Back-office software for recruitment and staffing agencies
Turn your candidate spreadsheet into a back office.
Candidates in one sheet, vacancies in another, compliance documents in a shared drive. We build one back office around them, so the right candidate is found in seconds, every placement is tracked, and expiring documents are flagged before they become a problem.
Before and after: the same data as a spreadsheet and as a back office
Your spreadsheet
| A | B | C | D | |
|---|---|---|---|---|
| 1 | Name | Role | Status | Documents |
| 2 | A. Mensah | HGV driver C+E | placed | CPC exp 11/26 |
| 3 | T. Clarke | Warehouse op | AVAILABLE | docs ok |
| 4 | J. Walsh | Forklift (c/bal) | interview thurs | licence EXPIRED?? |
| 5 | h singh | HGV class 2 | call back!! | |
| 6 | H. Singh | HGV Class 2 (dup?) | #REF! | |
| 7 | P. Okoro | Transport planner | placed | n/a |
| 8 | R. Ali | Warehouse op | available | RTW?? ask Jo |
| 9 | ||||
| 10 | ||||
| 11 |
- Finding an available forklift driver means filtering three columns and hoping.
- Document expiry dates are free text in a notes cell.
- Two consultants call the same candidate because nobody saw the note.
- Candidates_ALL_2026 (Jo's copy).xlsx
7 rows read6 candidates created1 duplicate merged2 cells to checkImported Wednesday 15:22 by Jo
- New registrations week 41.xlsx
5 rows read5 candidates added0 changedImported Monday 08:47 by Sam
Any list can be exported back to Excel, filtered however you like.
- Reminder30 days before a licence or document expires, email the candidate and their consultant.
- TriggerWhen a vacancy is added, list the available candidates whose role and location match.
- ScheduleEvery Monday at 08:00, email each consultant their follow-ups for the week.
- NotificationWhen a candidate is placed, text them their start time and site.
Automations are add-ons. Each one is built to your rule and switched on when you are ready.
A working preview with made-up data from a driving and industrial recruitment agency. Search it, open a row, switch tabs. The full demo uses a job-tracking example and lets you change statuses, upload more rows and run automations.
- Keep using Excel
- Fixed price, live in 2–6 weeks
- You own the code and the data
What changes
Same data. Five things work differently.
Nothing is retyped. The rows you already have become records, and the jobs a spreadsheet is bad at are handled for you.
- MatchingFilter three columns and hope the notes are current.Search by role, location and availability in one box.
- ComplianceExpiry dates typed as free text in a notes cell.Each document is dated and flagged before it expires.
- OwnershipTwo consultants call the same candidate.Every call and note sits on the candidate's page, with a name and a time.
- VacanciesRoles are tracked in a separate sheet nobody links.Each vacancy is linked to its client, shortlist and placement.
- Follow-upsCall-backs depend on a consultant remembering.Each consultant gets their follow-up list every Monday.Add-on
What we replace
The recruitment spreadsheets we turn into one system.
Candidates, clients and compliance usually sit in separate files with nothing connecting them. Send us the ones you have. They become linked records.
Candidate database
Skills, availability, notes and history for every candidate.
Vacancy tracker
Open roles, shortlists and stages for each client.
Client list
Contacts, terms, sites and every role they have given you.
Compliance documents
Right to work, licences, DBS and training, each with an expiry date.
Placements and assignments
Who is where, on what terms, until when.
Timesheets
Hours submitted, approved and ready for payroll.
Interview schedule
Who is seeing whom, when, and what happened.
Consultant activity
Calls, follow-ups and results for each consultant.
Add-ons, on demand
Automation built for recruitment.
Start with the base. When a manual step starts to hurt, we automate it. Each add-on is built to your rule and quoted at a fixed price.
Reminders
Catch documents before they lapse
When a licence is 30 days from expiry Then email the candidate and their consultant.
Triggers
Match as soon as a role lands
When a vacancy is added Then list the available candidates who fit.
Email and SMS
Confirm the details
When a candidate is placed Then text them their start time and site.
Forms
Register candidates online
When a candidate completes the form Then their record is created with documents attached.
Portals
Let clients approve timesheets
When hours are submitted Then the client approves them online.
Scheduled tasks
Monday follow-ups
Every Monday at 08:00 Then email each consultant their follow-ups for the week.
These are examples. If a task follows a rule, it can be built. Tell us the rule on the audit call.
