Recruitment & staffing
From applicant to placement, with the checks built in.
For agencies placing staff where compliance matters. Applicants, right to work, DBS and training checks, placements and margins held in one system, so nobody is placed before they are cleared.
Built from a live care recruitment and compliance system.
The problem
Placing people is the job. Proving they were cleared is the risk.
Applicants lost between stages
CVs, interviews and references tracked across inboxes and spreadsheets, so good candidates go cold.
Checks held in folders
Right to work, DBS and training evidence saved as files with no reminder when they expire.
Placements without a clear record
Who is working where, on what rate and for which client is pieced together at the end of the week.
Margins worked out afterwards
Pay rates and charge rates live in different places, so profit per placement is a guess until month-end.
What the system does
One record per candidate, from first contact to last shift.
Recruitment, compliance, placement and billing connected, with the evidence attached as it is collected.
Applicants & pipeline
Every candidate moved forward, with nothing sitting in an inbox.
- Application forms and CV upload
- Screening and interview stages
- Reference requests
- Candidate communication history
- Talent pools by skill and area
- Conversion to active staff
Compliance & checks
Nobody is placed until the evidence is complete, and nothing lapses unnoticed.
- Right to work and ID
- DBS and background checks
- Training and certificates
- Expiry alerts before the date
- Document upload and verification
- Compliance status at a glance
Clients & placements
Who is where, for whom, and on what terms.
- Client and site records
- Job orders and requirements
- Matching by skill and availability
- Placement and shift records
- Client contacts and approvals
- Partner agency records
Timesheets & margins
Pay, charge and margin calculated from the same record.
- Timesheets and approvals
- Pay rates and charge rates
- Margin per placement
- Invoicing to clients
- Payroll exports
- Performance reporting
The workflow
From application to invoiced placement.
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01
Apply
Candidates apply online and are screened against the role.
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02
Verify
Right to work, DBS, references and training checked and recorded.
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03
Match
Cleared candidates matched to client requirements and availability.
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04
Place
Placements and shifts recorded against the client and the candidate.
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05
Bill
Approved timesheets become client invoices and payroll data, with margin visible.
Built to order
Compliance that blocks the risky placement.
Most recruitment systems record checks. SmartCo can act on them: a candidate with an expired right to work or DBS can be flagged or stopped from being placed until the evidence is renewed. It came from building a live care recruitment system, where that rule matters every day.
- Status set by the evidence, not by someone remembering
- Expiry alerts sent before a check lapses
- Placement rules matched to each client or role
- A full audit trail for inspections and client audits
- Your own stages, terminology and checks, not a generic template
Case study
Healthcare Group runs on SmartCo every day.
Healthcare Group is the UK care recruitment and staffing agency we own and run. Every candidate, compliance check, placement and invoice goes through the same system we build for you, so each feature is tested on real placements before it reaches a client.
- Applicants tracked from first contact to placed carer
- DBS, right-to-work and training records with expiry alerts
- Nobody placed while a check is missing or out of date
- Client charge, staff pay and margin on every shift
- A staff app for shifts and documents
Pricing for recruitment
Platform pricing, shaped around your process.
Most agencies start on the Operational CRM platform, from £299 a month with up to 10 users included. Candidate portals, timesheet approval, payroll exports and compliance rules specific to your sector are scoped and agreed before work starts. Prices exclude VAT.
Common questions
What recruitment teams ask us.
We keep the detailed answers together on the main FAQ page so they stay consistent across the website.
Next step
Tell us how your agency places people.
A conversation about your candidates, checks and clients, and what a system built around your process would look like.