Recruitment and staffing
Recruitment CRM for staffing agencies and overseas job consultants
Source, screen and submit candidates against live client jobs, schedule interviews and track every offer to joining. Invoices follow the joining date and replacement windows are never missed.
Your pipeline, ready on day one
These stages come with the template. Rename, add or remove any of them.
- Stage 1SourcedA candidate is added from a job portal, referral, walk-in or sheet upload.
- Stage 2ScreenedA recruiter calls, checks skills, CTC, notice period and location, and records the result.
- Stage 3SubmittedThe profile is sent to the client against a specific open job.
- Stage 4InterviewInterview rounds are scheduled and feedback is captured for each.
- Stage 5OfferThe client offer, expected CTC and negotiation are tracked.
- Stage 6JoinedThe candidate joins and the invoice for the placement fee is raised.
- Stage 7Replacement windowThe guarantee period is tracked and a replacement is arranged if the candidate leaves.
What is a recruitment and staffing CRM?
A recruitment CRM connects two lists: candidates and client jobs. Gandiv holds each opening with its skills, location, budget and client, and each candidate with skills, current and expected CTC, notice period and resume. Recruiters upload resumes, which are parsed into fields, then see a ranked match for each job and submit the best profiles to the client. Interview rounds, feedback, offers and joining dates are tracked on the candidate-job link, and the placement invoice is raised once the person joins. The replacement window is tracked so a guarantee claim is never missed.
Why recruitment and staffing teams need one
Problem
Resumes sit in email folders and WhatsApp groups.
With Gandiv
Uploads are parsed into profiles with skills, experience and contact details in one searchable pool.
Problem
Recruiters hunt for matches for every new job from scratch.
With Gandiv
A candidate-job match ranks the pool by skills, location, CTC and notice period.
Problem
Client submissions go out twice or to the wrong job.
With Gandiv
Each submission is logged against a job, so you see who was sent, when and what the client said.
Problem
Interview slots are missed on both sides.
With Gandiv
The scheduler books the round, reminds the candidate and logs the feedback.
Problem
Joining fee invoices are raised late or forgotten.
With Gandiv
Joined status triggers the invoice task with the agreed fee percentage and date.
Problem
A candidate quits inside the guarantee period and you notice later.
With Gandiv
The replacement window runs from the joining date and alerts before it closes.
Key features
Jobs
A jobs module for every client opening
Add each opening with client, skills, experience, location, budget and number of positions. Recruiters see open jobs with ageing, shortlisted profiles and pending submissions so no opening is left to chance.
- Client, skills, budget and positions
- Ageing and priority per job
- Shortlist and submission count
Client, skills, budget and positions
Ageing and priority per job
Shortlist and submission count
Resumes
Resume parsing into candidate profiles
Upload a resume and have name, contact, skills, experience and education pulled into fields. Recruiters then add notice period, current and expected CTC after the screening call, and duplicates are caught by phone or email.
- Skills and experience extracted
- Screening fields added on the call
- Duplicate candidates merged
Skills and experience extracted
Screening fields added on the call
Duplicate candidates merged
Matching
Candidate-job match ranked by fit
For any job, see candidates ranked by skill overlap, location, expected CTC against budget and notice period. Shortlist in a click and queue the calls so strong profiles are submitted the same day.
- Ranking by skills and location
- CTC and notice period filters
- Bulk shortlist and call queue
Ranking by skills and location
CTC and notice period filters
Bulk shortlist and call queue
Client submissions
Submit to client and track feedback
Send selected profiles to the client contact with a formatted summary and record their response. You can see how many submissions turned into interviews and offers for each client and job.
- Submission log per job
- Client feedback captured
- Submission to offer ratio
Submission log per job
Client feedback captured
Submission to offer ratio
Interviews
Interview scheduling with reminders
Book rounds with the client panel, notify the candidate on WhatsApp and capture the outcome after each round. A candidate who goes quiet before the interview is flagged for a call before the slot.
- Rounds, panel and slot
- Reminder to candidate and client
- Outcome notes per round
Rounds, panel and slot
Reminder to candidate and client
Outcome notes per round
Billing
Invoice on joining and replacement window
When a candidate joins, the agreed fee percentage of the offered CTC is calculated and an invoice task is raised. The replacement window counts down from the joining date, and an alert fires if the candidate leaves.
- Fee percent on offered CTC
- Invoice task on joining
- Replacement window countdown
Fee percent on offered CTC
Invoice task on joining
Replacement window countdown
What is inside the template
Everything below is created in your workspace when you pick this template.
| Fields | Skills · Total experience · Current CTC · Expected CTC · Notice period · Current location · Preferred location · Resume |
|---|---|
| Automations | Interview reminder - day before and 2 hours before · Candidate no-response nudge after 24 hours · Offer follow-up - 2 days after offer · Joining day confirmation call · Replacement window ending alert T-15 |
| Reports | Submissions to interviews to offers by client · Recruiter-wise placements · Open jobs by ageing · Candidate source quality · Revenue pending on joined candidates |
| Message templates | Job opportunity introduction · Interview details · Document request for offer · Joining reminder · Feedback after joining |
| Call script | Introduce yourself and the opening, then confirm current role, CTC, expected CTC and notice period. Check location and willingness to relocate, and confirm the best time and email for sending the job description. |
Fields
Skills · Total experience · Current CTC · Expected CTC · Notice period · Current location · Preferred location · Resume
Automations
Interview reminder - day before and 2 hours before · Candidate no-response nudge after 24 hours · Offer follow-up - 2 days after offer · Joining day confirmation call · Replacement window ending alert T-15
Reports
Submissions to interviews to offers by client · Recruiter-wise placements · Open jobs by ageing · Candidate source quality · Revenue pending on joined candidates
Message templates
Job opportunity introduction · Interview details · Document request for offer · Joining reminder · Feedback after joining
Call script
Introduce yourself and the opening, then confirm current role, CTC, expected CTC and notice period. Check location and willingness to relocate, and confirm the best time and email for sending the job description.
By role
Agency owner or delivery head
- Revenue by client and recruiter
- Open jobs by ageing
- Replacement exposure
Recruiter or telecaller
- Call queue of matched candidates
- Screening fields on the call
- Interview scheduling
Account manager and billing
- Client submission log
- Offers and joining dates
- Invoices on joining
Integrations for this industry
Related industries
Education and admissions
Run the admissions funnel from enquiry to enrolment with counsellor scripts and fee reminders.
Professional services
Proposals, engagement letters, retainer billing and compliance due dates.
Call centre and BPO
A workspace per client, campaign dialer, QA scorecards and client-facing reports.
Frequently asked questions
Does it parse resumes in PDF and Word?
Yes. Common resume formats are read for contact details, skills, experience and education. Always review the parsed fields, because layouts vary and some details may need a correction.
Can I run overseas job consultancy with it?
Yes. Add fields for passport, trade test, medical, visa stage and deployment country, and track each candidate through the demand letter, trade test and travel steps.
How is the replacement window tracked?
You set the guarantee days per client agreement. The window starts on the joining date, and an alert warns before it ends so you can claim or arrange a replacement.
Can clients log in to see candidates?
A client view can show only the profiles you have submitted against their jobs, with space for feedback, so they do not see your wider candidate pool.
Is candidate data protected?
Access is controlled by role, and exports can be limited. Handle candidate data under the DPDP Act, tell candidates why you hold it and delete it when it is no longer needed.
Start with the recruitment and staffing template
Your pipeline, fields and messages are created for you. Change anything later.