Human Resources and Recruitment Consultancy
Human resources and recruitment consultancy processes are not merely about collecting resumes. It is necessary to manage the understanding of client needs, position opening, candidate sourcing, preliminary evaluation, interviews, client presentations, offers, and placements together.
XtraCRM combines CRM and Human Resources modules to allow monitoring of client companies, positions, candidates, interviews, offers, and tasks from a single center.
How does the process work in the industry?
In recruitment consultancy, the process usually starts with a personnel request from the client company. The duties of the position, required experience, competencies, working style, location, and salary range are determined.
After the position is opened, the existing candidate pool is screened and new candidate sources are evaluated. Suitable candidates are invited for preliminary interviews; information about experience, expectations, and suitability for the position is recorded.
Candidates who pass the preliminary evaluation are presented to the client company. Client interviews and additional interviews are scheduled. The offer process is conducted for the positive candidate, and placement results are followed up.
In corporate companies' own recruitment processes, open positions, candidates, interviews, job offers, and employee record conversions can be managed via the XtraCRM Human Resources module.
How does XtraCRM adapt to your company's working style?
Each recruitment company has different position types, candidate evaluation methods, and client approval processes. In XtraCRM, custom fields, tasks, interviews, and workflow stages can be configured according to your company's system.
You can create your candidate process from the stages "New Application, Preliminary Review, Phone Interview, Consultant Interview, Shortlist, Presented to Client, Client Interview, Reference Check, Offer, Placed, and Rejected."
You can define different custom fields and assessment steps for executive search, expert recruitment, mass recruitment, seasonal staffing, or internal recruitment processes.
Customer company custom fields you can use
Company and industry
Company size
Location and work regions
Human resources officers
Recruitment managers
Work and contract model
Service fee or commission rate
Billing condition
Guarantee or replacement period
Average hiring target
Priority positions
Customer evaluation process
Interview and approval stages
Final interview date
Contract start and end date
Number of open positions
Responsible consultant
Multiple authorized personnel, departments, and open positions belonging to a customer company can be tracked under the same account.
Manage position requests
Every personnel request from the customer company can be recorded as an open position. The following information can be stored about the position:
Position title
Client company
Department
Work location
Remote, hybrid, or office work arrangement
Type of employment
Number of requested personnel
Experience level
Education expectation
Technical and behavioral competencies
Foreign language requirement
Salary range
Additional benefits
Position priority
Target closing date
Responsible consultant
Hiring manager
Position status
Position records in XtraCRM can be directly used for internal recruitment. In consulting firms, client company and service information can be added to the position with custom fields.
Create a centralized candidate pool
Candidates can be recorded with contact information, application source, positions of interest, and current status.
A candidate's resume, interview notes, interviews, offers, and previous evaluations can be viewed under the same record.
A shared candidate pool accessible by authorized users company-wide can be established to prevent candidates from remaining in different employees' personal files.
The same candidate can be reconsidered for different positions opened in the future.
Track candidate sources
The source from which candidates come, such as the career site, job board, social media, referral, consultant search, or direct application, can be recorded.
Employee referrals can be tracked with separate records. The referring employee, the related position, and the candidate's process outcome can be viewed.
Reports can be generated to show which candidate source results in more interviews, offers, or placements.
Manage resumes and candidate documents
The candidate's resume, portfolio, application documents, and evaluation forms can be stored in the relevant candidate record.
Access to documents can be restricted according to user permissions, ensuring that personal documents of candidates are viewed only by authorized staff.
A task can be created to contact the candidate for outdated resumes or missing documents.
Standardize pre-evaluation processes
Candidate suitability for the core requirements of the position can be checked with standard evaluation fields.
The following information can be recorded in the pre-evaluation:
Current position and company
Total experience
Relevant field experience
Technical skills
Foreign language proficiency
Current salary
Salary expectation
Notice period or start date
Preferred working style
Location suitability
Reason for position change
Consultant evaluation
Next step
Scoring or evaluation fields needed by your business can be added as custom fields.
Plan interviews
Consultant, human resources, technical, or managerial interviews can be scheduled for candidates.
Date, interview format, relevant position, the employee conducting the interview, and status information can be tracked during the interview.
Scheduled, ongoing, completed, or canceled interviews can be viewed in the candidate’s history. Post-interview evaluations and notes can be recorded.
Tasks or reminders can be created for the interviewer for upcoming interviews.
Shortlist candidates
Candidates who pass the preliminary evaluation and consultant interview can be moved to the shortlist stage.
The candidate’s strengths, suitability for the position, salary expectations, and start date can be prepared for client presentation.
Which candidates were presented to the client on which dates can be tracked with custom fields. Client feedback and next steps can be added to the candidate record.
