CRM for HR Consultants

• The problem

  A candidate you interviewed for an earlier search would fit a new role, but nobody can find their CV.

  In Kompot.ai

  Every candidate is a contact with custom fields — profession, current employer, pay expectations, notice period — and the CV attached as a file. Filter contacts by those fields; the notes from the earlier interview and the messages are on the same page.

• The problem

  The brief was taken on a call, and the consultant, the researcher and the client remember it differently.

  In Kompot.ai

  The briefing call is recorded and transcribed on the client's record. Write the agreed brief — duties, must-haves, pay range, reporting line — as a note in the project for that search, so the researcher sources against the same text the hiring manager approved.

• The problem

  The shortlist is sent and the hiring manager stops answering.

  In Kompot.ai

  Each candidate you put forward is an opportunity on the board for that search. When one moves to “presented”, a workflow creates a task with a due date for the consultant to get feedback. Overdue tasks show per person, so a silent client is chased on purpose.

• The problem

  The retainer was invoiced, but the shortlist and placement fees are remembered only when cash runs low.

  In Kompot.ai

  The retainer invoice goes out with a payment link once the terms are signed. When a candidate reaches “presented” or “offer accepted”, a workflow creates a task to raise the next fee invoice. Partial payments and overdue invoices show on the client.

• The problem

  A placed candidate leaves inside the guarantee period, and nobody wrote down when it ends.

  In Kompot.ai

  Keep the start date and the end of the replacement guarantee as date fields on the placed candidate's contact. A scheduled workflow creates a check-in task with the client and the candidate before the period ends, and the signed terms of business are stored as a document.

What you keep on record

Candidates

Profession, current employer, pay expectations and notice period as custom fields on the contact, with the CV attached.

Client briefs

Role duties, must-haves and pay range as a note in the project for that search, next to the briefing call transcript.

Terms of business and NDAs

Signed from templates with e-signature; the audit trail and the PDF stay on the client company's record.

Fee stages

Retainer, shortlist and placement invoices for one search, grouped in its project with the payments received.

Questions owners ask

Can I keep candidates and clients in one system without mixing them up?

Yes. Both are contacts, and a list field marks who is a candidate, a hiring manager or a client company. Candidates carry their own fields — profession, pay expectations, notice period — and an existing candidate spreadsheet can be imported from CSV or Excel.

How do I track candidates through one search?

Set up pipeline stages that match your process — sourced, screened, presented, client interview, offer, placed — and move each candidate along the board. The table view lists every candidate in the search with their stage.

Can I bill a retained search in stages and HR support monthly?

Yes. Raise the retainer, the shortlist fee and the placement fee as separate invoices, each with its own payment link. If a client pays part of one by bank transfer, you record it and the invoice shows what is still open. Ongoing HR support on a monthly retainer goes out as a subscription invoice.

Can I send a new vacancy to all suitable candidates at once?

Yes. Build a segment of contacts from your candidate fields — profession and city, for example — and send an email campaign with the vacancy. Replies come back into each candidate's conversation history, where the consultant picks them up.