The candidates you already know are the ones you place

The Candidate Sourcing Agent searches your own database first and surfaces rediscovered candidates who match a live brief, before you spend on a job board campaign or a sourcing licence. That is only possible when the records carry structure.

So parsing writes normalised fields rather than a blob: current title, years in the discipline, tools and frameworks separately from languages, certifications as a list, availability, notice period, salary expectation and the currency it was quoted in. Free text is retained and searchable, but it is not carrying the record on its own.

Search runs across the structured facets and the resume text at once, so a brief becomes a single query rather than four filters and a guess. Saved searches become live lists that repopulate as candidates are added, which is what makes a database feed the desk every morning instead of being queried occasionally.

A candidate record here carries every call, message, note, submission, interview and outcome in one chronological activity stream. That is the part that makes a rediscovery conversation land: you can open a record from three years ago and know that you placed them once, that they turned down a role in 2026 because of the commute, and that they were interested in moving into leadership.

It also matters when a desk changes hands, which happens often in this industry. Handover usually consists of a spreadsheet and a half-hour conversation, and the institutional memory walks out the door. An activity stream turns handover into reading the record.

Client and contact records work the same way. Every job opened, candidate submitted, interview arranged and placement made sits on the client, alongside the agreed fee percentage and rebate period.

Candidate data goes stale fast. A notice period is good for a month, a salary expectation for a year, a phone number until the next job change. In a market where you expect to speak to the same person again, stale data is expensive in a way it is not elsewhere.

Re-engagement cadences run scheduled, opt-out-respecting check-ins across a segment of the database, and Reply Handler classifies what comes back so an update does not depend on somebody remembering to type it. Bulk actions from the list view let you tag, pool, message or re-stage hundreds of records at once.

The candidate-facing self-service portal, where a candidate updates availability and uploads a newer resume themselves, is in build for the Wave 1 release rather than shipping today. Until it lands, updates arrive through the cadence and the consultant.

Re-contacting a database is exactly where Australian rules on commercial electronic messages bite. Consent state, its date and the channel it came through are stored on the candidate record, and cadences carry sender identification and a working unsubscribe.

Opt-outs write to a suppression list that applies across channels, so a candidate who unsubscribes from email does not receive the next SMS in the sequence. Collection purpose and retention are recorded per record, and a dormant record past its retention window is flagged for review rather than quietly kept.

The product supplies the controls and the audit trail. Whether a particular campaign is appropriate remains your judgement, and we describe it that way rather than issuing a compliance claim we are not in a position to make.

An applicant tracking system answers where a candidate is in a process. A CRM answers who you know, how well, and what you should do about it next. Both are needed, and cheap tools in this category usually ship only the first.

Concretely, the CRM half is what produces: a shortlist from your own database on the morning a brief lands, a warm call rather than a cold one, a client account flagged as quiet before it goes silent, a candidate you placed twice who now sends you referrals, and a handover that does not lose five years of context.

It is not an HRIS, a payroll system, a pay and bill engine, a background-check provider or an assessment platform. It records the placement, the rate, the margin and the fee and raises the placement invoice. Everything after that runs in your back office.

Australia is a supported market rather than a launch market. There is no local entity or phone number, support runs on US Eastern hours which miss your working afternoon, and Australian dollar pricing is an unconfirmed conversion from the USD list price.