Public & Professional Services · Marketplace Package

Recruitment Agency

From Job Order to Placement Fee, Without the Spreadsheet

Candidates submitted to a client and never chased, interviews nobody confirmed, offers that expire unanswered, fee invoices raised weeks late. Install the Recruitment package from the Marketplace and run clients, job openings, candidates, interviews, offers and placements in one place. In-house HR teams use the same pipeline for their own openings.

⏱ ~2 min to install~30 min first-time setup

About & Business Case #

The everyday problem #

Agency Director

"Our recruiters live in spreadsheets and their inboxes. We submit a great candidate, the client goes quiet, and nobody chases. We lose placements to offers that expired, and we find out a candidate left inside the guarantee period only when the client refuses to pay."

Recruitment is a long chain of hand-offs: screen, submit, interview, offer, join, invoice, guarantee. Each step waits on someone else, and each wait is a chance to lose the placement. The package records every step against the job and the candidate, and turns every wait into a task for the recruiter on the right day.

What good looks like

Every submitted candidate gets a feedback chase after 3 days. Every interview is confirmed the day before and its feedback recorded the day after. Offers are chased before they expire. Every fee invoice goes out the day after the candidate joins, and every guarantee period ends with a check-in call.

What the package installs #

The package uses the CRM's built-in records wherever a recruitment concept already fits, so you also get everything those records already do (web forms, lead conversion, sales pipeline, contracts, cases with SLAs, e-signature, reports). Only recruitment-specific things are new.

In your agency	In SmartLite	Kind
Candidate, or a person at a client (hiring manager, HR)	Contact	Built-in, recruitment fields added
Client company (or your own company, for in-house hiring)	Account	Built-in, recruitment fields added
A company asking for hiring help, or a job seeker applying from your website	Lead	Built-in, recruitment fields added
Winning a hiring mandate from a client	Opportunity	Built-in, recruitment fields added
A client's terms of business (fee, payment terms, guarantee)	Contract	Built-in, recruitment fields added
Replacement request, client complaint, candidate query	Case	Built-in, recruitment fields added
Job order or in-house requisition	Job Opening	New (package)
A candidate on a job's pipeline	Application	New (package)
An interview round, with feedback	Interview	New (package)
A job offer	Offer	New (package)
A candidate who joined: fee, guarantee and invoice	Placement	New (package)

It also installs a Recruitment app, two profiles (Recruiter and Hiring Manager), a Recruitment Manager permission set, recruitment page layouts for those profiles, 26 automation rules and 5 validation rules.

Nobody else is affected

Recruitment fields only appear on the layouts assigned to the two recruitment profiles, and the automation only acts on recruitment records (for example, a Contact whose Recruitment Role is Candidate). Users on other profiles see exactly what they saw before.

In-house hiring

Hiring for your own company? Leave Client and Fee % blank on the job, and tick Approved once the requisition's budget is signed off. Placements without a fee never ask for an invoice.

Business outcome #

Every job, candidate and client in one place, with the whole history on each record
Submitted candidates are chased for client feedback after 3 days
Interviews are confirmed the day before, and feedback is asked for the day after
Scheduling an interview or making an offer moves the application along the pipeline by itself; an accepted offer marks the candidate Hired and Placed
Offers are chased the day before they expire, and marked Expired when they do
Fee invoices are raised the day after the candidate starts, and chased 30 days later if unpaid
Guarantee periods end with a check-in call, and a replacement request flags the placement at once

Implementation #

Install and set up #

An administrator does these six steps once. Do them in order.

Plan needed

The package adds 5 new record types, which fits every plan including Trial (Trial allows 5, so a Trial org with its own custom objects already will see a "Limit reached" message and nothing is installed). It also uses one of your plan's package slots (2 by default): if you already have two packages installed, uninstall one you no longer use from the Marketplace first, or contact SmartLite support.

1 Install the package #

Open the MarketplaceSetup → Deployment → Marketplace tab.

Install "Recruitment & Staffing"Find the card (industry: Recruitment & Staffing) and click Install. It installs in the background, so you can keep working: the card shows Installing in the background…, and when it's done you get a notification and an email listing what it added, who to give access to, and a link to this guide.

