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GullySystem

Mandates and Job Orders for Recruitment Agencies

A mandate is the requirement a client hands over, and every detail of it sits in one place. Recruiters, seats, stage counts and the closing date live on that row.

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What a mandate carries

Role and job description

The designation, the description the client sent, and the must-have skills a CV is judged against.

Seats and location

How many seats the client wants filled, at which office or site, and whether the role sits on site or remote.

Salary band and timeline

The band the client has approved and the joining date wanted, which together settle who is worth sourcing at all.

Priority and closing date

Whether the mandate is exclusive, shared with other agencies or on hold, with the date the client wants it shut.

Owner and team

The recruiter who owns the mandate and anyone sourcing alongside, so a shared requirement does not become two separate shortlists. Ownership is recorded explicitly.

Working a mandate

Each mandate shows its own pipeline: CVs sourced, candidates screened, profiles submitted, interviews done and offers out. A recruiter opens the mandate and sees what is pending today rather than reading back through a mail thread. The counts move as the work happens. Mandates on hold drop out of the sourcing list until the client revives them. Shared mandates show both desks.

How it connects to the next step

Candidates are tagged to a mandate at CV intake, and the shortlist built on that tag is what reaches the client. The tag is the link. An offer fills a seat on the mandate, and the invoice raised later points back to the same mandate and its fee basis. Once every seat is filled the mandate moves to closed, and the ones past their date with seats open stay in front of the owner.

Limits and agency choices

No mandate judges a CV for you. Screening stays a recruiter call.

  • Which mandate types exist: permanent, contract, search or bulk hiring
  • Whether one mandate may be shared between two recruiters
  • What happens to a mandate past its closing date with seats open
  • Who can mark a mandate exclusive, on hold or lost
FAQ

Frequently asked questions

Can one mandate have several seats?

Yes. Seats are counted on the mandate, and each offer fills one, so the row shows how many remain open today.

What happens when a client puts a role on hold?

The mandate is marked on hold and leaves the daily sourcing list. Candidates already submitted stay attached for the day it revives.

Is a shared mandate handled?

Yes. More than one recruiter can source against the same mandate while the shortlist and the submission history stay common to both.

Does a lost mandate disappear?

No. It is marked lost with a reason, and owners later read lost mandates by client and by reason.

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