nobody works a requirement that died last Tuesday.
Candidate database
The asset the agency actually owns, and the one that is usually spread across four people’s laptops.
- Candidate profile
- Current and previous employers
- Total and relevant experience
- Skills
- Current and expected pay
- Notice period
- Current and preferred location
- Résumé versions
- Source
- Owner and ownership date
- Call and interview history
- Documents
- Do-not-contact flag
Search and shortlisting
- Keyword and skill search
- Experience and salary filters
- Location and notice period filters
- Saved searches
- Candidates matching a live mandate
- Candidates already submitted elsewhere
- Candidates contacted recently
- Shortlist for a mandate
- Bulk actions
Duplicate and ownership checks
Two recruiters submitting one candidate to one client is the oldest embarrassment in this trade.
- Match on phone number
- Match on email
- Match on résumé content
- Already submitted to this client
- Submitted within the client’s ownership window
- Owned by another recruiter
- Flag raised before submission
- Override with a reason
The check can only compare what is in your own database. If a profile was never entered, the system has nothing to compare it against.
The pipeline
- Sourced
- Screened
- Submitted
- Client shortlist
- Interview
- Selected
- Offer
- Joined
- Replacement period
- Invoice cleared
Stage names are set to the ones your recruiters already use on their whiteboard, not to ours.
Screening calls
- Call outcome
- Interest in the role
- Reason for change
- Current pay and expectation
- Notice period and buyout
- Offers already in hand
- Relocation willingness
- Screening notes
- Recording or transcript where you take one
- Next action and date
Submissions to the client
- Candidates submitted per mandate
- Client format used
- Submission date
- Recruiter
- Client feedback
- Rejection reason
- Days without feedback
- Submissions per position
- Submission to interview ratio
Most clients want profiles in their own template. Those templates can be generated from the candidate record rather than retyped.
Interview workflow
- Client shortlist
- Slot proposed
- Candidate confirmed
- Interview held
- Feedback
- Next round or reject
- Final selection
- Round name and mode
- Panel and time
- Candidate confirmation
- Reminders to both sides
- Interview attended or missed
- Feedback recorded
- Rescheduling history
Offers
- Offered pay and break-up
- Joining date agreed
- Offer letter issued
- Offer accepted or declined
- Counter-offer from the current employer
- Other offers in hand
- Candidate wobbling
- Follow-up calls during notice
- Documents collected
- Offer dropped
Between offer and joining
The weeks nobody owns. Notice periods stretch, counter-offers arrive, and the candidate stops answering.
- Days to joining
- Weekly check-in task
- Resignation acknowledged
- Last working day confirmed
- Relieving documents
- Joining confirmation from the client
- No-show recorded
- Backup candidates kept warm
Placements and fees
- Placement record
- Client and mandate
- Joining date
- Fee as agreed on the mandate
- Invoice due date
- Invoice raised
- Payment received
- Recruiter credited
- Split credit between recruiters
- Ageing by client
Replacement periods
This is the clock most agencies do not run, and it is the one that decides whether the fee stays.
- Replacement period start and end
- Days remaining
- Placements still inside the period
- Candidate left early
- Replacement owed
- Replacement mandate opened
- Replacement closed
- Fee refunded or adjusted
A placement leaving in week seven is a business fact, not a software failure. What the system prevents is finding out from the client.
Background verification
- Checks the client asks for
- Documents collected
- Previous employment record
- Education record
- Address record
- Agency handling the check
- Status and outcome
- Report filed against the candidate
The verification itself is done by whichever agency you engage. The system tracks the request, the documents and the outcome, and does not carry out the check.
Contract staffing
For agencies whose people stay on your books after they join.
- Deputed employee record
- Client and site
- Contract start and end
- Billing rate and pay rate
- Margin per person
- Timesheet or attendance
- Leave
- Monthly client invoice
- Salary payable
- Contract renewal date
- Exit and replacement
Client records
- Client profile and industry
- Agreement and fee terms
- Replacement terms
- Ownership window
- Contact people and hiring managers
- Mandates given
- Placements made
- Feedback speed
- Payment behaviour
- Dormant clients
Client portal
For hiring managers who would rather look than ask.
- Live mandates
- Candidates submitted
- Profiles in their own format
- Give feedback on a profile
- Propose interview slots
- Interview status
- Offers and joinings
- Invoices
- Raise a new requirement
Client feedback given in the portal lands against the candidate, so it stops living in an email thread nobody can find.
Business development
- Prospect companies
- Contact people
- Calls and meetings
- Proposals and fee negotiation
- Agreement signed
- First mandate received
- Dormant client follow-up
- Lost prospects and why
Recruiter performance
The numbers that go into the evening report, generated rather than typed.
- Calls made
- Profiles sourced
- Candidates screened
- Profiles submitted
- Interviews scheduled
- Interviews attended
- Offers
- Joinings
- Fee value placed
- Submission to joining ratio
Recruiters stop losing the last half hour of the day to a status sheet, because the numbers come from the work they already recorded.
Job boards and sourcing
- Job posting from one place
- Applications from your website
- Applications by email
- Résumé upload and parsing
- Referral candidates
- Walk-in registrations
- Source-wise conversion
- Cost of each source against placements from it
Access to Naukri, LinkedIn or any other board depends on your own subscription and on what that board allows a partner system to do. We check before promising.
Résumé parsing
Useful, imperfect, and worth setting expectations on.
- Name and contact details
- Experience and employers
- Education
- Skills
- Current location
- Duplicate detection on import
A clean document parses well. A scanned page, an image or a designer’s two-column layout does not, and somebody still checks the fields before the profile is trusted.