Check the new appOpen the app switcher and choose Recruitment. Its tabs are Job Openings, Contacts, Applications, Interviews, Offers, Placements, Accounts, Leads, Opportunities, Contracts, Cases, Calendar and Reports.

2 Give your staff access #

Recruiters and account managersSetup → Users → open the user → set Profile to Recruiter.

Hiring managers and interviewersSet their Profile to Hiring Manager. They can read jobs and candidates, move applications along, and record interview feedback, but can't create clients or see fees they don't need.

Team leads and the agency ownerGive them the Recruiter profile, then Setup → Permission Sets → Recruitment Manager → Assigned Users tab → add them. This lets them see every client, job and candidate, manage terms of business and fees, delete records, and import or export.

AdministratorsAdmins keep their normal layouts, so they don't see the recruitment fields by default. To see them, open Setup → Object Manager → Contact (or Account, Lead…) → Page Layouts and add the fields to your layout, or use one of the "Recruitment … Layout" copies the package created.

3 Add clients, terms and candidates #

ClientsAccounts tab → New for each client company: set Client Status (Prospect, Active Client…), Default Fee %, Payment Terms (days) and Replacement Guarantee (days). Add their hiring managers as Contacts with Recruitment Role = Hiring Manager.

Terms of businessContracts tab → New for each signed agreement: the client, start and end dates, Recruitment Agreement (Contingent, Retained…), Fee % and guarantee days. You're reminded 30 days before it ends.

CandidatesContacts tab → New, Recruitment Role = Candidate: current title and employer, experience, key skills, current and expected salary, notice period, location and source. Attach the CV in the record's Files. A new candidate starts as Active.

Importing your CV databaseMoving from a spreadsheet or another system? Use Import (see the Import / Export trail) to load candidates into Contacts with Recruitment Role = Candidate. Import needs the Recruitment Manager permission set.

4 Capture enquiries and applicants #

A "hire with us" form for companiesSetup → Web-to-Lead. Include First Name, Last Name, Company, Email, Phone, Hiring Need and Positions Needed, with Recruitment Lead Type set to Client Enquiry as a hidden default. Each enquiry gives its owner a call task for the same day. See the Web-to-Lead trail.

An "apply now" form for job seekersA second Web-to-Lead form with Recruitment Lead Type = Candidate Applicant, plus Current Job Title, Total Experience and Applied For.

Carry details over when you convertSetup → Object Manager → Lead → Lead Conversion Mapping. Map Current Job Title → Contact Current Job Title and Total Experience → Contact Total Experience. Convert a client enquiry into an Account, Contact and Opportunity; convert an applicant into a Contact (set its Recruitment Role to Candidate) and add an Application for the job they applied for.

5 Review the automation #

All rules are switched on at install. Find them in Setup → Workflow Rules (their names start with "Recruitment:") and adjust the timings to suit you.

Rule	What it does
Recruitment: Job target date near	Task 7 days before an open job's Target Fill Date
Recruitment: Job open 30 days	Task to review a job still open 30 days after it opened
Recruitment: Chase client feedback	Task 3 days after a candidate is Submitted to Client, if still waiting
Recruitment: Candidate placed	A Hired application sets the candidate's status to Placed
Recruitment: Interview moves application	Scheduling an interview moves the application to Interview
Recruitment: Confirm interview / Record interview feedback	Tasks the day before and the day after a scheduled interview
Recruitment: Offer moves application / Offer accepted	A new offer moves the application to Offer; accepting it moves it to Hired
Recruitment: Offer response due / Offer expired	Chase the day before Respond By; mark Expired the day after
Recruitment: Confirm joining	Task on the Start Date to confirm the candidate joined
Recruitment: Raise invoice / Invoice overdue	Invoice task the day after a fee-earning start; payment chase 30 days after the invoice date
Recruitment: Guarantee check-in / Guarantee passed	Check-in task 7 days before the guarantee ends; Guarantee Passed the day after
Recruitment: Replacement requested	A Replacement Request case marks its placement Replacement Due
Recruitment: Terms of business renewal	Renewal task 30 days before a client's terms of business end

Smaller rules stamp dates for you: Opened Date and Closed Date on jobs, Applied, Submitted and Hired dates on applications, the Offer Date, and Active on a new candidate. Validation rules ask for a reason when an application is rejected, an offer declined or a job cancelled, an outcome when an interview is completed, and an invoice number when a placement is invoiced.

