Recruiting firm software: search projects, candidate relationships and client development — buying checklist
From: https://www.iwantmywebsitenow.com/industry/bizservices/recruiting/
Workflow sources checked: 2026-10-02. Prices have separate capture dates.

Use this with a vendor or a builder. These are proposed evaluation tests, not claims that any product passed them.

YOUR BUSINESS
Current software:
What must work differently:
Records to bring across:
Budget and timing:

QUESTIONS TO TEST
1. Search project governance
Ask: Can a role brief, fee terms, milestones, target list and confidential status remain connected?
Demonstrate: Open a retained assignment and record a changed brief; verify who can see the old and revised scope.
Observed result:
Follow-up:

2. Candidate relationship context
Ask: Can previous interactions, consent, availability, references and placement history be found without mixing searches?
Demonstrate: Attach a candidate to two separate searches and confirm notes and client-facing submissions have the intended visibility.
Observed result:
Follow-up:

3. Shortlist feedback and offer
Ask: Can client feedback and candidate status be recorded without leaking another candidate’s information?
Demonstrate: Submit a three-person shortlist, reject one, advance another and inspect the client portal and internal audit.
Observed result:
Follow-up:

4. Forecast and fees
Ask: Can fee milestones, guarantee periods, placement status and revenue reporting reconcile?
Demonstrate: Record a signed engagement, staged invoice, placement date and replacement guarantee; compare forecast, invoice and client record.
Observed result:
Follow-up:

DEMO SCENARIO (SYNTHETIC)
Run a confidential retained search from brief to placement
1. Create two fictional client companies and open a confidential retained search with signed terms and milestones.
2. Add candidate records with source, consent and relationship history; associate one candidate with both searches.
3. Submit a shortlist, record client feedback and advance a candidate to offer without exposing rejected-candidate notes.
4. Close the placement, issue a milestone invoice and reconcile fee forecast and guarantee-period reminders.

MIGRATION
Plan a controlled data move
Import client accounts and contacts, candidate profiles and resumes, interaction history, consent and confidentiality flags, active searches, target lists, interview feedback, offer and placement records, fee milestones, user roles and retention rules. Test duplicate merging and restricted search access using real roles before moving sensitive candidate data.

A POSSIBLE FIRST BUILD
Recruiting software organizes information and workflow; it does not validate employment decisions, candidate qualifications, nondiscrimination or privacy compliance. Human reviewers remain responsible for fair selection, lawful processing, confidentiality and accurate communications.

SOURCES
Loxo recruiting CRM
https://www.loxo.co/products/recruiting-crm
Vendor description of recruiting CRM, ATS and search firm use cases.

Crelate recruiting platform
https://www.crelate.com/recruiting-platform
Vendor overview of recruiting CRM, ATS, client portals and team workflow.

Bullhorn ATS and CRM
https://www.bullhorn.com/products/applicant-tracking-crm/
Vendor overview of recruiting client and candidate relationship workflows.

Research by Don, I Want My Website Now.
A product description is not hands-on testing. Verify the plan, current price and export access before committing.