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One ERP for the agency: clients, candidates, commissions and contract staff in one system.
An agency's business is a set of promises: to the client, to the candidate, and to its own commission. UIMS keeps each promise on the record, from the first submission to the last bill.
The problems this solves.
An agency wins or loses on who submitted what first, and on whether the money is right.
- Two agencies submitting the same candidate to one client, and a dispute that nobody can settle from memory.
- Commissions, splits and clawbacks worked out in a spreadsheet that does not match the bills.
- Contract staff whose timesheets come in by email, approved late, and billed late.
- Clients who want to see candidates without being given access to the whole system.
Applicant tracking
Hiring for the agency's clients, from the requisition to the offer.
- Requisitions and job postings, with a careers page and posting to job boards.
- A one-time-code application on mobile, with AI resume parsing and candidate matching.
- Duplicate candidates caught, with the reason shown and a safe merge.
- Interviews scheduled with clash checks, scorecards, and offers accepted online.
- Online tests through the Assessment Engine, and large written exams with OMR and merit lists.
Candidate ownership
Who submitted a candidate first, and the rules that follow.
- Who submitted each candidate first, recorded from the first submission.
- Protection periods that apply to each submission.
- A dispute process, with the record that settles it.
- Off-limits agreements, so no one poaches a client's staff.
Clients and vendors
The client network and the agency's own vendors, in one place.
- Clients, sub-vendors and the chain of job releases between them, with submission limits.
- A client portal where clients review submitted candidates.
- Vendor tiers, compliance and hire rates, so the agency knows which vendors perform.
- Time limits (SLAs) measured in business hours.
Commissions and contract staff
The money, from the commission to the contract bill.
- Commission agreements, vendor splits, retained search fees and clawbacks.
- Contract assignments with pay rate and bill rate.
- Timesheets approved by the client, and bills raised through Finance & Accounts.
- Bench management: who is free, where they can be placed, and when they are placed again.
- Rules for contract workers' tenure, set by country.
Hiring the agency's own team
The agency's people, run on the same system as its clients' work.
- Payroll, leave and records for the agency's own staff through HR & Payroll.
- Recruiters' performance tracked through the hiring funnel: time to hire, source and recruiter results.
How it runs, step by step.
One candidate, from the client's requisition to the commission and the contract bill.
Requisition
The client's requisition is received and assigned to the agency's recruiters, with any release limits.
Source and submit
Candidates are sourced, and each submission is recorded with its owner and time.
Screen and interview
Tests, interviews and scorecards run, and the client sees only the candidates it should see.
Offer and join
The offer is accepted online, and the candidate moves to the client's HR and payroll.
Bill and commission
Commissions are worked out from the agreements, and contract timesheets become bills.
Protect and close
Protection periods run out or are settled, and the file is closed with its record.
Who uses it.
The people in an agency, and what each one needs from the system.
The agency owner and the business team
See commissions, client submissions and the bench.
You want to know what is earned, what is owed and what is at risk.
Recruiters and account managers
Source, submit, interview and manage clients.
You want to protect your candidates and see your pipeline.
Finance and the billing team
Raise contract bills and pay commissions.
You want every bill backed by an approved timesheet.
Clients
Review candidates, approve timesheets, and see their own contract staff.
You want to see only your own candidates and your own bills.
Modules in this solution: Recruitment (ATS), Assessment Engine, Finance & Accounts, HR & Payroll
Questions people ask about Recruitment and Staffing Firms.
How are duplicate submissions handled?
Each candidate is recorded with the first agency to submit them, and protection periods apply. If there is a dispute, the record shows who submitted first.
Can clients see candidates without seeing the whole system?
Yes. A client portal lets clients review submitted candidates and approve contract staff timesheets, and nothing else.
How are commissions and clawbacks worked out?
From the agreements the agency has set up: commission rules, vendor splits, retained search fees and clawbacks, applied to each placement.
Do contract timesheets turn into bills?
Yes. Timesheets approved by the client are turned into bills through Finance & Accounts.