Add email, SMS or WhatsApp messages (optional)Once messaging is set up, open a rule in the Journey Builder and add a message action, for example an interview confirmation email to the candidate on "Recruitment: Confirm interview". See the Workflow Automation trail.

6 Set up reports and Home #

Create the core reportsReports tab → New Report. Useful first reports: Open jobs by Client and Priority (Job Openings, Status = Open); Pipeline by stage (Applications, grouped by Stage); Submissions per recruiter this month (Applications, Submitted to Client = This Month, grouped by Owner); Interviews this week (Interviews, Scheduled At = This Week); Placements and fees by month (Placements, sum of Fee Amount); Unpaid invoices (Placements, Invoice Status = Invoiced). See the Reports trail.

Put the numbers on HomeSetup → Home Widgets → add tiles for those reports so every recruiter and manager sees them when they log in. See the Dashboard & Home trail.

How to Use #

Day-to-day: recruiters #

Open a jobJob Openings tab → New: the job title, the Client and Hiring Manager, positions, location, work mode, experience and salary range, Fee %, and a Target Fill Date. Opened Date fills itself.

Add candidates to the jobOn the job's Related tab, Applications → New: pick the Candidate and their Source. Each application starts at New. Work it through Screening with your notes and a Recruiter Rating.

Submit to the clientSet the Stage to Submitted to Client. The submitted date is stamped, and if the client hasn't answered in 3 days you get a chase task.

Schedule interviewsOn the application, Interviews → New: round, time, mode, interviewers and the meeting link. The application moves to Interview. You get a task the day before to confirm, and the day after to record the Outcome and Feedback.

Make the offerOn the application, Offers → New: offered salary, joining date and Respond By. Set it to Sent when it goes out. When the candidate accepts, set it to Accepted: the application moves to Hired and the candidate is marked Placed.

Record the placementPlacements tab → New: candidate, job, client, Start Date, annual salary, Fee %, Fee Amount and Guarantee Ends. On the start date you're asked to confirm they joined (set Status to Started), and the next day to raise the invoice.

Rejections and withdrawalsSet the application's Stage to Rejected with a Rejection Reason and who rejected it, or Withdrawn. The reasons feed your reports on why candidates drop out.

Day-to-day: hiring managers and interviewers #

Review shortlisted candidatesApplications tab → filter to your job and Stage = Submitted to Client. Open the candidate to read their profile and CV.

Give your decisionMove the application to Interview, or to Rejected with a Rejection Reason (Rejected By = Client / Hiring Manager).

Record interview feedbackInterviews tab → open your interview → set Status to Completed, pick the Outcome (Strong Yes to Strong No) and write your Feedback. An interview can't be marked Completed without an outcome.

Day-to-day: team lead and agency owner #

Watch the pipelineYour Home tiles show open jobs, submissions, interviews and placements per recruiter. Open jobs past their Target Fill Date need attention first.

Collect the feesWhen the invoice is raised, set the placement's Invoice Status to Invoiced with the Invoice Number and Date, then Paid with the Paid Date when the money arrives. Unpaid invoices raise a chase task after 30 days.

Handle a replacementIf a candidate leaves inside the guarantee, open a Case with Recruitment Request Type = Replacement Request and the Placement. The placement becomes Replacement Due; reopen the job (Status = Open) to find the replacement.

Win new clientsClient enquiries arrive as Leads with a call task. Convert the good ones into an Account, Contact and Opportunity (set the Recruitment Service, Positions and Fee %), then record the signed terms as a Contract.

Good to know

The package doesn't calculate numbers: Fee Amount and Positions Filled are typed in, and a job doesn't become Filled by itself. Your administrator can add a Formula field for the fee (Annual Salary × Fee %) and a Rollup Summary field counting a job's placements; see the Advanced Metadata trail. One person can't be both a Candidate and a Hiring Manager, because Recruitment Role holds one value.