Managed Website Service
A professional website, built, hosted and looked after for you, with business email.
- Fully managed, so you never touch the technical side
- Designed around your business
- Your own domain
£50 a month
CRM for recruitment agencies
CRM for Recruitment Agencies: Place More Candidates, Win More Clients
Manage candidates and clients in one system without enterprise recruitment software costs.
CRM
From £100 a month
30-day free trial. No per-seat charges.
- Contact management with notes and history
- Deal pipeline with your own stages
- Email campaigns and marketing lists
- Online booking and embeddable forms
- Workflow automations
- Lead attribution
The challenges you face
What tends to get in the way for recruitment agencies.
- Managing candidates and clients in separate systems
- Tracking job requirements and candidate submissions
- Following up on multiple open roles simultaneously
- Building long-term relationships with clients
- Competing with larger agencies
- Keeping candidate data GDPR compliant
How Kabooly helps
What changes once your enquiries and clients live in the CRM.
- Candidates and clients in one unified database
- Pipeline tracks each placement opportunity
- Tags and segments for skills and specialisms
- Email campaigns for candidate and client nurture
- GDPR-compliant data management
- Track which sources deliver quality candidates
How a recruitment agency runs in Kabooly
Not a feature list. This is what agencies actually set up.
-
It is a CRM, not an applicant tracking system
Kabooly does not parse CVs or post to job boards. What it does well is the side most agencies neglect: business development, client relationships, and a candidate contact list you can actually search. Smaller agencies often run it on its own, larger ones run it alongside an ATS.
-
Pipeline stages for the client side
Stages are yours to define. Agencies usually land on Prospect, Intro Call, Terms Sent, Vacancy Live, Placed, and Lost. The deals report then shows fee value by stage instead of a whiteboard nobody has updated since Tuesday.
-
Candidates as contacts you can filter
Tags and custom fields cover sector, seniority, location, notice period and availability, so finding everyone in a discipline within a region is a filter rather than a memory test. Tagging is the whole job here and it takes a minute per candidate.
-
A registration form that populates the database
Build the form, embed it on your site, and each submission creates a contact, stores the answers as fields, and can add a tag and put the candidate on the right list automatically.
-
Intro calls booked without a diary war
Set up booking types for client intro calls or candidate registration calls, set each consultant's availability, and publish the booking widget. Kabooly sends the reminder email before the call automatically.
-
One database, several consultants
Users and permissions mean the team shares one contact database rather than three private spreadsheets, and when someone leaves, the relationships stay with the agency. Data export means the database is always yours.
Three automations worth building in your first week
Each of these is a trigger, an optional wait, and an action. Nothing to code.
-
The candidate who registered and heard nothing
When a form is submitted, send a confirmation explaining what happens next, add a tag for their discipline, add them to a list, and create a task for the right consultant. Silence after registering is the most common complaint about agencies.
-
The terms of business sitting unsigned
When a deal moves to your Terms Sent stage, wait three days, then send a short email offering to walk through them, and create a task to phone. Deals stall at paperwork more often than at price.
-
The placement that should produce the next vacancy
When a deal is marked won, wait twelve weeks, then send the hiring manager an email asking how the hire has settled in. Repeat business is cheaper than any advertising, and this is when it is decided.
Document expiry is the one set of dates you cannot miss
You must check somebody is allowed to work in the UK before you employ them, and employing an illegal worker without a correct check carries a civil penalty.
Checks are done online with a share code, on original documents, or through an identity service provider using Identity Document Validation Technology. Biometric residence cards and permits are no longer accepted.
Two parts of the guidance turn straight into fields. Where somebody's right to work is time limited, you have to check again as expiry approaches. And you must keep copies during the employment and for two years after it ends, with the date the check was made recorded.
- The date the right to work check was carried out
- The method used: share code, original documents, or an IDSP
- The expiry date, with a reminder running ahead of it
- Identity confirmed, per Regulation 19 of the Conduct Regulations
- Experience, training, qualifications and any authorisation the hirer or the law requires
- Certificate, professional registration and DBS dates, all with expiries
A spreadsheet will hold all of that. What it will not do is tell you, on a Monday morning, which four people currently on assignment have a document expiring this month. That report is the reason to put it in a CRM.
Retention, which is stricter here than almost anywhere
An agency is running three retention clocks at once, and they pull in different directions.
-
Conduct Regulations records
Records on work-seekers and hirers under Regulation 29: at least twelve months after creation, and at least twelve months after you last provided work-finding services to that person or hirer.
-
Right to work copies
During the employment and for two years after the person stops working for you, with the date of the check recorded.
-
CVs kept for future roles
No statutory figure. Storage limitation under the UK GDPR means you set a period, document it, and actually delete on schedule.
The third one is where agencies get complaints. A CV sitting in a database for six years because nobody set a rule is not compliant on the grounds that it might be useful. Put a retention field on the candidate record, set a review date, and run the deletions.
Two things that help. The guidance is explicit that you do not have to keep details of a work-seeker you took no action for, so a pile of unread speculative CVs is not a record you are obliged to hold. And records can be kept off the trading premises as long as they can be produced at the premises they relate to by the end of the second business day after a compliance inspector asks.
