Replace Asana, Monday and ClickUp

Running an agency is far more than filling jobs. There's the new client to onboard, the compliance audit, the consultant who starts on Monday and next quarter's marketing, and most agencies pay for Asana, Monday or ClickUp to keep track of it all. Recruitly now has project management built in, and your team never has to fill it in. Simi listens to what they say on calls and in chat, and the board keeps itself up to date. This video follows an agency onboarding DHL as a new client, from the kick-off call to the client watching the work move on the agency's own branded portal.

Watch it on Recruitly Play (3 min 50 s).

What is a project made of?

We built projects from two things Recruitly already had. Actions are the promises your team makes: whatever someone agrees to do in a chat or on a call, Simi captures with their name and the date, without anyone asking. Loops is where your team talks and meets. A project puts the two together, so the conversation about the work and the work itself stay in one place, and you can run as many projects as your agency needs.

How do you set up a project?

1. In Loops, press Projects & Actions and press the + to name your project, such as DHL client onboarding.
2. Press the Loop button beside the project's name and press Start a loop. Recruitly makes a group with the project's name and team.
3. Already have a group for this work? Press Link a loop instead, and its open Actions come across onto the board.
4. From here your team just talks. Anyone added to the project joins the loop too, so there is only ever one team.

How does a call turn into cards on the board?

1. Hold the kick-off in the project's loop. Your team and the client join, Simi joins with them, and nobody has to take a note.
2. When the call ends, Simi transcribes each person's audio separately, so she knows exactly who said what.
3. She writes everyone their own notes: what you promised, what you're waiting on and what was decided.
4. Every promise lands on the board as a card, with the right name and the right date. Half an hour of talking, and your project plan is built.
5. Say the same thing on next week's call and Simi knows it's already on the board, so it isn't added twice. If someone else takes it over on that call, the card moves to them.

What happens when your team talks in the chat?

The chat works the same way. Daniel writes that he'll send DHL the terms by Friday, and it's on the board as Daniel's card, due Friday. When he ticks it off in the chat, the card moves to Done, because the promise and the card are one and the same. Nobody had to open the board.

Is it a full project management tool?

Yes. Set your own columns and drag cards across them. Every card has an owner, who assigned it, start and due dates, labels, subtasks, files, comments and a full history of who changed what. The same cards show as a board, a table or a timeline where anything running late goes red.

What can it do that a separate project tool can't?

It lives inside your agency's operating system. A card points straight at the client or candidate it's about, and one press opens their record. Ask Simi in the loop how the project is going and you get what's open, what's done and what's overdue. Your chats, your calls, your records and your projects sit in one place, with one AI that knows all of them.

What does my client see?

1. Share the project with your client using just their email address. They need no app and no password, only a code sent to that email.
2. With your own address set up, the email comes from your agency, with your logo and your colour.
3. The link opens on your address, such as meet.youragency.co.uk. Your client sees your agency and never sees Loops.
4. There's the board, moving as your team works, so the calls asking where things are stop.
5. You choose whether they see the whole project or only their own cards, and whether they can comment. They can tick off their own cards, and anything you mark Team only never reaches them.
6. Your meetings with them are there too, with the transcripts you chose to send, and Simi to answer their questions about them.

They never see your loops, Simi Decisions or the rest of your data, and you can bring in candidates and suppliers the same way.

What can agencies run as a project?

Anything with more than one person and a deadline: onboarding a new client, a compliance audit, a new consultant's first month, a marketing campaign, a website rebuild or filling a client's roles. Each project gets its own board, its own team and its own loop if you want one.

Which calls fill the board?

Calls and meetings held in Loops, in a loop linked to the project. Teams calls and calls on the phone system don't reach the board this way. Any Action can still be added to a project by hand, wherever it came from.

What if someone deletes a card?

It goes to Deleted cards with its whole history, and one press brings it back. Every project is also backed up every night.