For teams of two to ten
Small enough to know everything, big enough to lose it
At this size nobody owns the data, so everybody owns it. The same candidate exists three times, two people are calling the same client, and the useful piece of feedback is in an inbox no one else can read. Recruitly makes one record the only place the work can happen.
What a five-person desk quietly loses
None of this shows up in a report. All of it shows up in a lost placement.
Everyone sees the same thing
Calls, emails, WhatsApp and notes land on the record, not in a person.
0 duplicate desks
What actually makes this desk hard
The database gets dirty faster than you can clean it
Three people importing, enriching and creating records at speed produces duplicates within a month. By the time it is obvious, the good notes are split across two versions of the same person.
Handovers drop things
Someone is on holiday, someone leaves, someone picks up a job halfway through. What the previous person knew was in their head, their sent items and a note they meant to write.
You cannot tell who is actually busy
Everyone says they are flat out and everyone is. Without shared numbers, the conversation about workload is an argument about impressions.
What changes when it all runs in one place
One record, everybody's history
Emails, SMS, WhatsApp, calls, notes and activities all thread onto the candidate or contact. Anyone picking the record up sees every conversation the agency has ever had with that person, not just their own.
Duplicates found and merged
Merge candidates and contacts into one record without losing the notes on either. Data Health runs quality diagnostics per record type so you find the mess before a client does.
Ownership that means something
Owners on records, recruiting teams on jobs, and roles that decide who can see and change what. When two people are working the same client it is visible before it is embarrassing.
Numbers everyone agrees on
Pulse dashboards, KPI goals and leaderboards built from the records themselves — calls, CVs sent, interviews, placements, revenue. Cast them to a TV screen so the week is on the wall rather than in a spreadsheet.
The routine work automated once, for everyone
Automation rules fire on applications, interviews, placements and time — tag, change status, send the email, move to the job. Written once by whoever knows the process best, run identically by everybody.
A pipeline you can run as a team
Drag-and-drop stages, bulk actions across selected candidates, applications approved, rejected or reassigned in batches, and a shared view of what stage every role is at.
The thing that changes first
Conversations stop living in inboxes
Every channel writes back to the record. The email you sent, the WhatsApp your colleague sent, the call and its transcription, the note from the interview. One person can go on holiday without the client noticing.
Questions this desk asks
Can I stop people seeing each other's clients?
Yes. Access is a role granting modules, plus data privileges deciding whether someone sees their own records, their team's or everyone's. Most small teams start fully open and tighten it as they hire.
We are already a mess in a spreadsheet. Can it be salvaged?
Usually. Import the spreadsheet, bulk-parse the CV folder, then run merge and Data Health to collapse the duplicates. The messier the starting point, the more the first month is worth.
Do we need someone to administer it?
No. One person usually owns the settings — statuses, tags, templates, automation rules — as a fraction of their week, not as a job. There is nothing to host and nothing to patch.
What happens as we grow past ten?
Nothing changes except the number of seats. The same access model, analytics and automation are what mid-size agencies run on — you are not going to migrate again at fifteen people.
Stop running the agency out of four inboxes
One record, one history, one set of numbers. Start on the free plan and import what you already have — a small team usually knows within a fortnight.