What to ignore: CV parsing and semantic search until your database is large enough for search to beat memory, weighted revenue forecasting on permanent placements, candidate portals nobody logs into, anything trying to become your payroll, and automated outreach at scale, which is the fastest route to a complaint about your agency.
-
Contact Management
Keep all your customer information in one place, accessible to your whole team.
-
Deal Pipeline
Track every opportunity from first contact to closed deal with visual pipelines.
-
Email Campaigns
Create and send professional email campaigns to your contacts and marketing lists.
-
Workflow Automations
Automate repetitive tasks with visual, trigger-based workflows.
-
Booking System
Let clients book appointments directly with you, synced to your calendar.
-
Lead Attribution
Understand exactly where your leads come from and which marketing channels work.
-
CRM Starter
Perfect for small teams getting started with CRM.
£100 a month
- 1,000 contacts
- 3 team members
- 5 marketing lists
- 10 email templates
- 10 active deals
- 3 forms
- 3 automations
- 3,000 emails per month
- All core features
- Email support
-
CRM Professional
For growing businesses that need more capacity.
£200 a month
- 7,000 contacts
- 10 team members
- 10 marketing lists
- 20 email templates
- 20 active deals
- 10 forms
- 10 automations
- 10,000 emails per month
- Everything in Starter
- Priority support
-
CRM Enterprise
For larger teams with high-volume needs.
£500 a month
- 30,000 contacts
- Unlimited team members
- Unlimited marketing lists
- Unlimited email templates
- Unlimited active deals
- Unlimited forms
- Unlimited automations
- 100,000 emails per month
- Everything in Professional
- Priority support
Start your 30-day free trial
Every account starts with a free trial and moves up a plan as you reach its limits.
The bundle
Also for recruitment agencies
Get the website, Marketing and the CRM together for £100 a month.
-
-
Marketing
Adverts for Facebook, Instagram and Nextdoor, written and designed around your business.
- Advert text in your tone of voice
- Images sized for Instagram, Facebook and Nextdoor
- Your logo and brand colours picked up from your website
£40 a month
-
All three
£100 a month
The CRM plus the other two, for one monthly price.
Get the bundle
Questions from recruitment agencies
Can I manage candidates and clients in one system?
Yes, use contacts for both candidates and clients. Tags help you distinguish between them and segment by skills, industry, or status.
How do I track placements and opportunities?
Use the deal pipeline to track each placement opportunity from job brief through to successful placement. Customise stages to match your recruitment process.
Can I search candidates by skills?
Use tags to categorise candidates by skills, experience level, and specialisms. Then filter to find the right candidates for each role quickly.
How do other recruitment agencies use Kabooly?
Recruitment agencies typically use Kabooly to manage candidate and client relationships, track active roles and placements, send targeted communications, and understand which sourcing channels work best.
Is Kabooly GDPR compliant for candidate data?
Yes, Kabooly is UK-based with European data storage. We provide tools for managing consent and handling data deletion requests, essential for recruitment GDPR compliance.
Can I send bulk emails to candidates?
Create marketing lists based on skills or availability, then send targeted emails about relevant opportunities. Track opens and clicks to see engagement.
How do I track where quality candidates come from?
Lead attribution shows which sourcing channels bring candidates. Know whether they found you through job boards, LinkedIn, referrals, or your website.
Can my team collaborate on placements?
Yes, team members share access to candidates and clients. Activity logging means everyone can see the latest updates and who made them.
Should candidates and clients be in the same pipeline?
No. A recruitment business has two pipelines pointing at each other: vacancies on the client side and people on the candidate side, and a placement is a match between them. Running them as one list is the most common reason an agency's CRM gets abandoned, because neither side's stages make sense for the other.
How should I record availability?
As a date, not a status. Available is the most useless word in a recruitment database, because it was true when somebody typed it and is probably false now. Two fields fix it: available from, and last contacted. Available then becomes a filter you can trust, because you can exclude anybody you have not spoken to in three weeks. For a temps desk, add the shift pattern they will accept and the maximum travel distance.
What right to work details belong on the record?
The date of the check, the method used, and the expiry date where the right to work is time limited. Copies must be kept during the employment and for two years after it ends. Put a reminder ahead of each expiry, because the report that matters is which people on assignment have a document running out this month, and no spreadsheet will volunteer that.
How long do I have to keep candidate records?
Three different answers at once. Conduct Regulations records on work-seekers and hirers: at least twelve months after creation and at least twelve months after you last provided work-finding services. Right to work copies: during employment plus two years. CVs kept speculatively: no statutory figure, so you set a period, write it down, and delete on schedule.
Where does a CRM end and an applicant tracking system begin?
Roughly at the point where volume beats memory. Under a few thousand candidates, good fields and a disciplined pipeline outperform CV parsing and semantic matching every time. Above that, an ATS starts earning its licence. Most small and mid sized agencies buy the ATS years before they need it and never fill the fields that would have made the CRM work.
CRM for recruitment agencies, from £100 a month
Or get the website, Marketing and the CRM together for £100 a month.