Recruitment agency software: submit strong candidates faster

Where an agency loses time on every search

• A candidate database gathering dust. Years of candidates you've met, impossible to find when a new search comes in.
• Endless screening calls. Every search means reaching dozens of people before you find the right ones.
• Client profiles to reformat. Every submission means redoing the resume in the agency's format and adding the interview notes.

How a search moves forward in Delectus

1. The search brief becomes a query. You describe the role and the matching candidates in your database are ranked, with the reasons.
2. Prescreening runs on its own. Availability, salary expectations, willingness to relocate: the agent asks the questions and fills in the candidate profile.
3. The interview is equipped. Question kit, real-time transcription and a report by theme, with quotes.
4. The profile goes to the client. In the agency's format, anonymized if needed, as an export or a share link.

An agency search: without and with Delectus

What changes, step by step, for the agency recruiter.

What is recruitment agency software?

It's the tool that carries an agency's searches: the candidate database, tracking of searches and clients, the history of every conversation and the preparation of submissions. The candidate side is usually called an ATS, and the client and search side a CRM.

An agency doesn't hire for itself. It manages two relationships at once, with the candidate and with the client, and its software has to serve both. Delectus brings AI to the candidate side and connects to your existing tools for the rest.

Finally putting the agency's candidate database to work

An agency's database is often its best asset, and its least used. In Delectus, every imported resume is read by the AI and turned into a structured profile: experience, skills, industries, durations. Search no longer depends on the exact words the candidate used.

You can query the database in natural language (“industrial cost controllers, 5 to 10 years of experience, Lyon area”), refine by experience, skill or location, or start from the job description and let the tool rank profiles with an explained score. When a new search resembles a past candidate's background, that candidate is suggested without you having to think of them.

SMS and voice prescreening agents working for the agency

Prescreening is the step that eats up the most calls at an agency. The SMS prescreening agent introduces itself as an AI, asks for the candidate's consent, then asks the search's questions in a real conversation: availability, salary expectations, willingness to relocate. It adapts its tone, follows up when one answer contradicts another, fills in the candidate profile and offers a meeting in your actual open slots, thanks to the Outlook or Teams sync. It can also schedule a call from the voice agent.

The voice prescreening agent calls the candidate at the agreed time, or steps in when the text goes unanswered after two follow-ups. It rephrases, follows up and filters out background noise. You're notified as soon as a candidate replies, and you get the transcript, the summary and the completed candidate profile.

Running and scoring interviews

The interview can be held on video in the platform. The question kit is prepared from the search brief. During the conversation, the transcript scrolls in real time and the tool suggests questions on themes not yet covered. At the end, a report analyzes the answers by theme, and the recording stays available to replay.

When the client asks “what exactly did they say about budget management?”, you find the passage in seconds instead of digging through your notes.

Example: a CFO search

A client hires the agency to recruit a CFO for a mid-sized manufacturing company. The recruiter describes the search, and the tool suggests the profiles in the database who have held a finance role in manufacturing, with the reasons. The SMS prescreening agent writes to the shortlisted candidates to check their interest, availability and expectations. Those who prefer to talk get a call from the voice agent.

The recruiter then runs the interviews with the question kit and reads each report. They write their assessment, drawing on the AI summary of each candidate's strengths and gaps, and the shortlist's profiles go to the client in the same format, anonymized if the client asks.

Client profiles in the agency's format

The candidate submission profile is generated from the candidate's profile, in the agency's branding. The recruiter adds their take from the interview, reviews it, then sends it as an export or a share link the client opens without creating an account. Every profile keeps its versions: you know what was sent, to whom and when.

When every profile on a shortlist follows the same structure, the client compares quickly. It's one of the first signs of professionalism a client remembers about an agency, especially when several recruiters work on their account.

Running several searches at once

Each search has its own kanban pipeline, from first contact to hire. For every candidate, you find tags, notes, current and desired salary, notice period and the history of every conversation. Interviews are booked in the built-in calendar, synced with Outlook or Teams.

At an agency with several recruiters, follow-ups and check-ins are split up as tasks. A recruiter picking up a search midway knows right away where each candidate stands, and no candidate is left without news because the person following them was on vacation.

How to choose recruitment agency software

Look at search first. Can you find a candidate by skills and experience, not just by exact keyword? Then at handling several searches and clients in parallel, and at producing candidate profiles in the agency's branding, anonymized if needed.

Also check that your existing database is migrated without loss, that data is hosted in the European Union with your retention periods, and that busy recruiters can use it without lengthy training.

Solo recruiter or multi-recruiter agency

An independent recruiter mainly wants to save time on search, prescreening and formatting. An agency with several recruiters also wants consistency: a shared database, one evaluation method and identical profiles for every client. The features are the same in both cases.

For an independent recruiter, the prescreening agents act as an assistant: they text and call while you're in meetings, and the answers are waiting when you come out. For a multi-recruiter agency, the shared history of every conversation keeps two people from contacting the same candidate for two different searches without knowing it.

Frequently asked questions