For recruitment agencies and headhunters: from the client's search order through talent pool, AI matching, and anonymous profile to the fee invoice with guarantee. All within the "Placement" menu.
1. Create and have the search order signed
New Search Order
Under Search Mandates "New Search Order": Client from CRM, position, location, salary range, fee in % of gross annual salary or as a flat rate, retainer rates, exclusivity, and guarantee in months. The same order is also available in the client file under the "Search Orders" tab.
Create Offer
"Create Offer" generates a draft offer with retainer and success fee. For fees in %, the offer calculates based on the midpoint of the salary range; actual salary will be used for billing later. If the client accepts via link, the order status changes to "active".
Have it signed via link
Under "Client Signature": "Create Signature Link" (valid for 14 days): The client reviews the conditions, as a PDF if desired, and signs on screen. Name, time, device, and content checksum are saved. If you change the order afterward, a new link is required. You must forward the link yourself.
2. Collect Candidates: Talent Pool and CV
Import CV
"Import CV" menu: Select position or search order and upload the CV (PDF, JPG, PNG, or Word/DOCX). The AI pre-fills name, email, phone, and location; you review and save. Consent is mandatory; no email is sent to the applicant.
Talent Pool
Under Talent Pool, you will find all candidates, even without a specific position: skills, current position, salary expectations, availability from, notice period. Search and filter by skill, location, and salary expectations. A candidate can be assigned to multiple search orders ("Assign").
Consent and Deletion Period
The default is 6 months of storage without talent pool consent and 24 months with it. You can find an overview under "Deletion Periods". This is a guideline, not legal advice – please check the regulations for your country.
3. AI Matching: Suggest Suitable Candidates
In the search order under "Suitable Candidates (AI)", "Search Candidates" initiates a scan of the talent pool. Each suggestion includes a score from 0 to 100, a justification, and lists of "matches" / "missing". The AI does not see names, age, gender, or origin. A human decides whether to accept (candidate enters the pipeline) or reject; the evaluation and decision are logged.
4. In the Candidate File
Internal Note and Interview
The internal note is visible only to your team. "Record Interview" opens the interview tool with the candidate pre-selected; the transcript and summary will appear in the file afterward. You can schedule appointments for self-booking under "Appointments" (booking pages).
Message from Template
"Message to Candidate": Acknowledgment of receipt, interim update, interview invitation, or rejection. The text opens in DivineMail with the name and position inserted; you review and send it yourself.
Anonymous Profile for the Client
"Profile for Client" creates a link (valid for 60 days) and a PDF without name, contact details, photo, and employer names, with your assessment if desired. The client responds via a login-free interface with "interesting", "interview requested", or "no interest" and a comment; you will receive a notification in the bell icon.
5. Placement, Fee Invoice, and Guarantee
Record Placement
Once the candidate has signed with the client, select the candidate, start date, and gross annual salary according to the contract under "Placement" in the search order.
Draft Fee Invoice
The invoice to the client for the search order is generated as a draft in Finance: percentage of the actual salary or the flat rate, with a note about the guarantee. You review and send it.
Monitor Guarantee
At the end of the guarantee period, the consultant receives a task. If the candidate leaves within the guarantee period, report "Guarantee Case" with a note; this generates the task "Review Credit". You create the credit itself in Finance.
Split Commission
Under each placement, you will find "Commission Split". With "Change Split", you can distribute the fee among any number of employees, with a freely assignable role (e.g., Acquisition, Candidate Search) and a percentage share, totaling 100%. Your company determines the rule; without a specific split, 100% is allocated to the person who recorded the placement. The "Fee per Recruiter" report calculates using these shares.
6. Evaluation
Under Reports: Placements, net fees, average time to fill, guarantee cases, fees per recruiter, candidate sources, search orders by status, and open pipeline — with a time period filter and using only your actual data.
7. With AIRIS
AIRIS knows search orders, the talent pool, and evaluations. Examples: "What search orders do we have?", "Search the talent pool for payroll accounting", "Perform an AI match for SA-0238", "Create an anonymous profile of ... for SA-0238", "... has signed, start date February 1st, €62,000 — record the placement". AIRIS only provides links and draft invoices to you; nothing is sent. You configure what AIRIS can do itself in the autonomy setup — if set to "off", AIRIS will decline.
Temporary employment (timesheets of temporary workers, invoices to hirers, equal pay and maximum duration deadlines) and payroll processing are not included. Signing via link constitutes a simple electronic signature, not a qualified one.
Job postings, career page, and applicant pipeline are covered in the chapter Team & HR.