Agency recruiters and staffing firms

The CRM for recruiting and staffing agencies.

GuardenerAI for recruiting and staffing is a CRM set up for agencies that place candidates with clients. It keeps client requisitions with job title, employment type, seniority, openings and salary band, adds candidate stage, current employer, desired salary and availability to people, and runs placements through a screening-to-offer pipeline. It is for small and medium-sized agencies that want to fill roles faster.

Clients, candidates and open roles each pull in a different direction. When they live in an applicant tracker, a spreadsheet and an inbox, good candidates go cold and fees go uninvoiced. GuardenerAI keeps the client, the role, the candidate and the placement on one set of records.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Every open role as a requisition

Each requisition records its number, client, job title, employment type, seniority, status, openings, salary minimum and maximum, and target start date.

Candidates with what matters

People carry Candidate Stage, Current Employer, Desired Salary and Available From, with a Candidate details view to work the shortlist.

Placements on a pipeline

The template adds Screening, Interviewing and Offer Extended stages to the opportunity board, and a Placement pipeline view of every live placement.

Interviews booked, fees billed

Share a booking link for screening calls, and invoice the client company for the placement from the same system, with a card payment link on the Max plan.

The modules this runs on

Deep dives for recruiting and staffing

How you set it up

Shaped around how recruiting and staffing actually work.

Start from the Recruiting & Staffing starter template in Settings, then adjust anything. Everything a template adds stays editable.

From the starter template

Requisitions

One record per client opening, linked to the client company. Status runs Open, On Hold, Filled and Cancelled.

  • Requisition Number
  • Client
  • Job Title
  • Employment Type
  • Seniority
  • Status
  • Openings
  • Salary Minimum
  • Salary Maximum
  • Target Start
From the starter template

Persons (candidates)

The template adds these candidate fields to people, with stages from New through Screening, Interviewing and Offer to Placed.

  • Candidate Stage
  • Current Employer
  • Desired Salary
  • Available From
Built in

Opportunities (placements)

Each placement, with the fee as its value, on the Placement pipeline.

  • Stage
  • Value
  • Expected close date
  • Company
Built in

Companies

Your clients, with every requisition, contact and invoice linked to them.

  • Industry
  • Phone
  • Website

Suggested stages on Opportunities (Placement pipeline)

  1. Prospect
  2. Screening
  3. Qualification
  4. Interviewing
  5. Negotiation
  6. Offer Extended
  7. Closed Won
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

New requisition intake

  1. Intake call with the hiring manager, high priority, on plan start
  2. Publish the role and start sourcing, one day after plan start
  3. Send the first shortlist, five days after plan start
  4. Progress update to the client, ten days after plan start
Booking link

Screening call

  1. A 20-minute Video Call booking link per recruiter
  2. Ask for current role, notice period and salary expectations
  3. Minimum notice of four hours so recruiters can prepare
  4. Confirmed calls sync to the recruiter’s calendar
Duplicate rule

One record per candidate

  1. Matches people on email, or on normalised phone number
  2. Flags a reapplying candidate into the review queue
  3. Merging keeps the fields you choose and moves tasks, files and email

Candidate data, handled carefully.

Candidates and clients live in your own isolated, encrypted space with an audit trail, and default-deny roles decide which recruiters see which records.

Read the security details →
FAQ

Questions from teams like yours.

Is GuardenerAI an applicant tracking system?
It is a CRM shaped for agency recruiting: clients, requisitions, candidates and placements. It does not host job adverts or a careers page.
Can candidates and clients sign contracts?
Yes. Send terms of business or a candidate agreement from the person’s record, signed by them and optionally countersigned by your team.
Can we track where candidates come from?
Yes. The template adds job board, employee referral, recruiter outreach and campus recruiting as sources, so reports can group by them.
Can we add our own fields, like skills or right to work?
Yes. Everything the template adds stays editable, and you can add text, select, multi-select, date and other fields to people or requisitions.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for professional services, consulting firms and it services and msps. See every industry.

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