Candidate communication
- Interview invitation
- Slot confirmation
- Reminder before the interview
- Documents requested
- Offer communication
- Joining reminder
- Status update after a rejection
- Bulk messages for volume hiring
An interview time and an address go out reliably and get read. A job description does not survive being pasted into a chat window, and a candidate who found you on a job board still expects the full brief by email.
Overseas placement files
For agencies placing candidates abroad, the file is longer than the interview.
- Employer and country
- Job offer document
- Passport and validity
- Medical record
- Visa application status
- Emigration formalities
- Ticket and departure
- Candidate charges collected
- Employer payment
Overseas recruitment is governed by rules that differ by country and by the licences your firm holds. The system records what you do, and does not decide what you are allowed to do.
Reports the director asks for
- Live mandates by client
- Positions open beyond a month
- Pipeline by stage
- Interviews this week
- Offers awaiting joining
- Joinings this month
- Placements inside the replacement period
- Invoices outstanding
- Fee value in the pipeline
- Recruiter-wise performance
Roles and access
- Director
- Branch or team manager
- Recruiter
- Sourcer
- Business development
- Accounts
- Client hiring manager
- Candidate
Candidate contact details can be hidden from recruiters outside the owning team, which matters more in some agencies than in others.
Integrations
- Email and calendar
- Video interview links
- WhatsApp and SMS
- Accounting software
- Payroll for contract staff
- Your website careers page
- Job boards where access allows
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Client agreement
- Mandate received
- Sourcing
- Screening
- Duplicate check
- Submission
- Client feedback
- Interviews
- Offer
- Notice period follow-up
- Joining
- Invoice
- Replacement period
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Mandates and candidates
The client and mandate register, the candidate database, search, duplicate checks and submissions. This alone ends the double-submission call.
- 2
Interviews and offers
Interview scheduling, feedback, offers, the follow-up during notice and the joining confirmation.
- 3
Fees and replacements
Placements, invoices, ageing, the replacement clock and recruiter credit, including splits.
- 4
Portals and reporting
The client portal, contract staffing if you run it, automated reports and the integrations worth having.
How a build actually runs.
- 01
Understand
We sit with two recruiters for a morning and watch what they retype.
- 02
Map
Mandates, stages, ownership rules, fee terms, approvals and the points where a candidate changes hands.
- 03
Design
Screens built for somebody on a call, because that is where a recruiter spends the day.
- 04
Build
Modules in the order that saves the most keystrokes first, usually the pipeline and submissions.
- 05
Test
Your team runs live mandates through it alongside the existing tracker for a full cycle.
- 06
Deploy
The candidate database is imported and cleaned of duplicates, and recruiters are trained on their own screens.
- 07
Improve
Client portals, automation and reporting as the desk grows.
Systems we can put together for you.
- Applicant tracking systems
- Candidate databases
- Recruitment CRM
- Interview scheduling systems
- Client portals
- Recruiter performance dashboards
- Placement and fee ledgers
- Contract staffing systems
- Timesheet and billing software
- Career pages and application forms
- Résumé parsing and import tools
- Overseas placement file management
- Mobile applications for recruiters
- Multi-tenant recruitment platforms
Questions owners ask before starting.
What is a custom applicant tracking system?
It is an ATS built around one agency’s stages, fee terms, ownership rules and client formats, instead of a product every desk bends itself to fit. The fee terms are usually what forces the difference.
Can it stop duplicate submissions?
Largely, yes. Phone, email and résumé matching can flag a candidate already sent to that client, or owned by another recruiter, before the profile goes out.
Can it track replacement periods?
Yes. Each placement carries the replacement period from its mandate, counts down, and flags the ones still inside it, which is where the fee is actually at risk.
Can clients see candidates in a portal?
Yes. Hiring managers can view submitted profiles in their own format, leave feedback, propose slots and raise a new requirement without an email thread.
Can résumés be parsed automatically?
Yes, with limits worth knowing. Clean documents parse well, scanned or heavily designed ones do not, and a recruiter still confirms the fields.
Can we post jobs to Naukri or LinkedIn from it?
Only where your own subscription allows it and the board provides a route in. We check what your account permits rather than assume, and we say so when the answer is no.
Can it replace the daily status sheet?
Yes, and that is often the first thing recruiters notice. Calls, submissions, interviews and offers are already recorded, so the evening report builds itself.
Can we handle contract staffing too?
Yes. Deputed employees, billing and pay rates, attendance, monthly invoices and margin per person can sit in the same system as permanent hiring.
Can recruiters use it on a phone?
Yes, for the parts that happen away from a desk: call outcomes, interview confirmations, candidate updates and reminders.
Will it do background verification?
No. It tracks what was asked for, what was collected and what came back, but the checking is done by whichever verification agency you engage.
Can we start small?
Yes. Mandates, candidates and the pipeline are usually enough to begin with, and fees, portals and contract staffing come after.
Can this be built as a product we sell to other agencies?
Yes. That is a multi-tenant build and it is designed differently from the start, with each agency’s data kept apart.
How we work with this trade.
Build a recruitment system that counts the money properly.
A recruitment desk is a pipeline and a clock. The pipeline is easy to see and the clock is easy to forget.
Pull your last twenty placements and check which invoices went out late and which replacement periods are still open. The leak is almost always there rather than in the pipeline, and plugging it is the first job.
Tell us how your recruitment agencies runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
- No obligation
- We reply the same working day
- Your details stay private