Recruitment consultancy from vacancy to placed and invoiced.
A recruitment consultancy sells speed and judgement. What slows it down is everything around those two things: scattered candidate notes, interview slots that clash, offer stages lost in e-mail threads, guarantee periods tracked in someone's calendar and fee milestones nobody chases until the client asks. Tenderely BPM connects the vacancy, the candidate pipeline, the interviews and the invoice into one traceable flow — without code — so your consultants spend their time placing people, not chasing paper.
What does a recruitment consultancy repeat on every mandate?
01
Opening a vacancy
The client's brief — role, seniority, must-haves, fee structure and deadline — needs to be captured in a form that every consultant on the desk can read, not buried in an e-mail from the account manager.
02
Building the candidate pool
Sourcing, inbound applications, referrals and database recalls all feed the same role at the same time. Without a single record per candidate, the same person gets called twice and the best one gets missed.
03
Submission and client review
Shortlisted CVs go to the client for a decision. Without a structured step, it is impossible to know whether the client has seen the profile, liked it, rejected it or simply not looked at it yet.
04
Interview scheduling
Coordinating candidate, client and consultant availability across multiple rounds. A clash that surfaces on the morning of the interview damages the client relationship more than a slow shortlist.
05
Reference checks
Before an offer is extended, references need to be collected, recorded and stored against the candidate's file. A verbal reference that never got written down is no reference at all when something goes wrong.
06
Offer, placement and fee milestone
Start date, agreed salary, guarantee period and the resulting fee all need to be tied to the same record. If the guarantee period is tracked separately, the follow-up call and the invoice both get forgotten.
Where does this break down today?
Candidate data lives in inboxes and spreadsheets
Every consultant keeps their own notes. When a consultant leaves or the mandate is handed over, the placement history, data-retention obligations and contact preferences leave with them.
The pipeline is not visible to the team
How many candidates were submitted this week, how many interviews are confirmed, how many offers are outstanding — these are questions that require asking a person rather than opening a screen.
Guarantee periods are tracked by memory
A three-month guarantee sounds manageable until you have thirty placements active at once. The follow-up call that should have happened on day sixty happens on day ninety — or not at all — and the dispute follows.
Data retention is handled informally
Candidate personal data has legal retention limits. Without a formal record of when each candidate's data was collected and when consent expires, every consent renewal and deletion is a manual scramble.
What changes with Tenderely BPM
01
One record per vacancy, visible to the whole desk
The brief, the shortlist, every submission decision and every interview note sit on a single record. When a consultant is away, the work continues without a handover call.
02
Candidates submit from a public form
Post a branded application link and candidate details land directly into the pipeline record. They need no account and the data is structured from the moment it arrives.
03
The pipeline moves through defined stages
Submission, client review, interview, offer, placed — each stage is a step with a responsible person and an SLA. A step that stalls past its deadline triggers a reminder without anyone having to watch it.
04
Interview scheduling has conflict visibility
Conditional steps and parallel approval branches mean that a slot only confirms when both sides have agreed, and a consultant's existing commitments are visible before the meeting is booked.
05
Guarantee and fee milestones are tracked automatically
Start date, guarantee expiry and fee instalment dates are part of the placement record. SLA reminders mean the follow-up call and the invoice happen on time, not when someone happens to remember.
06
Tenderely gives the whole firm a single picture
Active mandates, pipeline depth per vacancy, overdue submissions and unpaid fee milestones sit on a dashboard instead of across five consultants' spreadsheets. Role-based access keeps each client's data visible only to the people who work that account.
FAQ
Can we give clients visibility into their own shortlist without exposing the rest of our business?
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Yes. A client can be connected as a linked external user who sees only the submissions and interview stages that belong to their vacancy. They can leave feedback or approve a stage without accessing any other candidate data or internal records.
How do we handle data-retention obligations for candidates who were not placed?
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Each candidate record captures when the data was collected and under what basis. You can track consent expiry as a date field with an SLA reminder, and audit history records every access and change, so you have a defensible log of what was held and for how long.
Can different consultants own different mandates without seeing each other's accounts?
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Yes. Unit-, role- and field-level permissions let you structure access so that a consultant sees only the vacancies and candidates assigned to them, while a manager sees across all desks. Sensitive fields such as fee amounts can be hidden from specific roles.
Is there a ready-made setup for a recruitment consultancy?
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Yes. The package installs with vacancy, candidate, submission, interview, reference-check and placement flows already in place. You adjust each form and approval chain to match your own process and publish it — the package is a starting point, not a constraint.
How do we track whether a client has actually reviewed a submission?
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The submission step sits in the flow with its own SLA. Until the client responds — via their linked external view or via the consultant marking the decision — the step remains open and visibly overdue on the pipeline dashboard. Nothing moves forward silently.