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GullySystem

CV Sourcing and Intake for Recruitment Agencies

Resumes reach an agency by many routes, and each one has to land on a profile. Intake records where the CV came from and which mandate it answers.

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Where CVs come from

Portal downloads

Resumes pulled from a job portal the agency subscribes to, loaded in a batch and matched against profiles already held.

Mail attachments

CVs mailed by candidates or by references, picked up from a mailbox the agency itself controls.

Referrals

A profile sent by a placed candidate or a known contact, with the referrer recorded so credit is not argued over later.

Walk-ins and calls

A candidate who visits the office or rings on an advertisement, entered at the desk with the CV scanned or typed in.

Website careers form

Applications from the agency site, where such a form is built, arriving straight into the database with the role applied for.

What happens at intake

Each CV is checked against phone number and mail address before a new profile is created. A match opens the existing record instead. The source is stamped on the profile, which is what later tells the owner which route actually produces closures. The recruiter then tags the CV to one or more open mandates and it joins the sourced count.

From intake to the shortlist

A sourced CV is not yet a submission. The recruiter calls, screens and rates before anything reaches a client, and an untouched CV waits in the sourced bucket on the mandate. Candidates who do not suit the current mandate keep their tags and come up in a later search.

Limits and agency choices

Intake does not read every field out of a CV by itself. How much a parser lifts, and from which formats, comes out of scoping before a mailbox or portal route is built.

  • Which portals and mailboxes are connected, and in what order
  • Whether a duplicate blocks intake or only warns the recruiter
  • Who may delete a CV or merge two profiles
  • What source labels the agency wants to report on
FAQ

Frequently asked questions

Can CVs be loaded in bulk?

Yes. A batch from a portal download or a folder is loaded, and each row is matched against existing profiles before it is added.

Will the system pull details out of a CV?

Partly. Common fields can be lifted, and the accuracy depends on the CV format, so this is tested during scoping.

Is the sourcing route recorded?

Yes. Portal, referral, walk-in, mail or website is stamped on the profile, and owners later read closures by source.

What stops two recruiters sourcing one person?

The duplicate check at intake. A number already in the list shows the profile and the recruiter who touched it last.

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