Build an Applicant Tracking System for Recruiting Agencies
Manage candidates across every client role, track submissions, and never lose a placement. Spin up an agency hiring hub with Kleap. Free to start.
16,172+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
An ATS for a recruiting agency is a web database that tracks candidates across many client searches at once — storing each candidate record, the client and role they're being submitted to, and their stage in every open pipeline.
What your recruiting agency applicant tracking tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for recruiting agency.
Candidate name
The master record a recruiter can work across multiple client searches over time.
Client / company
Which client's opening this candidate is being worked for, so one person can appear in several client pipelines without confusion.
Role / job order
The specific requisition being filled, keeping submissions tied to the exact search the client is paying for.
Submission stage
Sourced → Screened → Submitted to client → Client interview → Offer → Placed, the core funnel a contingency agency lives by.
Owning recruiter
Which agency recruiter owns the candidate relationship, critical for splits and accountability on a shared desk.
Placement fee
The percentage or flat fee owed on a successful placement, tracked per candidate so revenue is visible before the deal closes.
Notice period / availability
When the candidate can actually start, which drives whether they fit a client's contingency timeline.
Salary expectation vs client budget
Stored side by side so a recruiter pre-qualifies before wasting a submittal slot with the client.
Submission summary / notes
The write-up sent with each candidate, kept on the record so the pitch is consistent and reusable.
What good looks like for recruiting agency
One app, a view for everyone
Agency recruiter
Pipeline coverage per job order, submittal quality, candidate responsiveness, and the fees riding on each placement.
Account manager / client lead
Client SLAs, submittal-to-interview conversion, overall fill rate, and keeping the client relationship healthy.
Agency owner / director
Revenue and fees per placement, recruiter productivity, fill rate across desks, and where deals stall.
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the applicant tracking you actually want and own it outright.
A typical applicant tracking
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around recruiting agency
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how recruiting agency actually works
Build it in 3 steps
Describe it
Tell Kleap what your recruiting agency needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Can one candidate be worked for several clients at once?+
Yes. The candidate is a single record, and each submission ties them to a specific client and job order with its own stage. You get separate pipelines per search while keeping one clean history for the person.
Does it sync with external job boards or LinkedIn?+
No — it's your internal system of record for candidates and submissions, not a sourcing or posting tool. You source wherever you already do and enter or import candidates into the database, where the placement pipeline lives.
Can we track placement fees per deal?+
Yes. Fee is a field on the candidate's submission, so you can see expected revenue on every active search and total what's in the pipeline versus what's placed on a dashboard.
How does it handle recruiter ownership on a shared desk?+
Each record carries an owning recruiter, so submittals, interviews, and placements are attributed correctly. That makes splits and productivity reporting straightforward without a separate spreadsheet.
More Applicant Tracking System use cases
Ready to build it?
Describe your recruiting agency applicant tracking and watch it come to life. Free to start, no code.