Recruitment Software Development for Staffing Agencies

SECTION 01

Find where recruiters repeat work

Watch how a recruiter handles one vacancy from publication to interview. Are job descriptions copied into several websites? Do application attachments arrive separately from candidate records? Does a coordinator chase availability using an untracked inbox? Identify the repeated handoff and its owner before choosing a new platform.

A recruitment website helps candidates understand roles and apply. An applicant tracking system, or ATS, stores applications and stages. A client portal can share an approved shortlist and interview availability. Those interfaces should reflect the recruiter's decisions rather than creating a competing version of the pipeline.

SECTION 02

Check your ATS and CRM before replacing them

Existing products may already provide branded vacancy pages, scheduling, templates and client collaboration. Configure those features if they fit. A custom build becomes useful when the public experience or a cross-system handoff remains inadequate, not simply because the current interface feels unfamiliar.

Greenhouse's Harvest documentation illustrates the distinction between candidates, applications and job records, with endpoint-specific permissions. Treat that as an example of what an integration assessment must inspect. Actual access depends on your selected product, account and current API; Catapult does not need to replace the ATS to build an approved connection.

SECTION 03

Illustrative example: confirm the interview without losing context

Imagine a recruiter approves a candidate for an interview with a client. This is a hypothetical workflow, not a client result. The coordinator sends an invitation containing the agreed role, time zone and available slots. Confirmation creates one interview entry linked to the correct application, not only to the person's general profile.

The candidate later changes availability. The system needs to cancel the original appointment, record the change and send one corrected invitation. If the calendar connection fails, the coordinator sees a pending task. It must not tell the candidate that a meeting is confirmed before the scheduling system accepts it.

AI can prepare an administrative summary or draft a message from approved facts for recruiter review. It should not decide who deserves an interview, infer personal traits or reject an application. Availability coordination can use explicit calendar rules without assessing a person's suitability for work.

SECTION 04

Keep vacancy information accurate on the public website

Each public vacancy needs an owner, a current status and a working application path. The website should reflect changes from the approved job record rather than leaving outdated copies online. Do not display a salary, location or working arrangement that the recruiting team has not confirmed.

Google's JobPosting documentation explains requirements for job-detail markup and handling expired vacancies. Structured data should describe a real, visible job posting, not a generic recruitment service page. Adding markup does not guarantee search visibility; maintaining accurate listings is the more basic responsibility.

SECTION 05

Protect candidate records at every handoff

Define the ATS as the owner of candidate and application records unless your existing architecture requires otherwise. Keep client account access separate. A hiring manager should receive only the candidate information explicitly shared for that vacancy, not every note or application associated with the same person.

Your agency's designated data owner should approve access, retention and deletion behavior. Document how a correction or deletion reaches connected systems, including attachments and cached portal copies. Limit integration credentials to the required functions and test user removal as carefully as user invitation.

SECTION 06

Choose a narrow release and test real interruptions

Start with one recruiting team, one ATS, vacancy publishing and the approved interview handoff. Include an exception queue and a documented manual route. Keep payroll, background screening and automated selection outside this release. Ask the agency to demonstrate both the public candidate experience and restricted client access.

SECTION 07

Compare proposals on the handoff, not a feature count

Bring an anonymized vacancy, role permissions, your ATS documentation and a difficult scheduling example. Catapult can scope a staffing website, portal and approved integration around those inputs. For remote delivery to U.S. or international teams, agree access locations, review overlap and ongoing support ownership. Contact us for pricing against the confirmed scope.

SECTION 08

Frequently asked questions