Included from day one
What every back office comes with.
This is the base build. It is what you saw in the demo, shaped around your own columns, statuses and people.
Search across everything
Jobs, customers, addresses and notes in one box, with filters you can save.
A page for every record
Each job, customer or order gets its own page with details, notes, files and a timeline.
Linked records
Customers link to their jobs, jobs to their invoices. No more matching IDs between tabs.
Spreadsheet import and export
Upload Excel or CSV at any time and export any list back out.
Roles and permissions
Each person sees and edits what their role needs, and nothing more.
A log of every change
Who changed what, and when, so a mistake can be traced and put right.
Phone and desktop
The same system in the office and on site, with nothing to install.
Automatic backups
Your data is backed up without anyone remembering to do it.
How it works
From spreadsheet to live system in weeks.
This is a service, not software you configure yourself. We do the work and you check it as it takes shape.
- 1Week 1
Map
Send us the spreadsheet and walk us through it on a call. We turn your tabs, columns and hand-offs into a screen-by-screen plan with a fixed quote. The plan is yours to keep.
- 2Weeks 2–6
Build
We import your data and build in weekly releases your team can click through and correct. Day one starts with your real records already in place.
- 3Ongoing
Run and extend
We host it, watch it and add automations as you ask for them. One monthly fee and one team accountable. If you ever leave, the code and the data leave with you.
Pricing
Fixed prices. No day rates. No open-ended bills.
You know the full cost before any build work starts, and you pay in stages as working software is delivered.
1 · Blueprint
£1,500
Credited in full against your build.
- Your spreadsheets reviewed tab by tab
- Columns, statuses and hand-offs mapped
- A screen-by-screen plan of the system
- A fixed quote and timeline
2 · Build
from£7,500
The base back office, at a fixed price.
- Your spreadsheets imported and cleaned
- Search, record pages and linked data
- Spreadsheet upload and export built in
- Permissions and a log of every change
- Team training and handover documents
- Payments staged against delivery
3 · Run
from£500a month
Hosting, support and small changes.
- Hosting, monitoring and backups
- Support from the team that built it
- Small changes included
- Add-ons quoted at a fixed price, any time
The audit is free. It ends with a fixed quote, so you know the number before you spend anything.
Book a free auditQuestions
What people ask before they book.
We already have a recruitment CRM. Why would we need this?
Keep it if it fits. This is for the work that still happens in spreadsheets beside it, such as compliance tracking, timesheets or temp bookings. We can import an export from your CRM along with your spreadsheets.
Can it track right-to-work checks and other compliance documents?
Yes. Each document is stored against the candidate with its expiry date. Missing and expiring documents are flagged, and reminders can be sent automatically.
How is candidate data protected?
Each consultant sees what their role allows, every change is logged, and a candidate record can be exported or deleted on request. We sign a data processing agreement before any data is touched.
Do we have to stop using Excel?
No. Keep working in spreadsheets where they suit you and upload them whenever you like. The back office adds the things a spreadsheet is bad at: search, history, permissions and automation. You can export back to Excel at any time.
Is this software we sign up for, or something you build?
Something we build for you. There is no generic product to configure. We take your spreadsheets and your way of working, build a system that fits, then host and support it.
What happens when we upload a newer version of a spreadsheet?
New rows are added and changed rows are updated. Anything that does not match, such as a duplicate job number or a missing date, is flagged for you to check. Nothing is silently overwritten, and every import is logged.
Is our data secure?
Every system has role-based permissions, a log of every change, encrypted connections and automatic backups. We sign a data processing agreement with you before any of your data is touched.
What if you disappear?
You own the source code and the data, and both come with documentation. We build on mainstream technology so another developer can pick it up without us.
Free 30-minute audit
Show us your messiest spreadsheet.
We will look at it with you on a call, sketch the back office it would become, and tell you what that costs as a fixed price. No slide deck and no obligation.
- 1Email us. We reply within one working day with times for a call.
- 2On the call, you share your screen and walk us through the spreadsheet.
- 3You get a one-page plan of your back office and a fixed quote.
Book your free audit
One email is all it takes. The button opens a message to us with the subject already filled in.
Email us to bookHelpful to include
- Your company and roughly how many people use the spreadsheet
- What the spreadsheet runs: jobs, quotes, stock, rotas
- A couple of times that suit you for a call
No need to attach the spreadsheet. We look at it together on the call, and we only use your details to reply to you.