Understand the agency workflow
Agencies serve multiple employers and may handle confidential searches. They need to identify the client, decision makers and information that may be shared.
Working alone does not remove complexity. Ask whether an ATS genuinely connects clients, assignments, applications and presentations rather than relying on loose labels.
Separate profiles from applications
A profile describes a person within the permitted processing context; an application describes their progress on one assignment. A rejection for one role is not a universal judgment about the person.
In a fictional example, Camille may be considered for sales and customer-service assignments for different clients. aiKip keeps each application’s pipeline and exchanges distinct.
Organize clients and assignments
Identify useful contacts and who reviews candidates or approves decisions. Keep assignment conditions current and determine whether the search should be public.
aiKip’s agency scope distinguishes public and private assignments. Private assignments stay off the career site.
| Object | Purpose |
|---|---|
| Client | Employer and relevant contacts. |
| Assignment | Need, conditions and visibility. |
| Profile | Person’s information within the permitted scope. |
| Application | Progress on a particular assignment. |
| Presentation | A specific version shared with a client. |
| Placement | Outcome and associated operational commercial tracking. |
Prepare controlled presentations
Share information relevant to the assignment without exposing internal notes or unrelated records. aiKip uses a fixed presentation version approved by the candidate; a new version follows its own approval.
That product workflow does not replace assessment of GDPR roles and lawful grounds. An agency is not automatically a processor in every situation.
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Prepare
Select information relevant to the assignment.
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Approve
Show the candidate the version to be shared.
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Share
Grant access to the authorized presentation.
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Collect
Connect client feedback to that presentation.
Limit client access
Clients need to review presented candidates and respond, not browse internal notes or other clients’ assignments. Test the portal from a guest’s perspective.
aiKip limits guests to authorized shared presentations, connects their feedback and allows access withdrawal. Explore this using fictional agency demonstration data before real sharing.
Maintain a useful talent pool
Useful records have known origins, current context and clear conditions for recontact. A large unexplained collection is not necessarily valuable.
aiKip’s optional talent pool uses separate consent. Follow that product rule and examine the conditions for reuse. An old CV does not establish current availability or continuing interest.
Keep commercial tracking distinct from accounting
Placements, expected fees, due dates and received amounts are different events. Define which system provides accounting records.
aiKip supports operational placement and fee tracking, not accounting invoices, payroll or temporary-work contracts. Compare internal seats, active assignments, candidates and client guest access under the Independent and Agency plans, including pilot availability.
Run a complete trial scenario
Use a fictional client, assignment and candidate records. Prepare a presentation, follow approval, review client feedback and inspect how outcomes are tracked.
Focus on handovers between preparation, feedback and commercial follow-up. Information should stay connected while access boundaries remain clear.
Frequently asked questions
Can an independent recruiter benefit?
Yes. Multiple clients and assignments create coordination needs regardless of team size.
Can clients see the whole candidate pool?
No. aiKip client access is limited to authorized shared presentations, excluding internal notes and unrelated candidates.
Does aiKip manage temporary staffing payroll?
No. The described scope covers recruitment, presentations, client feedback and operational fee tracking, not payroll, temporary contracts or accounting invoices.