Recruitment Agency Searches for Candidate Management Solution

Industry: Hospitality
Agency Size: 8 employees


A busy recruitment agency in the south of England approached J&L because they were no longer able to keep track of all the candidates records through their (now extremely large) Excel file. The file was being used in different ways by different staff, meaning that the data contained in wasn’t consistent. In addition, the CVs that they held were in a variety of formats, some were scanned documents, some in Word, some held on email and even a pile of paper CVs in drawer.

The agency had reached a point where they knew they needed to make some changes to their working practises in order to grow and continue to deliver an excellent service to their clients.

Key problems

Making the decision

J&L had an initial phone consultation with the Managing Director to discuss the features of the Vacancy Lab solution for their business. The client was concerned about the complexity of implementing a new solution for her staff who were, as she called them, “old school”.

J&L provided an online product demo so that the client could see the simplicity of the interface, and she agreed that there was very little staff training required as everything was very intuitive.

The client also had some very specific criteria that she wanted to use for searches and reporting and was pleased to discover that both of these areas are entirely customisable.

The final area of concern was the cost of support, should the team experience any technical or user issues during the implementation process. We assured the client that we do not have expensive support lines or hidden charges – if she had any difficulties, she could simply pick up the phone and speak to one of the team.

The Solution

J&L proposed a 1-week free trial followed by the “Light” Vacancy Lab package, allowing up to 5 users and of course the unlimited free product support which comes as standard. The key areas of the product that were especially significant for her business were:

The Result

The client took the free trial and went on to a full subscription. She has now finally moved on from Excel spreadsheet, and has set up a system that includes all the reporting and search criteria that matter to her.

She hasn’t need to use the support anywhere near as much as she’d anticipated, although she did ring to say thank you for revolutionising her working practices!

In the months that’s followed they have launched a marketing campaign to get even more candidates and employers on their books, and they are now managing them effortlessly.

With a central cloud-based system, everyone can see and search all candidates in one place. It’s given us a more structured approach, and day-to-day tasks are now managed more efficiently.
Fiona Frisson Senior Account Manager at Tarot Recruitment
Our focus is on providing our clients with top-quality candidates suited to their specific requirements. We can only do that because we trust Vacancy Lab to support what we do.
Jonathan Bates Partner at MPQR Resourcing Solutions
We’ve become a more productive and more effective business since we brought in Vacancy Lab. It’s made a real difference to how we deal with candidates and what we can achieve for clients.
Anthony Kelly Public Sector Director at Harvey Recruit Ltd.