Recruitment Agency app
Run job orders, candidates and applications from screening to deployment for your overseas recruitment agency, right beside your WhatsApp chats.
Install it from the marketplace inside Scratchboard, then change anything to fit how you work.
Built for
- Overseas recruitment agencies
- Manpower suppliers
- Agencies placing workers from India, Nepal and the Philippines in the GCC
- Agencies working with sub-agents
- Recruiters who fill bulk job orders for employers
- Modules
- 15
- Automations
- 61
- One-click actions
- 50
- Reports
- 16
- WhatsApp templates
- 23
Sound familiar?
The everyday problems the Recruitment Agency app takes off your plate.
Hundreds of candidates, one phone
Candidates, families and sub-agents all message the same number. Nobody knows which documents are still missing for which application.
A missing document stops a deployment
A passport that expires too soon or an unverified medical is found at the visa stage, after weeks of work.
Employers chase you for updates
Employers ask where their job order stands, and someone builds a status update by hand from a spreadsheet.
How it works
From the first message to a finished job, step by step.
- 1
Employer and job order
Track employers from lead to agreement signed, with proposal follow-ups on day 1, 3 and 7. Open a job order with the position, country, salary, benefits and number of workers.
- 2
Candidate
A candidate messages on WhatsApp and goes to the next recruiter. They answer screening questions and reply AGREE to consent. Pool candidates who opted in hear about matching openings.
- 3
Application and documents
Add the candidate to a job order. The document checklist comes from the destination country and the job order. Each stage needs its documents verified, and missing ones are chased automatically.
- 4
CV pack and interview
Shortlist candidates and send the employer one CV pack PDF. Schedule interviews with reminders the day before and 2 hours before, then record the result.
- 5
Selection to departure
The candidate accepts the job terms by replying ACCEPT. Then medical, visa, emigration clearance (eMigrate for ECR passports), ticket and a pre-departure checklist, with a reminder before each step.
- 6
After deployment
Invoice the employer, pay sub-agent commission after the guarantee, send welfare check-ins and handle replacements inside or outside the guarantee.
What's inside
The records the app sets up for you, already linked together, with forms, lists, boards and dashboards.
Employers
Employer accounts from Lead to Active, with fee per placement, payment terms, guarantee days and replacement fee.
Job orders
Demand from employers: position, trade, country, salary, benefits, quantity and deadline, with live pipeline counts.
Candidates
A shared pool with trade, experience, passport, consent, job-alert opt-in and an optional family contact. One person, one passport.
Applications
One candidate on one job order, through 12 stages from Sourced to Deployed, with a document gate at each stage.
Documents and stage requirements
The checklist per stage, country and job order, with expiry, verification and restricted files for passports and medical reports.
CV packs
A shortlist PDF for the employer, without passport numbers, dates of birth or medical details.
Countries and trades
Destination countries with ECR, medical and visa details and a charge cap, and trades with their pool counts.
Invoices and payments
Employer invoices with tax, candidate charges and refunds, and sub-agent commissions.
Sub-agents and replacements
Sub-agents with their candidates and commission, and replacements tracked against the guarantee.
Runs itself
Automations that are switched on when you install the app.
- The team lead is alerted when a new candidate has no reply after 15 minutes
- Missing-document reminders until every required document is verified
- Interview reminders the day before and 2 hours before
- Medical and departure reminders about a day before
- Visa enter-by countdown at 14, 7 and 3 days while the worker has not flown
- Document expiry alerts at 30 and 7 days; expired documents reopen the check
- A weekly pipeline update to the employer of each open job order
- Job order deadline alerts at 7 and 2 days, and when it is missed
- Welfare check-ins at 30, 60 and 90 days after deployment, with a call alert if the worker doesn't reply
- Payment reminders 3 days before, on the day and 3 days after, then the team lead is told
From the chat
What your team does without leaving the conversation.
- Screen a candidate, record consent and add them to a job order
- Send the missing-documents list and verify documents
- Schedule interviews and record the result
- Send the job terms, medical, visa and ticket details
- Send the employer a CV pack or this week's update
Inside the 24-hour window, messages go out automatically. Outside it, the app uses approved WhatsApp templates, or asks your team to send the message by hand.
Documents, reports and roles
Ready on day one, and yours to change.
Generated from the record and sent on WhatsApp in one click.
- Candidate CV
- CV pack
- Job terms
- Pre-departure checklist
- Deployment report
- Invoice
- Receipt
For owners and managers, with a ready dashboard.
- Today: interviews, medicals, departures and blocked applications
- Funnel per job order, sourced to deployed
- Time to deploy and fill rate
- Job order fill rate and deadlines
- Drop-off reasons by stage
- Documents blocking applications
- Recruiter performance
- Sub-agent performance and commission
- Employer revenue and outstanding
- Employer repeat business and win-back
- Replacements within and outside the guarantee
- Passports expiring
- Matching candidates by trade and availability
- Shared phones and duplicate checks
- Welfare and guarantees after deployment
- Re-hire list
Everyone sees only what their job needs.
- Recruitment ManagerEverything, including passports and medical data, the document gate override, charge caps, fees, invoices and commissions.
- Recruitment Team LeadEvery employer, job order, candidate and application, plus pool alerts and replacements. No passport numbers, dates of birth or medical findings.
- RecruiterCandidates, applications, documents, interviews and CV packs. Job orders without fees. No passports, dates of birth, medical findings or money.
- Documentation OfficerCandidate documents including passports and medical reports, medical, visa, emigration and tickets. No fees, invoices or commissions.
- Recruitment AccountsEmployer invoices and payments, candidate charges and refunds, and sub-agent commissions. No passports, dates of birth or medical data.
Questions
Common questions about the Recruitment Agency app.
Does the app file with eMigrate or any government system?
No. The app reminds and records: it tracks the emigration clearance stage for ECR passports, but your team files with eMigrate or any other system. It is not legal advice, so check the current visa, labour and emigration rules yourself.
How are WhatsApp messages sent outside the 24-hour window?
Inside the 24-hour window, the app sends a normal chat message. Outside it, the app uses its 23 WhatsApp message templates, which are submitted for Meta approval when your workspace is linked to the Team Inbox. If a message can't be sent, the owner of the record is asked to send it by hand.
Who can see passports and medical details?
Only the Documentation Officer and the Manager. CV packs and candidate CVs sent to employers never include passport numbers, dates of birth or medical details.
What if several candidates share one phone?
That's allowed, for example a family member or a sub-agent. Every message names the candidate and their code, and a report lists shared phones for checking.
Can we charge candidates?
Charges to candidates are capped per destination country, and the default cap is 0. Every charge is receipted. Set the caps to match the rules that apply to you; the app does not decide what is allowed.
Can a candidate ask us to delete their data?
Yes. A manager can use Anonymise candidate to remove their personal data for good. Placements, invoices and payments are kept.
Works well with
Other apps businesses like yours install alongside it.
Ready to try the Recruitment Agency app?
Start a 7-day free trial and install the Recruitment Agency app, or book a demo and we'll walk you through it.