Case study · Custom build · Growth Partner

Recruitment CRM + ATS

A recruitment agency's command centre, built from scratch and still outgrowing itself — in daily use since 2025, improved every week.

Custom-built by HeyAda In daily use since 2025 Hundreds of updates · AI matching built in

Recruitment CRM dashboard — the morning brief

Live data is blurred throughout — real candidate and client information never leaves the system. (We're also their Data Protection Officer.)

The brief

As an agency grows, the work scatters — jobs in one place, candidates in another, client updates in people's heads and WhatsApp threads. Consultants lose time, and management loses the picture.

They wanted one system that runs the desk and shows the floor: every job and candidate in one place, matching done for them, and a live view so managers know what needs attention without chasing anyone.

How it grew

It never stopped at version one.

Built around how the desk actually works — and every month there's more, decided with the team.

Day 1

A CRM + ATS

Every job, candidate and client in one place — the scattered spreadsheets and WhatsApp threads gone.

Then

AI that reads CVs and job descriptions

It reads a CV — even scanned or photographed — understands the role, and surfaces the best-fit candidates. Metered, capped and switchable.

Then

A pipeline that got genuinely fast

Opening a job's candidates went from ~5 seconds to under 1 — even on the biggest 2,000+ candidate roles.

Then

The morning brief & daily digest

Everyone opens to "here's what needs you today," and an end-of-day digest keeps nothing slipping.

Then

Sales Report & management oversight

A live commission ledger (MOM-compliant) and a team-wide view of overdue follow-ups and client health.

Then

Automated client re-engagement

Cold check-in campaigns that read the inbox to handle bounces and replies on their own.

Then

Leave-cover, two-way tasks, full mobile

Run the whole desk from a phone; cover a colleague's clients cleanly; reply on a task like a chat.

Now

Still shipping

New features often land the same or next day — and PDPA/DPO compliance has been built in from the start (we're also their DPO).

What we built

One place to run the whole desk

The morning brief

Opens to "here's what needs you today"

Instead of a blank dashboard, each consultant lands on a short brief — the roles going quiet, the follow-ups overdue, the few things worth doing first. Month-to-date numbers sit right alongside.

A daily brief, prioritised for you
Live month-to-date sales and job counts
Jobs flagged before they go stale

Candidates & AI matching

A full database that matches itself

Every candidate in one searchable place — and the ATS reads their CV, understands the role, and surfaces the best fits, so consultants spend time on people instead of paperwork.

Hundreds of candidates, instantly searchable
AI reads CVs and scores the match
Fresh-grad and specialist filters built in

Live job pipeline

Every role, its status, at a glance

Open, assigned, quiet, stuck — the whole job book in one view, so nothing sits forgotten and everyone knows who owns what.

All jobs with live status and owner
Filters for quiet and stuck roles
Applicants tracked against each role

Management oversight

Managers see the whole floor

A team-wide view of overdue follow-ups and client health — who's slipping, which clients need attention — so managers coach from facts, not hunches.

Overdue follow-ups across the whole team
Client health and follow-up quality
No reports to compile — it's always live

Management oversight — overdue follow-ups

The real point

Not a build. A team that ships with you.

As the agency grows, the CRM grows with it — new views, automations and AI features landing often the same or next day. That's not a vendor you brief and wait on; it's closer to a senior product team who knows recruitment and builds with you every week.

Since 2025in daily use, right across the floor

Under 1sto open a 2,000+ candidate pipeline (was ~5s)

Hundredsof improvements shipped, and counting

This is what Growth Partner looks like for a product: build it, run it, and keep improving it — as one team.

Is your team's real pipeline living in someone's head?

If an off-the-shelf CRM got quietly abandoned, a system built around your desk — and improved every week — usually doesn't.

See how Growth Partner works →