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Timer for your business

Recruitment and staffing agency software: CRM and automation.

Timer runs a recruitment or staffing agency on one system: CRM for clients and candidates, automation, interviews, placement fee invoices and AI.

01 What it does

What software should a recruitment or staffing agency run on?

Timer runs a recruitment or staffing agency on one system: a built-in CRM for clients and candidates, placements with their fees, signed terms, fee invoices and Flows that chase the feedback and the money, with Pallas, Timer's AI, working across all of it.

PEOPLEEvery client and candidate on one recordEmails, calls, WhatsApp, CVs and interview notes sit with the person, fed by the mail and calendar you already use.
VACANCIESVacancies and placements with their feesEach vacancy is a deal with its fee, from brief to shortlist to start date.
BRIEFSBriefs and interviews that leave a recordTranscripts turns the hiring manager's call into must-haves, and interview feedback lands on the candidate, dated.
TERMSTerms of business and offers, signedTerms and offer letters go out for e-signature, and Approvals catch a fee discount before anyone agrees to it.
FEESFee invoices on the start dateThe invoice is drafted when the offer is accepted and followed up until it is paid.

A vacancy lasts weeks. The relationship lasts years: the client who hires every spring, the candidate who said not yet, the fee still to come, all on one record in Timer.

02 A day at the agency

What does a Monday at a recruitment agency look like on Timer?

On Timer, consultants, resourcers and whoever sends the invoices work from one record of every client and candidate, and Timer does the remembering.

08:30The morning listPallas lists what needs you: two shortlists with no feedback, a candidate starting today, a placement fee twenty days late.
09:40The vacancy briefTranscripts writes up the hiring manager's call, and the salary band and must-haves land on a new vacancy with its fee.
11:15A CV in the inboxA candidate you met last year sends a new CV. It lands on her record, beside her old interview notes.
13:00The shortlist goes outThree CVs go to the client by email, and the record keeps who was introduced, to whom and when.
17:10Offer acceptedThe vacancy becomes a placement with a start date, and the fee invoice waits, drafted, for approval.

By six, every call had left a record and a next step, and nobody had to remember any of it.

03 ATS or CRM

What is the difference between an ATS and a CRM for a recruitment agency?

An ATS tracks candidates through one vacancy, from application to offer, and a CRM keeps the relationship with clients and candidates over years. Timer keeps both on one record: candidates and hiring managers in Contacts, vacancies and placements in Deals, every email and interview beside them.

A general sales CRM stops when the deal is won. An agency's work starts there: the offer, the start date, the fee and the guarantee period.

What a recruitment or staffing agency runs on Timer
What the agency needsIn Timer
Clients, hiring managers and candidates with their full historyIncluded
Vacancies and placements as a pipeline with feesIncluded
Placement fee invoices and payment follow-upIncluded
Finding and scoring new client companiesIncluded
Job adverts and applicationsKeep your job boards. Applications that reach your inbox join the record.
Payroll and timesheets for temporary staffKeep your payroll software. Timer runs the client relationship around it.

04 When a consultant leaves

What happens to our clients and candidates when a recruiter leaves the agency?

On Timer they stay with the agency. Every email, call, WhatsApp thread, interview and promise sits on the client or candidate record with its source, so whoever takes over the desk inherits all of it on day one.

01What the client likesThe profiles the hiring manager wants and who she turned down, from call transcripts and shortlist emails.
02The promise to a candidate"I will call you after the second interview" is on the candidate's record, with a date and an owner.
03Nobody calls twiceSee who spoke to a candidate or client last, and when, before you pick up the phone.

When a consultant hands in their notice, the desk stays, with every name and every promise on it.

05 Placement fees

How does a recruitment agency get placement fees paid on time?

Tie the invoice to the start date. In Timer each placement is a deal with its fee, the invoice goes out when the candidate starts, and the follow-up happens whether or not anyone remembers.

STARTInvoiced on the start dateWhen the candidate starts, a Flow sends the contingency fee invoice approved at offer.
RETAINEDRetained fees in stagesFor retained search, an invoice at each milestone you agreed: the brief, the shortlist, the start.
LATELate fees chased politelyEach overdue fee gets a reminder in the agency's voice, sent when a consultant approves it.
GUARANTEEThe guarantee period, to the dayA reminder before it ends, so a replacement or a rebate is handled in time.
PROOFProof you made the introductionIf a client hires someone you introduced without telling you, the dated email that sent the CV is on the record.

A placement is not finished when the offer is signed. It is finished when the fee is paid.

06 Automation

Which recruitment work should an agency automate first?

Start with the work that loses placements when nobody remembers it: shortlist feedback, candidate updates, new client outreach and clients gone quiet. Timer is an automation system as well as a CRM, and each of these is a Flow.

FEEDBACKShortlists that get an answerWhen a client has not answered a shortlist in the days you choose, the chase is drafted for the consultant.
UPDATESNo candidate left waitingAfter an interview, the candidate gets an update drafted from the client's feedback, before they drift to another agency.
OUTREACHNew clients, already qualifiedProspecting finds, checks and scores companies like your strongest clients, and Pallas drafts the opening email from what your agency knows.
DORMANTClients who went quietA client who has not briefed you in a while gets a personal note written from their history.

The agency decides what may run on its own. Until then, every Flow drafts and a consultant sends.

07 AI and candidate data

Is candidate data safe with AI, and how long can a recruitment agency keep a CV?

Candidate data in Timer stays in the EU, isolated to your agency's organization and never used to train AI models. GDPR sets no fixed period for keeping a CV: the agency sets one, tells the candidate, and deletes the record or renews consent when it ends.

CONSENTConsent on the recordA Form asks the candidate to join your talent pool, and the answer stays on their record, dated.
REVIEWA date to look againA Flow brings up candidates whose period is ending, to renew consent or delete the record.
ERASEErasure when askedWhen a candidate asks to be forgotten, Timer shows what the deletion removes before you confirm.

Nothing reaches a candidate or client until a person says yes, and Timer Seal records every consequential action and who approved it. Read more on how Timer handles data.

08 Cost

How much does Timer cost for a recruitment agency?

A recruitment or staffing agency runs on Timer Business Essential, from €200 a month for the agency. Billed monthly, with no contract.

Business Essential€200/moStarting price, for the whole agency: consultants, resourcers and finance on one memory of every client and candidate.

Weigh it against one placement fee paid on time. The agency's memory exports in full if you ever leave. Get started and a person sets up the agency's account with you.

09 Start

Does a recruitment agency have to migrate its database to start on Timer?

No. A recruitment agency starts on Timer by connecting the mail, calendar and WhatsApp it already uses, and the CVs and client emails there become part of the record, with nothing for recruiters to tag.

01ConnectGmail, Outlook or any IMAP mail, Google or Apple Calendar, Google Drive, WhatsApp and Zoom. Nothing is switched off.
02Bring the database when you wantImport candidates and clients from a spreadsheet export. Timer proposes the column mapping and previews the result.
03Turn on one FlowStart with shortlist feedback: each shortlist waiting for an answer is a fee already in sight.
04Decide what runs aloneEverything waits for a consultant's yes until the agency decides a step may run on its own.

Get your shortlists answered and your fees paid

Connect the mail and calendar the agency already uses, bring in your client and candidate lists, and let Timer chase the shortlist feedback and the fees. Pallas drafts, your consultants approve.

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