Recruit
Every email, call and interview lands on the right record without anyone filing it. Applications are triaged, candidates are matched with the reason shown, and the paperwork goes out on its own. Your desk spends the day recruiting, not typing.
The problem
Client emails sit in one inbox and candidate notes in another, so the whole story is never in one place.
How Vextron fixes it
Each recruiter’s own mailbox syncs both ways, and every message is matched to the candidate, contact or company it belongs to, older mail included.
What you gain
The full history is on the record, so anyone on the desk can pick up where a colleague left off.
The problem
Applications pour in from the job boards, and good candidates sit unseen in the pile.
How Vextron fixes it
Adverts go out to the boards your agency uses, and applications come back tagged with where they came from. Each one lands as New and needs a flag before it can go anywhere.
What you gain
No application slips through the cracks, so good candidates are not left waiting.
The problem
The best candidate for the role is already in your database, but they have been forgotten.
How Vextron fixes it
Candidates are scored and ranked against each job, with the reasoning shown so a recruiter can disagree. Candidates who have gone quiet are brought back into view.
What you gain
More of the database you already own is put to work on every role.
The problem
After every interview and placement there are diaries to update and documents to send.
How Vextron fixes it
Interviews land in your real calendar, and the candidate and client confirm from a link in an email. When a placement is recorded, the confirmation pack goes out with the right documents.
What you gain
The admin is the by-product, not the job, so more of the day goes on placing people.
The problem
A folder of CVs means hours of typing before anyone can be put forward.
How Vextron fixes it
Drop in a folder of CVs and get candidate records out, with duplicates spotted and a history of what happened to every file.
What you gain
New candidates are ready to work with straight away, not after a day of data entry.
My Dashboard shows revenue and placement trends, progress against targets, and the jobs that have gone stale and need a push.
A client’s email about a live role is already attached to the company and the job. The reply goes from the recruiter’s own mailbox. A new vacancy is raised, picks up the agency’s pipeline stages, and the advert goes out to the boards.
Applications from the boards have landed as New, and each gets a flag. Pre-screening has already asked the promising ones some questions, and the recruiter reads the answers. Nobody is turned down by a score without a person looking.
The database is ranked against the role, with the reasoning shown. Calls go out from the record and are logged there with a summary, so there is no note to write up. The shortlist goes to the client as agency-branded CVs.
An interview goes into the recruiter’s calendar, and the candidate and client confirm from an email link. An offer is accepted, the placement is recorded, and the confirmation pack goes out on its own.
One record, built for you
Emails, calls, CVs and applications land on the right candidate without anyone filing them. Watch Priya’s record fill in, then filter it to see just what you need.
Priya D.
Open to a moveFinance Manager · Wakefield
CV read into her record
Mon 09:12
Contact details, skills, work history and education filled in from her CV.
Filed automatically
Applied from a job board
Mon 09:12
Finance Manager, Leeds. Tagged with the board it came from, and landed as New.
Filed automatically
Email synced and matched
Mon 11:40
“Re: Finance Manager, Leeds” from Priya, matched to her record and to the job.
Filed automatically
Scored against Finance Manager, Leeds: 91
Mon 11:41
The reasons are shown, so the recruiter can disagree.
Filed automatically
Call recorded, with a summary
Tue 10:05
12 minutes with Jo.
Summary: Keen on the role. One month’s notice. Would like two days a week in the office.
Filed automatically
Note from Jo
Tue 10:20
Client wants to meet her this week. Thursday morning suits both.
Written by Jo
Interview booked
Tue 10:31
Thursday 10:00, in Jo’s calendar. Priya and the client confirmed from the link in the email.
Filed automatically
Placed
Fri 16:30
Finance Manager, Leeds, permanent. The fee is on the placement and the confirmation pack went out with the right documents.
Filed automatically
inbox → record
Each recruiter connects their own Google Workspace or Microsoft 365 mailbox and calendar once. Mail syncs both ways and is matched to the right candidate, contact or company.
advert → shortlist
Every vacancy has its own hiring pipeline, shown as a kanban board or a grid, with stages your agency sets. Adverts go out and applications come back to the same place.
match → placed
Candidates are scored against each job on skills, experience, sector, location, salary, job type and availability, always with the reasoning shown.
offer → placement
Every placement records the terms for its kind of work: the fee for a permanent hire, or the pay and charge rates for a contract or temp assignment. They are frozen when the placement is made, so later changes never rewrite history.
Placeholder: the video and real early-adopter stories are on their way.
See the CRM and ATS in two minutes
A short walk through a recruiter’s day: an email filed on its own, a vacancy on the pipeline, and a candidate matched and placed.
Email matched to the right recordThe pipeline as a kanban board or a gridCandidates ranked with the reason shown
The full list, for when you want the detail.
Candidates, client companies and the people who work there sit in one place, each with the complete history of every call, email and meeting. A job is one record with a headcount, and it carries its own pipeline from the first application to the placement, which records the fee or the rates for the role.
Company data is enriched automatically, and any finding that disagrees with what a recruiter entered is parked for a person to accept or dismiss, rather than overwriting it.
Placeholder: longer write-up for search engines (about 400 to 600 words) to come.
Yes. Pipeline stages are set by your agency, and editing a template later never moves candidates on jobs already running.
No. Scores come with their reasoning, and no candidate is turned down by a score without a person reviewing it.
Yes. Each recruiter connects their own mailbox, and mail is sent as them, from their own mailbox, so it lands in their Sent folder.
Yes. A permanent placement records the fee. A contract placement records the pay and charge rates, how the contractor is paid, their IR35 status and the umbrella company if there is one. Either way, the terms are frozen when the placement is made.
Yes. A folder of CVs can be turned into candidate records in one go, and candidates, companies, contacts, jobs, placements, activities and documents can be imported.
see it for yourself
A demo built around the desks you run. Vextron is in early access.