Thus, the status of all candidates presented for the same position can be viewed collectively.
Track client interviews
Interviews that the client company will conduct with the candidate can be scheduled as tasks and interviews. Interview date, format, client representative, and candidate information can be recorded.
After the interview, the client’s evaluation, additional interview requests, or reasons for rejection can be documented.
If feedback is delayed, a follow-up task can be assigned to the client contact. Informing the candidate about the process can also be planned as a separate task.
Manage job offers
A job offer record can be created for candidates evaluated positively. The offer can track position, salary, benefits, start date, and validity period.
Offer statuses such as draft, awaiting approval, presented to candidate, accepted, rejected, or withdrawn can be monitored.
The candidate’s response and reasons for rejection can be recorded. After an offer is accepted, onboarding or placement processes can begin.
Track placement processes
In recruitment consultancy firms, candidates who accept an offer can be moved to the “Placed” stage. Client company, position, start date, service fee, and guarantee period can be recorded with custom fields.
Follow-up interviews with the candidate and client can be scheduled at certain dates after placement. Confirmation of start, probation period, and guarantee period can be tracked with tasks.
Since the candidate customer will become an employee of the company, they should not be converted into the consulting firm's own employee record. The "convert to employee" feature in XtraCRM should only be used for candidates hired directly by the company.
Convert internal hires to employee records
Companies using XtraCRM to manage their own hiring can convert hired candidates into employee records.
An employee record can be created using the candidate's contact information and position link. This way, the same information is not re-entered when transitioning from hiring to employee management.
After the hiring, additional employee information related to department, position, manager, and company structure can be completed.
Manage reference check processes
Tasks and verification steps can be created for candidates requiring reference checks.
The name of the reference, contact information, working relationship with the candidate, and interview results can be recorded. It can be tracked which references were contacted and whether the process is complete.
Only necessary information should be processed during reference interviews, and the candidate's notification or permission processes should be conducted in accordance with company policies.
Track customer contracts
Recruitment consultancy contracts can be linked to the customer company record. Service model, commission rate, billing condition, warranty period, and renewal date can be maintained with custom fields.
Tasks can be assigned to consultants for customers approaching contract expiration. New position requests and contract changes can be tracked in the customer history.
Signed contracts and annexes can be stored in document management.
Manage billing processes
When placement is completed, a billing task can be assigned to the finance team according to the contract terms.
The following information can be tracked for billing:
Customer company
Placed candidate
Position
Start date
Service or commission rate
Invoice amount
Currency
Invoice date
Maturity
Collection status
Warranty period
In case the candidate leaves within the warranty period, the relocation process can be followed with new positions or duties.
Gather candidate and client communication history in one place
Phone calls, emails, WhatsApp messages, notes, and tasks can be viewed within authorized access on the related record history.
When the candidate contacts again, previous evaluated positions, interviews, and current processes can be seen.
When the client company calls, you can evaluate open positions, presented candidates, pending feedbacks, and ongoing placements from a single screen.
Manage personal data and retention processes
Candidate records contain personal data such as resumes, contact information, and career history. Therefore, what information will be kept, who will access it, and how long it will be retained should be determined by the company.
Candidate's communication and data processing preferences can be recorded in special fields. For candidate records whose retention period has expired or no longer need processing, review tasks can be created in accordance with company policy.
XtraCRM offers access permissions and document management; implementing disclosures, explicit consent, retention, and deletion obligations under KVKK and other regulations is the responsibility of the data-controller company.
Define permissions according to task distribution
Different access rights can be defined for customer managers, recruitment consultants, interviewers, human resources, finance, and managers.
Consultants can manage their own candidates and positions while customer managers can monitor company relations. Finance team can access contract, invoice, and collection information.
The candidate's personal documents, salary information, and evaluation notes can only be accessed by authorized users.
Create a measurable structure for management
Management screens can track new customer requests, open positions, candidate pools, upcoming interviews, candidates presented to customers, proposals, and placements.
The following information can be evaluated based on customer, position, consultant, candidate source, or period:
Number of open positions
Number of candidates per position
New applications
Candidates passing pre-evaluation
Scheduled and completed interviews
Candidates presented to the client
Waiting times of candidates at stages
Offers made and accepted
Number of placements
Position closing time
Results of candidate sources
Reasons for negative outcomes and offer rejections
Processes continuing under warranty
Billing and collection status
XtraCRM does not force your company into a fixed recruitment model. Client companies can structure positions, candidates, interviews, offers, custom fields, and tasks according to their own assessment system, making the entire process—from initial staffing requests to placement and billing—more organized, measurable, and trackable.