New Search Launch
- 1Client signs engagement letter via portal
- 2System creates new search pipeline stage
- 3Outreach automation begins for mapped candidates
Systems for Search Firms
Client and Candidate Management for Modern Search Firms
Recruiting firms bring in revenue through successful placements and retained search fees, but profit leaks through slow response times and unorganized candidate pools. When top talent moves fast, manual tracking and forgotten follow-ups result in missed placement opportunities and lower fill rates.
Professional Services
- Candidate Portals
- Client Search Dashboard
- Interview Reminders
- Reactivation Campaigns
- AI Receptionist
Also for: Recruiting Firms, Executive Search Firms
How the business actually works
How the work flows, start to finish.
- 01
Market Mapping
Identify and capture potential leads and talent pools through integrated web forms and inbound channels.
- 02
Candidate Intake
Automate the collection of resumes and screening questionnaires to build a qualified database.
- 03
Client Briefing
Document search parameters and specific role requirements within a centralized client portal.
- 04
Shortlisting
Organize candidate profiles into stages for internal review and initial phone screenings.
- 05
Interview Cycles
Coordinate schedules between candidates and hiring managers with automated reminders.
- 06
Offer Management
Track the negotiation process and finalize terms through secure document follow-up.
- 07
Placement
Transition the candidate to hired status and initiate post-placement satisfaction check-ins.
Where it leaks
Common problems for recruiters.
01
Ghosted Candidates
Qualified talent often drops out of the funnel when communication stalls. Automated touchpoints ensure applicants remain engaged throughout long interview cycles.
02
Manual Reporting
Creating weekly search updates for clients consumes hours of billable time. A client portal provides real-time visibility into the pipeline without manual data entry.
03
Interview Friction
Back and forth emails to coordinate hiring manager calendars lead to scheduling delays. Self-selection booking tools allow candidates to lock in times instantly.
04
Data Decay
Valuable candidate information often sits stale in old spreadsheets. Reactivation workflows keep the database current by periodically checking for updated resumes.
05
Payment Delays
Invoicing for placement fees or retainers can fall through the cracks. Automated payment follow-ups ensure that professional services are compensated on time.
What LATTICE can build
Systems built around how you work.
Candidate Portals
Provide a secure space for applicants to upload identification, certifications, and background check documents.
Client Search Dashboard
Give hiring managers a live view of the shortlist, including screening notes and video introductions.
Interview Reminders
Automated SMS and email alerts ensure both the hiring team and the candidate show up prepared.
Reactivation Campaigns
Systematically reach out to former silver-medalists to see if they are open to new opportunities.
AI Receptionist
Handle inbound inquiries from both prospective clients and job seekers when the desk is busy.
Document Follow-Up
Automatically nudge parties to sign offer letters, non-compete agreements, or fee schedules.
Review Requests
Trigger a request for a professional testimonial once a placement reaches their ninety-day milestone.
Example systems
What it looks like in practice.
Candidate Screening
- 1Applicant completes pre-screen form
- 2High-score candidates receive a booking link
- 3Recruiter receives a notification to review the profile
Offer Acceptance
- 1Candidate marks offer accepted in portal
- 2Automated notification sent to hiring manager
- 3Final invoice for placement fee is generated
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from recruiters
How does this handle confidential searches?
The system allows for tiered access where sensitive client information or candidate identities can be restricted to specific users. You can manage visibility via the client portal and internal permissions to ensure discretion throughout the search.
Can we use this for both contract and permanent roles?
Yes, the workflows are customizable to handle the quick turnaround required for temporary staffing or the long-term nurture needed for executive search. You can set different automation triggers based on the contract type.
Will this help with candidate experience?
Providing clear, timely communication is the most effective way to improve candidate sentiment. Automation ensures that no one is left wondering about their status, even if they are not selected for the role.
Can it help us collect feedback from hiring managers?
We build custom workflows that trigger a feedback form to the client immediately after an interview is completed. This captures fresh insights while the candidate is top of mind.
How do we track the source of our best placements?
The dashboard tracks the origin of every lead and candidate, allowing you to see which channels are producing the highest quality talent and the best return on your effort.